Terms & Conditions

These Terms & Conditions ("Terms") form a binding agreement between your educational institution ("School," "you," "your") and WasiAxis Technologies ("WasiAxis," "we," "us") governing use of the WasiAxis School Management System, including our web application, mobile apps, and related services (collectively, the "Platform"). By creating an account, activating a subscription, or otherwise accessing the Platform, you accept these Terms on behalf of your institution and confirm you are authorized to do so.

Who these Terms apply to

These Terms apply to every individual who interacts with the Platform under a School's account, including School Admins, Teachers, Accountants and other staff, Students, and Parents or Guardians. Each user type is subject to the permissions and responsibilities assigned to their role by the School.

Changes to these Terms

We may update these Terms as the Platform evolves. For material changes, such as new billing terms or reduced rights, we will notify the School Admin by email and in-app notice at least 30 days before the changes take effect. Continued use of the Platform after that date constitutes acceptance of the revised Terms.

Access to WasiAxis is role-based. Every account belongs to exactly one of the following categories, each with permissions scoped to its function:

• School Admin — full institutional control, including staff, billing, and campus settings.
• Teacher — attendance, gradebooks, assignments, and class-level communication.
• Accountant / Finance Staff — fee structures, invoices, and payment records.
• Student — personal timetable, grades, assignments, and announcements.
• Parent / Guardian — read access to their child's academic and attendance record, plus fee payment.

Account accuracy and security

You agree to provide accurate registration information and to keep login credentials confidential. Each person must use their own individually issued account; shared logins between staff members or students are not permitted, as this compromises the audit trail required for academic and financial records.

Deactivation on role change

When a student graduates or withdraws, or a staff member's employment ends, the School Admin is responsible for promptly deactivating the corresponding account. WasiAxis is not liable for access retained due to a School's delay in updating account status.

Registering a School creates an institutional workspace that houses all campuses, staff, students, and records under a single account. During registration, we may request your institution's official registration or license number to verify legitimacy before enabling billing and payment collection features.

Multi-campus institutions

Institutions operating more than one physical campus can add each as a linked campus profile under the same School account. Attendance, timetables, and fee structures are managed independently per campus, while enrollment totals and invoices consolidate at the institutional level.

Data ownership

All academic, attendance, financial, and communication records your institution enters into the Platform remain your property. WasiAxis acts solely as a data processor on your behalf and does not claim ownership over your institutional data.

Evaluation period

New institutions may begin with a 14-day evaluation period, capped at 100 active student profiles, with no payment method required. At the end of the evaluation, you may choose a paid plan to continue; nothing is billed automatically without explicit confirmation.

WasiAxis is billed on a per-active-student basis, calculated per academic term or annually depending on the plan your School selects. Optional modules, such as transport tracking, biometric attendance, or the parent SMS gateway, are billed as add-ons and itemized separately on your invoice.

Billing cycle and renewal

Subscriptions renew automatically at the end of each billing cycle unless cancelled by the School Admin at least 7 days beforehand. Invoices are generated based on the count of active enrolled students at the start of the billing cycle, with mid-cycle enrollment increases prorated and added to the following invoice.

Late payment

Accounts with an overdue invoice enter a 10-day grace period during which full functionality continues. If payment is not received within the grace period, the account may be moved to read-only mode until the balance is settled; student and academic data are never deleted for non-payment alone.

Refunds

Annual plans cancelled within the first 30 days are eligible for a prorated refund of unused months. Termly plans and add-on modules are non-refundable once the billing cycle has begun, except where required by applicable consumer-protection law.

WasiAxis processes personal data — including student academic records, attendance, health and emergency contact details, and family financial information — solely to provide the School Management System to your institution. This section summarizes our practices; full detail is available in our standalone Privacy Policy, which forms part of these Terms by reference.

Consent for minors

Where students are minors, the School confirms it has obtained any parental or guardian consent required by applicable law before entering a student's data into the Platform. WasiAxis relies on this institutional confirmation and does not independently collect consent from minors.

No sale of data

We do not sell student, staff, or family data, and we do not use it to serve advertising. Data is shared only with sub-processors necessary to operate the Platform, such as cloud hosting and payment providers, each bound by a data-processing agreement.

Retention and deletion

Data is retained for the duration of your subscription plus a 30-day export window after termination, after which it is permanently deleted from production systems, except where retention is required by law or for resolving disputes.

• Data encrypted in transit via TLS 1.2+ and at rest using AES-256.
• Role-based access control enforced at the database and API layer for every user type.
• Multi-factor authentication available for School Admin and Accountant roles.
• Automated daily backups, with point-in-time recovery for the trailing 30 days.
• Independent security assessments and penetration testing performed periodically.

Incident notification

In the event of a confirmed data breach affecting your institution's data, we will notify your School Admin without undue delay, and in any case within 72 hours of confirming the incident, along with the scope of affected data and remediation steps taken.

All users agree to use the Platform only for legitimate educational and administrative purposes. Specifically, you agree not to:

• Share your login credentials with another person or allow account access on their behalf.
• Attempt to access records, grades, or financial data outside your assigned role or permissions.
• Upload content that is defamatory, harassing, or inappropriate for a school environment, including in gradebook comments and messages.
• Extract, scrape, or export bulk data from the Platform other than through the provided reporting and export tools.
• Interfere with the Platform's normal operation, including through automated scripts or unauthorized integrations.

Academic integrity

Grades, attendance, and disciplinary records entered by Teachers and Admins must reflect the School's genuine academic and administrative policies. Users found falsifying records may have their access suspended pending investigation by the School.

The WasiAxis Platform — including its software, interface design, workflows, logos, and the "WasiAxis" name and mark — is the exclusive property of WasiAxis Technologies and is protected by applicable intellectual property law. These Terms grant your School a limited, non-exclusive, non-transferable license to use the Platform for its internal educational administration, and nothing here transfers ownership of that software to you.

Your data and content

Your School retains full ownership of the academic records, documents, and communications it uploads to the Platform ("School Content"). You grant WasiAxis a limited license to host, process, and display School Content solely to provide the service to you.

Restrictions

You may not reverse engineer, decompile, copy, or create derivative works of the Platform, nor use our trademarks without prior written consent. Feedback or suggestions you submit about the Platform may be used by us to improve the service without obligation or compensation to you.

A School may cancel its subscription at any time from the Billing section of the Admin Dashboard, effective at the end of the current billing cycle. We may suspend or terminate an account where we reasonably believe there is a material breach of these Terms, non-payment beyond the grace period described in Section 4, or activity that threatens the security of the Platform or other Schools.

What happens to your data

Upon termination, your account moves to a read-only, exportable state for 30 days, giving your institution time to download academic transcripts, financial records, and other reports. After this window, data is permanently deleted in line with Section 5.

Emergency suspension

Where an account poses an immediate security risk — for example, credential compromise leading to unauthorized bulk data access — we may suspend access immediately and will notify the School Admin as soon as reasonably possible with the reason and next steps.

Questions about these Terms, your subscription, or how student data is handled can be directed to the teams below. School Admins can also reach us directly from the in-app Help widget for faster, account-linked support.