Terms and Conditions of Service
eSchool Manager Multi-School Admissions
Platform & School Management ERP
Important Notice
These Terms constitute a legally binding agreement between you and eSchool Manager (Halvek Technologies Co. Ltd). By accessing or using our platform, you agree to these Terms. If you disagree, you must not use our services.
1. Definitions & Interpretation
| Term | Definition |
|---|---|
| "eSchool Manager" | Refers to the digital platform operated by Halvek Technologies Co. Ltd, including the Multi-School Admissions System and School Management ERP software. |
| "Platform" | The website, mobile applications, APIs, and all associated services available at eschoolmanager.net and app.eschoolmanager.net. |
| "Parent/Guardian User" | Any individual using the platform to search for schools or submit applications on behalf of a student. |
| "School User" | Educational institutions registered on the platform, including administrators, teachers, and staff. |
| "Application Fee" | The UGX 2,500 fee charged per student application submitted through the platform. |
| "Subscription Fee" | Recurring fees paid by School Users for access to the ERP system, calculated per term or annually. |
| "Content" | All information, data, text, graphics, videos, or other materials uploaded to or available through the Platform. |
2. Service Description
2.1 Multi-School Admissions Platform
eSchool Manager operates as an intermediary platform that:
- Facilitates the discovery and comparison of verified educational institutions in Uganda.
- Enables Parent Users to submit digital applications to multiple schools through a single unified form.
- Provides schools with a digital admissions pipeline and applicant management system.
- Important: eSchool Manager does not guarantee admission to any school. Admission decisions remain the sole discretion of individual educational institutions.
2.2 School Management ERP
The Enterprise Resource Planning system provides School Users with:
- Digital admissions management and applicant tracking.
- Student information system (SIS) with academic records management.
- Fee collection and financial management tools.
- Attendance tracking and academic reporting capabilities.
- Parent communication tools including bulk SMS (charged at UGX 40 per SMS).
3. Account Registration & Security
3.1 Eligibility
- Parent Users must be at least 18 years old or have parental consent.
- School Users must be authorized representatives of legitimate educational institutions.
- Users must provide accurate, current, and complete information during registration.
3.2 Account Security
- Users are responsible for maintaining the confidentiality of login credentials.
- Users must immediately notify eSchool Manager of any unauthorized account access.
- eSchool Manager reserves the right to suspend accounts showing suspicious activity.
3.3 School Verification
Educational institutions must undergo verification before being listed on the platform. This includes:
- Provision of valid registration documents from the Ministry of Education and Sports.
- Verification of physical location and operating status.
- Agreement to maintain accurate fee and program information.
4. User Obligations
For Parent/Guardian Users
- Provide accurate student information, including academic records.
- Pay applicable application fees (UGX 2,500 per application).
- Respect school application deadlines and requirements.
- Do not submit fraudulent applications or misrepresent qualifications.
- Monitor application status through the platform dashboard.
For School Users
- Maintain accurate school profiles, including fees and admission requirements.
- Process applications in a timely manner (recommended: within 14 business days).
- Comply with Uganda's Data Protection and Privacy Act, 2019.
- Pay subscription fees according to selected service tier.
- Provide proper support to parents during the admission process.
4.3 Prohibited Activities
Users shall not:
- Use the platform for any illegal purpose.
- Upload malicious code or attempt to disrupt service.
- Harass other users or platform staff.
- Circumvent platform fees or payment systems.
- Share login credentials with unauthorized parties.
- Misrepresent affiliation with educational institutions.
- Use automated systems to scrape or copy platform data.
- Violate intellectual property rights of others.
5. Fees, Payments & Refunds
| Fee Type | Amount | Frequency | Notes |
|---|---|---|---|
| Application Fee | UGX 2,500 | Per application | Non-refundable except in cases of system error |
| School Listing | FREE | One-time | Basic directory profile included |
| ERP Subscription | UGX 250K - 1.025M | Per term | Based on selected service tier |
| SMS Service | UGX 40 | Per SMS sent | Charged to school account |
| Premium Profile | UGX 250,000 | Per term | Enhanced visibility in directory |
5.1 Payment Terms
- All fees are quoted in Uganda Shillings (UGX) and exclusive of applicable taxes.
- Payments are processed through secure third-party gateways (Mobile Money, Credit/Debit Cards).
- School subscription fees are billed in advance for the selected term.
- Late payments may result in service suspension.
5.2 Refund Policy
Refund Eligibility
- Application Fees: Generally non-refundable. Refunds only issued for duplicate payments or system errors.
