Terms of Service

1. Acceptance of Terms

By registering for, accessing, or using the School Ledger platform (the "Platform"), you ("Tenant", "you", "your") agree to be bound by these Terms of Service ("Terms"), our Privacy Policy, and any additional terms applicable to specific features you use.

If you are accepting these Terms on behalf of a school, educational institution, or other organisation, you represent and warrant that you are authorised to do so and that the organisation agrees to be bound by these Terms. In that case, "you" and "your" refer to that organisation.

If you do not agree to these Terms, you must not access or use the Platform. Your continued use of the Platform following any amendments to these Terms constitutes acceptance of the revised Terms.

2. Definitions

• "Platform" means the School Ledger software-as-a-service application, APIs, and all related features and services provided by us.
• "Tenant" means any school, educational institution, or organisation that subscribes to and uses the Platform.
• "Authorised Users" means individuals granted access to the Platform by the Tenant, including administrators, bursars, teachers, staff, and driver-kiosk users.
• "Tenant Data" means all data, content, and information uploaded to or generated within the Platform by the Tenant or its Authorised Users, including student records, financial records, attendance records, and staff information.
• "Subscription" means the paid access plan selected by the Tenant, which determines available features and user limits.
• "School Ledger", "we", "us", "our" means the company operating the School Ledger platform.

3. The Services

School Ledger provides a cloud-based school management platform that includes, depending on the Tenant's subscription plan:

• Student management — profiles, enrollment, class assignments, and academic history.
• Fee management — billing, payment recording, receipts, ledger management, and financial reporting.
• Attendance tracking — student and staff daily attendance, class-level attendance registers, and reporting.
• Staff management — staff profiles, departments, leave management, and attendance tracking.
• Transport management — route management, student assignments, driver kiosk access, and transport billing.
• Analytics and dashboards — real-time KPIs, financial summaries, and operational reporting.

We reserve the right to add, modify, or discontinue features at any time. We will provide reasonable advance notice for material changes to existing features.

3.1 Free Trial

We may offer a free trial period for new Tenants. During the trial, full Platform features are available subject to any stated trial limitations. At the end of the trial period, continued access requires an active paid Subscription. Trial data is retained for 30 days after trial expiry, after which it may be permanently deleted.

4. Subscriptions & Payment

4.1 Subscription Plans

Access to the Platform requires a paid Subscription. Subscription plans are priced based on the number of students and features selected. Current plans, pricing, and billing cycles are published on our website and may be updated from time to time with advance notice.

4.2 Billing

• Subscriptions are billed in advance on the applicable billing cycle (monthly or annual).
• All fees are quoted in the currency specified at the time of subscription and are exclusive of applicable taxes.
• You are responsible for providing valid payment information and ensuring invoices are paid on time.
• Invoices that remain unpaid for more than 14 days after the due date may result in suspension of Platform access.

4.3 Upgrades and Downgrades

• Upgrades: You may upgrade your plan at any time. The new plan takes effect immediately, and billing is adjusted on a pro-rata basis.
• Downgrades: Annual plan downgrades to a lower tier take effect at the start of the next billing cycle. Downgrading from an annual plan to a monthly plan is not permitted mid-cycle.
• Downgrades that reduce student limits below the Tenant's current enrolled student count may be blocked until the Tenant reduces their active student count accordingly.

4.4 Refunds

Subscription fees are non-refundable except as required by applicable law or as explicitly stated in your subscription agreement. If we discontinue the Platform, we will provide a pro-rated refund for any unused prepaid subscription period.

5. Accounts & Access

5.1 Account Registration

To use the Platform, the Tenant must register an account and provide accurate, complete, and current information. You agree to keep your account information up to date. Accounts are registered to individual institutions and are not transferable.

