Terms of Service

1. Agreement to Terms

By accessing or using SmartSchool ("the Platform"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these Terms, you may not access the Platform.

These Terms apply to all users of the Platform, including schools, administrators, teachers, parents, and students.

2. Service Description

SmartSchool provides a cloud-based school management platform that includes:

• Student information management
• Attendance tracking and reporting
• Academic assessment and grading
• Fee collection and financial management
• Parent-teacher communication tools
• Administrative and reporting features

We reserve the right to modify, suspend, or discontinue any feature at any time with reasonable notice.

3. Account Registration and Security

3.1 Account Creation

To use SmartSchool, you must create an account by providing accurate and complete information. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access

3.2 Account Eligibility

You must be at least 18 years old or have parental/guardian consent to create an account. Schools must have proper authorization to collect and manage student information.

4. User Responsibilities

You agree to:

• Use the Platform only for lawful purposes
• Provide accurate and up-to-date information
• Respect the privacy and rights of other users
• Not attempt to gain unauthorized access to the Platform
• Not interfere with or disrupt the Platform's operation
• Not use the Platform to transmit malicious code or content
• Comply with all applicable laws and regulations
• Not share your account credentials with unauthorized persons

5. Payment and Billing

5.1 Annual Subscription

SmartSchool operates on an annual subscription model. Each plan requires a yearly payment that grants access to all features included in your selected plan for the subscription period. Subscriptions renew annually unless cancelled before the renewal date.

5.2 Plan Pricing

The following annual fees apply:

• Basic Plan: GH₵1,500 per year
• Standard Plan: GH₵2,500 per year
• Premium Plan: GH₵4,000 per year

These fees cover full platform access, onboarding, data migration, and training as described in your selected plan for the annual subscription period.

5.3 Subscription Renewal

Your subscription will be due for renewal on the anniversary of your initial payment. We will send reminders 30, 14, and 7 days before renewal. If payment is not received within 14 days of the renewal date, access to premium features may be restricted until payment is made. Your data will be securely retained for at least 90 days after expiry.

5.4 Payment Methods

We accept Mobile Money, bank transfers, and major credit cards. All payments must be made in Ghanaian Cedis (GHS).

5.5 Transaction Fees

A transaction processing fee may apply to payments made through our platform. This fee covers the cost of payment processing and gateway services. Transaction fees will be reflected in the total amount charged at the time of payment.

5.6 Refunds

Annual subscription fees are non-refundable once onboarding has commenced. If you have not yet started the onboarding process, you may request a full refund within 7 days of payment. Pro-rated refunds are not available for mid-year cancellations.

5.7 Plan Upgrades

You may upgrade your plan at any time by paying the price difference between your current plan and the desired plan (pro-rated for the remaining subscription period). Downgrades take effect at the next renewal date. Contact support for assistance.

6. Data Ownership and Usage

You own your data. All information you input into SmartSchool remains your property. We act as a data processor and do not claim ownership of your content.

You grant us a limited license to store, process, and display your data solely to provide the Platform services.

Upon account termination, you may request a complete export of your data. We will delete your data within 30 days of termination unless legally required to retain it.

7. Service Level and Availability

We strive to provide 99.9% uptime for our Platform. However, we do not guarantee uninterrupted service and may perform scheduled maintenance with advance notice.

We are not liable for service interruptions caused by factors beyond our control, including internet outages, natural disasters, or third-party service failures.

8. Intellectual Property

The Platform, including its design, features, code, and content, is owned by SmartSchool and protected by copyright, trademark, and other intellectual property laws.

You may not copy, modify, distribute, sell, or reverse engineer any part of the Platform without our explicit written permission.

9. Limitation of Liability

To the maximum extent permitted by law, SmartSchool shall not be liable for:

• Indirect, incidental, or consequential damages
• Loss of profits, data, or business opportunities
• Errors or inaccuracies in data entered by users
• Unauthorized access to your account
• Third-party actions or services

Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim.

10. Termination

10.1 Termination by You

You may cancel your account at any time with 30 days written notice. Your access will continue until the end of your current annual billing period. No further charges will apply after cancellation.

10.2 Termination by Us

We may suspend or terminate your account if you:

• Violate these Terms
• Fail to pay fees within 30 days of due date
• Engage in fraudulent or illegal activities
• Abuse or misuse the Platform

11. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of significant changes via email or Platform notification. Continued use of the Platform after changes constitutes acceptance of the new Terms.

12. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Ghana. Any disputes shall be resolved in the courts of Ghana.

13. Contact Information

For questions about these Terms of Service, contact us: