Terms and Conditions
Please read these terms carefully before using GHBasic Pro school management software
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1. Acceptance of Terms
Welcome to GHBasic Pro. By accessing or using our school management software, website, and related services (collectively, the "Service"), you agree to be bound by these Terms and Conditions ("Terms"). If you are entering into these Terms on behalf of a school or other legal entity, you represent that you have the authority to bind such entity to these Terms.
🇬🇭 Important: These Terms constitute a legally binding agreement between your school ("you" or "School") and GHBasic Pro ("we", "us", or "our"). Please read them carefully.
If you do not agree to these Terms, you may not access or use the Service. By using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms.
2. Definitions
Key Terms Used in This Agreement
3. School Accounts
3.1 Account Registration
To use the Service, the School must register for an account by providing accurate, current, and complete information. The School is responsible for:
- Maintaining the confidentiality of account credentials
- Designating authorized Administrators
- All activities that occur under the account
- Notifying us immediately of any unauthorized use
3.2 Account Types
| Account Type | Access Level | Responsibilities |
|---|---|---|
| Primary Administrator | Full access to all features, billing, user management | Overall account management, payment, compliance |
| Administrator | Most features except billing | School setup, teacher management, report generation |
| Teacher | Class-specific access, mark entry, student view | Entering marks, adding comments, viewing assigned classes |
3.3 Account Security
The School is responsible for implementing appropriate security measures, including:
- Using strong passwords and changing them regularly
- Ensuring Administrators and Teachers do not share credentials
- Promptly removing access for staff who leave the School
- Configuring appropriate permissions for each user role
4. Subscriptions and Payments
4.1 Subscription Plans
GHBasic Pro offers the following subscription plans:
| Plan | Price (GHS) | Duration | Features |
|---|---|---|---|
| Free Trial | ₵0 | 14 days | All features, up to 100 students |
| Basic | ₵100 | Per term | Up to 500 students, core features |
| Pro | ₵150 | Per term | Unlimited students, all features, priority support |
4.2 Payment Terms
- Payment Methods: We accept Mobile Money (MTN, Vodafone, AirtelTigo), bank transfers, and cheques made payable to GHBasic Pro.
- Billing Cycle: Subscriptions are billed per academic term (approximately 3 months) or annually at a discounted rate.
- Invoicing: Invoices are sent via email at least 7 days before the renewal date.
- Receipts: Official receipts are provided upon payment confirmation.
💰 Ghana Cedis Only: All prices are in Ghana Cedis (GHS). We do not charge in foreign currency or apply hidden fees.
4.3 Price Changes
We reserve the right to modify subscription fees upon 30 days' notice. Price changes will apply at the next billing cycle. Continued use of the Service after the price change constitutes acceptance of the new fees.
5. Free Trial Terms
14-Day Free Trial
We offer a 14-day free trial to help schools evaluate GHBasic Pro. Trial terms:
- Duration: 14 days from account creation
- Features: Full access to all Pro features
- Student Limit: Maximum of 100 students during trial
- No Credit Card: Credit card not required to start trial
- Automatic Conversion: Trial converts to paid subscription only if school explicitly chooses a plan
- Data Export: Schools may export all data during or after trial
At the end of the trial period, if no subscription is selected, account access will be suspended. Data is retained for 30 days before permanent deletion.
6. Cancellation and Refunds
6.1 Cancellation by School
Schools may cancel their subscription at any time by:
- Accessing the billing section in the dashboard
- Contacting our support team at billing@ghbasicpro.com
- Providing written notice at least 7 days before the next billing date
6.2 Refund Policy
| Situation | Refund Policy |
|---|---|
| Cancellation within 7 days of payment | Full refund (minus mobile money transaction fees) |
| Cancellation after 7 days | No refund for the current term, but no further charges |
| Technical issues preventing core functionality | Prorated refund at our discretion |
| Duplicate payment | Full refund within 5 business days |
6.3 Cancellation by GHBasic Pro
We may suspend or terminate access for:
- Non-payment of subscription fees
- Violation of these Terms
- Illegal or unauthorized use of the Service
- Extended inactivity (over 12 months)
7. School Obligations
7.1 Accuracy of Information
The School is responsible for ensuring that all information entered into the system is accurate, complete, and up-to-date, including:
- Student names, dates of birth, and parent contact details
- Teacher assignments and class rosters
- Academic records and examination marks
- Billing and contact information
7.2 Parental Consent
The School represents and warrants that it has obtained all necessary consents from parents or guardians to:
- Collect and store student information in GHBasic Pro
- Send SMS and email communications regarding academic progress
- Generate and share report cards electronically
- Use student data for educational purposes as permitted by Ghanaian law
📋 Compliance Responsibility: The School is responsible for complying with Ghana's Data Protection Act and obtaining proper parental consent. We provide tools to help, but legal compliance rests with the School.
