Terms of Service

Complete Scholar is a cloud-based school management platform designed to help schools manage their academic, administrative, financial, communication, and operational activities.

Depending on the subscription and configuration, the Service may include:

• admissions, enrollment, and student and parent management;
• staff and teacher management;
• attendance, academic records, assessments, and grading;
• timetables and examinations;
• fee management and online or USSD payments;
• scholarships;
• boarding, hostel, and transportation management;
• library management;
• SMS, email, and USSD communications, including campaigns and automated messages;
• reporting and analytics;
• school portals and mobile applications;
• multi-school account management;
• custom branding;
• integrations with third-party services; and
• other features introduced from time to time.

We may add, modify, improve, or discontinue features as the Service develops.

To use Complete Scholar, you must provide accurate and complete information when creating an account. A school account administrator is responsible for:

• maintaining accurate account information;
• keeping login credentials secure;
• controlling access to the school's account and assigning appropriate permissions to users;
• ensuring that users authorised by the school comply with these Terms; and
• notifying us of suspected unauthorised access.

You are responsible for all activity occurring through your account unless the activity resulted from our failure to maintain reasonable security measures.

You must not:

• share administrator credentials unnecessarily, or impersonate another person;
• create accounts using false information, or attempt to access another school's account;
• circumvent security controls or interfere with the operation of the Service;
• reverse engineer the Service, or introduce malware or malicious code; or
• use the Service for unlawful purposes.

"School Data" means information uploaded, submitted, generated, or otherwise provided to Complete Scholar by or on behalf of a school through the Service, which may include student, parent/guardian, and teacher/staff information; attendance, examination, academic, and disciplinary records; financial and payment records; communication records; uploaded documents and photographs; and boarding or transportation information.

The school remains responsible for determining what information it collects and how that information is used, and represents that it has the appropriate authority, permissions, notices, and lawful basis required to provide School Data to Complete Scholar.

Schools using Complete Scholar are responsible for ensuring that their use of the platform complies with applicable laws and regulations, including ensuring that:

• personal information is collected lawfully and is accurate;
• appropriate notices and permissions are provided to students, parents, guardians, teachers, and staff where required;
• users only receive access to information they are authorised to access;
• sensitive information is handled appropriately; and
• the school's use of the Service complies with applicable education and data-protection requirements.

Complete Scholar will process personal information in accordance with its Privacy Policy and applicable data protection requirements.

Complete Scholar may offer different subscription plans based on factors such as number of students, number of users, school size, available features, storage, campuses, support requirements, and other service limits. Your subscription is subject to the plan selected at the time of purchase.

We may change pricing or plan structures in the future. Where a change materially affects an existing paid subscription, we will provide reasonable notice before the change takes effect.

Subscription fees are payable according to the billing period selected by the school — monthly, termly, or annually, depending on the plan. Unless otherwise stated, subscription fees are non-refundable once a billing period has commenced, though we may provide refunds or credits at our discretion or where required by applicable law.

Certain services may involve additional usage-based charges, separate from the subscription fee — for example SMS messages, email delivery, payment processing, third-party integrations, and storage. Where applicable, we will disclose the applicable rates before the relevant service is used.

Complete Scholar may integrate with third-party payment providers to facilitate school fee payments, subscriptions, and other transactions. Those transactions may be subject to the relevant provider's own terms, fees, and privacy policies, and we do not guarantee that any third-party payment service will always be available.

Complete Scholar may integrate with third-party services, including payment gateways, SMS/USSD providers, email providers, and cloud hosting or domain providers. Your use of those services may be subject to the third party's own terms and policies. We may add further categories of third-party service as the platform develops.

Complete Scholar and its licensors retain all rights, title, and interest in the Complete Scholar software, website, mobile applications, platform architecture, source code, designs, interfaces, trademarks, logos, documentation, workflows, and other proprietary technology belonging to Complete Scholar.

