Terms and Conditions

1. Agreement to Terms

These Terms and Conditions constitute a legally binding agreement made between you, whether personally or on behalf of an educational entity ("School", "Customer", "User", "You") and SmartSchoolHub ("we", "us", or "our"), concerning your access to and use of the smartschoolhub.com platform, mobile portals, and SaaS services.

2. Description of SaaS Services

SmartSchoolHub delivers cloud-based School Enterprise Resource Planning (ERP) and School Management Software tailored for Zambian and international primary, secondary, and tertiary educational institutions. Features include student enrollment, attendance management (including optional biometric & facial recognition kiosk integration), grading and cumulative report cards aligned with Ministry of Education standards, automated fee billing and mobile money reconciliation, timetable management, parent portals, and administrative audit trails.

3. User Account Responsibilities & Security

• Authorized Personnel: The school administrator warrants that all users granted administrative credentials have the authority to act on behalf of the institution.
• Credential Confidentiality: Users are responsible for maintaining the confidentiality of their login passwords and for all actions taken under their accounts.
• Notification of Breach: The School must notify SmartSchoolHub immediately upon discovery of any unauthorized account access or security breach.

4. Subscription Plans, Billing & Payments

• Billing Cycles: Services are billed on a monthly, termly, or annual subscription model as chosen during registration.
• Payment Methods: Payments may be made via mobile money (MTN, Airtel, Zamtel), bank wire, or credit/debit card.
• Late Payment & Suspension: Invoices must be settled within the grace period indicated on the invoice. SmartSchoolHub reserves the right to suspend platform access if fees remain unpaid beyond 14 days post-due date.
• Refund Policy: All subscription fees paid are non-refundable except where required by Zambian consumer protection law or agreed upon in writing for prolonged service outage caused by us.

5. Data Ownership & Privacy

• Customer Data Ownership: The School retains 100% full legal and beneficial ownership of all student data, exam records, financial records, and institutional files uploaded to the platform.
• Limited License: The School grants SmartSchoolHub only such limited license to host, process, and backup customer data as strictly necessary to deliver the services.
• Compliance with Zambian Law: Both parties agree to handle personal data in strict adherence to the Data Protection Act No. 3 of 2021 of the Republic of Zambia.

6. Acceptable Use Policy

You agree not to:

• Reverse engineer, decompile, or disassemble any component of the software.
• Attempt to bypass authentication mechanisms or security vulnerabilities.
• Transmit unsolicited bulk communications, spam, or malicious software through system messaging channels.
• Upload unlawful, defamatory, or harmful content violating Zambian laws.

7. Service Availability & Maintenance (SLA)

SmartSchoolHub strives for a 99.5% service uptime. Routine maintenance windows will be announced in advance when possible. We maintain regular automated cloud backups; however, subscriber schools are also encouraged to periodically export and archive their academic and financial records.

8. Intellectual Property Rights

All software code, database schemas, user interfaces, branding, graphics, and documentation comprising SmartSchoolHub remain the exclusive intellectual property of SmartSchoolHub and its licensors. No ownership rights in the underlying software are transferred to the School.

9. Limitation of Liability

To the maximum extent permitted by applicable Zambian law, SmartSchoolHub shall not be liable for any indirect, incidental, special, or consequential damages resulting from downtime, loss of data caused by third-party infrastructure failures, or unauthorized third-party access where reasonable security practices were maintained.

10. Termination

Either party may terminate a subscription upon thirty (30) days written notice before the renewal date. Upon termination, the School will have a 30-day grace period to request a full export of their student and school records, after which customer data will be safely archived and purged in accordance with our data retention schedule.

11. Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the Republic of Zambia. Any disputes arising from or in connection with these Terms shall be submitted to the exclusive jurisdiction of the competent courts of Lusaka, Zambia.

12. Contact Information

For inquiries regarding these Terms and Conditions, please contact:

SmartSchoolHub Legal & Compliance
Email: [email protected]
Website: smartschoolhub.com
Lusaka, Republic of Zambia