Terms and Conditions

By accessing or using ScholaHQ ("the Platform", "the Service"), operated by Schola Headquaters ("we", "us", "our"), you ("Customer", "School", "User") agree to be bound by these Terms and Conditions ("Terms"). If you are entering into these Terms on behalf of a school, institution, or other organization, you represent that you have the authority to bind that organization, in which case "you" refers to that organization.

If you do not agree to these Terms, do not access or use the Platform.

ScholaHQ is a multitenant, cloud-based school management platform that provides tools for student records management, admissions, billing and fee collection, academic reporting, staff administration, and related services. Each School operates within its own isolated organization ("Tenant") on the Platform.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where the change materially affects your use of the Platform.

To use the Platform, a School must register for an organization account. You are responsible for:

• Providing accurate and current registration information.
• Maintaining the confidentiality of login credentials for all users within your organization.
• All activity that occurs under your organization's account, including actions taken by staff, teachers, administrators, or other users you invite.
• Promptly notifying us of any unauthorized access or use of your account.

You may assign roles and permissions to users within your organization. We are not responsible for actions taken by users you have authorized to access your organization.

The Platform processes personal data belonging to students, guardians, and staff on behalf of Schools. As between you and us, the School remains the data controller for student and guardian personal data entered into the Platform, and we act as a data processor.

You represent that you have obtained all necessary consents and have a lawful basis to submit student, guardian, and staff data to the Platform, including data relating to minors.

Our collection, use, and safeguarding of personal data is further described in our Privacy Policy, which is incorporated into these Terms by reference. You must not upload data you are not legally authorized to share with us.

Access to paid features of the Platform is billed according to the pricing plan selected at signup, which may be calculated on a per-student, termly, or yearly basis as described on our pricing page.

• Fees are billed in advance for the applicable billing cycle and are non-refundable except as required by law or expressly stated otherwise.
• We may change our pricing with at least 30 days' notice before the change takes effect for existing subscriptions.
• Failure to pay outstanding fees may result in suspension or limitation of access to the Platform after reasonable notice.
• Where the Platform facilitates collection of school fees from parents or guardians on your behalf, you remain responsible for the accuracy of fee structures, refund policies, and reconciliation with your own accounting records.

You agree not to:

• Use the Platform for any unlawful purpose or in violation of any applicable education, data protection, or consumer protection law.
• Attempt to gain unauthorized access to another organization's Tenant or data.
• Interfere with or disrupt the integrity or performance of the Platform.
• Reverse engineer, decompile, or attempt to extract the source code of the Platform, except as permitted by law.
• Use the Platform to transmit malicious code or engage in any activity that could harm students, staff, or other users.

The Platform, including its software, design, branding, and underlying technology, is owned by us or our licensors and is protected by intellectual property laws. These Terms do not grant you any ownership rights in the Platform.

You retain all rights to the data you submit to the Platform ("Customer Data"). You grant us a limited license to host, process, and display Customer Data solely to provide and improve the Service.

We aim to maintain high availability of the Platform but do not guarantee uninterrupted or error-free operation. Scheduled maintenance will be communicated in advance where practicable. We are not liable for downtime caused by factors outside our reasonable control, including third-party infrastructure providers.

We may suspend or terminate your access to the Platform if you breach these Terms, fail to pay applicable fees, or if required by law. You may cancel your subscription at any time in accordance with your plan's cancellation terms.

Upon termination, we will provide a reasonable window for you to export your Customer Data, after which it may be deleted from our systems in accordance with our data retention practices.

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the Platform. Our total liability for any claim arising from these Terms shall not exceed the fees paid by you for the Service in the twelve (12) months preceding the claim.

Nothing in these Terms limits liability for fraud, willful misconduct, or any liability that cannot be excluded under applicable law.

You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from your breach of these Terms, your violation of applicable law, or your misuse of the Platform, including claims arising from data you were not authorized to submit.

We may update these Terms from time to time. Material changes will be communicated to organization administrators via email or an in-app notice at least 14 days before taking effect. Continued use of the Platform after changes take effect constitutes acceptance of the revised Terms.

These Terms are governed by the laws of the Federal Republic of Nigeria, without regard to its conflict of law provisions. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of the Federal Republic of Nigeria, unless otherwise required by applicable consumer protection law.

If you have questions about these Terms, please contact us at:

Email: support@scholahq.com Address: Maruba, Abuja