Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between you ("School", "User", or "you") and EduVantage Platform Ltd. ("EduVantage", "we", "us", or "our"), a company registered in Kenya.

By clicking "Get Started", registering a school account, or using any part of the EduVantage platform, you confirm that:

• You are authorized to enter into this agreement on behalf of the educational institution;
• You have read, understood, and agree to be bound by these Terms and our Privacy Policy;
• The institution you represent is a legally recognized educational entity;
• You are at least 18 years of age.

If you do not agree to these Terms, you must not use the EduVantage platform.

EduVantage is a comprehensive, cloud-native educational operating system and school management platform designed for educational institutions across Africa. The platform provides an integrated suite of modules including, but not limited to:

• Multi-Curriculum Academic Engine: Fully curriculum-aware markbooks, formative rubrics (EE, ME, AE, BE), summative examination records, automated pathway predictors (STEM vs. Social Sciences), transition certificates, and national examination syncing for Kenya CBE/CBC, 8-4-4, Cambridge & British (IGCSE / A-Levels), International Baccalaureate (IB), US Common Core, Montessori, and TVET frameworks.
• High-Performance Teacher Mark Entry: Optimistic user interface with instant UI feedback, debounced auto-saving (on pause or input blur/tab), batch bulk saving for entire classes, client-side offline memory caching (`localStorage` and `IndexedDB`) safeguarding marks during network drops, and automated conversion of custom out-of-X scores (e.g. out of 50 or 40) into accurate percentages, performance levels, and stream rankings on Merit Lists.
• Administrative Subject & Exam Visibility Controls: Granular administrative controls permitting school leadership to select and filter which specific subjects, assessment components, and scores appear on student report cards for any chosen academic term or examination series.
• Official Report Cards & Attached Requirement Circulars: PDF-ready single and bulk printable A4 CBC report cards featuring cryptographic anti-fraud QR verification, digital principal signatures, school seal stamps, automated next-term opening dates, attached institutional fee circulars with tear-off parent acknowledgment slips, and standardized platform branding bearing the footer: Official Report Card · Powered by www.eduvantage.africa · Nairobi, Kenya · Support: support@eduvantage.africa.
• Curriculum-Aware Institutional Newsletters: Modular newsletter and circular builder configured with baseline 12pt typography for optimal readability, supporting curriculum-aware topic classifications (Academic Reports, Discipline & Character, Extracurricular, General Circulars, and Fee Requirements with automated live ledger balance injection).
• EduVantage Pay & Automated Settlement Engine: M-Pesa STK Push fee collection, Paybill/Till matching, direct banking webhooks (KCB, Equity, Co-op, NCBA), split-ledger financial accounting, and automated multi-tenant settlement disbursements.
• Statutory Staff Payroll: Automated salary computation with Kenyan statutory deduction deductions (PAYE, SHIF, NSSF, and Affordable Housing Levy) and digital payslip distribution.
• Campus Welfare, Safety & Operations: Hostel/dormitory room allocation with overcrowding alarms, school transport fleet tracking with parent drop-off SMS alerts, school clinic Electronic Health Records (EHR), digital reception gate registers, science laboratory inventory, and library management.
• Multi-Channel Communications: High-throughput transactional SMS (Africa's Talking / Twilio), WhatsApp Business Cloud API automated report card dispatch, institutional portal webmail inboxes, and real-time push notifications.

3.1 Account Creation

To access the platform, schools must complete the registration process via /saas/signup, providing accurate and complete institutional information including school name, curriculum type, county, and authorized administrator contact details. You agree to keep this information current.

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of all login credentials issued under your school account;
• All activities that occur under your account, regardless of whether authorized by you;
• Immediately notifying EduVantage of any unauthorized access or security breach at security@eduvantage.africa;
• Ensuring that staff with system access operate within their designated role permissions.

3.3 Accuracy of Data & Mark Verification

You are solely responsible for the accuracy of all data entered into the platform, including learner enrolment records, examination marks, staff payroll data, and fee schedules. While EduVantage provides automated percentage conversion and level calculators, school administrators and teachers retain ultimate responsibility for reviewing and verifying all generated marks, merit lists, and report cards prior to formal publication or distribution to parents.

4.1 Free Trial

EduVantage offers a 1-Term Free Trial providing full platform access with no payment required. The trial is limited to one term per institution. At the conclusion of the trial, continued use requires an active paid subscription.