- Subscription Fees: Prorated refunds available within 14 days of payment if service has not been substantially used.
- SMS Credits: Non-refundable once purchased.
To request a refund, contact billing@eschoolmanager.net within 7 days of the transaction.
6. Intellectual Property Rights
6.1 Platform Ownership
eSchool Manager and its licensors own all intellectual property rights in:
- The software, platform design, and user interface.
- All logos, trademarks, and service marks displayed.
- Proprietary algorithms and database structures.
- Documentation, guides, and training materials.
6.2 User Content License
By uploading content to the platform, Users grant eSchool Manager:
- A worldwide, non-exclusive license to use, reproduce, and display the content.
- Permission to share application materials with selected schools.
- Right to anonymize data for analytical and improvement purposes.
6.3 Restrictions
Users shall not:
- Reverse engineer, decompile, or disassemble any platform component.
- Copy, modify, or create derivative works without written permission.
- Use platform data to create competing services.
- Remove or alter copyright notices.
7. Data Protection & Privacy
GDPR & Uganda Data Protection Act Compliance
eSchool Manager operates in full compliance with the Data Protection and Privacy Act, 2019 of Uganda and respects the principles of the General Data Protection Regulation (GDPR) for international users.
7.1 Data Collection & Use
We collect and process data as described in our Privacy Policy, including:
- Personal identification information for account creation.
- Student academic records for application processing.
- School operational data for ERP functionality.
- Usage analytics to improve platform performance.
7.2 Data Sharing
User data is shared only:
- With selected schools as part of the application process.
- With payment processors for transaction completion.
- When required by Ugandan law or legal process.
- In aggregated, anonymized form for statistical analysis.
7.3 Data Retention
- Active account data is retained while the account remains active.
- Inactive accounts may be archived after 24 months of inactivity.
- Financial records are retained for 7 years as required by law.
- Users may request data deletion subject to legal requirements.
8. Limitation of Liability
8.1 Service Disclaimer
Important: eSchool Manager provides an intermediary platform. We do not:
- Guarantee admission to any educational institution.
- Verify the accuracy of all school-provided information.
- Assume responsibility for school admission decisions.
- Warrant uninterrupted or error-free service.
8.2 Limitation of Damages
To the maximum extent permitted by Ugandan law:
- eSchool Manager's total liability shall not exceed the total fees paid by the user in the preceding 12 months.
- We are not liable for indirect, incidental, or consequential damages.
- We are not responsible for actions or omissions of educational institutions.
- Force majeure events (including internet outages, power failures) exempt us from liability.
8.3 Indemnification
Users agree to indemnify and hold harmless eSchool Manager from any claims arising from:
- Violation of these Terms and Conditions.
- Misrepresentation of qualifications or information.
- Unauthorized use of the platform.
- Infringement of third-party rights.
9. Termination & Suspension
9.1 User Termination Rights
Users may terminate their account at any time by:
- Submitting a termination request through the platform dashboard.
- Emailing support@eschoolmanager.net with account details.
- Ceasing to use the platform and allowing account inactivity.
9.2 Platform Termination Rights
eSchool Manager may suspend or terminate accounts for:
- Violation of these Terms and Conditions.
- Non-payment of applicable fees.
- Suspicious or fraudulent activity.
- Legal or regulatory requirements.
- Extended periods of inactivity (24+ months).
9.3 Effect of Termination
- Access to platform features will be immediately revoked.
- Outstanding fees become immediately due.
- Data will be handled according to our Data Retention Policy.
- Provisions regarding intellectual property, liability, and confidentiality survive termination.
10. General Provisions
10.1 Governing Law & Jurisdiction
Applicable Law
These Terms shall be governed by and construed in accordance with the laws of the Republic of Uganda, without regard to its conflict of law provisions.
Any disputes shall be subject to the exclusive jurisdiction of the courts of Kampala, Uganda. Users consent to personal jurisdiction in these courts.
10.2 Modifications to Terms
eSchool Manager reserves the right to modify these Terms at any time. Users will be notified of material changes via:
- Email notification to registered email addresses.
- In-platform notifications for active users.
- Updated "Last Updated" date on this page.
Continued use of the platform after changes constitutes acceptance of modified Terms.
10.3 Severability
If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.
10.4 Entire Agreement
These Terms, together with the Privacy Policy and any service-specific agreements, constitute the entire agreement between users and eSchool Manager regarding platform use.
10.5 Contact Information
Legal & Support Contacts
Kampala, Uganda
Acknowledgment
By using eSchool Manager, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. If you are accepting on behalf of an organization, you represent that you have authority to bind that organization.