Terms & Conditions

1. Acceptance of Terms

By accessing or using eduSYMS services, you agree to be bound by these Terms & Conditions and all applicable laws and regulations. If you do not agree with any of these terms, you are prohibited from using our services.

Who Can Use Our Services

• Educational institutions (schools, colleges, universities)
• Authorized school administrators and staff
• Students enrolled in partner institutions
• Parents/guardians of enrolled students
• Government education departments
• Approved educational partners and vendors

2. Service Description

eduSYMS Platform

• Student Information Management System (SIMS)
• Academic progress tracking and reporting
• Financial management and fee collection
• Parent-teacher communication portal
• Attendance and scheduling systems
• Digital library and learning resources

Smart Rural Tech Hubs

• Solar-powered educational infrastructure
• Community connectivity solutions
• Digital literacy training programs
• Remote technical support services

Additional Services

• Implementation and training support
• Data migration and integration services
• Custom development and modifications
• 24/7 technical support and maintenance

3. User Responsibilities

Account Security

• Maintain confidentiality of login credentials
• Use strong passwords and enable two-factor authentication
• Report unauthorized access immediately
• Ensure only authorized personnel access the system

Data Accuracy

• Provide accurate and up-to-date information
• Verify student and staff data regularly
• Report errors or inconsistencies promptly
• Maintain proper data backup procedures

Appropriate Use

• Use services only for legitimate educational purposes
• Respect privacy and confidentiality of all users
• Comply with all applicable laws and regulations
• Follow school policies and procedures

Prohibited Activities

• Unauthorized access to system components
• Data mining or systematic downloading
• Sharing login credentials with unauthorized persons
• Uploading malicious software or viruses
• Using the platform for commercial purposes without authorization

4. Payment Terms

Subscription Fees

• Monthly or annual subscription plans available
• Pricing based on number of students and features selected
• Payment due within 30 days of invoice date
• Late payment may result in service suspension

Additional Charges

• Implementation and training fees (one-time)
• Custom development work (quoted separately)
• Hardware and infrastructure costs (if applicable)
• Premium support services (optional)

Refund Policy

• 30-day money-back guarantee for new subscriptions
• Pro-rated refunds for annual subscriptions upon early termination
• No refunds for used implementation or training services
• Hardware purchases are final sale

5. Service Level Agreement (SLA)

Uptime Guarantee

• 99.9% uptime guarantee for core platform
• Scheduled maintenance windows with advance notice
• Service credits for downtime exceeding SLA

Support Response Times

• Critical Issues: 1 hour response, 4 hours resolution
• High Priority: 4 hours response, 24 hours resolution
• Medium Priority: 24 hours response, 72 hours resolution
• Low Priority: 72 hours response, next release cycle

Data Backup

• Daily automated backups of all data
• 30-day backup retention period
• Point-in-time recovery capabilities
• Geographically distributed backup storage

6. Intellectual Property

eduSYMS Property

• Platform software and source code
• Design elements and user interfaces
• Documentation and training materials
• Trademarks and service marks

Client Data Ownership

• Clients retain full ownership of their data
• Right to export data in standard formats
• Data deletion upon service termination
• No claim to client intellectual property

License Grant

• Limited, non-exclusive license to use our platform
• License terminates upon agreement end
• No right to modify or redistribute software
• Respect for third-party intellectual property

7. Data Protection & Privacy

Compliance

• Full compliance with POPI Act (South Africa)
• GDPR compliance for European data
• Local education privacy regulations
• Industry security standards (ISO 27001)

Data Processing

• Process data only for agreed purposes
• Implement appropriate security measures
• Notify of any security breaches
• Assist with data subject requests

For detailed information, please review our Privacy Policy.

8. Limitation of Liability

Service Limitations

• Services provided "as is" without warranties
• No guarantee of uninterrupted service
• Liability limited to subscription fees paid
• Exclusion of consequential damages

Force Majeure

• No liability for events beyond our control
• Natural disasters, government actions
• Internet service provider failures
• Telecommunications disruptions

9. Termination

Termination by Client

• 30-day written notice required
• Data export assistance provided
• Pro-rated refund for prepaid services
• Return of any provided hardware

Termination by eduSYMS

• Material breach of terms
• Non-payment of fees
• Misuse of services
• 30-day notice for cure period

Effect of Termination

• Immediate cessation of service access
• Data retention for 90 days
• Final invoice for outstanding services
• Survival of relevant provisions

10. Governing Law

These terms are governed by the laws of South Africa. Any disputes will be resolved through:

• Good faith negotiation
• Mediation if negotiation fails
• Arbitration under South African law
• Courts of South Africa as final resort

11. Changes to Terms

We may update these terms to reflect changes in our services or legal requirements:

• 30-day notice of material changes
• Email notification to all clients
• Opportunity to terminate if unacceptable
• Continued use constitutes acceptance

12. Contact Information

For questions about these terms or our services:

• Legal Team: [email protected]
• General Support: [email protected]
• Phone: +27 (12) 881-7331
• Address: 1 Amarand Avenue, Waterkloof Glen, Pretoria 0181