Subscription Terms

These Subscription Terms govern the paid use of the EduPlaceSA platform by a school, district or provincial institution (the “Subscriber”) and the service provider operating EduPlaceSA (the “Provider”).

Provider legal entity: [INSERT REGISTERED ENTITY NAME]. Company registration number: [INSERT REGISTRATION NUMBER]. Registered address: [INSERT ADDRESS]. Contact email: [INSERT BILLING CONTACT EMAIL]. Information Officer (POPIA): [INSERT INFORMATION OFFICER NAME AND EMAIL].

These terms are read together with the EduPlaceSA Terms of Use and Privacy & POPIA notice. Where they conflict on billing matters, these Subscription Terms prevail.

The person accepting these terms warrants that they are the School System Administrator, Principal or another duly authorised representative, and that they are authorised to commit the institution to recurring payment.

Acceptance is recorded electronically together with the terms version, the selected plan, the price, the date and time, and the accepting user's account, in line with the Electronic Communications and Transactions Act 25 of 2002.

Monthly Plan: R 2 000 per month, billed every month.

Annual Plan: R 15 000 per year, billed once a year — equivalent to R 1 250 per month, a saving of R 9 000 against twelve monthly payments.

All prices are quoted in South African Rand and are inclusive of Value-Added Tax at 15%. Each invoice shows the VAT portion separately.

The Provider may change prices on at least 30 days' written notice to the Subscriber's billing contact. A price change takes effect at the start of the next billing period, and the Subscriber may cancel before that date without penalty.

Every newly registered school receives a 14-day free trial. The trial starts when the School System Administrator completes registration and activates the school account.

The trial gives full access to the plan selected at registration. No subscription fee is charged during the trial.

To register a payment method, Payfast processes a once-off card verification charge of R 5,00. This charge is disclosed before it is made and is used only to verify and tokenise the card.

If the Subscriber cancels before the trial ends, no subscription fee is charged. If the Subscriber does not cancel, the first subscription payment is taken on the day after the trial ends, at the plan price shown at sign-up.

Reminders are sent to the billing contact 7 days, 3 days and 1 day before the trial ends.

Payments are processed by Payfast, a South African payment gateway. Card details are entered on Payfast's secure pages.

EduPlaceSA never receives, stores or processes a full card number, CVV, PIN or banking password. Only a Payfast payment token and non-sensitive card metadata (brand, last four digits and expiry) are stored, so that recurring charges can be made.

By accepting these terms the Subscriber authorises the Provider to instruct Payfast to charge the stored payment method for the subscription fee on each billing date until the subscription is cancelled.

Payment status is only updated from validated Payfast server-to-server notifications, never from the browser.

Monthly subscriptions renew on the same calendar day each month; annual subscriptions renew on the same date each year. Where a month has no matching day, the charge is taken on the last day of that month.

Subscriptions renew automatically unless cancelled before the renewal date.

A tax invoice is generated for every successful payment and is available for download from the Subscription & Billing page.

If a payment fails, the Provider notifies the billing contact and retries the charge according to a published retry schedule.

The account then enters a grace period of 7 days during which full access continues and the Subscriber can update the payment method.

If payment is still not received after the grace period, the account is suspended and moves to read-only access. Learner, staff and academic data is not deleted on suspension.

Access is restored as soon as a successful payment is received.

The Subscriber may switch between the Monthly and Annual plans from the Subscription & Billing page.

The effective date of the change and any resulting charge or credit is displayed for confirmation before the change is applied. No charge is made without that confirmation.

The Subscriber may cancel at any time from the Subscription & Billing page. The confirmation screen shows the current plan, the period paid for, the effective cancellation date, the impact on access, and the data retention position.

Cancellation takes effect at the end of the period already paid for. Access continues until then.

A cancelled subscription may be reactivated before the retention period ends without re-registering the school.

Subscription fees already paid for a current period are not refundable except where required by law or where a charge was made in error.

No fee is charged for a trial cancelled before it ends. Where a charge was made in error, the Provider reverses it through Payfast.

Refund enquiries: [INSERT BILLING CONTACT EMAIL].

The Subscriber is the responsible party for learner, parent and staff personal information captured on EduPlaceSA. The Provider acts as an operator and processes that information only on the Subscriber's documented instructions.

The Provider applies role-based access control, encryption of sensitive fields, audit logging of sensitive actions and secure storage of documents.

Personal information is not sold, and is not shared with third parties other than sub-processors necessary to run the service (including the payment gateway and email delivery provider).

After cancellation, suspension or expiry, institutional data is retained for 90 days so that the Subscriber can reactivate or export it.

During the retention period the Subscriber may request a full export of its records. After the retention period, data may be permanently deleted.

The Provider aims to keep the platform available at all times other than scheduled maintenance, which is announced in advance where reasonably possible.

Support is provided by email to the Subscriber's administrators. Annual Plan subscribers receive priority onboarding and support.

Accounts are personal and role-based. Users may only access records permitted by their role and their relationship to a learner or school.

The Provider may suspend an account that is used unlawfully, that attempts to access records outside its permission level, or that endangers the security of the platform.

The Provider's total liability arising from the subscription is limited to the fees paid by the Subscriber in the twelve months preceding the claim, except where liability cannot lawfully be limited.

The Provider is not liable for indirect or consequential loss. AI-generated drafts are never final and must be reviewed and approved by an authorised person before being sent, downloaded or stored officially.

The Provider may update these terms. Material changes are notified to the billing contact at least 30 days before they take effect, and the version accepted by the Subscriber is recorded against the account.

Continued use after the effective date constitutes acceptance of the updated version.

These terms are governed by the laws of the Republic of South Africa.

The parties will attempt to resolve any dispute in good faith before instituting legal proceedings. Disputes are subject to the jurisdiction of the South African courts.