Subscription Terms and Conditions

Overview

Your access to and use of the Service is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users, and others who access or use the Service. By accessing or using the Service, you agree to be bound by these Terms. If you disagree with any part of the Terms, then you may not access the Service.

Subscription and Renewal

Subscriptions are for one full calendar year. By subscribing to the Service, you agree to pay the fee as stated on our website. This fee grants you access to the Service for one full calendar year from the date of purchase. Your subscription to School Policy Tracker will automatically renew at the end of each subscription period unless we are notified in writing 30 days in advance of your intention to cancel.

Your payment method will be charged the subscription fee stated at the time of your initial enrolment, plus applicable taxes, on the renewal date.

Money-Back Guarantee and Cancellation

You are entitled to a 30-day money-back guarantee if you are not satisfied with your subscription. Refunds under this guarantee will be processed within 14 days of your cancellation request, provided the request is made within 30 days of your initial purchase.

If 30 days notice is not given for subscription cancellation, subsequent cancellations are discretionary and may be subject to an administration fee of £50.

To stop your subscription from automatically renewing, you must provide written notice 30 days before the renewal date. You may cancel your subscription by emailing us at info@schoolpolicytracker.co.uk.

Pay by Invoice

By opting for the ‘Pay by Invoice’ payment method, you confirm that you have the requisite authority to place orders on behalf of your school. It is your responsibility to ensure that all orders placed are authorised and legitimate within the scope of your delegated powers.

Payment Terms: Payment is due within 30 days of the invoice date. This is a strict term and time is of the essence.

Late Payment: In the event of late payment:

Debt Recovery

Pre-Action Protocol: Prior to commencing legal proceedings for unpaid invoices, we will comply with the Practice Direction on Pre-Action Conduct and Protocols by sending a Letter Before Action. This will provide at least 14 days’ notice of our intention to commence proceedings.

Jurisdiction: These Terms and any dispute arising from them shall be governed by the laws of England and Wales. Any legal proceedings shall be brought in the courts of England and Wales.

Costs: In the event that legal proceedings become necessary, you agree to pay all costs associated with debt recovery, including but not limited to:

Credit Reference: We reserve the right to report unpaid debts to credit reference agencies and to share information about payment performance with other organisations for credit assessment purposes.

Changes to Subscription Fee

We reserve the right to change the subscription fees at any time and will notify you in advance of any changes. It is your responsibility to review the notification and decide if you want to continue with the updated fee or cancel your subscription.

We reserve the right to modify our payment terms with 30 days’ notice for existing customers. Continued use of the Service after such notice constitutes acceptance of the modified terms.

Payment Method

It is your responsibility to maintain a valid payment method during the term of your subscription. If we are unable to process payment using the payment method on file, we reserve the right to suspend or terminate your subscription.

Accounts

When you create an account with us, you must provide accurate and complete information. You are responsible for maintaining the security of your account and password and for any activities or actions under your password. You agree not to disclose your password to any third party. You must notify us immediately upon becoming aware of any breach of security or unauthorised use of your account.

The individual creating the account on behalf of a school or organisation warrants that they have authority to bind that organisation to these Terms. The school/organisation shall be jointly and severally liable with the individual for all amounts due under these Terms.

Data Collection and Sharing

We collect personal information from you when you register for an account on our website. This information includes your name, school, address, email address and finance contact details. We share this information with Xero for accounting purposes and Brevo so that we can contact you occasionally to inform you of feature updates or services that might be of use to you.

Indemnification

You agree to indemnify us for any losses or damages that may arise from your use of the website. You agree to defend, indemnify, and hold harmless School Policy Tracker, its officers, directors, employees, and agents from and against any and all claims, damages, obligations, losses, liabilities, costs, and expenses (including solicitors’ fees) arising from your use of the Service or your breach of these Terms.

AI Accuracy and Limitations

While we strive to provide accurate and helpful information through the use of LLM models, we do not guarantee the accuracy, completeness, or usefulness of any information generated by School Policy Tracker. You acknowledge that the AI-generated content may contain errors, omissions, or inaccuracies, and you agree to use the Service at your own risk. We are not responsible for any decisions or actions taken based on the AI-generated content, and we disclaim any liability for damages or losses resulting from your reliance on the AI-generated content. You can find out more about this on our Using School Policy Tracker page.

Intellectual Property

The Service and its original content, features, and functionality are and shall remain the exclusive property of School Policy Tracker. The Service is protected by copyright and other laws of both the United Kingdom and foreign countries.

Termination

We reserve the right to terminate your subscription if you violate these terms and conditions. We may terminate or suspend access to our Service immediately, without prior notice or liability, for any reason whatsoever, including, without limitation, if you breach the Terms. All provisions of the Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, indemnity, and limitations of liability.

Changes to Terms

We reserve the right to update and amend these terms and conditions as needed. We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will try to provide at least 30 days’ notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion. By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, please stop using the Service. Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect.

Agreement

By subscribing to our service, you are agreeing to our terms and conditions.

Notices

All notices relating to payment or legal matters must be sent to School Policy Tracker via info@schoolpolicytracker.co.uk. Notices to schools shall be sent to the email address provided at registration and/or the school’s registered address.

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