Terms & Conditions

These Terms and Conditions (the “Terms”) form a legally binding agreement between you and the operators of Cubicle for the participating school division. By creating a session, signing in, clicking to accept, or otherwise accessing or using Cubicle, you agree to these Terms, the Privacy Policy, the Intellectual Property & Licence policy, the Security & Data Safety statement, and the Acceptable Use Policy (together, the “Policies”). If you do not agree, you must not access or use the platform.

Cubicle is an internal school operations tool. It is not a consumer product, not a public booking marketplace, and not a substitute for official student information systems, emergency notification systems, payroll, or human-resources systems of record.

If you use Cubicle in the course of your employment or assignment with the school division, you represent that you are authorized to do so and that you will comply with division board policy, local school rules, and applicable law in addition to these Terms.

In these Terms:

• “Cubicle”, “the platform”, or “the service” means the web application available at mycubicle.app, including related application programming interfaces, email notifications, progressive web app features, and administrative tools.
• “You” or “user” means the individual accessing the platform.
• “School division” or “division” means the participating board of education / school division that authorizes staff use of the platform.
• “IT” means school division information technology staff or the designated platform operators.
• “Allowlist” means the approved list of school email addresses permitted to sign in, together with assigned roles.
• “Admin” means a user whose allowlist or profile role is administrator.
• “Teacher” means a user whose role is teacher (including substitute, temporary, or permanent instructional staff as classified in the platform).
• “Content” means text, names, booking details, issue reports, laptop codes, profile fields, and other information you submit or that is generated about your use of the service.
• “School records” means operational records created in the platform, including bookings, cart inventory, restrictions, issues, swap and share requests, and staff directory fields.
• “Owner” means the Cubicle Owner, the person or entity that created, owns, and operates Cubicle, including all software, design, and related intellectual property.
• “Similar product” means any application, site, script, or system that copies, remakes, replaces, or is modelled on Cubicle, including with a different user interface, name, or feature set.

Cubicle provides tools for authorized staff to coordinate shared instructional technology, currently including:

• A daily schedule board for booking laptop carts against class periods and dates.
• Share invites and swap or handoff requests between staff for booked slots.
• Equipment issue reporting, including severity that may place a cart in maintenance.
• Admin inventory (cart names, locations, laptop brand and counts, QR / laptop codes).
• Slot restrictions and booking-window policy (for example locking periods for exams).
• Staff allowlist, roles, employment type, and related access administration.
• Optional operational email notifications (shares, swaps, cancellations, issue reports).
• Optional device features such as QR scanning of cart or laptop labels.

Features may be added, changed, limited by role, or withdrawn. The service is provided only for legitimate school operations. We do not promise that any particular feature will remain available in the same form.

Cubicle is provided solely for authorized personnel of the participating school division. Access is a privilege tied to employment or assignment, not a personal right that travels with a private email account.

Access conditions

• Google accounts must use the school Workspace domain @rbe.sk.ca.
• Personal accounts (including Gmail and other consumer domains) are prohibited.
• A school-domain account is not sufficient by itself. The exact email must appear on the IT allowlist before access is granted.
• Roles (teacher or admin) are assigned by authorized administrators, not self-selected by end users.
• Students, parents, the general public, vendors without written authorization, and former staff who have been removed from the allowlist are not eligible users.

Circumventing eligibility (for example forwarding a school inbox to a personal account and attempting sign-in, sharing a colleague’s session, or using an unauthorized Google identity) is a material breach of these Terms and of the Acceptable Use Policy.

Production authentication is performed with school Google Sign-In through our identity provider. Cubicle does not issue a separate production password for Google-authenticated staff.

• You must protect your school Google credentials, recovery methods, and signed-in devices.
• You must not share your account, browser profile, session cookies, or QR-login state with another person.
• You are responsible for activity conducted under your authenticated session until you sign out or IT revokes access.
• You must sign out on shared, classroom, or unattended devices.
• We may terminate sessions, refuse sign-in, or remove an unauthorized identity when domain, allowlist, or security checks fail.
• We may suspend or revoke access for security, policy, inactivity, or employment-status reasons, including when you leave the school or change assignment.

If you believe your Google account or a Cubicle session has been used without authorization, sign out, secure the Google account, and notify IT immediately at it-support@rbe.sk.ca.

Subject to these Terms and the Intellectual Property & Licence policy (which is incorporated here in full), you receive a limited, non-exclusive, non-transferable, non-sublicensable, non-assignable, revocable right to access and use the live Cubicle service solely for legitimate school operations while you remain an authorized user. That is a licence to use, not a sale, and not a transfer of any intellectual-property right.

All software, visual design, wordmark, documentation, workflows, QR and label designs, source, and know-how in Cubicle are owned exclusively by the Cubicle Owner. The participating school division is a licensee only. Use, hosting of school data, feature requests, or internal listing of the tool does not make the division, any staff member, or any vendor an owner or co-author.

• No assignment of Cubicle occurs unless the Owner signs a written instrument that expressly assigns identified rights.
• You may not remove proprietary notices or use the Cubicle name or marks to suggest unauthorized endorsement or that another product is Cubicle.
• School records you enter remain school division operational records; the licence above does not transfer those records to you personally, and it does not transfer the software to the division.
• Feedback is assigned to the Owner as described in the IP Policy. Suggesting a feature does not make you a co-author.
• Moral rights in feedback are waived to the extent permitted by the Copyright Act (Canada) and other applicable law.

Without the Owner’s prior explicit written permission, you — and the school division — must not copy, sell, remake, reverse engineer, open-source, or create a Similar product, including one with a different user interface, different features, different name, or different branding.

You must not take inspiration from Cubicle to brief a vendor, intern, or staff developer; use screenshots or walkthroughs as a specification; or write an RFP that restates Cubicle in other words. Changing colours or “rewriting it in another stack” is not a defence. Details and remedies are in the Intellectual Property & Licence policy. Those rules survive after you stop using the service.

You agree that you will:

• Use the platform only for school-related scheduling, inventory, and related operational tasks.
• Provide accurate booking details (date, period, class or purpose, and any share or swap information).
• Cancel or release bookings you no longer need so other staff can use shared equipment.
• Report equipment problems truthfully and with an appropriate severity.
• Keep profile information reasonably current (name as used at school, contact details you choose to store).
• Treat staff names, booking patterns, inventory, laptop codes, and issue notes as confidential school operational information.
• Comply with the Acceptable Use Policy, Security & Data Safety statement, and applicable division technology policies.
• Avoid entering student personal information, medical information, or other sensitive identifiers unless a documented division procedure requires it for the specific task.

Booking records, issue reports, profile fields, laptop codes, share and swap requests, restrictions, and related operational data are school division records processed to deliver the service. They are not your personal cloud storage.

You retain responsibility for the accuracy of information you enter. Admins may view, edit, reassign, restrict, or delete operational records as required for fleet management, fairness, safety, or policy. We may also process records as described in the Privacy Policy.

You grant the operators of Cubicle a worldwide, royalty-free licence to host, store, display, transmit, and otherwise process Content solely to operate, secure, and improve the service for the school division. This licence ends when the Content is deleted from the production systems in accordance with retention practice, except for copies remaining in backups for a limited period or as required by law.

Shared carts are a limited school resource. Booking a slot does not transfer ownership of equipment. Teachers should book only what they reasonably need for instruction or approved school activity.

• Booking windows, daily slot limits, and locked periods (for example exams) may be enforced by policy configured by administrators.
• Admins may cancel, reassign, or delete bookings — including bookings created by other staff — when required for operations, maintenance, or policy.
• Share invites and swap requests create operational obligations: respond promptly and do not use them to circumvent slot limits in bad faith.
• Placing a cart in maintenance, locking slots, or changing inventory may affect existing classroom plans. Admins should use those tools in good faith.
• QR labels and laptop codes are inventory controls. Do not republish them publicly or use them to impersonate equipment custody.

Cubicle does not guarantee that a cart will be physically present, fully charged, or free of defects merely because a slot appears booked or available in software. Physical custody, charging, and classroom supervision remain school operational matters.

We may send operational notices through the platform interface, to your school email address, or through other channels designated by IT. Email about shares, swaps, cancellations, issue reports, and similar events is part of the service. You may adjust some notification preferences in Settings, but we may still send messages required for security, access, or administration.

Notices under these Terms are effective when posted in the service or sent to the school email on your allowlist record. You are responsible for reading notices sent to that address.

Processing of personal information is described in the Privacy Policy. Ownership and copying rules are in the Intellectual Property & Licence policy. Security practices are described in the Security & Data Safety statement. Conduct rules are in the Acceptable Use Policy. Those documents are incorporated into these Terms by reference.

If there is a conflict between a summary in these Terms and the Privacy Policy on a privacy-specific point, the Privacy Policy controls for that point. If there is a conflict between these Terms and mandatory law or binding board policy, the mandatory rule prevails.

We aim for reliable availability during school operations but do not guarantee uninterrupted, error-free, or timely operation. The platform may be unavailable because of maintenance, hosting or identity-provider outages, network issues, configuration changes, force majeure, or security response.

