Terms & Conditions

1 Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User," "School," "you") and Mentor Hub Technologies ("we," "us," "our," "Smart Schools Hub") governing your access to and use of the Smart Schools Hub platform, mobile applications, APIs, and all related services (collectively, the "Service").

By clicking "Get Started," registering an account, or otherwise accessing or using the Service, you confirm that:

• You are at least 18 years old, or, if you are under 18, you have obtained verifiable parental or guardian consent;
• You have the authority to enter into this agreement on behalf of the school or organisation you represent;
• You have read, understood, and agree to these Terms and our Privacy Policy.

2 Description of Service

Smart Schools Hub is a cloud-based, multi-tenant School Management System (SMS) that provides the following modules and features to subscribing schools:

• Student, teacher, and staff management
• Academic management — timetables, exams, marks, report cards
• Fee management — invoicing, payment tracking, payroll, expenses
• Attendance management — manual, QR/RFID, and biometric/face recognition
• Communication — announcements, events, SMS, push notifications
• Library management — book catalogue, borrowings, returns
• Admissions management — applications, review, and enrolment
• Transport, inventory, and ID card management
• Mobile applications for teachers, students, and parents

The specific features available depend on the subscription plan selected by the school. We reserve the right to add, modify, or remove features from the Service at any time, with reasonable notice provided for significant changes.

3 Account Registration

3.1 School Registration

To use Smart Schools Hub, a school administrator must register the school by providing accurate information including the school name, physical address, director's name, and a valid email address. Providing false, misleading, or inaccurate registration information is a violation of these Terms and may result in immediate account suspension.

3.2 Account Credentials

You are responsible for maintaining the confidentiality of your login credentials. You must not share your password with any other person. You agree to notify us immediately at support@smartschoolshub.com if you suspect any unauthorised use of your account.

3.3 One Account Per School

Each school may have one primary administrator account. Sub-accounts for teachers, students, parents, accountants, and librarians are created and managed by the school administrator within the platform. Each user must have their own individual login — credential sharing is not permitted.

3.4 Account Verification

We reserve the right to verify the identity of schools and administrators before activating subscriptions. Schools found to have provided false information will be immediately suspended without refund.

4 School Administrator Responsibilities

As a school administrator, you are the data controller for your school's instance of Smart Schools Hub. You are solely responsible for:

• Accuracy of data: Ensuring all student, staff, and financial data entered into the system is accurate, complete, and up to date.
• User account management: Creating, maintaining, and deactivating user accounts for all teachers, students, parents, and staff at your school. When a user leaves the school, you must deactivate their account promptly.
• Data protection compliance: Obtaining all necessary consents from students, parents, and staff before entering their personal data into the system. This includes consent for the use of biometric data (facial recognition) where applicable.
• Biometric device setup: Ensuring that face recognition terminals and other biometric devices are configured correctly, that persons are enrolled with accurate information, and that students and parents are informed that such systems are in use.
• Fee records: Ensuring that all fee invoices and payment records are accurate. Smart Schools Hub records what the school inputs — we do not independently verify financial transactions.
• Communication content: Ensuring that announcements and communications sent through the platform comply with applicable laws and do not contain harmful, discriminatory, or illegal content.
• Minor data protection: Taking special care in handling data of minors (students under 18) in accordance with applicable data protection laws in your jurisdiction.

5 Teacher, Student & Parent Accounts

5.1 Account Creation

Teacher, student, parent, accountant, and librarian accounts are created by the school administrator. By using such an account, you agree to these Terms. If you are a parent or guardian creating or using an account on behalf of a minor, you are responsible for ensuring that the minor's use complies with these Terms.

5.2 Role-Based Access

Each user role has a defined scope of access. You must not attempt to access data, features, or areas of the system beyond your assigned role. Attempting to bypass access controls is a serious violation that will result in immediate account termination and may be reported to relevant authorities.

5.3 Student Minimum Age

Student accounts may be created for pupils of any age. Parents and guardians of students under the age of 13 are responsible for supervising their child's use of any mobile application or portal. Schools must obtain parental consent before creating accounts or collecting data for children under 13.