5.2 Authorised Users

The Tenant is responsible for all Authorised Users who access the Platform under its account. You must:

• Only grant access to individuals who are bona fide employees, contractors, or staff members of your institution.
• Assign appropriate roles — administrator, bursar, teacher, or driver — consistent with each user's actual responsibilities.
• Promptly revoke access for any user who leaves the institution or no longer requires access.
• Ensure all Authorised Users are aware of and comply with these Terms.

5.3 Credentials Security

You are responsible for maintaining the confidentiality of all login credentials for your Tenant account and all Authorised User accounts. You must notify us immediately at support@schoolledger.co.zw if you suspect any unauthorised access or security compromise. We are not liable for losses caused by compromised credentials resulting from your failure to maintain adequate security.

6. Acceptable Use

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You must not:

• Use the Platform to store, transmit, or distribute content that is unlawful, defamatory, harmful, fraudulent, or violates any third party's rights.
• Attempt to gain unauthorised access to any part of the Platform, other Tenants' accounts, or our infrastructure.
• Reverse-engineer, decompile, disassemble, or attempt to extract the source code of the Platform.
• Use automated scripts, bots, scrapers, or tools to access the Platform other than through our published APIs and with our prior written consent.
• Introduce viruses, malware, or any other harmful code into the Platform.
• Use the Platform to store data unrelated to your school's administration (e.g., for personal data storage or unrelated commercial purposes).
• Resell, sublicense, or provide access to the Platform to any third party who is not an Authorised User of your institution.
• Use the Platform in a manner that could damage, overload, or impair the Platform's performance or availability for other Tenants.
• Input student data for students who are not enrolled at or administered by your institution.

We reserve the right to investigate suspected violations and to suspend or terminate access where violations are confirmed, without refund.

7. Tenant Data

7.1 Ownership

You retain full ownership of all Tenant Data. We do not claim any ownership rights over your data. Our access to Tenant Data is limited to what is necessary to operate and support the Platform on your behalf.

7.2 Your Responsibilities

As the data controller for all Tenant Data, you are responsible for:

• Ensuring you have the legal right to input all data into the Platform, including obtaining required consents from parents or guardians for student data where required by applicable law.
• Ensuring the accuracy, completeness, and legality of all data you upload or input.
• Using the Platform's access controls appropriately to restrict who can view and modify sensitive records.
• Complying with all applicable data protection and privacy laws in your jurisdiction with respect to the data you manage through the Platform.

7.3 Data Portability

You may export your Tenant Data at any time using the Platform's export tools. Upon subscription termination, your data remains available for export for 30 days. After this period, data is permanently deleted. We strongly recommend performing data exports before cancelling your subscription.

7.4 Our Data Processing

We process Tenant Data solely as a data processor acting on your instructions, as described in our Privacy Policy. We do not use Tenant Data for advertising, profiling, or any purpose other than delivering and improving the Platform services you have subscribed to.

8. Intellectual Property

8.1 Platform Ownership

The Platform — including all software, algorithms, user interface designs, documentation, trademarks, and related intellectual property — is and remains the exclusive property of School Ledger and its licensors. Nothing in these Terms transfers any intellectual property rights to you.

8.2 Licence to Use

Subject to your compliance with these Terms and payment of applicable Subscription fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform solely for your school's internal administrative purposes during the Subscription term.

8.3 Feedback

If you provide us with suggestions, feedback, or ideas regarding the Platform, you grant us an irrevocable, perpetual, royalty-free licence to use and incorporate such feedback into the Platform without obligation of compensation or attribution to you.

9. Availability & Uptime

We aim to provide a reliable platform and target 99.9% monthly uptime for the core Platform services, excluding scheduled maintenance windows. We will endeavour to conduct scheduled maintenance during off-peak hours and will provide advance notice where practicable.

• We do not guarantee uninterrupted or error-free operation of the Platform.
• Service disruptions caused by factors beyond our reasonable control (including internet outages, natural disasters, government actions, or third-party infrastructure failures) are excluded from uptime calculations.
• We are not liable for any losses arising from Platform unavailability, except as explicitly agreed in a separate Service Level Agreement (SLA).

