The agreement for using SchoolHub

SchoolHub is online software for running a school: students, classes, fees and receipts, attendance, and, depending on the plan, exams and report cards, admissions, staff records, safe pickup and a parent portal. What each plan includes and costs is shown on our pricing. Features marked “Coming” are not yet part of any plan’s price.

We keep improving SchoolHub and may change how it looks or works. We won’t take away a feature your plan includes during a period you have already paid for.

A new school can use everything in its chosen plan free for 14 days, for up to 50 students. Nothing is charged automatically when the trial ends: to keep going, the school pays for its first period. Records made during the trial are kept when it does.

• The school pays for a month or a year at a time, in Ghana cedis, before the period starts. A year costs the number of months’ fees shown on the pricing page.
• Payment is online through Paystack (Mobile Money or card), or by Mobile Money or bank transfer with the reference sent to TREADCO. A period starts once the payment is confirmed.
• SchoolHub does not renew automatically. A reminder shows in the 7 days before a period ends.
• We may change prices. A new price applies only from the school’s next period, and we’ll tell schools at least 30 days before.
• Payments are not refunded for part of a period, unless SchoolHub was not available as these terms promise, or the law requires it.

For 7 days after a period ends, the school keeps full use while it renews. After that, its records become read-only: everyone can still see and print them, and the owner can download them, but nothing new can be added until the school renews. Nothing is deleted because a payment is late.

The school owns its records. It decides what to record about its students, parents and staff, and is responsible for having a proper reason to keep it and for telling families what it keeps. It can download all of its records at any time.

For the personal data in those records, TREADCO acts as the school’s data processor under Ghana’s Data Protection Act, 2012 (Act 843). We agree to:

• process the records only to provide SchoolHub to the school, and on its instructions;
• keep them confidential, and make sure TREADCO staff who can reach them are bound to do the same;
• keep them secure, as the privacy notice describes;
• use only the service providers named in the privacy notice, and tell schools before adding another that would hold their records;
• help the school answer requests from parents, students or staff to see or correct their data;
• tell the school without delay if its records are exposed;
• when the school leaves, give it the chance to download its records and then delete them, as below.

The school is responsible for who it gives sign-ins to and what they do. It agrees that its users will:

• keep their passwords and authenticator codes to themselves, and tell the school owner (or TREADCO, for an owner’s account) if one may have been seen by someone else;
• record only true information, and only what the school needs;
• not try to reach another school’s records, get round SchoolHub’s security, or overload it;
• not use it for anything unlawful, including sending messages people haven’t agreed to receive.

SchoolHub produces receipts, report cards and reports from what the school enters. The school is responsible for checking them before relying on them.

We aim to keep SchoolHub available at all times, but it may occasionally be unavailable for maintenance or for reasons outside our control, such as internet or power failures. Support is by WhatsApp, phone and the Help page in SchoolHub, on working days.

We may suspend a school’s account if these terms are seriously broken, if it is being used unlawfully, or to protect other schools’ records. We’ll tell the school why, in SchoolHub, and restore it once the problem is put right. While suspended, the owner can still reach billing and help.

The school can stop at any time by not renewing; it keeps what it has paid for until the period ends. Either side can end the agreement with 30 days’ notice, or straight away if the other seriously breaks these terms and doesn’t put it right within 14 days of being told.

When the agreement ends, the school can download its records. If it asks us to, we’ll delete them within 30 days, unless the law requires us to keep something. Records of subscription payments are kept as long as tax law requires.

SchoolHub is provided with reasonable skill and care. Beyond that, and as far as the law allows, TREADCO isn’t responsible for indirect losses, such as lost income or opportunities, or for losses caused by information the school entered wrongly.

TREADCO’s total responsibility to a school in any 12 months is limited to what the school paid for SchoolHub in those 12 months. Nothing in these terms limits responsibility that the law doesn’t allow to be limited.

We may update these terms. If a change matters, we’ll tell schools in SchoolHub at least 30 days before it takes effect. If a school doesn’t accept it, it can stop before then and keep what it has paid for until the period ends.

These terms are governed by the laws of Ghana. We’ll first try to settle any disagreement by talking it through; if that fails, the courts of Ghana decide.