Your subscription gives you a limited, non-exclusive, non-transferable right to use the Service during your active subscription. It does not transfer ownership of the software to you.

You retain your rights in the School Data that you submit to Complete Scholar. You grant Complete Scholar the limited rights necessary to host, process, display, back up, and transmit your data in order to provide, maintain, and secure the Service and perform the services requested by you.

We will not sell School Data to third parties. We may use aggregated or de-identified information to improve the platform, understand product usage, maintain security, and develop new features, provided that the information cannot reasonably be used to identify an individual.

We aim to keep Complete Scholar available and reliable, but we do not guarantee uninterrupted availability. The Service may occasionally be unavailable because of maintenance, upgrades, security incidents, infrastructure failures, internet outages, third-party service failures, telecommunications problems, force majeure events, or circumstances outside our reasonable control. Where reasonably possible, we will provide notice of planned maintenance.

We will implement reasonable measures to protect and back up information processed through the platform. However, no technology system can guarantee that data will never be lost, corrupted, or compromised. Schools should maintain appropriate records and backups where necessary for their own operational and legal requirements.

You agree not to use Complete Scholar to violate applicable laws; abuse or harass individuals; distribute unlawful content; upload malicious software; gain unauthorised access to systems; interfere with the Service or attempt to obtain another user's credentials; conduct fraudulent activities; exploit vulnerabilities; misuse payment functionality; or otherwise misuse the platform.

We may suspend access where we reasonably believe that continued access creates a security, legal, or operational risk.

A school may terminate its subscription by following the cancellation process provided through the Service or by contacting us.

We may suspend or terminate an account where subscription fees remain unpaid; the account materially breaches these Terms; the account presents a security risk; the Service is being used unlawfully; fraudulent activity is suspected; or termination is required by law. Where reasonably possible, we will provide notice and an opportunity to remedy a breach before suspension or termination.

After termination, School Data is not automatically deleted. We retain it in case the school reactivates or requires access to historical records, and to meet our own legal and administrative obligations.

A school may request that its School Data be deleted or anonymised by contacting us. We will action a genuine request within a reasonable time, except where retention is required by law, necessary to resolve a dispute, required for legitimate security purposes, or another lawful basis for retention applies. Where reasonably possible, we will provide the school with an opportunity to export its data before deletion.

Complete Scholar is a technology platform. We do not guarantee that the Service will meet every school's specific requirements; that all information entered by users will be accurate; that automated calculations or reports will always be error-free; that third-party services will always operate; or that the Service will replace the school's own legal, financial, educational, or administrative responsibilities. Schools remain responsible for reviewing important information before relying upon it.

To the maximum extent permitted by applicable law, Complete Scholar will not be liable for indirect, incidental, special, consequential, or punitive losses arising from use of the Service, including loss of profits, revenue, business opportunities, goodwill, anticipated savings, or data — except where such limitation is prohibited by applicable law.

To the extent permitted by law, the customer agrees to indemnify and hold Complete Scholar harmless from claims arising from unlawful use of the Service, violation of these Terms, unauthorised use of another person's information, infringement of third-party rights, or content or data supplied by the customer.

We may modify, improve, replace, or discontinue parts of the Service. Where a material change significantly reduces functionality available under a paid plan, we will provide reasonable notice where practicable.

We may also update these Terms from time to time. When we make material changes, we may notify users through email, the platform, website notices, or other reasonable means. Your continued use of the Service after the effective date of the updated Terms constitutes acceptance of the updated Terms, to the extent permitted by law.

These Terms shall be governed by the laws of the Republic of Ghana. Any disputes shall be subject to the applicable courts and dispute-resolution mechanisms of Ghana, unless the parties agree otherwise in writing.

Complete Scholar
Operated by: Zero Miles Per Hour Ventures
Address: Accra, Ghana
Email: support@completescholar.com
Phone: [PHONE NUMBER]