Terms of Use

Last Updated: April 2026

1. Acceptance of Terms

WALGA is the peak body for Western Australian local governments and the RAE Portal is provided to member councils as part of that role. These Terms of Use constitute a legal agreement between you (the user) and the Western Australian Local Government Association (WALGA). By accessing the RAE Portal, you acknowledge that you have read, understood, and agree to be bound by these terms.

2. Authorized Use

2.1 Eligible Users

The RAE Portal is available to:

• Authorized employees of Western Australian local government councils
• WALGA staff members
• Approved reviewers and approvers designated by WALGA

2.2 Account Requirements

To use the portal, you must:

• Have a valid RAE Portal account authorized by your organization
• Be officially designated as an authorized user by your council
• Maintain the confidentiality of your login credentials
• Notify WALGA immediately of any unauthorized access to your account

2.3 Account Type and Shared Council Credentials

Where WALGA issues a council-level account (for example, a generic council username), the council is responsible for ensuring that credentials are only used by staff specifically authorised by the council to act on its behalf. The council remains responsible for all actions taken under that account. Credentials must not be shared with any person outside the council, with vendors, or with any party not specifically authorised by the council and WALGA.

2.4 Audit and Activity Logging

You acknowledge that the portal logs user activity (including authentication events, submission edits, file uploads and downloads, and administrative actions) for security, audit, and record-keeping purposes. These logs may be reviewed by WALGA, by auditors, and where lawfully required by government agencies.

2.5 Prohibited Uses

You must NOT:

• Share your login credentials with unauthorized persons (subject to clause 2.3)
• Access data or submissions from councils you're not authorized to view
• Attempt to circumvent security measures or access restrictions
• Use automated tools (bots, scrapers) without prior written approval
• Upload malicious code, viruses, or harmful content
• Use the portal for any unlawful purpose
• Reverse engineer, decompile, or disassemble any portal components

3. Data Submission Requirements

3.1 Accuracy and Completeness

The RAE Portal supports council reporting under the Roads to Recovery Funding Agreement and related Commonwealth and State funding programs. You agree to:

• Provide accurate, complete, and truthful information in all submissions
• Verify all data before submission
• Ensure submissions comply with grant funding requirements, including the Roads to Recovery Funding Agreement and any related reporting obligations
• Notify WALGA promptly of any errors discovered after submission

3.2 Submission Deadlines

Submissions must be completed by the published deadline (31 October 2026 for the 2025-26 financial year). Late submissions may not be accepted without prior approval from WALGA.

3.3 Declaration

By submitting data through the portal, you declare that:

• You are authorized to submit on behalf of your council
• The information provided is true and accurate to the best of your knowledge
• You have appropriate supporting documentation

4. Intellectual Property

4.1 WALGA Ownership

The RAE Portal, including its design, functionality, code, and content, is owned by WALGA and protected by intellectual property laws. You may not reproduce, distribute, or create derivative works without written permission.

4.2 Council Data

Councils retain ownership of the data they submit. By submitting data, you grant WALGA a non-exclusive license to:

• Store and process the data for reporting purposes
• Create aggregated, de-identified reports and statistics
• Share data with government agencies as required for grant compliance

4.3 Records Access and Freedom of Information

Submissions made through the portal form part of the submitting council's records. They may be subject to access requests under the Freedom of Information Act 1992 (WA) at the council level, and to record-keeping requirements under the State Records Act 2000 (WA) and the Local Government Act 1995 (WA). Aggregated and statewide outputs produced by WALGA are routinely published or shared with government as part of WALGA's reporting role.

5. Service Availability

5.1 Service Level

WALGA strives to maintain portal availability but does not guarantee:

• Uninterrupted or error-free operation
• Immediate correction of defects
• Compatibility with all devices and browsers

5.2 Maintenance

WALGA may temporarily suspend portal access for:

• Scheduled maintenance (with advance notice when possible)
• Emergency repairs or security updates
• Infrastructure upgrades

5.3 Decommissioning and Successor Arrangements

If WALGA decides to retire, replace, or transfer the RAE Portal, WALGA will give member councils reasonable advance notice and will work with councils to ensure continued access to historical submission data, including by providing exports or transition arrangements consistent with the councils' record-keeping obligations.

6. Limitation of Liability and User Warranties

6.1 WALGA Disclaimer

6.2 User Warranties

By submitting data through the portal you and your council warrant that the data is, to the best of your knowledge, accurate and complete and that you have authority to submit it. Where third-party claims arise against WALGA from materially false, misleading, or unauthorised submissions, the submitting council remains responsible for the consequences of those submissions to the extent permitted by law [Review: confirm form of indemnity / liability allocation with WALGA legal — current text deliberately avoids a hard contractual indemnity given the member-association relationship].

7. User Responsibilities

You are responsible for:

• Maintaining secure login credentials
• Using compatible, up-to-date browsers and devices
• Backing up important data before submission
• Monitoring submission status and deadlines
• Complying with your organization's IT and data policies; where your council's policies are stricter than these Terms in any area, the council's policies prevail for that user

8. Data Backup and Recovery

While WALGA implements automated backups, users are encouraged to:

• Keep local copies of important data
• Export submissions before the deadline
• Document significant entries and calculations

9. Termination of Access

WALGA reserves the right to suspend or terminate your access if:

• You violate these Terms of Use
• Your employment with the authorized council ends
• Your council requests deactivation
• Suspicious or unauthorized activity is detected

10. Privacy and Data Protection

Use of the portal is subject to our Privacy Policy, which explains how we collect, use, and protect your personal information.

11. Changes to Terms

WALGA may update these Terms of Use at any time. Material changes will be communicated via:

• Email notification to registered users
• Portal announcement banner
• Updated "Last Updated" date at the top of this page

Continued use of the portal after changes constitutes acceptance of the new terms.

12. Governing Law

These Terms of Use are governed by the laws of Western Australia. Any disputes arising from use of the portal shall be subject to the exclusive jurisdiction of the courts of Western Australia.

13. Contact Information

14. Severability

If any provision of these Terms of Use is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that the remaining terms remain in full force and effect.

15. Entire Agreement

These Terms of Use, together with the Privacy Policy, constitute the entire agreement between you and WALGA regarding use of the RAE Portal.