Features, interfaces, booking rules, and integrations may be updated, suspended, or discontinued as needed for maintenance, security, legal, or operational improvement. Where practical, material changes that affect day-to-day classroom booking will be communicated to administrators.

You are responsible for maintaining an alternative classroom plan if a cart cannot be booked or the service is temporarily unavailable.

Cubicle depends on third-party infrastructure, currently including identity and database services, application hosting, DNS, email delivery, and Google Workspace sign-in. Those providers have their own terms and availability. We are not responsible for outages, policy changes, or acts of third parties outside our reasonable control.

Links to third-party sites (for example a mail provider dashboard) are provided for convenience. Those sites are not part of Cubicle and are not covered by these Terms.

Cubicle is provided on an “as is” and “as available” basis for school operational use. To the fullest extent permitted by applicable law, the Cubicle Owner and the operators of Cubicle disclaim all warranties and conditions, whether express, implied, statutory, or otherwise, including implied warranties of merchantability, merchantable quality, fitness for a particular purpose, title, quiet enjoyment, and non-infringement, and any warranties arising from course of dealing or usage of trade. There is no service-level agreement unless the Owner signs one.

Without limiting the foregoing, we do not warrant that:

• The service will meet every instructional or administrative requirement.
• Booked equipment will be physically available, safe, or in working order.
• The service will be uninterrupted, timely, secure, or free of defects or harmful components.
• Data will never be lost, delayed, or displayed incorrectly.
• Email notifications will be delivered, or will land in an inbox rather than a junk folder.

The platform is not a substitute for emergency communication, 911, lock-down procedures, official student cumulative files, or professional IT asset-management systems of record beyond the operational inventory it maintains.

To the fullest extent permitted by applicable law, Cubicle and its operators, contributors, and hosting or identity providers shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of data, goodwill, revenue, anticipated savings, or business interruption, or for the cost of substitute services, arising out of or related to these Terms or use of (or inability to use) the platform, even if advised of the possibility of such damages.

To the fullest extent permitted by law, the aggregate liability ofthe Cubicle Owner and of the operators of Cubicle arising out of or related to the service shall not exceed the greater of (a) the amounts (if any) actually paid to the Owner specifically as a software licence fee in the twelve (12) months before the claim or (b) one hundred Canadian dollars (CAD $100). If the platform is provided without a separate licence fee to the division, clause (b) applies. That cap is the total for all claims together, not per incident.

Without limiting the foregoing, the Owner is not liable for lost instruction time, failed lessons, missed bookings, substitute-teacher costs, equipment theft, student injury involving devices, FOI/LA FOIP complaints arising from how the division uses the tool, or claims by parents, students, or unions relating to classroom operations.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for fraud or for death or personal injury caused by negligence where such exclusion is prohibited.

These limitations allocate risk between the school division (which controls staff, devices, classrooms, and records practice) and the Owner. You and the division acknowledge that this allocation is a material condition of providing the service, including where no licence fee is charged.

Claims against hosting, identity, or email providers are subject to those providers’ terms. The Owner is not their insurer.

To the extent permitted by law and by your employment relationship with the school division, you will indemnify, defend, and hold harmless the Cubicle Owner and the operators of Cubicle from and against claims, damages, losses, and reasonable expenses (including legal fees) arising out of your breach of these Terms or the IP Policy, your misuse of the service, unauthorized copying or commissioning of a Similar product, or Content you submit that is unlawful or infringes the rights of others, except to the extent caused by the Owner’s gross negligence or wilful misconduct.

The participating school division will indemnify and hold harmless the Owner from claims by staff, students, parents, unions, or third parties arising out of classroom operations, equipment custody, employment decisions, allowlist decisions, or the division’s use of Cubicle, to the extent the division may lawfully give that indemnity as a public body. This is not intended to waive statutory duties the division owes under LA FOIP or education legislation; it is intended to keep product-liability and IP disputes from being shifted onto the Owner for the division’s operational choices.

Your right to use Cubicle ends when any of the following occurs:

• Your employment, contract, or school assignment ends.
• You are removed from the allowlist or your role is revoked.
• Your school Google account is disabled or you no longer control the allowlisted address.
• You materially breach these Terms or the Acceptable Use Policy.
• IT suspends access as a security, investigative, or policy measure.
• The school division or operators discontinue the service.

Upon termination, you must stop using the platform. We may immediately invalidate sessions. School records may be retained or deleted according to the Privacy Policy and division records practice. Survival: sections concerning intellectual property, the IP Policy, confidentiality, school records, disclaimers, limitation of liability, indemnification, assumption of risk, injunctive relief, governing law, and general provisions survive termination. You still may not copy or remake Cubicle after access ends.