7.3 Staff Management
The School must:
- Ensure teachers are properly trained on using the system
- Immediately revoke access for staff who leave the school
- Monitor teacher usage to prevent unauthorized access
- Maintain an up-to-date list of authorized users
8. Acceptable Use Policy
8.1 Permitted Use
The Service may only be used for lawful educational purposes related to managing a Ghanaian basic school.
8.2 Prohibited Activities
Schools and users may not:
| Prohibited Activity | Examples |
|---|---|
| Unauthorized Access | Sharing passwords, attempting to access other schools' data |
| Data Misuse | Using student data for commercial purposes, selling information |
| Abusive Content | Entering offensive comments, bullying through the system |
| System Abuse | Attempting to hack, overload, or reverse-engineer the platform |
| Illegal Activities | Storing illegal content, facilitating fraud |
8.3 Monitoring
We reserve the right to monitor usage to ensure compliance with these Terms. Suspected violations may be investigated and reported to authorities if necessary.
9. Intellectual Property Rights
9.1 Our IP
GHBasic Pro owns all rights, title, and interest in and to the Service, including but not limited to:
- The software code, algorithms, and architecture
- User interface design and visual elements
- Documentation and training materials
- Trademarks, logos, and brand elements
- Proprietary algorithms for BECE aggregate calculation
9.2 License to Use
We grant the School a non-exclusive, non-transferable, revocable license to access and use the Service during the Subscription Term, solely for the School's internal educational purposes.
9.3 School IP
The School retains all rights to its User Content, including Student Data. We do not claim ownership of any information entered by the School.
10. Data Ownership and Portability
You Own Your Data
Student Data belongs to the School. We are merely a custodian. Key principles:
- Ownership: The School retains full ownership of all Student Data
- Access: The School can export all data at any time in common formats (Excel, CSV, PDF)
- Portability: Upon request, we will provide a complete data export within 14 days
- Deletion: Schools may request permanent deletion of all data after account closure
- No Selling: We never sell Student Data to third parties
Data export options include:
- Student rosters and profiles
- Historical academic records and report cards
- Teacher information and assignments
- BECE aggregates and performance analytics
11. Limitation of Liability
⚠️ Important Legal Limitation: Please read this section carefully as it limits our liability.
11.1 Service Availability
We strive for 99.9% uptime but do not guarantee uninterrupted access. We are not liable for:
- Internet connectivity issues at the School's location
- Power outages affecting access
- Scheduled maintenance (notified in advance)
- Force majeure events (natural disasters, strikes, etc.)
11.2 Data Loss
While we implement robust backup systems, we are not liable for data loss. Schools are encouraged to maintain their own backups of critical information.
11.3 Maximum Liability
To the maximum extent permitted by Ghanaian law, our total liability shall not exceed the amount paid by the School during the 12 months preceding the claim. We are not liable for indirect, incidental, or consequential damages.
11.4 Educational Decisions
GHBasic Pro provides tools to assist with school management but does not make educational decisions. The School remains solely responsible for:
- Assessment and grading decisions
- Student promotion and retention
- BECE preparation and registration
- Communication with parents
12. Termination
12.1 Termination by School
The School may terminate this agreement at any time by:
- Deactivating the account in dashboard settings
- Sending written notice to support@ghbasicpro.com
- Simply not renewing the subscription
12.2 Termination by GHBasic Pro
We may terminate or suspend access immediately, without prior notice, for:
- Breach of these Terms
- Non-payment exceeding 30 days
- Illegal or fraudulent activity
- Request by Ghanaian authorities
12.3 Effect of Termination
Upon termination:
- Access to the Service ceases immediately
- Data is retained for 30 days (export available)
- After 30 days, data may be permanently deleted
- Outstanding payments remain due
13. Governing Law and Dispute Resolution
Ghana Law Applies
Governing Law: These Terms shall be governed by and construed in accordance with the laws of the Republic of Ghana.
Jurisdiction: Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Accra, Ghana.
Dispute Resolution: Before initiating legal proceedings, both parties agree to attempt good-faith negotiations to resolve the dispute. If unresolved within 30 days, either party may proceed with mediation under the auspices of the Ghana Arbitration Centre.
14. Changes to These Terms
We may update these Terms from time to time. When we do, we will:
- Post the updated Terms on this page with a new "Last Updated" date
- Notify School Administrators by email at least 14 days before significant changes take effect
- Display a notice within the dashboard for 30 days
Continued use of the Service after changes constitutes acceptance of the modified Terms. If the School does not agree to the changes, it may terminate the agreement before the changes take effect.
15. Contact Information
For questions about these Terms or any legal matters, please contact: