Terms & Conditions

Last Updated: April 2026  |  Version: 1.0

Welcome to ASMS. These Terms & Conditions ("Terms") constitute a legally binding agreement between you and ASMS governing your access to and use of our school management software-as-a-service platform (the "Platform"). Please read them carefully.

By registering for, accessing, or using the Platform you agree to be bound by these Terms. If you do not agree, do not use the Platform.

1. Definitions

• "Platform" — the ASMS SaaS application and all related services accessible at http://localhost:8000.
• "Subscriber" / "School Owner" — an institution or individual who subscribes to use the Platform under a paid or trial plan.
• "User" — any person with an account on the Platform, including administrators, teachers, parents, and students.
• "Content" — any data, text, files, or other materials uploaded to or generated by the Platform.
• "Subscription" — the licence granted to a Subscriber to access the Platform under a chosen pricing plan.

2. Account Registration & Eligibility

• You must be at least 18 years old to create a Subscriber account. Users under 18 may access the Platform through accounts created by authorised school administrators.
• You agree to provide accurate, current, and complete information during registration and to update it as necessary.
• You are responsible for maintaining the confidentiality of your login credentials. You must notify us immediately at support@africaschoolsystem.com if you suspect unauthorised access.
• Each institution subscribing to the Platform must designate at least one authorised School Owner/Administrator who is responsible for compliance with these Terms on behalf of all users at that institution.

3. Subscription Plans & Payment

3.1 Plans

The Platform is offered under tiered subscription plans (e.g., Basic, Standard, Premium). Feature availability, user limits, and SMS credit inclusions vary by plan. Current plan details are available on our pricing page.

3.2 Billing

• Subscriptions are billed on a monthly or annual basis as chosen at checkout.
• Payments are processed by Paystack. You authorise Paystack to charge your nominated payment method at each billing cycle.
• All fees are quoted and charged in Ghana Cedis (GHS) unless otherwise stated.
• Subscription fees are non-refundable except as expressly stated in Section 3.4.

3.3 Late Payment & Suspension

• If a subscription payment fails, we will notify you and allow a 7-day grace period for payment.
• After the grace period, the account will be suspended — all users will lose access until the outstanding balance is settled.
• Accounts suspended for more than 30 days for non-payment may be terminated. Data will be retained for a further 30 days post-termination, after which it may be permanently deleted.

3.4 Refunds

• If you cancel within 7 days of your first subscription payment and have not uploaded any school data, you may request a full refund.
• No refunds are issued for partial billing periods, add-ons (e.g., SMS credit top-ups), or accounts terminated for policy violations.

3.5 Price Changes

We reserve the right to modify our pricing with at least 30 days' written notice before the change takes effect. Continued use of the Platform after the notice period constitutes acceptance of the new prices.

4. Acceptable Use Policy

You agree not to:

• Use the Platform for any unlawful purpose or in violation of any applicable Ghanaian law
• Upload, transmit, or distribute harmful, abusive, defamatory, obscene, or fraudulent content
• Attempt to gain unauthorised access to other accounts, systems, or networks
• Reverse-engineer, decompile, or attempt to extract the source code of the Platform
• Use automated bots, scrapers, or scripts to interact with the Platform without our written permission
• Resell, sublicence, or transfer your subscription to a third party without prior written consent
• Use the Platform's SMS features to send spam, phishing messages, or unsolicited commercial communications
• Upload student or personal data in violation of applicable data protection laws

We reserve the right to suspend or terminate accounts found to be in violation of this Acceptable Use Policy without prior notice.

5. School Data & Data Ownership

• Your data is yours. All content and personal data you input into the Platform remains your property (or the property of the relevant data subjects).
• You grant ASMS a limited, non-exclusive licence to store, process, and display your data solely for the purpose of providing the Platform services to you.
• We will not access, use, modify, or share your school data except as necessary to operate the Platform, comply with your instructions, or as required by law.
• On termination, you may request a full data export. We will provide a machine-readable export within 14 days.

6. Intellectual Property

• ASMS and its licensors own all intellectual property rights in the Platform, including the software, design, branding, and documentation.
• Nothing in these Terms transfers any proprietary rights to you. You receive only a limited, non-exclusive, non-transferable licence to use the Platform as described herein.
• You retain ownership of all content you create or upload. You warrant that you have the rights to such content and that it does not infringe any third-party IP rights.

7. Third-Party Integrations

The Platform integrates with third-party services including payment processors (Paystack), SMS gateways, and map services. Your use of these integrations is subject to those third parties' terms and privacy policies in addition to these Terms. ASMS is not responsible for third-party service availability or conduct.

8. Availability & Service Levels

• We target 99% uptime, excluding scheduled maintenance windows.
• Scheduled maintenance will be notified via in-platform notice at least 24 hours in advance wherever possible.
• We do not guarantee uninterrupted or error-free access. Service interruptions may occur due to internet connectivity, infrastructure issues, or force majeure events.

9. Limitation of Liability

To the maximum extent permitted by Ghanaian law:

• ASMS is not liable for any indirect, incidental, consequential, or punitive damages arising from your use of the Platform, including loss of data, loss of revenue, or business interruption.
• Our total aggregate liability for any claim arising under these Terms shall not exceed the subscription fees paid by you in the 3 months preceding the event giving rise to the claim.
• Nothing in these Terms excludes liability for death or personal injury caused by our negligence, fraud, or any liability that cannot be excluded by law.

10. Indemnification

You agree to indemnify, defend, and hold harmless ASMS, its officers, directors, and employees from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your breach of these Terms
• Content you submit to the Platform
• Your violation of any applicable law or third-party rights

11. Termination

• By you: You may cancel your subscription at any time through the Platform's billing settings. Access continues until the end of the paid billing period.
• By us: We may terminate your account immediately for material breach of these Terms, non-payment beyond the grace period, illegal activity, or prolonged inactivity (defined as no login for 18 consecutive months), following reasonable prior notice where practicable.
• Upon termination, your right to access the Platform ceases immediately. Sections 5, 6, 9, 10, 12, and 13 survive termination.

12. Dispute Resolution

• Any dispute arising from or in connection with these Terms shall first be referred to good-faith negotiation between the parties for a period of 30 days.
• If unresolved, disputes shall be referred to mediation under the rules of the Ghana Arbitration Centre (GAC).
• If mediation fails, disputes shall be finally resolved by arbitration in Accra, Ghana under the GAC Arbitration Rules. The award shall be final and binding.
• Nothing prevents either party from seeking interim injunctive relief from a Ghanaian court.

13. Governing Law

These Terms are governed by and shall be construed in accordance with the laws of the Republic of Ghana. The courts of Ghana shall have exclusive jurisdiction over any matters not referred to arbitration.

14. Changes to These Terms

We may modify these Terms at any time. Material changes will be notified via in-platform notice at least 14 days before taking effect, and will require re-acceptance. Minor changes (e.g., clarifications, typo corrections) take effect immediately upon posting. The version number and effective date at the top of this document reflect the current version.

15. Entire Agreement

These Terms, together with our Privacy Policy and any applicable Data Processing Agreement, constitute the entire agreement between you and ASMS regarding the Platform and supersede all prior understandings or agreements.

16. Contact

• General: support@africaschoolsystem.com
• Legal: legal@africaschoolsystem.com
• Data Protection: privacy@africaschoolsystem.com