5.4 Accurate Information

All users must provide accurate information when setting up or updating their profiles. Using false names, impersonating other individuals, or providing fictitious contact information is prohibited.

6 Acceptable Use Policy

You agree to use Smart Schools Hub only for its intended educational management purposes and in compliance with all applicable laws. You must not use the Service to:

• Upload, transmit, or store any content that is illegal, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, or otherwise objectionable;
• Transmit any unsolicited bulk communications (spam) to other users;
• Impersonate any person or entity, or falsely state or misrepresent your affiliation with a person or entity;
• Upload any content that infringes any patent, trademark, trade secret, copyright, or other intellectual property right;
• Transmit any malware, viruses, Trojan horses, worms, or other destructive code;
• Attempt to gain unauthorised access to any portion of the Service, other user accounts, or related systems;
• Scrape, mine, or otherwise extract data from the platform using automated tools without our prior written consent;
• Use the Service for any purpose that is not related to school management (e.g. running a commercial business, political campaigns, or personal ventures);
• Circumvent, disable, or interfere with security-related features of the Service.

We reserve the right to investigate any violation of this Acceptable Use Policy and to take appropriate action, including suspending or terminating accounts, notifying law enforcement, and pursuing civil remedies.

7 Subscription & Billing

7.1 Subscription Plans

Smart Schools Hub is offered on a subscription basis. The available plans, pricing, and included features are displayed on our pricing page at smartschoolshub.com/#pricing. Prices may change from time to time; changes will be notified at least 30 days in advance.

7.2 Payment

Subscription fees are due as specified in your selected plan (monthly or annually). Payment must be made via the accepted payment methods. Failure to pay within 7 days of the due date may result in service suspension. We will provide written notice before suspending a school's account for non-payment.

7.3 No Automatic Refunds

Subscription fees are non-refundable except where required by applicable law. If you terminate your subscription before the end of a billing period, you will retain access until the end of the period for which you have paid, but no partial refund will be issued.

7.4 Free Trial

Where a free trial is offered, it is limited to one trial per school. Creating multiple school accounts to access additional free trials is prohibited and will result in all associated accounts being terminated.

7.5 Taxes

All fees are exclusive of applicable taxes. You are responsible for paying any taxes applicable to your use of the Service in your jurisdiction.

7.6 Disputed Charges

If you believe you have been incorrectly charged, you must notify us in writing within 30 days of the charge. After 30 days, all charges are considered final and non-disputable.

8 Data Ownership & Privacy

8.1 Your Data Belongs to You

All data entered into Smart Schools Hub by your school — including student records, fee data, academic records, and communications — remains the property of your school. We do not claim ownership of your school's data.

8.2 Data Processing

We process your data solely for the purpose of providing the Service as described in these Terms and our Privacy Policy. We do not sell, share, or disclose your school's data to third parties for marketing purposes.

8.3 Data Export

You may export your school's data at any time through the available export functions in the platform. Upon termination of your subscription, you have 30 days to download your data. After this period, your data may be permanently deleted.

8.4 Biometric Data

If your school uses biometric features (face recognition, fingerprints), you are responsible for obtaining explicit, informed consent from each individual whose biometric data is collected, in accordance with applicable data protection and biometric privacy laws in your jurisdiction. We store biometric templates (mathematical representations) on the physical device only — we do not store raw biometric images on our servers beyond what is uploaded as profile photos.

8.5 Security

We implement industry-standard security measures to protect data stored on our servers, including encryption, access controls, and regular security audits. However, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security and accept no liability for security breaches caused by factors outside our control, including user negligence (e.g. sharing passwords).

9 Intellectual Property

9.1 Our Property

Smart Schools Hub, its logo, design, software, code, algorithms, user interface, and all related intellectual property are owned exclusively by Mentor Hub Technologies and are protected by copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable, revocable licence to use the Service solely for your school's internal management purposes during the term of your subscription.

