Terms of Service

1. Definitions

• "School" means the independent/private school or educational institution that enters into a subscription for the Service.
• "Authorised User" means any individual permitted by a School to access the Service, including school administrators, teachers and staff, parents/guardians, and learners.
• "Learner Data" means personal information relating to learners processed through the Service, including academic records, attendance, behaviour, and communications.
• "MrX" means the AI-powered assistant feature made available within the Service.
• "POPIA" means the Protection of Personal Information Act 4 of 2013 (South Africa).
• "Content" means all data, records, messages, files, and materials submitted to or generated within the Service by a School or its Authorised Users.

2. Description of the Service

ClassroomX is a school management platform that provides, among other things:

• Attendance, timetabling, calendars, notices, and behaviour tracking
• Assignments, homework, marks, report cards, and learning resources
• Messaging, announcements, broadcasts, and notifications between staff, parents, and learners
• Role-based portals and profiles for administrators, staff, parents, and learners
• Dashboards, reporting tools, and the MrX AI assistant

We may add, change, or remove features from the Service at our discretion, and will provide reasonable notice of any change that materially reduces functionality a School relies on.

3. Eligibility and Account Registration

3.1 The Service is intended for use by registered schools and their Authorised Users. Individual parents and learners access the Service only through a School's account and in accordance with permissions granted by that School.

3.2 You must provide accurate, current, and complete information when registering, and keep it up to date.

3.3 You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at info.classroomx@gmail.com if you suspect unauthorised access.

3.4 Learner accounts must be created and managed by the School (or by a parent/guardian where the School's configuration allows this). We do not knowingly allow learners to self-register without School or parental involvement.

4. School (Institutional Customer) Terms

4.2 The School is responsible for:

4.1 A School's use of the Service is also governed by its signed Subscription Agreement and any operator/data-processing agreement entered into with ClassroomX, which take precedence over these Terms in the event of conflict on commercial matters.

• Ensuring it has lawful authority to submit Learner Data and staff/parent data to the Service, including obtaining any required parental or guardian consent;
• Configuring role-based access appropriately and managing which staff, parents, and learners may access which data;
• The accuracy of data it or its Authorised Users input into the Service;
• Compliance with its own obligations under POPIA and any other applicable law.

4.3 As between the School and ClassroomX, and for the purposes of POPIA, the School acts as the responsible party in respect of personal information processed through the Service, and ClassroomX acts as an operator, processing personal information only on the School's instructions and for the purposes of providing the Service.

5. User Roles and Responsibilities

• School Administrators and Staff — must use the Service in line with the School's own policies, keep learner and family information accurate, and use administrative permissions responsibly.
• Teachers and Staff — are responsible for content they post (marks, notices, messages, behaviour records) and must ensure it is accurate and appropriate.
• Parents/Guardians — are responsible for keeping their contact details current and for supervising their child's use of any learner-facing features, where applicable.
• Learners — may only use the Service in the manner and to the extent authorised by their School, and must comply with the School's acceptable use rules as well as these Terms.

6. Subscription, Fees, and Payment

6.1 Access to the Service is provided on a subscription basis, priced per active learner per month, as set out in the School's Subscription Agreement or order form (currently R99 per active learner per month, or the annual equivalent).

6.2 Standard subscription terms run for 12 months, billed either monthly or annually, unless otherwise agreed in writing.

6.3 Fees may be adjusted annually in line with the mechanism set out in the Subscription Agreement (for example, CPI-linked adjustment), with reasonable advance notice given to the School.

6.4 Fees are exclusive of VAT unless stated otherwise. Implementation, data migration, custom integration, and additional training services may be charged separately as agreed with the School.

6.5 Late or failed payment may result in suspension of the Service after reasonable notice, without limiting any other remedies available to us.

7. Pilots and Trials

Where ClassroomX offers a pilot or trial period to a School, these Terms apply during that period. We may end a pilot or trial, or decline to convert it to a paid subscription, at our discretion. No fees are charged during a pilot unless otherwise agreed in writing.

8. Data Protection and Privacy

8.1 Our collection, use, and protection of personal information is described in our Privacy Policy, which forms part of these Terms.

8.2 We implement reasonable technical and organisational measures appropriate to the risk, including access controls, encryption in transit and at rest, and monitoring, to safeguard Content and personal information processed through the Service.

8.3 We will notify affected Schools without undue delay if we become aware of a security compromise affecting personal information for which the School is the responsible party, in accordance with POPIA and the operator agreement.

8.4 We will support Schools in responding to data subject requests (access, correction, deletion, objection) relating to Learner Data, family data, and staff data processed through the Service.

8.5 We do not sell personal information processed through the Service, and do not use Learner Data for advertising purposes.

9. Children's Personal Information

9.1 The Service processes personal information relating to minors (learners) on behalf of Schools. Schools are responsible for ensuring that appropriate parental or guardian consent, or another lawful basis under POPIA, is in place before learner information is submitted to the Service.

9.2 We limit learner-facing features and data collection to what is reasonably necessary for the educational purposes of the Service, and apply additional safeguards to learner accounts, including restricted permissions appropriate to a learner's role.

9.3 Parents/guardians who believe their child's information has been provided to the Service without appropriate consent should contact their School in the first instance, or ClassroomX at info.classroomx@gmail.com.

10. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose, or in violation of any School policy;
• Upload or transmit content that is defamatory, harassing, hateful, obscene, or that infringes another person's rights;
• Attempt to gain unauthorised access to another user's account or to any part of the Service not intended for your role;
• Interfere with, disrupt, or attempt to reverse engineer the Service or its underlying infrastructure;
• Use automated means (scraping, bots) to access the Service without our prior written consent;
• Misrepresent your identity or role, or impersonate another person.

We may suspend or terminate access for any user who breaches this section, with notice to the School where practicable.

11. MrX AI Assistant

11.1 MrX is an AI-powered feature that provides suggestions, summaries, and assistance within the Service. MrX outputs are generated using automated systems and may occasionally be inaccurate or incomplete.

11.2 MrX is not authorised to make unsupervised high-impact decisions (such as final academic, disciplinary, or admissions decisions). Any such decision must be reviewed and made by an authorised human user.

11.3 We limit MrX's exposure to sensitive personal information to what is reasonably necessary, log its use for oversight purposes, and design its outputs to be reviewable by School staff.

11.4 Where MrX functionality relies on third-party AI providers, those providers process data only as necessary to deliver the feature and subject to contractual confidentiality and data protection obligations.

12. Intellectual Property

12.1 The Service, including its software, design, trademarks (including "ClassroomX" and associated logos), and underlying technology, is owned by ClassroomX or its licensors and is protected by intellectual property laws. These Terms do not transfer any ownership rights to you.

12.2 Subject to these Terms, we grant Schools and Authorised Users a limited, non-exclusive, non-transferable licence to access and use the Service for its intended educational and administrative purposes during the subscription term.

12.3 Content submitted to the Service (marks, records, messages, files) remains the property of the School or the user who submitted it. By submitting Content, you grant ClassroomX a licence to host, process, and display that Content solely for the purpose of providing the Service.

13. Service Availability, Support, and Modifications

13.1 We aim to keep the Service reliably available but do not guarantee uninterrupted or error-free operation. Planned maintenance will be communicated in advance where reasonably possible.

13.2 Support is provided in accordance with the support terms agreed with the School.

13.3 We may modify, suspend, or discontinue features of the Service, provided that we give reasonable notice of any change materially affecting a School's use of core functionality during an active subscription term.

14. Term and Termination

14.1 These Terms remain in effect for as long as you have an account or access the Service.

14.2 A School's subscription may be terminated in accordance with the notice and terms set out in its Subscription Agreement.

14.3 We may suspend or terminate access immediately where we reasonably believe there has been a material breach of these Terms, non-payment after notice, or a security or legal risk to the Service or other users.

14.4 On termination, the School's data will be made available for export for a reasonable period as set out in the Subscription Agreement or operator agreement, after which it may be deleted in accordance with our data retention practices.

15. Disclaimers and Limitation of Liability

15.1 The Service is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, express or implied, including fitness for a particular purpose, except as expressly stated in these Terms or a Subscription Agreement.

15.2 To the maximum extent permitted by law, ClassroomX's aggregate liability arising out of or relating to the Service in any 12-month period is limited to the fees paid by the School to ClassroomX during that period. We are not liable for indirect, incidental, or consequential loss, including loss of data, revenue, or goodwill, except where such limitation is not permitted by law or in cases of gross negligence or wilful misconduct.

15.3 Nothing in these Terms limits liability that cannot lawfully be limited or excluded, including in relation to gross negligence, fraud, or wilful misconduct.

16. Indemnification

You agree to indemnify and hold ClassroomX harmless from claims, losses, and expenses (including reasonable legal fees) arising from your breach of these Terms, your misuse of the Service, or your violation of any applicable law, except to the extent caused by our own breach or negligence.

17. Confidentiality

Each party will keep the other's confidential information (including Content and non-public business information) confidential, and will use it only as necessary to perform obligations under these Terms and any Subscription Agreement, except where disclosure is required by law.

18. Dispute Resolution and Governing Law

18.1 These Terms are governed by the laws of the Republic of South Africa.

18.2 The parties will first attempt to resolve any dispute through good-faith negotiation. If unresolved within a reasonable period, disputes will be subject to the exclusive jurisdiction of the courts of South Africa, without prejudice to either party's right to seek urgent interim relief.

19. General Provisions

• Changes to these Terms — We may update these Terms from time to time. Material changes will be communicated to Schools with reasonable notice. Continued use of the Service after changes take effect constitutes acceptance.
• Severability — If any provision of these Terms is found unenforceable, the remaining provisions continue in full force.
• Assignment — You may not assign your rights under these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
• Force Majeure — Neither party is liable for delay or failure to perform caused by events beyond its reasonable control.
• Entire Agreement — These Terms, together with the Privacy Policy and any Subscription Agreement, constitute the entire agreement between you and ClassroomX regarding the Service.

20. Contact Us

ClassroomX · Website: classroomx.co.za · Email: info.classroomx@gmail.com · Instagram: @classroomx.co.za