Terms & Conditions

Please read these terms carefully before using EduSystem

Effective Date: 21 February 2026  |  Last Updated: 21 February 2026

1. Agreement to Terms

By accessing or using the EduSystem platform ("Service"), you ("Institution," "User," or "you") agree to be bound by these Terms and Conditions ("Terms"). If you do not agree with any part of these Terms, you must not use the Service.

These Terms constitute a legally binding agreement between you and EduSystem ("we," "our," or "us").

2. Description of Service

EduSystem is a cloud-based, multi-tenant education management platform that enables educational institutions to manage:

  • Learner enrollment and profiles
  • Academic assessments, grades, and rankings
  • Attendance tracking
  • Incident and meeting management
  • Guardian and parent communication records
  • Financial account management
  • Report and document generation (PDF and Excel exports)

3. Account Registration and Access

3.1 Eligibility

The Service is available to registered educational institutions and their authorised staff. You must provide accurate, complete, and current information during registration and keep this information up to date.

3.2 Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorised access or suspected security breach.

3.3 User Roles and Permissions

Access to features is governed by role-based permissions configured by your institution's administrator. EduSystem is not responsible for permissions that are incorrectly configured by institution administrators.

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable regulations
  • Attempt to access or view another institution's data
  • Reverse engineer, decompile, disassemble, or tamper with the Service
  • Upload or transmit malicious code, viruses, or any harmful content
  • Misrepresent learner data or falsify academic records
  • Share login credentials with unauthorised persons
  • Overload, disrupt, or interfere with the Service's infrastructure
  • Scrape, copy, or reproduce content from the Service without written permission

5. Data Ownership and Responsibility

5.1 Your Data

All data you upload to the Service ("Institution Data") remains your property. We act as a data processor on your behalf and process your data only in accordance with your instructions and this agreement.

5.2 Your Responsibilities

You are responsible for:

  • Ensuring you have lawful authority to upload and process all personal data, including learner data
  • Obtaining all necessary consents from parents, guardians, and staff where required by law
  • Complying with applicable data protection legislation in your jurisdiction (including POPIA)
  • The accuracy and completeness of all data entered into the system

5.3 Our Responsibilities

We will implement appropriate technical and organisational measures to protect your data and will not process it for any purpose other than providing the Service.

6. Intellectual Property

The Service, including its design, source code, features, branding, and content, is owned by EduSystem and is protected by intellectual property laws. You are granted a limited, non-exclusive, non-transferable licence to use the Service solely for your institution's internal administrative purposes.

You may not copy, modify, distribute, sell, or create derivative works based on the Service or any part thereof without our prior written consent.

7. Subscription and Payment

7.1 Fees

Use of the Service is subject to the subscription plan agreed at registration. Fees are based on the number of enrolled learners and the modules selected, as set out in your subscription agreement or invoice.

7.2 Payment Terms

Invoices are due within the period stated on the invoice. We reserve the right to suspend access to the Service if payment is not received within the agreed grace period.

7.3 Refunds

Subscription fees are non-refundable except where required by applicable law or expressly agreed in writing by EduSystem.

8. Service Availability

We aim to provide a reliable, high-availability service but do not guarantee uninterrupted or error-free access at all times. Scheduled maintenance will be communicated in advance where reasonably possible. We are not liable for downtime caused by factors beyond our reasonable control, including third-party outages, natural disasters, or force majeure events.

9. Termination

9.1 By You

You may terminate your account by providing written notice. Upon termination, you may request an export of your Institution Data within 30 days of the termination date.

9.2 By Us

We may suspend or terminate your access immediately if you:

  • Violate any provision of these Terms
  • Fail to pay fees after a reasonable grace period
  • Use the Service in a manner that harms other users, third parties, or the platform

9.3 Effect of Termination

Upon termination, your access to the Service will cease. Your Institution Data will be deleted within 90 days of account closure, unless we are legally required to retain it for a longer period.

10. Limitation of Liability

To the maximum extent permitted by applicable law:

  • We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service
  • Our total aggregate liability to you shall not exceed the total fees paid by you in the 12 months immediately preceding the event giving rise to the claim
  • We are not liable for loss of data arising from your own actions or from third-party service failures

11. Indemnification

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

  • Your use of the Service
  • Your violation of these Terms
  • Your breach of any applicable data protection or privacy laws
  • Content or data you upload to the Service

12. Modifications to the Service and Terms

We reserve the right to modify the Service or these Terms at any time. We will provide at least 30 days' written notice of material changes via email or in-platform notification. Your continued use of the Service after the effective date of the changes constitutes your acceptance of the updated Terms.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising under these Terms shall be subject to the jurisdiction of the South African courts, unless otherwise agreed in writing between the parties.

14. Entire Agreement

These Terms, together with our Privacy Policy and any applicable subscription agreement or order form, constitute the entire agreement between you and EduSystem with respect to the Service and supersede all prior agreements, understandings, or representations.

15. Contact Us

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