We may revise these Terms to reflect product, legal, or operational changes. The effective date at the top of this page will be updated when a revision is published at mycubicle.app. Continued use after the effective date constitutes acceptance of the revised Terms. If you do not agree, you must stop using the platform and ask IT to remove your access.

For material changes that expand how school personal information is used, we will also update the Privacy Policy. Division IT, privacy, and legal contacts should review published Policies before formal board or division-wide adoption.

Cubicle is operated for school use in Saskatchewan, Canada. These Terms and the Policies are governed by the laws of the Province of Saskatchewan and the federal laws of Canada applicable therein, without regard to conflict-of-law rules that would apply another jurisdiction’s laws.

Subject to any mandatory dispute process in employment or board policy, the courts of Saskatchewan (and, where they have jurisdiction, the Federal Court of Canada for intellectual-property matters) have exclusive jurisdiction over disputes arising out of these Terms, except that the Owner may seek injunctive or other equitable relief in any forum to protect Cubicle, confidential information, or school data.

You waive, to the extent permitted, any right to participate in a class, collective, or representative proceeding against the Owner relating to the service. Each claim must be brought in an individual capacity.

Use is also subject to applicable school division policies, provincial education requirements, The Local Authority Freedom of Information and Protection of Privacy Act (Saskatchewan) (“LA FOIP”) where the division is a local authority, and other mandatory law. If a conflict exists between these Terms and mandatory law or binding board policy, the mandatory rule prevails.

• Entire agreement. These Terms and the other Policies constitute the entire agreement between you (and, where applicable, the school division) and the Owner regarding the service, and supersede prior informal descriptions of the product. No purchase order, RFP response, or vendor form amends them unless the Owner signs that amendment.
• Severability. If a provision is held unenforceable, it will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in effect. The Owner’s intent is the maximum lawful protection of Cubicle.
• Waiver. Failure to enforce a provision is not a waiver. Waiver requires a written instrument signed by the Owner that identifies the specific right waived.
• Assignment. You may not assign these Terms. The Owner may assign them in connection with operating or transferring the service.
• No third-party beneficiaries. These Terms do not create rights in students, parents, unions, or other third parties except as mandatory law requires. The Owner may enforce the IP Policy against anyone bound by it.
• Relationship. These Terms do not create a partnership, joint venture, employment, or fiduciary relationship with the Owner. Providing Cubicle is not an admission that the Owner is a school official for all purposes, except as privacy law may require for processing school records.
• Force majeure. The Owner is not liable for delay or failure caused by events beyond reasonable control, including outages of Google, hosting, or email providers, labour disputes, network failure, or emergency school closures.
• Export and misuse of screenshots. You may not export, photograph, or record the service for the purpose of rebuilding it.
• Headings. Headings are for convenience only and do not affect interpretation.
• Language. These Terms are prepared in English. If a translation is provided, the English version controls to the extent permitted by law.
• Electronic acceptance. Checking a consent box, signing in, or continuing to use the service after notice of the Terms is an electronic signature and acceptance under applicable electronic-commerce law.

You understand that cart scheduling, device use, and classroom supervision involve operational risk that the software cannot eliminate. You assume the risk of relying on the board, of equipment that is booked but physically unavailable or unsafe, and of service interruptions. You release the Cubicle Owner from claims that the service should have prevented a classroom, employment, or equipment incident, to the fullest extent permitted by law.

To the extent permitted, you will not sue the Owner for:

• Ordinary negligence in providing a free or internally licensed school tool, except where the law forbids that release.
• Decisions made by administrators (allowlist, cancellations, maintenance, role changes).
• Content another staff member entered.
• Acts of third-party providers.
• Your own failure to keep an alternative lesson plan.

If you or the division intend to bring a claim against the Owner, you must send written notice to it-support@rbe.sk.ca describing the claim in reasonable detail at least thirty (30) days before filing, and must bring any permitted claim within one (1) year after you first knew or reasonably should have known of it, and in any event within two (2) years after the event, unless a longer period is mandatory and cannot be shortened. This does not limit the Owner’s time to sue for infringement or breach of the IP Policy.

Breach of the licence, confidentiality, or IP Policy would cause irreparable harm. The Owner may seek an injunction, specific performance, delivery-up or destruction of infringing copies, and other equitable relief without limiting damages. To the extent a court will allow, the Owner need not post a bond.

Questions about these Terms and Conditions, requests for a copy, or notices relating to the service should be directed to school division IT:

it-support@rbe.sk.ca

Intellectual-property notices and permission requests: same address, subject “Cubicle Owner — IP”.

Product documents: Legal overview, Intellectual Property & Licence, Privacy Policy, Acceptable Use Policy, Security & Data Safety.