Terms of Service

Version 1.1 · Effective date: 5 October 2026 · Last updated: 5 October 2026 (documents and forms added)

1. About the School and the Portal

The Portal is provided by Vereniging van Ouders Griekse School Rotterdam, trading as Greek School Rotterdam, located at Maria Danneels Erf 18, 2907 BD Capelle aan den IJssel, the Netherlands, and registered with the Chamber of Commerce (KvK) under number 24344917.

The Portal is the School’s administration and communication tool. Parents can use it to register children, follow attendance and progress, report absences, book parent-teacher meetings, respond to meeting invitations and exchange messages with the School. Teachers and office users use it to run the School. The Portal is provided free of charge to its users.

These Terms cover the use of the Portal only. The enrolment itself, including school fees, the school calendar and rules of conduct at school, is governed by the School’s enrolment conditions and school rules as communicated by the School (“School Rules”). If these Terms and the School Rules conflict, the School Rules prevail for anything other than the use of the Portal.

2. Who may use the Portal

• The registration form may be used by parents and legal guardians who are at least 18 years old and have parental authority over the child they register, or who are authorised by the person who has it.
• The Parent Portal is for parents and guardians of children registered with the School, using an account created or approved by the School.
• The staff portal is for teachers, office users and board members who have been given an account by the School. Teacher sign-ups are applications: an account is only active after the School approves it.

Students do not have their own accounts.

3. Accounts and security

• Your account is personal. Do not share your password or let anyone else use your account, including your partner or a colleague. Each parent and each staff member can have their own account.
• Choose a strong password of at least 8 characters that you do not use elsewhere, and keep it secret.
• Tell the School immediately if you suspect that someone else has access to your account, or that your data is incorrect.
• You are responsible for what is done through your account, unless you have reported misuse to us or the misuse was not your fault.
• The School may reset passwords, pause accounts and change access rights to protect the Portal or the data in it. For example, a parent login is paused automatically when the parent no longer has an enrolled child.

4. Registration and enrolment

• When you submit the registration form, you confirm that the information is complete and correct, and that you are entitled to register the child. Your drawn signature and the date are stored as confirmation of your declaration.
• A submitted registration is an application. Enrolment becomes final only after the School has approved it and, where applicable, the fee has been paid. The School may decline or put on a waiting list an application, for example when a class is full.
• Please keep your details up to date (email, mobile, address), so that we can reach you, especially about absences or emergencies.
• Placement in a level and class is decided by the School.

5. Fees and payment data

School fees, payment terms and any refunds are set out in the School Rules. The Portal records whether a fee has been paid, but no payments are made through the Portal. Where you provide an IBAN, the School uses it only to collect or refund school fees as agreed with you. Collection by direct debit takes place only on the basis of a separate SEPA mandate.

6. Messages and email

• By using the Portal you agree that the School may contact you through Portal messages and by email about your child and about the School, such as absence notices, class information, meetings and school news.
• Emails are sent from the School’s email account. When we write to a group, other recipients cannot see your email address. Replies you send by email reach the School’s mailbox.
• Portal messages and replies are visible to the participants in the conversation and to School staff whose role requires it, such as the Principal or administrators handling the matter.
• Please use the Portal or email for school matters only. For urgent matters on a lesson day, contact the School or the teacher directly. A message in the Portal may not be read immediately.
• Emails may occasionally be delayed, for example because of daily sending limits or a technical fault. The School cannot guarantee that every email arrives on time.

7. Attendance and absences

Teachers record attendance in the Portal. Parents are informed automatically when their child is marked absent, normally shortly after the lesson. Parents can report an expected or past absence in the Parent Portal. An absence report is a notification to the School. It does not replace any rules on leave or absence in the School Rules. If you believe an absence was recorded in error, please contact the School.

Documents, forms and consent

• The School publishes documents for parents in the Parent Portal (Documents & forms). Some documents ask you to confirm that you have read and accept them. Your confirmation — the tick, your typed full name, your drawn signature and the date and time — has the same meaning for the School as a signature on paper.
• Safe pick-up and photo consent are filled in per child for each school year. Either parent may fill them in; the latest version counts and the other parent can see and change it. Please keep the pick-up list up to date and make sure the people you name agree to it.
• For trips and events you answer per child before the deadline. After the deadline, please contact the School.
• A new version of a document may ask you to confirm again.

