Terms of Service

Last updated: 11 April 2026

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer", "you") and School IQ Labs Ltd, a company registered in England and Wales ("Company", "we", "us"), governing your access to and use of the StaffIQ platform ("Service").

By creating an account or using the Service, you confirm that you have the authority to bind your organisation to these Terms and that you agree to comply with them.

1. Definitions

  • "Service" means the StaffIQ cloud-based platform, including all features, APIs, and related documentation.
  • "Customer Data" means all data submitted to the Service by you or on your behalf, including staff records, compliance documents, and uploaded files.
  • "Users" means individuals authorised by you to access the Service under your account.
  • "Subscription" means the paid plan you have selected, as described on our pricing page or in an order form.

2. Account Registration

To use the Service, you must:

  • Register an account with accurate and complete information
  • Be an authorised representative of a school, academy trust, or educational organisation
  • Maintain the confidentiality of your login credentials
  • Notify us promptly of any unauthorised access to your account

You are responsible for all activity that occurs under your account and for ensuring that your Users comply with these Terms.

3. Use of the Service

We grant you a non-exclusive, non-transferable right to access and use the Service during your Subscription period, subject to these Terms. You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable regulation
  • Attempt to gain unauthorised access to the Service, other accounts, or our systems
  • Reverse-engineer, decompile, or disassemble any part of the Service
  • Resell, sublicense, or make the Service available to third parties outside your organisation
  • Use the Service to store or transmit malicious code
  • Exceed the staff record, user, or storage limits of your Subscription plan

4. Subscriptions and Payment

4.1 Plans and Pricing

The Service is offered under various subscription plans with different feature sets, staff limits, and pricing. Current pricing is displayed on our website. We reserve the right to change pricing with at least 30 days' written notice before your next billing cycle.

4.2 Billing

  • Subscriptions are billed annually in advance
  • All fees are quoted exclusive of VAT, which will be added where applicable
  • Payment is processed via our third-party payment provider; we do not store card details

4.3 Free Trials

We may offer a free trial period. At the end of the trial, your account will be downgraded unless you select a paid plan. Data entered during the trial will be retained for 30 days after trial expiry, after which it may be deleted.

5. Customer Data

5.1 Ownership

You retain all rights, title, and interest in your Customer Data. We do not claim ownership of any data you submit to the Service.

5.2 Licence

You grant us a limited licence to use, process, and store your Customer Data solely for the purpose of providing and improving the Service. We will not access your Customer Data except as necessary to deliver the Service, provide support (at your request), or comply with legal obligations.

5.3 Data Export

You may export your Customer Data at any time through the platform's built-in export features. Upon account termination, we will make your data available for export for 30 days, after which it will be deleted in accordance with our Privacy Policy.

6. Data Protection

We process personal data in accordance with our Privacy Policy and our Data Processing Agreement (DPA). Where we act as a data processor on your behalf, the DPA forms part of these Terms. You acknowledge that you are the data controller for all staff personal data entered into the Service and are responsible for ensuring a valid legal basis for its processing.

7. Availability and Support

7.1 Service Availability

We aim to maintain Service availability of 99.9% measured monthly, excluding scheduled maintenance windows. Scheduled maintenance will be communicated in advance. We are not liable for downtime caused by factors beyond our reasonable control.

7.2 Support

Support is available via email during UK business hours (Monday to Friday, 09:00–17:00 GMT/BST). Enterprise plan Customers may have access to additional support channels as specified in their order form.

8. Intellectual Property

The Service, including its software, design, documentation, and branding, is the intellectual property of School IQ Labs Ltd. Nothing in these Terms transfers any intellectual property rights to you, except the limited usage licence described in section 3.

9. Confidentiality

Each party agrees to keep confidential any non-public information received from the other party in connection with the Service. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.

10. Limitation of Liability

To the maximum extent permitted by law:

  • Our total liability under these Terms shall not exceed the fees paid by you in the 12 months preceding the claim
  • We are not liable for any indirect, incidental, consequential, or special damages, including loss of data, revenue, or business opportunity
  • We are not liable for any failure to meet compliance or regulatory obligations on your behalf — the Service is a tool to assist you, and responsibility for compliance remains with you as the data controller and employer

Nothing in these Terms excludes liability for death, personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.

11. Indemnification

You agree to indemnify and hold us harmless from any claims, losses, or expenses arising from your breach of these Terms, your use of the Service, or any violation of applicable law by you or your Users.

12. Termination

12.1 By You

You may cancel your Subscription at any time via the platform settings. Cancellation takes effect at the end of your current billing period. No refunds are issued for partial billing periods.

12.2 By Us

We may suspend or terminate your account if you:

  • Breach these Terms and fail to remedy the breach within 14 days of notice
  • Fail to pay fees when due
  • Use the Service in a manner that threatens the security or integrity of the platform

12.3 Effect of Termination

Upon termination, your access to the Service will cease. We will retain your Customer Data for 30 days to allow export, after which it will be permanently deleted. Provisions of these Terms that by their nature should survive termination (including sections on liability, confidentiality, and indemnification) will continue to apply.

13. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated to you at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact Us

For questions about these Terms, please contact:

School IQ Labs Ltd
Suite RA01, 195-197 Wood Street
London, E17 3NU
United Kingdom
Email: legal@staffiq.app