4.2 Subscription Plans

Paid subscriptions are billed on a per-student or flat institutional basis per term or year as configured by platform administration. Current pricing is published on our landing page and within the platform settings. Prices are quoted in Kenya Shillings (KES) and are subject to change with 30 days' advance notice.

4.3 Payment & Invoicing

Subscription fees are collected via M-Pesa, bank transfer, or designated electronic payment methods. Invoices are generated at the beginning of each term. Failure to settle invoices within 14 calendar days of issuance may result in portal feature restrictions or suspension.

4.4 Refunds

Subscription fees are non-refundable except in cases of verified billing errors attributable to EduVantage or service unavailability exceeding the SLA for more than 72 consecutive hours. Refund requests must be submitted in writing to billing@eduvantage.africa within 14 days of the disputed charge.

Schools utilizing EduVantage Pay or central payment clearing agree to the following terms and technical settlement invariants:

5.1 Third-Party Financial & Telecommunication Processors (Mandatory Disclosure)

5.2 Strict Settlement Invariants & Safety Protocols

Every change to payments, callbacks, wallets, settlements, and the settlement dashboard is strictly governed by non-negotiable financial engineering rules:

1. Permanent Final State: disbursed is a permanent final state. A transaction marked as disbursed must never be downgraded, reversed, or overwritten by any database sync, background recovery, reconciliation retry, or new endpoint.
2. Idempotent SQL Queue: Every approved incoming school payment requires an idempotent SQL-backed settlement queue record keyed by its immutable payment reference. All queueing must occur through durable database records.
3. Atomic SQL Claims: Settlement work must be atomically claimed in SQL before any provider call is dispatched. Scheduled automated reconciliation runs across all institutional tenants simultaneously to prevent orphaned records.
4. Authenticated Result Callbacks Only: Only an authenticated provider result callback (or a deliberate, audited manual settlement confirmation) may mark a payment as disbursed. Initial provider request acceptance is an acknowledgment, not a completed settlement.
5. Provider Acknowledgment Sanitization: The phrase "The service request is processed successfully." is a provider acknowledgment, never a failure. It must not be stored as a failure reason or rendered as an error warning.
6. Settlement Retries & Reconciliation: The settlement control panel retains settled historical records, displays actionable failure diagnostics, and strictly prohibits retrying an unknown or timeout state until it has been safely reconciled with the upstream provider.

5.3 Platform Convenience Fee

A transparent platform convenience fee of KES 50 per transaction is automatically deducted from each parent mobile money payment as disclosed at the point of payment. This fee supports automated STK Push infrastructure, instant bank reconciliation, serverless edge compute, and continuous security audits. Schools acknowledge and agree to this fee deduction as a condition of utilizing EduVantage Pay.

5.4 School Obligations & Financial Disclaimers

Schools must maintain valid, verified bank account or Till Number details in their portal configuration. EduVantage is a technology service provider and payment aggregator; we are not a deposit-taking financial institution. Disputes regarding school fee policies, tuition refunds, or unauthorized charges must be resolved directly between the institution and the parent/guardian.

You agree to use EduVantage only for lawful purposes and in accordance with these Terms. You must NOT:

• Enroll fictitious, ghost, or non-existent students in the platform for any fraudulent purpose;
• Manipulate academic records, examination marks, or financial data to deceive parents, students, regulatory bodies, or any third party;
• Use the SMS or communication features to send spam, unsolicited marketing, or messages unrelated to school operations;
• Attempt to access or extract data belonging to other school tenants;
• Use automated scripts, bots, or scraping tools against the platform without written authorization;
• Upload malicious code, viruses, or content that infringes third-party intellectual property rights;
• Resell, sublicense, or otherwise commercialize access to the EduVantage platform without written consent;
• Circumvent or attempt to disable any security, integrity lock, or access control features.

Violation of this Acceptable Use Policy may result in immediate account suspension without refund and may be reported to the relevant authorities including the Directorate of Criminal Investigations (DCI) and the ODPC.

7.1 EduVantage IP

The EduVantage platform — including its software, algorithms, interface design, branding, logos, documentation, and all proprietary systems (including the Integrity Lock system and curriculum-aware grading engine) — is the exclusive intellectual property of EduVantage Platform Ltd. and is protected under Kenyan and international copyright, trademark, and trade secret laws.

No part of the platform may be copied, reproduced, reverse-engineered, decompiled, or distributed without prior written consent from EduVantage.

7.2 Your Data

You retain full ownership of all data you input into the platform — including student records, academic data, financial records, and institutional information. EduVantage claims no ownership over your institutional data. You grant EduVantage a limited, non-exclusive license to process this data solely to provide the contracted services.

7.3 Feedback

Any feedback, suggestions, or feature requests you provide to EduVantage may be used to improve the platform without obligation of compensation or attribution to you.

Your school's data belongs to your school. Upon request, and within 30 days of account termination:

• EduVantage will provide an export of your school's data in CSV/JSON format;
• This includes: learner profiles, academic records, fee payment history, and payroll records;
• After the data export period, EduVantage will delete your data in accordance with our Privacy Policy.

EduVantage is not responsible for ensuring the compatibility of exported data with third-party systems.

EduVantage targets a 99.9% monthly uptime for the core platform. Scheduled maintenance will be communicated at least 24 hours in advance via in-platform notifications and email.

We are not liable for:

• Downtime caused by third-party services (Safaricom Daraja API, SMS gateways, Cloudflare infrastructure);
• Interruptions caused by internet connectivity issues on the school's side;
• Force majeure events including natural disasters, government actions, or national telecommunications failures.

Service credits for verified downtime exceeding SLA may be applied at EduVantage's sole discretion upon written request within 14 days of the incident.

EduVantage's total cumulative liability to you for any claims arising under these Terms shall not exceed the total subscription fees paid by your institution to EduVantage in the 3 months preceding the claim.

Notwithstanding the above, nothing in these Terms limits EduVantage's liability for:

• Death or personal injury caused by EduVantage's gross negligence;
• Fraud or fraudulent misrepresentation by EduVantage;
• Any liability that cannot be excluded or limited by applicable Kenyan law.

You agree to indemnify, defend, and hold harmless EduVantage Platform Ltd. and its officers, directors, employees, and agents from and against any claims, damages, penalties, losses, and expenses (including legal fees) arising out of or relating to:

• Your breach of these Terms;
• Your violation of any applicable law or third-party rights;
• Inaccurate, fraudulent, or misleading data entered into the platform by your institution;
• Any unauthorized use of your account credentials;
• Fee disputes between your school and parents arising from your school's fee policies.

12.1 By You

You may terminate your EduVantage subscription at any time by contacting support@eduvantage.africa. Termination takes effect at the end of the current billing term. No refunds are issued for unused portions of a subscription term, except as stated in Section 4.4.

12.2 By EduVantage

EduVantage reserves the right to suspend or terminate your account immediately and without notice if:

• You breach any material provision of these Terms, particularly the Acceptable Use Policy;
• Your account is used for fraudulent, illegal, or abusive purposes;
• Payment of subscription fees is overdue by more than 30 days;
• Continuation of service would expose EduVantage to legal risk or reputational harm.

12.3 Effect of Termination

Upon termination, your right to access the platform ceases immediately. You will have 30 days to request a data export. After this period, your data will be deleted in accordance with our Privacy Policy.

These Terms are governed by and construed in accordance with the laws of the Republic of Kenya, including but not limited to:

• The Contract Act (Cap 23)
• The Data Protection Act, 2019
• The Kenya Information and Communications Act (KICA)
• The Basic Education Act, 2013

Any dispute arising from or in connection with these Terms shall first be subject to good-faith negotiation between the parties for a period of 30 days. If unresolved, disputes shall be submitted to binding arbitration in Nairobi, Kenya, administered under the Nairobi Centre for International Arbitration (NCIA) rules.

Nothing herein prevents either party from seeking urgent injunctive relief from the Kenyan courts.

14.1 Entire Agreement

These Terms, together with our Privacy Policy and any executed order forms or service agreements, constitute the entire agreement between you and EduVantage with respect to the platform and supersede all prior agreements and understandings.

14.2 Amendments

EduVantage may amend these Terms at any time. Material changes will be notified to registered school administrators at least 30 days in advance via email and in-platform banner. Continued use after the effective date of any amendment constitutes acceptance of the revised Terms.

14.3 Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

14.4 Waiver

EduVantage's failure to enforce any right or provision of these Terms shall not be construed as a waiver of such right or provision.

14.5 Assignment

You may not assign your rights or obligations under these Terms without EduVantage's prior written consent. EduVantage may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets.

For questions about these Terms, please contact us: