Login details and password security

Keep your login details private, as you would for any online service. Use a secure, long-form, password, and don’t share this with anyone.

Login activity

Only remain logged in to the Admin Portal for as long as you need to carry out your tasks and do not leave your device unattended whilst you’re logged in. You will be automatically logged out of the Admin Portal after two hours of inactivity.  Your login history and all of your activity on the system is tracked.

Updating, editing or exporting personal data records

Do not edit, delete, or export any database records (NB most Admins will only have 'View' access to records), unless with the written permission of TASIS Portugal for a specific, agreed purpose.

If you need to export a list of event attendees to help manage an event (e.g. to send attendees an email externally to this Online Community system), please ensure you store the data securely and delete it after use. You should never store lists of personal data (e.g. names and email addresses) on your laptop/ personal device for longer than required to perform the task you're doing. Ideally, you'll manage communications and data updates within the Online Community to avoid exporting these lists.

Content guidelines

When posting any content on the community site, whether new pages of information, news articles, photos, resources, or other information, please follow these principles:

> Create content that’s relevant for the TASIS parent community - e.g. highlights from assemblies, school trips, competitions etc, write-ups of recent events and charity projects, careers interviews with parents from different professions, information about local services and advice for TASIS families, etc

> Avoid publishing anything that might be deemed inappropriate 

> Check that you have the right to post any photographs/ images (you can ask people when taking photos in school if it's OK to share these photos on the Online Community). Avoid sharing identifiable photos of kids, unless these are published within the photo gallery section, which is hidden behind login.

> Never post anything that might be deemed inflammatory (political/ racial/ religiously sensitive etc)

> Avoid sharing any links to WhatsApp groups or personal phone/ email addresses on publicly accessible web pages

> Tag people in to news stories and other content (in a news article you can do this from the 'Tag Users' field on the 'Options' page - start typing a name and select the correct person to 'tag')

Training to use the Events and Email functionality

Some Admins will use the Online Community to organize events and send emails - e.g. for event invites, reminders, and follow-ups.  Before sending emails or publishing events we ask that you complete training on these areas of the software, in particular ensuring that you understand how the filtering system works for creating email recipient lists and that you understand how to test an email or an event registration process before making these live to the wider parent community.

Please contact the Community Site Manager, Shruti Jha, via the community online messaging system (or you can email TPAoc@tasisportugal.org), to arrange this training..

Data privacy reminder

The EU’s GDPR (data regulation) places strict emphasis on the rights of individuals to control their personal data. A key principle is that someone should not be surprised to find out their data is being used in a certain way. If you have admin-level access to email addresses, birthdays, or any other personal data on the Online Community, you should never copy or export this information or use it in any way other than for the purpose of managing agreed activities for the TASIS Portugal community.

Last updated: October 2024