8. Acceptable use

When using the Portal, you must not:

• use it for any purpose other than school matters, or for commercial, political or advertising messages;
• send messages or upload content that is offensive, threatening, discriminatory or harassing, that violates someone’s privacy, or that is otherwise unlawful;
• share, copy or publish personal data of other children, parents or staff that you see in the Portal, except as needed for school matters and as allowed by law;
• upload viruses or harmful files, or files you are not allowed to share;
• try to access accounts, data or parts of the Portal that you are not authorised to use, test or bypass its security, or overload it, for example with automated requests or scraping;
• pretend to be someone else, or enter information that you know is false.

The School may remove content that breaches these Terms and may take the measures described in section 15.

9. Your content

You remain responsible for the messages, attachments, absence reports and other content you submit (“Your Content”). You give the School permission to store, process and show Your Content to the right people in the Portal, as far as needed to run the School and the Portal. You confirm that you have the right to share Your Content.

10. Additional terms for staff

• Staff accounts are given for a school role only. Use your access only for the tasks of that role, and only open data you need for those tasks.
• Keep all personal data you see in the Portal confidential, during and after your role. Do not download, print, forward or export it except for school purposes, and store any copies securely. Delete them when they are no longer needed.
• Changes you make in the Portal are recorded in an audit log.
• Class material is shared with parents only after approval. Do not upload documents with personal data of pupils or parents unless that is the purpose of the document, and only for the classes it concerns. Board documents are confidential to the board.
• Report any suspected data breach or lost device immediately to a Full Administrator.
• Your access ends, or is reduced, when your role ends or changes.

11. Privacy

The School processes personal data in the Portal as described in the Privacy Policy, which forms part of these Terms.

12. Intellectual property

The Portal, including its software, design, texts and email templates, belongs to the School or its licensors. You may use the Portal only for its intended purpose under these Terms. You may not copy, modify, distribute or reverse-engineer the Portal, except as allowed by mandatory law.

13. Availability and changes to the Portal

The School will make reasonable efforts to keep the Portal available and working properly. However, the Portal is provided “as is” and “as available”, and we cannot guarantee that it will always be available, uninterrupted or error-free. We may carry out maintenance and may change, extend or reduce the Portal’s features at any time. We use third-party service providers, and their failures may affect the Portal. Important information will, where possible, also be available directly from the School.

14. Liability

• The School is liable only for direct damage that results from an attributable failure (toerekenbare tekortkoming) or an unlawful act in connection with the Portal. As far as the law allows, liability is limited to the amount, if any, paid out by the School’s liability insurance in that case. If there is no such payout, it is limited to €500 per event.
• The School is not liable for indirect or consequential damage, such as lost profit or missed appointments. It is also not liable for damage caused by incorrect information you provided, by misuse of your account through your own fault, by delays or failures of email delivery, or by failures of third-party providers outside the School’s control.
• These limitations do not apply to damage caused by the intent or deliberate recklessness (opzet of bewuste roekeloosheid) of the School’s management, or where the law does not allow liability to be limited. They do not limit your rights under the GDPR or any mandatory consumer law.

15. Suspension and termination

• You may stop using the Portal at any time. To have your account removed, contact the School. Note that some data must be kept for a period after that (see the Privacy Policy).
• The School may pause or close an account when the user no longer has a role at the School or an enrolled child, or when the account has not been used for a long time. It may also do so in case of a breach of these Terms, misuse, a security risk, or at the user’s request. Where reasonable, we will inform you first.
• Sections that by their nature should continue after the end of use continue to apply, for example confidentiality, liability and governing law.

16. Changes to these Terms

We may change these Terms, for example when the Portal gets new features or the law changes. The current version, with its date, is always published on this page. If we make significant changes, we will inform users through the Portal or by email at least 14 days before they take effect, unless the change is required sooner by law or for security. If you continue to use the Portal after a change takes effect, you accept the new Terms.

17. Governing law and disputes

These Terms are governed by the laws of the Netherlands. We will first try to resolve any disagreement with you informally. If that does not succeed, disputes will be submitted to the competent court in Rotterdam, unless mandatory law gives you the right to go to another court, for example the court of your place of residence if you are a consumer. If any provision of these Terms is invalid, the rest remains in force, and the invalid provision is replaced by a valid one that comes as close as possible to its purpose.

These Terms are written in English. If they are translated, the English version prevails in case of differences, unless mandatory law provides otherwise.

18. Contact

Vereniging van Ouders Griekse School Rotterdam · Greek School Rotterdam
Maria Danneels Erf 18, 2907 BD Capelle aan den IJssel, the Netherlands
Email: elliniko.scholio.rott@gmail.com

See also our Privacy Policy.