Terms and Conditions

1 Definitions

• "Artora Academy OS", "we", "us" means the company that operates Artora Academy OS and the Artora Academy OS software, website, web console and mobile app.
• "Academy" means the school, institute, club or business that subscribes to Artora Academy OS to run its classes (for example a chess, music, swimming, tuition, dance or sports academy).
• "Academy Admin" means the person or people the Academy appoints to manage its account, staff, modules and settings.
• "User" means anyone who signs in to Artora Academy OS under an Academy's account: Academy Admins, staff, coaches, parents and students.
• "Academy Data" means the information an Academy and its Users put into Artora Academy OS, such as student, parent and staff details, batches, attendance, fees, exams, homework, events, certificates and payroll records.

2 Accepting these terms

By using Artora Academy OS you confirm that you have read and accept these terms. If you accept them on behalf of an Academy, you confirm you are authorised to bind that Academy, and "you" also means the Academy.

Parents, students, coaches and staff use Artora Academy OS because their Academy has invited them. Your Academy may have its own rules (for example about fees, attendance or conduct). Those rules are between you and your Academy; these terms cover your use of the software.

3 The service

Artora Academy OS is a hosted, multi-tenant platform for running an academy. Depending on the modules enabled for an Academy, it can include student and parent records, enquiries, courses and batches, timetable and attendance, fees with installments and GST, exams, homework, events, certificates, communication, reports, staff, payroll and multiple branches, plus a mobile app for students, parents and coaches.

Each Academy's data is kept separate from every other Academy's data. Users of one Academy cannot see another Academy's records.

4 Accounts and security

• Accounts are created by the Academy (or for it). Give accurate details and keep them up to date.
• Keep your password private and do not share your account. You are responsible for activity under your sign-in.
• An email address or phone number can belong to only one person within the same Academy.
• Changing your password signs you out of your other sessions. If you think someone else has used your account, change your password and tell your Academy Admin straight away.
• The Academy Admin controls which staff can use which parts of the console through roles and permissions, and is responsible for removing access when someone leaves.
• Important actions in the console are recorded in an audit log so the Academy can review who did what.

5 Subscription, modules and expiry

• An Academy's access is provided under a subscription agreed with us, which sets the enabled modules, the amount payable and the expiry date. Any limits on the account (for example the number of students or staff) are set as part of that agreement.
• Only the modules enabled for an Academy are available to it. Modules can be added or removed by agreement.
• Subscription amounts are due as agreed. Unless the law requires otherwise or we agree in writing, amounts already paid are not refundable for a subscription period that has started.
• When a subscription expires and is not renewed, access to the Academy's account is suspended until it is renewed. Academy Data is not deleted just because the subscription has expired. See Suspension and termination for what happens if an account is closed.

6 Fees recorded in Artora Academy OS

Artora Academy OS helps an Academy plan and track the fees it charges its own students: fee plans, installments, GST, adjustments, reminders, receipts and collection reports.

• Artora Academy OS is not a payment gateway. Payments made by parents or students (cash, bank transfer, UPI and so on) go directly to the Academy and are recorded in Artora Academy OS by the Academy's team.
• The Academy sets its own fee amounts, tax treatment, due dates, discounts and refund rules, and is responsible for them being correct and lawful. Questions about a fee, a receipt or a refund should go to the Academy.
• Recorded payments cannot be edited afterwards; corrections are made as separate adjustments so the history stays complete.

7 Academy data and privacy

• The Academy owns its Academy Data. The Academy decides what information to collect about its students, parents and staff and why, and is responsible for having a lawful basis and any consent needed to do so.
• We process Academy Data only to provide, secure, support and improve the service for that Academy, or where the law requires it. We do not sell Academy Data.
• We use reasonable technical and organisational measures to protect Academy Data, including separation between academies, role-based access, hashed passwords and audit logging. No system is completely secure, and we cannot guarantee that unauthorised access will never happen.
• The Academy can export its main records (for example students, parents, courses and batches) to Excel or CSV.
• Parents, students and staff who want to see, correct or delete their information should contact their Academy first, as the Academy controls that data.

