Last updated: 9 September 2026
These Terms of Service ("Terms") govern access to and use of LabPilot ("LabPilot", "we", "us"). LabPilot is an Australian software service that helps educational institutions provision and manage cloud teaching labs. By creating an account, joining a lab, or otherwise using LabPilot, you agree to these Terms. If you do not agree, do not use the service.
1. Acceptance and eligibility
LabPilot is intended for institutional and educational use. When you agree to these Terms on behalf of a school, registered training organisation (RTO), or other organisation (the "Institution"), you confirm that you are authorised to bind that Institution. Teachers and administrators must be staff or authorised agents of the Institution. Students may use LabPilot only as end users under an Institution's account, by joining a lab they have been invited to. If you are under the age required for consent in your jurisdiction, you may use LabPilot only where your Institution has provided the necessary authority or consent.
2. Description of the service
LabPilot is an orchestration and control layer for teaching labs. Teachers create labs from virtual machine (VM) images and templates, students join a lab using a short join code and authenticate with their Microsoft (Entra) account, and each student is given one or more VMs that they open in the browser through a remote access gateway or connect to over RDP or SSH.
The VMs, disks, virtual networks, and other lab infrastructure are created and run inside the Institution's own Microsoft Azure subscription. LabPilot does not host that compute. We provide the software that provisions, schedules, monitors, and manages those resources on the Institution's behalf. Features may change over time as the service develops.
3. Accounts and access
- Teachers and administrators are responsible for the labs they create, the templates they publish, the join codes they distribute, and the students they invite. Join codes should be shared only with intended participants and rotated or disabled when a lab ends.
- Students authenticate through their Institution's Microsoft account. You are responsible for keeping your sign in credentials secure and for activity carried out under your account.
- You must tell us promptly if you believe an account, join code, or lab has been accessed without authorisation.
4. Acceptable use
You agree not to use LabPilot or the VMs it provisions to:
- break any law or infringe the rights of others;
- conduct real-world attacks against systems, networks, or people you do not own or have written permission to test. Cybersecurity and offensive-security coursework must run only within the isolated lab networks provided for that purpose;
- run cryptocurrency mining, or other workloads whose main purpose is to consume compute for financial gain;
- host public production services, send spam, or distribute malware outside a contained lab exercise;
- breach Microsoft's Azure terms or acceptable use requirements.
Teachers are responsible for the exercises they design and for supervising student activity in their labs. We may throttle, suspend, or remove labs that we reasonably believe breach this section.
5. Azure resources and costs
- All compute, storage, and network charges for labs are incurred in the Institution's own Azure subscription and billed by Microsoft directly to the Institution. LabPilot does not resell Azure or add a markup on Azure usage.
- The Institution is responsible for its Azure spend, quotas, and region choices, and for reviewing usage. Auto-shutdown, schedules, and quotas in LabPilot are provided to help control cost, but the Institution remains responsible for monitoring its own account.
- Cost and usage figures shown in LabPilot, including estimated VM hours, are provided for guidance and may differ from the Institution's official Azure invoice.
6. Data in your VMs
Content created or stored inside lab VMs, such as files, tools, and coursework, resides in the Institution's Azure subscription and is the Institution's responsibility. LabPilot does not need or intend to access the contents of student VMs to operate. Deleting a lab or VM removes the associated resources in the Institution's subscription, so back up anything that needs to be kept before deletion. Our handling of the limited account and operational data we do process is described in our Privacy Policy.
7. Service availability
We work to keep LabPilot available and reliable, but we do not warrant uninterrupted or error-free operation. The service is provided on an "as is" and "as available" basis. Maintenance, updates, or issues with Azure or other providers may affect availability. To the extent permitted by law, we exclude implied warranties. Nothing in these Terms limits rights you have under the Australian Consumer Law that cannot lawfully be excluded.
8. Intellectual property
LabPilot, including its software, interface, and documentation, is owned by us and our licensors. We grant the Institution and its authorised users a limited, non-exclusive, non-transferable right to use LabPilot for educational purposes during the term of use. You retain ownership of your own content, including your lab designs, custom VM images, and the data in your VMs. You grant us the limited rights needed to operate the service, such as storing lab and template metadata so we can provision and manage your labs.
9. Suspension and termination
An Institution may stop using LabPilot at any time. We may suspend or terminate access where these Terms are breached, where use poses a security or legal risk, or where required by law. On termination we will stop orchestrating labs for the account; resources already created in the Institution's Azure subscription remain under the Institution's control and should be reviewed and removed as needed.
10. Limitation of liability
To the extent permitted by law, LabPilot is not liable for indirect, incidental, or consequential loss, or for loss of data, revenue, or goodwill. In particular, we are not responsible for Azure charges incurred in the Institution's subscription through use of the service. Our total aggregate liability arising from the service is limited to the fees paid to us for LabPilot in the twelve months before the event giving rise to the claim, or as otherwise set out in a separate written agreement with the Institution.
11. Changes to these Terms
We may update these Terms from time to time. We will update the "Last updated" date and, for material changes, give reasonable notice where we can. Continued use of LabPilot after an update means you accept the revised Terms.
12. Governing law
These Terms are governed by the laws of Victoria, Australia, and the parties submit to the non-exclusive jurisdiction of the courts of that state.
13. Contact
Questions about these Terms can be raised through our contact form, and we will respond within a reasonable time.