Terms of service
Version 2026-08-29, in effect from 29 August 2026. Written to be read by a head teacher rather than a lawyer, and to describe what GradeFlex actually does.
The full agreement follows. Where the two differ, the full agreement is what binds.
This agreement is between GradeFlex (“we”, “us”) and the school registering an account (“the school”, “you”). It applies from the moment you register and for as long as you hold an account, whether you are on a free trial or a paid subscription.
The person registering confirms they are authorised by the school to agree to it. A teacher signing up out of curiosity is welcome to try GradeFlex, but a school is only bound once someone who can speak for it says so.
GradeFlex is software for running a secondary school's term: entering marks, producing report cards, tracking fees, and sending messages to parents. We provide it as a service over the internet; you do not install or maintain anything.
We will make reasonable efforts to keep the service available and working, but we do not guarantee uninterrupted access. Servers fail, networks fail, and we would rather say so here than promise otherwise and be wrong on results day.
We may add, change or remove features. If a change removes something you rely on, we will tell you before it happens rather than after.
Everything you enter - learners, marks, comments, photographs, fees and messages - belongs to the school. It does not become ours by being stored on our servers.
You can export all of it at any time from Backup, as JSON or as Excel spreadsheets, without asking us and without paying for the privilege. If you leave, you leave with your records.
We will never sell your data, and we will never use a learner's records to advertise anything to anybody.
Under Uganda's Data Protection and Privacy Act, the school is the data controller and GradeFlex is the data processor. In plain terms: you decide what learner information is collected and why; we hold and process it on your instructions, and for no other purpose.
That division matters. Consent for a child's information to be held - and for a parent's phone number to receive messages - is the school's to obtain, because the school is the one with the relationship to that family. We cannot obtain it on your behalf and do not claim to.
We will process personal data only to provide the service to you, keep it secure, and meet our own legal obligations. We will not transfer it to a third party except the service providers needed to run GradeFlex (hosting, SMS delivery, email delivery, payment processing), each of which receives only what its job requires.
Learner photographs are the most sensitive thing GradeFlex holds. They are stored so they can be shown on report cards and identity cards, are never listed in a public directory, and are not shared with anyone outside your school.
You are responsible for having whatever permission your school requires before uploading a child's photograph. Collect only what you need: every additional field about a child is one more thing that can be lost.
You are responsible for the accounts you create and for what is done with them. Give each member of staff their own login; a shared password means an audit log that cannot tell you who changed a mark.
Tell us promptly if you believe an account has been compromised. We store passwords hashed and can reset one, but we can never read it back to you - that is deliberate.
Our operators can sign into your account to give you support. Every such sign-in is written to your school's own audit log, with who and when, so you can always see that it happened.
Every school starts on a free trial with the full system unlocked. We would rather you found out whether GradeFlex suits you before paying than after.
Paid subscriptions run for the term or the year you buy, and they do not renew automatically - nothing is taken from you without you choosing to pay again. Prices are shown before you pay, in Uganda Shillings.
SMS is bought separately as credits. Credits do not expire, unused ones carry over, and a message the network refuses is refunded to your balance rather than kept.
If a subscription lapses, the paid extras pause - bulk printing, identity cards, results analysis, backup and emailing report cards. Entering marks and printing a single report card keep working.
That is a deliberate promise and not an oversight. Withholding a school's own records over a late invoice punishes learners for an argument between adults, and we will not do it.
We may suspend an account entirely only for serious misuse - not for money owed. If we ever do, we will tell you why.
Use GradeFlex for running your school. Do not use it to store data unrelated to that, to send messages parents have not agreed to receive, or to attempt to reach another school's records.
Do not attempt to break, overload or probe the service. If you find a security flaw, tell us - we would far rather hear it from you.
We take regular backups and keep them away from the server they came from. We test that they restore.
Even so, keep your own copy. Backup lets you download everything in one click, and a school that has its own export is never at anyone's mercy - including ours.
You may stop using GradeFlex whenever you like. Export your data first; ask us if you want help doing it.
You can ask us to delete your school's data, and we will. Deletion writes a final backup first, then removes every record. What survives is an entry recording that a school of that name was deleted, by whom, when, why, and how many rows went - counts only, never a learner's name. That record is the evidence that your request was carried out.
Deleted data may persist in backups for a limited period before those backups expire in turn. Ask us and we will tell you how long.
We may end this agreement if a school seriously misuses the service. We will give you your data first.
GradeFlex is a tool. The marks, comments and figures it prints are the ones your staff entered, and the school remains responsible for the accuracy of its own records and for checking a report card before it goes home.
To the extent the law allows, our liability to you for any claim is limited to the amount you paid us in the twelve months before it arose. We are not liable for indirect losses.
Nothing here limits liability that cannot lawfully be limited.
We may update these terms. When we change anything of substance we will publish a new version, and you will be asked to accept it - we will not change the page underneath you and treat silence as agreement.
The version you accepted, and the date you accepted it, are recorded against your school.
This agreement is governed by the laws of Uganda, and the courts of Uganda have jurisdiction over any dispute.
If you believe we have mishandled personal data, tell us first and we will put it right if we can. You are also entitled to complain to the Personal Data Protection Office of Uganda.
Ask. A school signing an agreement it has not understood is no use to either of us.
