Terms of Service

1. Agreement to Terms

These Terms of Service form a binding agreement between MJG Technologies, operator of SmartSchool360, and the school, organisation, administrator, teacher, parent, guardian, student, staff member or other user accessing or using the SmartSchool360 platform.

By accessing SmartSchool360, creating an account, requesting a demo, activating a trial, subscribing to the platform or using any SmartSchool360 service, you agree to comply with these Terms of Service and all policies referenced in them.

If you are using SmartSchool360 on behalf of a school or organisation, you confirm that you have authority to accept these Terms on behalf of that school or organisation.

2. Definitions

For purposes of these Terms:

• “SmartSchool360” means the school management software platform, website, portals, dashboards and related services.
• “MJG Technologies” means the operator, owner and provider of SmartSchool360.
• “School” means an educational institution, academy, college, training provider or organisation using SmartSchool360.
• “User” means any person accessing the platform, including administrators, teachers, parents, guardians, students and staff.
• “School Data” means information uploaded, entered, generated or managed by a school through SmartSchool360.
• “Personal Information” means information relating to an identifiable person, including students, parents, teachers and staff.
• “Subscription” means a paid access arrangement for use of SmartSchool360.
• “Trial” means temporary access provided for evaluation, testing or demonstration purposes.

3. Platform Services

SmartSchool360 provides digital school management functionality that may include, depending on the package, configuration and enabled modules:

• Student registration and records management;
• Teacher and staff management;
• Attendance tracking;
• Examination and marks management;
• Report card generation;
• Parent, student, teacher and school head portals;
• School fee management and fee statements;
• Announcements and communication tools;
• Online admissions and trial request workflows;
• Learning material and assessment tools;
• Dashboards, analytics and reporting;
• User access control and administrative settings.

We may improve, modify, add, remove or redesign features from time to time to improve performance, security, usability or commercial sustainability.

4. Eligibility and Authority

SmartSchool360 is intended for use by schools, authorised school representatives and users who have been granted access by a school or by MJG Technologies.

Students and minors may only use SmartSchool360 under the authority of their school, parent, guardian or authorised educational institution.

You must not access SmartSchool360 if you are not authorised, if your access has been suspended, or if your use would violate applicable law, school policy or these Terms.

5. Accounts and Access

5.1 Account Creation

Accounts may be created by SmartSchool360 administrators, school administrators or authorised school personnel. Users must provide accurate information and keep account details up to date.

5.2 Login Credentials

Users are responsible for maintaining the confidentiality of usernames, passwords and other access credentials. Accounts must not be shared unless expressly permitted by the school and supported by platform configuration.

5.3 Unauthorised Access

If you suspect that your account has been compromised or used without permission, you must notify the school administrator or SmartSchool360 support as soon as possible.

5.4 Role-Based Access

SmartSchool360 may provide different access levels for administrators, teachers, parents, students, school heads and other users. Schools are responsible for assigning correct permissions to their users.

6. School Responsibilities

Each school using SmartSchool360 is responsible for:

• Ensuring that it has authority to upload, process and manage School Data;
• Obtaining required permissions, consents or approvals from parents, guardians, students, teachers and staff where necessary;
• Maintaining accurate student, parent, teacher, staff and financial records;
• Assigning appropriate user roles and permissions;
• Reviewing user access regularly and removing access when users leave the school;
• Training authorised users on proper platform use;
• Complying with applicable education, privacy, labour, finance and data protection requirements;
• Ensuring that school policies align with the use of SmartSchool360.

7. User Responsibilities

Users agree to:

• Use SmartSchool360 only for authorised school-related purposes;
• Provide accurate information when required;
• Keep login credentials secure;
• Respect the privacy and confidentiality of student, parent, teacher and school information;
• Report suspected security issues or incorrect records promptly;
• Use the platform in a lawful, ethical and professional manner;
• Comply with school policies, platform instructions and these Terms.

8. Acceptable Use

You must not use SmartSchool360 to:

• Access, copy, alter or disclose information without authorisation;
• Upload false, misleading, unlawful, harmful or inappropriate content;
• Harass, threaten, abuse or impersonate another person;
• Attempt to bypass authentication, permissions or security controls;
• Introduce malware, viruses, scripts, exploits or harmful code;
• Probe, scan, attack or disrupt the platform or hosting infrastructure;
• Reverse engineer, scrape, copy or misuse the software;
• Use the platform for spam, fraud, phishing or unlawful communication;
• Interfere with other schools, users or platform operations.

Violation of acceptable use rules may result in restriction, suspension or termination of access.

9. Subscriptions and Fees

9.1 Subscription Plans

SmartSchool360 may be offered under various subscription plans, including monthly, annual or enterprise agreements. Features available depend on the package selected by the school.

9.2 Payment

Schools agree to pay all applicable subscription fees in accordance with their selected package and agreed payment terms.

Failure to pay subscription fees may result in suspension of certain platform features or termination of access after reasonable notice.

9.3 Taxes

Subscription fees may exclude applicable taxes unless expressly stated otherwise. Schools remain responsible for any taxes applicable under local law.

9.4 Price Changes

MJG Technologies reserves the right to modify subscription pricing. Existing customers will receive reasonable notice before revised pricing becomes effective.

10. Free Trials and Demonstrations

SmartSchool360 may provide demonstration environments, proof-of-concept systems and free trial access.

Trial environments are provided solely for evaluation purposes and may have feature limitations, storage limitations or expiry dates.

MJG Technologies may terminate a trial at any time if misuse, unlawful activity or security concerns are identified.

Trial data may be deleted after expiry unless otherwise agreed.

11. School Data

11.1 Ownership

Schools remain the owners and controllers of the information they upload, create or manage within SmartSchool360.

SmartSchool360 acts as the technology platform that stores and processes information on behalf of the school.

11.2 Accuracy

Schools are responsible for ensuring that student, parent, teacher, finance and administrative records are accurate, complete and lawfully maintained.

11.3 Backups

SmartSchool360 may perform routine backups to support disaster recovery and business continuity.

Although reasonable efforts are made to protect data, schools are encouraged to maintain copies of important records where appropriate.

12. Privacy

Collection, processing and protection of personal information is governed by the SmartSchool360 Privacy Policy.

By using SmartSchool360 you acknowledge that you have read the Privacy Policy and understand how information is collected, processed, stored and protected.

13. Security

SmartSchool360 employs appropriate technical, administrative and organisational safeguards to protect the platform and customer information.

Security measures may include:

• Encrypted HTTPS connections
• Role-based access control
• Password hashing
• Session timeout protection
• Audit logging
• Access monitoring
• Regular backups
• Server hardening
• Secure hosting infrastructure

Users also share responsibility for protecting their own credentials and devices.

14. Intellectual Property

14.1 Ownership

SmartSchool360, including its software, source code, user interface, databases, documentation, graphics, branding, logos, design, workflows, reports, dashboards and related materials, are the exclusive intellectual property of MJG Technologies unless otherwise stated.

14.2 Licence

Schools receive a limited, non-exclusive, non-transferable licence to use SmartSchool360 during an active subscription.

14.3 Restrictions

Schools and users shall not:

• Copy the software;
• Reverse engineer the platform;
• Modify source code;
• Create competing products using SmartSchool360 technology;
• Sell, sublicense or redistribute the platform;
• Remove copyright notices or trademarks.

15. Service Availability

MJG Technologies aims to provide reliable platform availability but does not guarantee uninterrupted service.

Planned maintenance, emergency maintenance, infrastructure upgrades, internet failures, hosting issues, cyber incidents, power failures and force majeure events may temporarily affect availability.

We will make reasonable efforts to minimise downtime whenever possible.

16. Technical Support

Active subscribers may receive technical support according to their subscription package.

Support may include:

• Bug fixes
• Technical assistance
• User guidance
• Platform updates
• Security patches
• Knowledge base documentation

Support does not include custom software development unless agreed separately.

17. Third-Party Services

SmartSchool360 may integrate with third-party services including payment gateways, SMS providers, email services, cloud hosting providers, analytics platforms, authentication providers and communication services.

MJG Technologies is not responsible for interruptions, policy changes, pricing changes or service failures originating from third-party providers.

18. Suspension and Termination

MJG Technologies may suspend or terminate access to SmartSchool360 if a school or user violates these Terms, fails to pay required fees, misuses the platform, creates security risks, or uses the service unlawfully.

A school may stop using SmartSchool360 by giving notice according to its subscription agreement. Upon termination, access may be disabled and data may be retained or deleted according to applicable law, contract terms and backup cycles.

19. Disclaimers

SmartSchool360 is provided on an “as is” and “as available” basis. While we aim to provide a secure and reliable platform, we do not guarantee that the service will always be uninterrupted, error-free or free from security threats.

Schools remain responsible for verifying academic, financial, attendance and administrative records before relying on them for official decisions.

20. Limitation of Liability

To the maximum extent permitted by law, MJG Technologies shall not be liable for indirect, incidental, special, consequential or punitive damages, including loss of profits, loss of data, business interruption, reputational harm or loss arising from use of or inability to use SmartSchool360.

Where liability cannot be excluded, liability shall be limited to the amount paid by the school for the affected service during the period giving rise to the claim, unless applicable law requires otherwise.

21. Indemnification

Schools and users agree to indemnify and hold harmless MJG Technologies from claims, losses, damages, liabilities, costs and expenses arising from misuse of the platform, unlawful data processing, unauthorised access, breach of these Terms, or violation of third-party rights.

22. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Republic of Botswana, unless otherwise agreed in writing.

Parties should first attempt to resolve disputes through good-faith negotiation. If a dispute cannot be resolved informally, it may be referred to the competent courts or appropriate dispute resolution forum in Botswana.

23. Force Majeure

MJG Technologies shall not be responsible for delays or failure to perform caused by events beyond reasonable control, including natural disasters, power failures, internet outages, cyberattacks, labour disputes, government action, hosting provider failure, war, civil unrest, epidemics or other exceptional events.

24. Entire Agreement

These Terms, together with the Privacy Policy, subscription agreement, service proposal, invoice, quotation or written service agreement where applicable, represent the full agreement between the parties regarding use of SmartSchool360.

If any part of these Terms is found invalid or unenforceable, the remaining sections will continue to apply.

25. Changes to These Terms

MJG Technologies may update these Terms from time to time to reflect platform improvements, legal changes, security requirements, business changes or new service offerings.

The updated version will be posted on this page with a revised “Last Updated” date. Continued use of SmartSchool360 after changes become effective means acceptance of the updated Terms.

26. Contact Information