Terms of Service

By accessing or using KoalaCast, you agree to be bound by these Terms of Service. If you are using KoalaCast on behalf of an organisation, you represent that you have authority to bind that organisation to these terms. If you do not agree to these terms, do not use the platform.

KoalaCast provides a Software-as-a-Service platform for organisations to communicate with their members and manage day-to-day operations. Depending on the plan and on which modules your organisation enables, this may include:

• Announcements, polls, forms, surveys, and acknowledgement tracking
• Direct messaging between members and channel moderators
• Fee collection through a payment gateway the organisation connects
• Student pickup passes and gate verification
• School bus tracking
• TV display mode for notice boards

The platform is used through a web browser or an installable web app. Some features — bus tracking in particular — may also involve a separate mobile application provided to specific staff members.

This is worth stating plainly, because it determines who is responsible for what.

Your organisation decides what information to hold in KoalaCast, who may access it, what to communicate, what fees to charge, who may collect a child, and who drives a bus. We provide the software; your organisation makes the decisions and remains responsible for them.

In data protection terms, your organisation is the controller of the information in its workspace and KoalaCast is a processor acting on its instructions.

• Workspace accounts are created by an organisation owner. Individual member accounts are created by workspace administrators.
• You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.
• You must provide accurate information when creating a workspace. Impersonating another organisation is grounds for immediate account termination.
• You must be at least 18 years old to create a workspace or serve as an administrator, moderator, security, or transport user.
• Where an account represents a student, it is intended to be used by that student's parent or guardian.

You agree not to use KoalaCast to:

• Send spam, unsolicited communications, or misleading announcements.
• Harass, threaten, or harm any individual.
• Distribute malware, viruses, or any malicious code.
• Violate any applicable law or regulation.
• Attempt to gain unauthorised access to another organisation's data, or to records within your organisation that you are not entitled to see.
• Scrape, reverse engineer, or copy the platform's functionality.
• Use location or pickup features to monitor or track any individual, rather than for the operational purpose they are provided for.

We reserve the right to suspend or terminate any account found to be in violation of these terms without prior notice.

Where an organisation enables fee collection, it connects its own payment gateway account and receives payments directly. This matters, so to be explicit:

• KoalaCast is not a party to the transaction. The payment is between the payer and the organisation. We provide the software that initiates it and records the result.
• Money does not pass through us. Funds move from the payer to the organisation's own gateway account. We never hold them.
• Refunds, disputes, and receipts for fees are a matter between the payer and the organisation. We will help the organisation locate a transaction record, but we cannot issue, reverse, or arbitrate a fee payment.
• What is charged, and to whom, is decided entirely by the organisation.
• The organisation is responsible for complying with any tax, receipting, or financial regulations that apply to the fees it collects.

This section concerns fees an organisation collects from its members. It is separate from the subscription you pay us, which is covered in section 9.

Where an organisation enables pickup passes, KoalaCast generates a code and a PIN, shows the guard the details a parent provided, and records what happened.

• The decision to release a child is always made by a person, not by the software. Scanning a pass never releases anyone — a member of the organisation's staff confirms it.
• The platform is a verification aid. It does not guarantee that the person presenting a pass is who they claim to be.
• Staff may override the PIN where circumstances require it. The organisation is responsible for how its staff exercise that judgement, and every override is recorded with the reason given.
• The organisation remains fully responsible for the safety and supervision of children in its care.

Where an organisation enables bus tracking, the platform shows the position of a vehicle while a trip is running, and estimates how long until it arrives.

• Arrival times are estimates. They are calculated from distance and recent speed, not live traffic, and should be treated as a guide rather than a commitment.
• Location depends on the driver's device and mobile signal. A bus travelling through an area with poor coverage may not report its position. When that happens the platform says so, but it cannot show a position it has not received.
• Do not rely on the platform alone to decide when a child should wait outside or cross a road. It is a convenience, not a safety system.
• Tracking only runs while a driver has started a trip. If a driver does not start one, no location is shown — this reflects how the service is operated by the organisation, not a fault in the platform.
• The organisation remains responsible for the operation and safety of its vehicles.

This section covers your subscription to KoalaCast.

• Free plan: Available at no cost with usage limits as described on our pricing page. We reserve the right to modify free plan limits with 30 days notice.
• Paid plans: Billed monthly or annually via Razorpay. Payment is due at the start of each billing period.
• Failed payments: If payment fails, your workspace will be downgraded to the Free plan after 7 days. Your data is retained during this period.
• Refunds: Annual plans are eligible for a pro-rated refund within 14 days of payment. Monthly plans are not refundable.
• Price changes: We will notify you at least 30 days before changing subscription prices.
• On downgrade: Features not included in the lower plan stop working, but the data they hold is retained. Records already created remain accessible.

• You retain full ownership of all content created in your workspace — announcements, contact data, form responses, payment records, and attachments.
• By uploading content, you grant KoalaCast a limited licence to store, process, and display it solely for the purpose of providing the service.
• We do not claim ownership of your data, do not sell it, and do not use it to train AI models.
• You are responsible for ensuring you have the right to upload what you upload — including photographs of people.

• We implement industry-standard security measures including TLS encryption, database-level row security, and service role access controls. Payment gateway credentials are encrypted at rest.
• We target 99.5% uptime but do not guarantee uninterrupted service. Scheduled maintenance will be communicated in advance.
• Notification delivery depends on third parties — email providers, and the push services operated by Apple and Google. We cannot guarantee that any individual message is delivered or read.
• We are not liable for losses caused by service interruptions, data loss, or security breaches beyond our reasonable control.

• By you: You may cancel your subscription at any time by contacting us at hello@koalacast.io. Your workspace will remain active until the end of the current billing period.
• By us: We may terminate your account immediately for violation of these terms, fraudulent activity, or non-payment.
• Data after termination: Your data is retained for 30 days after termination, during which you may request an export. After 30 days it is permanently deleted — except payment records, which we are required to retain for 7 years under Indian accounting regulations.

To the maximum extent permitted by applicable law, KoalaCast shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the platform, including but not limited to loss of data, loss of revenue, or business interruption.

In particular, and without limiting the above, we are not liable for decisions made by an organisation or its staff using information shown in the platform — including decisions about releasing a child, operating a vehicle, or charging a fee.

Our total liability to you for any claims arising from these terms or your use of the service shall not exceed the amount you paid us in the 12 months preceding the claim.

Nothing in these terms excludes liability that cannot lawfully be excluded.

These terms are governed by the laws of India. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of Lucknow, India.

We will notify workspace administrators by email at least 14 days before making material changes to these terms. Continued use of the platform after that date constitutes acceptance of the updated terms.

For questions about these terms: hello@koalacast.io