8 Students under 18

Many students are children. Where a student is under 18 (or under the age of digital consent where they live), the Academy is responsible for getting the permission of a parent or guardian before adding the student's details or giving the student a mobile app login. Parents and guardians can see their linked children's information in the app and should supervise their use of it.

9 Mobile app and notifications

• Coaches, parents and students sign in to the mobile app with the accounts their Academy provides. What each person sees depends on their role and on the modules the Academy has enabled.
• The app can send push notifications (for example about attendance, homework, fees, exams and announcements). You can turn notifications off in your device settings, but you may then miss updates from your Academy.
• Use of the app is also subject to the terms of the app store you downloaded it from.

10 Files and content you upload

Users can upload content such as academy logos, homework files and certificates. You keep ownership of what you upload. You give us permission to store, process and display it only as needed to provide the service to your Academy. You confirm that you have the right to upload it and that it does not break the law or anyone else's rights.

11 Acceptable use

You agree not to:

• access, or try to access, another Academy's data or any account that is not yours;
• test, probe or get around the security of the service, or interfere with its operation (for example with malware, scraping or excessive automated requests);
• upload unlawful, harmful, abusive or infringing content, or use the communication features to send spam;
• copy, resell, rent or reverse engineer the service, except where the law expressly allows it;
• use the service to collect or process personal information without a lawful basis.

12 Intellectual property

Artora Academy OS, including its software, design, logos and documentation, belongs to us and our licensors. Your subscription gives your Academy a limited, non-exclusive, non-transferable right to use the service during the subscription. It does not transfer ownership of any part of Artora Academy OS. Feedback you give us may be used to improve the product without obligation to you.

13 Availability and changes to the service

We aim to keep Artora Academy OS available and working well, but the service may sometimes be interrupted for maintenance, updates or reasons outside our control. We may improve, change or retire features over time. If a change significantly reduces a module your Academy pays for, we will tell the Academy in advance where reasonably possible.

14 Suspension and termination

• We may suspend or restrict access if a subscription has expired or is unpaid, if these terms are seriously breached, or if needed to protect the service, other academies or Users.
• An Academy Admin can deactivate staff, coaches, parents and students in the Academy at any time.
• An Academy can end its subscription by telling us. Before an account is closed, the Academy should export any data it wants to keep. After closure we may delete Academy Data, except where the law requires us to keep it.

15 Disclaimers

Artora Academy OS is provided "as is" and "as available". To the extent the law allows, we make no warranties beyond those in these terms, including any implied warranties of fitness for a particular purpose. Reports, dashboards and reminders are based on the data the Academy enters; the Academy is responsible for checking that its data and the decisions it makes from it are correct.

16 Limitation of liability

To the extent the law allows, we are not liable for indirect or consequential loss, loss of profit, revenue or goodwill, or loss caused by data an Academy or its Users entered incorrectly. Our total liability to an Academy for any claim relating to the service is limited to the subscription amount that Academy paid us in the 12 months before the claim arose. Nothing in these terms limits liability that cannot be limited by law.

17 Indemnity

An Academy will be responsible for claims brought against us by third parties (including its students, parents or staff) that arise from the Academy's data, its fee and business practices, or its breach of these terms or of the law.

18 Governing law

These terms are governed by the laws of the place where the operator of Artora Academy OS is registered, and disputes are subject to the courts there. Before going to court, we will each first try in good faith to settle any dispute by discussion.

19 Changes to these terms

We may update these terms from time to time. The "Last updated" date at the top shows when they last changed. For significant changes we will tell Academy Admins in advance. If you keep using Artora Academy OS after changes take effect, you accept the updated terms.

20 Contact

If you are a parent, student, coach or staff member, contact your Academy first. Academies can contact us about these terms at our contact page.