Terms of Service

These Terms of Service govern access to SchoolOS, including its web application, installed progressive web application, portals, dashboards, APIs, support services, and related school-management features (collectively, the “Service”). By creating an account, accepting an invitation, signing in, or using the Service, you agree to these Terms.

If you use SchoolOS for a school or other organisation, you represent that you have authority to bind that organisation. In that case, “School” means the subscribing organisation and “you” includes both the School and its authorised users. Any signed order form, subscription schedule, service-level agreement, or data-processing agreement forms part of the agreement and prevails over these Terms where it expressly conflicts with them.

SchoolOS is built for schools and the people they authorise, including administrators, teachers, bursars, nurses, security personnel, parents or guardians, and students. Accounts must be provisioned or approved by an authorised School representative.

• Adults must have legal capacity to enter into these Terms.
• Student accounts must be created and supervised by the School under an appropriate lawful basis and, where required, parental or guardian authorisation.
• Each user must provide accurate information and use only the role and permissions assigned to them.

The School controls its educational and administrative records and is responsible for deciding what data is entered, why it is used, who may access it, and how long it is retained. The School must:

• obtain all notices, permissions, consents, and other lawful authority required to process staff, parent, guardian, and student information;
• configure roles carefully, promptly remove access that is no longer required, and review privileged accounts regularly;
• keep academic, attendance, health, safeguarding, financial, transport, and emergency information accurate and appropriately restricted;
• provide users with its own school-specific policies where SchoolOS is used to carry out local procedures; and
• ensure that decisions affecting a learner or employee receive appropriate human review and comply with education, employment, safeguarding, and data-protection law.

Login credentials are personal and may not be shared. You must use reasonable security measures, protect access to your email and devices, and notify SchoolOS or your School administrator promptly if you suspect unauthorised access, credential disclosure, or misuse.

You are responsible for activity performed through your account unless caused by a failure of SchoolOS security. SchoolOS may require password resets, revoke sessions, or temporarily restrict access when reasonably necessary to protect users, data, or the Service.

You may use SchoolOS only for lawful school-related purposes. You must not:

• access records or functions beyond your assigned responsibilities;
• upload unlawful, defamatory, discriminatory, infringing, malicious, or deliberately misleading material;
• use the Service to harass, exploit, profile, or unlawfully monitor a child or any other person;
• attempt to bypass authentication, probe vulnerabilities, introduce malware, scrape data, overload the Service, or interfere with another tenant;
• reverse engineer or copy the Service except where applicable law expressly permits it; or
• resell, sublicense, or provide the Service to an unauthorised third party without written approval.

SchoolOS supports records that may relate to children and may include sensitive information such as health visits, medication schedules, incident reports, pickup authorisations, and emergency contacts. Access to these modules must be limited to users with a genuine educational, pastoral, medical, safeguarding, or operational need.

SchoolOS is an administrative recordkeeping tool. It is not an emergency service, medical device, substitute for professional judgement, or replacement for a School’s safeguarding and emergency-response procedures.

Paid plans, enabled modules, billing periods, taxes, renewal terms, and any usage limits are described at purchase or in the School’s order form. Unless the order states otherwise, fees are due in advance and are non-refundable except where required by law or where SchoolOS materially fails to provide a paid Service and does not remedy that failure within a reasonable period after notice.

Payment processing may be provided by Paystack, FirstBank services, or another gateway identified at checkout. Those providers process payment credentials under their own terms and privacy notices. Schools remain responsible for the accuracy of fee schedules, receipts, waivers, refunds, and financial records created by their authorised users.

The School and its users retain ownership of data and content they submit to SchoolOS (“School Data”). The School grants SchoolOS a limited, non-exclusive licence to host, copy, transmit, back up, and otherwise process School Data only as necessary to provide, secure, support, and improve the Service or comply with law.

SchoolOS does not acquire ownership of student records. Aggregated or de-identified information may be used to understand reliability and product usage only where it cannot reasonably identify a School or individual.

Our Privacy Policy explains how personal data is handled and is incorporated into these Terms. Where SchoolOS processes School Data on the School’s instructions, the School generally acts as data controller and SchoolOS as data processor under the Nigeria Data Protection Act 2023.

SchoolOS uses reasonable technical and organisational safeguards appropriate to the nature of the Service. No online service is completely risk-free, and users must also follow the account-security and access-control obligations in these Terms.

SchoolOS may integrate with hosting, database, email, payment, analytics, or other service providers. A third-party feature may be governed by additional terms displayed when the School enables it. SchoolOS is not responsible for third-party products outside its reasonable control, but will select and manage processors in accordance with applicable data-protection obligations.

We aim to keep SchoolOS reliable and secure, but maintenance, upgrades, internet or provider failures, emergencies, and events beyond reasonable control may interrupt the Service. Any specific uptime or support commitment applies only if stated in a separate service-level agreement.

We may improve, replace, or discontinue features. For a material reduction to a paid core feature, we will provide reasonable notice where practicable and any remedy required by the applicable order or law.

A School may stop using the Service in accordance with its subscription terms. SchoolOS may suspend or terminate access for material breach, non-payment, unlawful use, security risk, or conduct that threatens users or the Service. Except in urgent security or legal situations, we will provide notice and a reasonable opportunity to remedy the issue.

On termination, the School should export records it is legally required to retain. SchoolOS will delete or return School Data according to the applicable agreement, documented School instructions, backup cycles, and legal retention obligations.

SchoolOS and its licensors own the Service, software, interface, branding, documentation, and related intellectual property, excluding School Data and third-party materials. Subject to these Terms and payment of applicable fees, the School receives a limited, non-transferable, non-exclusive right for authorised users to access the Service during the subscription period. Feedback may be used to improve SchoolOS without restriction or payment, provided it does not disclose confidential School Data.

SchoolOS will provide the Service with reasonable skill and care. Except for express commitments in an applicable agreement and warranties that cannot lawfully be excluded, the Service is provided “as available.” SchoolOS does not guarantee that every record is accurate, that every feature is suitable for a particular School procedure, or that the Service will be uninterrupted.

To the maximum extent permitted by law, neither party is liable for indirect, consequential, special, or punitive loss, or for lost profits or business opportunity. SchoolOS’s aggregate liability arising from the Service will not exceed the fees paid by the affected School for the Service during the twelve months preceding the event giving rise to the claim. These limitations do not apply to fraud, wilful misconduct, death or personal injury caused by negligence, breach of confidentiality or data-protection duties, or liability that applicable law does not permit the parties to limit.

The School will indemnify SchoolOS against third-party claims arising from unlawful School Data, unauthorised instructions, or the School’s material breach of these Terms, except to the extent caused by SchoolOS.

These Terms are governed by the laws of the Federal Republic of Nigeria. The parties will first attempt in good faith to resolve a dispute through written notice and discussion. If it remains unresolved, the courts of competent jurisdiction in Nigeria will have jurisdiction, unless a signed agreement requires another lawful dispute process.

We may update these Terms to reflect legal, security, or product changes. Material changes will be communicated through the Service, email, or another reasonable channel before they take effect where required. Continued use after the effective date constitutes acceptance of the updated Terms.

Questions may be sent to godsentpaulyerobiri@gmail.com.