Planned maintenance windows will be communicated via in-platform notices and/or email to Tenant administrators with a minimum of 24 hours advance notice, except in cases of emergency maintenance required to protect Platform security or integrity.

10. Support

We provide technical support to Tenants as part of their active Subscription. Support is available via email at support@schoolledger.co.zw. Our standard response time is within 1 business day for general enquiries and within 4 hours for critical issues (e.g., inability to access the Platform or data integrity concerns).

Support covers Platform functionality, configuration assistance, and troubleshooting of Platform-related issues. It does not cover:

• Issues caused by third-party software, hardware, or internet connectivity on your end.
• Custom development or feature builds outside the Platform's standard offering.
• Training beyond our published documentation and guided onboarding materials.

11. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Platform is provided "as is" and "as available" without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.
• We do not warrant that the Platform will meet your specific requirements, be error-free, or that results obtained from use of the Platform will be accurate or reliable.
• In no event shall School Ledger be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of revenue, loss of profits, or business interruption, arising from your use of or inability to use the Platform, even if we have been advised of the possibility of such damages.
• Our total cumulative liability to you for any claims arising under or related to these Terms shall not exceed the total Subscription fees paid by you to us in the three (3) months immediately preceding the event giving rise to the claim.

Nothing in these Terms limits liability that cannot be excluded by law, including liability for fraud, death, or personal injury caused by our negligence.

12. Indemnification

You agree to indemnify, defend, and hold harmless School Ledger, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or relating to:

• Your use of the Platform in violation of these Terms.
• Your breach of any applicable law or regulation, including data protection laws, in connection with your use of the Platform.
• Any Tenant Data you input into the Platform, including claims that such data infringes third-party rights or was collected without proper consent.
• Any action or omission of your Authorised Users.

13. Termination

13.1 Termination by You

You may cancel your Subscription at any time by contacting support@schoolledger.co.zw or through the Platform's account settings. Cancellation takes effect at the end of the current billing period. No refunds are issued for unused portions of a billing period.

13.2 Termination by Us

We may suspend or terminate your access to the Platform immediately and without notice if:

• You materially breach these Terms and fail to remedy the breach within 7 days of written notice.
• You fail to pay Subscription fees and the account remains overdue for more than 30 days.
• We have reasonable grounds to believe your use of the Platform is causing harm to the Platform, other Tenants, or third parties.
• We are required to do so by law or court order.

We may also terminate these Terms with 30 days written notice for any other reason, in which case we will provide a pro-rated refund for any prepaid unused Subscription period.

13.3 Effect of Termination

Upon termination or expiry of your Subscription:

• Your access and all Authorised Users' access to the Platform is immediately revoked.
• Your Tenant Data remains available for export for 30 days following termination.
• After 30 days, all Tenant Data is permanently and irreversibly deleted from our systems.
• Sections of these Terms that by their nature survive termination (including Sections 7.1, 8.1, 11, 12, and 15) remain in full force after termination.

14. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by:

• Sending an email to the Tenant's primary administrator email address.
• Displaying a prominent notice within the Platform.

We will provide at least 14 days advance notice before material changes take effect. Changes to pricing require at least 30 days advance notice. Your continued use of the Platform after the effective date constitutes acceptance of the revised Terms. If you do not agree to the revised Terms, you must cancel your Subscription before the effective date.

15. Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of the jurisdiction in which School Ledger is incorporated, without regard to conflict of law principles.

In the event of any dispute arising out of or in connection with these Terms or the Platform, the parties agree to first attempt to resolve the dispute informally by contacting legal@schoolledger.co.zw. If the dispute cannot be resolved informally within 30 days, either party may pursue their available legal remedies.

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions of these Terms will continue in full force and effect.

16. Contact Us

For questions, concerns, or notices regarding these Terms of Service, please contact us:

By using the School Ledger platform, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and our Privacy Policy.