9.2 Restrictions

You must not: copy, modify, distribute, sell, or lease any part of the Service; reverse-engineer, decompile, or attempt to extract the source code of the platform; use our name, logo, or trademarks without prior written permission; or create derivative works based on the Service.

9.3 Feedback

If you provide us with suggestions, ideas, enhancement requests, or other feedback about the Service, you grant us a royalty-free, perpetual, irrevocable right to use and incorporate such feedback into the Service without any obligation to you.

10 Uptime & Service Availability

We target a service uptime of 99.5% on a monthly basis, excluding scheduled maintenance windows and events outside our reasonable control. Scheduled maintenance will be announced at least 24 hours in advance wherever possible, and will be scheduled during off-peak hours.

We do not guarantee uninterrupted, error-free access to the Service. Temporary unavailability due to maintenance, updates, infrastructure issues, or force majeure events does not constitute a breach of these Terms.

For outage notifications and status updates, follow our official communication channels or contact support.

11 Termination

11.1 Termination by You

You may terminate your subscription at any time by contacting us at support@smartschoolshub.com. Termination will take effect at the end of your current billing period. No refund will be issued for the remaining portion of the billing period.

11.2 Termination by Us

We may suspend or terminate your access to the Service immediately, with or without notice, if:

• You violate any provision of these Terms;
• You fail to pay subscription fees after 14 days' written notice;
• You engage in conduct that we reasonably determine to be harmful to other users, the platform, or third parties;
• We are required to do so by law or court order;
• We decide to discontinue the Service (with 90 days' advance notice).

11.3 Effect of Termination

Upon termination, your right to access the Service ceases immediately. All data associated with your school account will be retained for 30 days to allow data export, after which it will be permanently deleted. We are not liable for any loss of data resulting from termination where you had the opportunity to export your data during this period.

12 Limitation of Liability

To the maximum extent permitted by applicable law:

• Smart Schools Hub and Mentor Hub Technologies are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including loss of data, loss of revenue, or loss of business opportunity, even if we have been advised of the possibility of such damages.
• Our total cumulative liability to you for any claims arising from or related to the Service shall not exceed the subscription fees paid by you in the three (3) months immediately preceding the event giving rise to the claim.
• We are not responsible for errors, omissions, or inaccuracies in data entered by school administrators, teachers, or other users. The accuracy of academic records, financial records, and attendance data is entirely the responsibility of the school.
• We are not liable for any damages resulting from the failure of third-party hardware (such as biometric terminals, RFID readers, or mobile devices) used in conjunction with the Service.

Some jurisdictions do not allow limitations on implied warranties or liability, so some of the above limitations may not apply to you.

13 Indemnification

You agree to defend, indemnify, and hold harmless Mentor Hub Technologies and its officers, directors, employees, and agents from and against any claims, liabilities, damages, judgements, penalties, losses, costs, and expenses (including reasonable legal fees) arising from or relating to:

• Your use of the Service in violation of these Terms;
• Your violation of any applicable law or regulation;
• Any data you upload, store, or transmit through the Service;
• Your failure to obtain required consents for data collection (including biometric data);
• Any claim by a third party relating to your school's use of the Service.

14 Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the Republic of Uganda, without regard to its conflict of law principles.

Any dispute arising from or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation. If the dispute cannot be resolved within 30 days of written notice, either party may pursue formal legal proceedings in the courts of Uganda.

Schools operating in other jurisdictions acknowledge that local laws may provide additional consumer rights that are not limited by these Terms.

15 Changes to These Terms

We may update these Terms from time to time to reflect changes in the Service, applicable law, or our business practices. When we make material changes, we will:

• Update the "Last updated" date at the top of this page;
• Send an in-platform notification to all active school administrators;
• Where required by law, obtain fresh consent before the changes take effect.

Your continued use of the Service after the effective date of any updated Terms constitutes your acceptance of those changes. If you do not agree to the updated Terms, you must stop using the Service and terminate your subscription.

16 Contact Us

If you have any questions, concerns, or requests regarding these Terms, please contact us: