The terms on which EduKZN supplies its school management systems to schools, and the terms that apply to visitors using this website.
Last updated 2026-10-25 ·
EduKZN School Management Systems
A signed service agreement always prevails over this page where the two differ. These terms describe our standard position and apply from the moment you use this website or sign an EduKZN order form.
Acceptance of these terms
By browsing this website, submitting an enquiry, or signing an EduKZN order form or service agreement, you agree to these terms. If you accept on behalf of a school or another organisation, you confirm that you are authorised to bind that organisation.
If you do not agree with these terms, please do not use the website or our services. Where a signed agreement between the school and EduKZN conflicts with these terms, the signed agreement takes precedence for that school.
Definitions
In these terms the following words have the meanings given below:
Platform — the EduKZN school management system and its modules, whether hosted by us or installed on the school's own infrastructure.
School — the school, governing body or educational institution that subscribes to the platform.
User — any person the school grants access to, including administrators, teachers, bursars, hostel and transport staff, guardians and learners.
School Data — all information loaded into or generated by the platform on the school's behalf, including learner, guardian, staff, attendance, assessment, hostel, transport and financial records.
Business Day — any day other than a Saturday, Sunday or public holiday in South Africa.
Scope of services
EduKZN supplies web-based school management systems together with the implementation, configuration, migration, training and support described in the applicable order form or proposal. The modules a school receives are those listed in its order form; modules not listed are not included.
We may improve, replace or retire individual features, provided that a change does not materially reduce the functionality a school has paid for. We test changes before release and give reasonable notice of any change that alters how staff or guardians carry out a routine task.
This website describes the platform in general terms for marketing purposes. Descriptions, screen layouts and diagrams on this site are indicative and do not form part of any contract.
Accounts, access and security
The school is responsible for the accuracy of the user list it gives us, for granting and revoking access promptly, and for ensuring its users keep their credentials confidential. Each user must have their own account; shared logins are not permitted because they defeat the audit trail.
Access inside the platform is role-based. The school decides which roles may see which grades, classes and financial information, and EduKZN configures the platform accordingly.
Notify us immediately if you believe an account has been compromised. We may suspend an account or an IP address that we reasonably believe is being used to attack the platform, to attempt unauthorised access, or to scrape data, and we will tell the school when we do.
School and user obligations
To keep the platform lawful and reliable, the school agrees to:
Load only information it is lawfully entitled to hold, and obtain any consent or authority that POPIA or another law requires.
Keep its own records accurate, and correct errors promptly through the platform.
Use the platform in accordance with applicable law and our published guidance, and not attempt to reverse engineer, resell, sublicense or circumvent the platform's security or usage limits.
Not upload malicious code, unlawful material, or content that infringes another person's rights.
Maintain the devices, browsers and connectivity its users need to reach the platform.
The school indemnifies EduKZN against claims arising from School Data the school was not entitled to load, or from a user's breach of these terms.
Data ownership and protection
School Data belongs to the school. EduKZN holds it as an operator, processes it only on the school's documented instruction, and does not sell it or use it for advertising or profiling. Our privacy notice explains this in detail.
The school is the responsible party for the information it loads into the platform, including learner and guardian information, and is responsible for informing data subjects of how it is used.
On termination, the school may export its data in open, human-readable formats (CSV and PDF) from the admin console at any time. We retain School Data for a 30-day grace period after termination, after which we destroy it across live systems and replicas, and confirm the destruction in writing on request. Backups rotate on a 30-day cycle.
Fees, invoicing and payment
Fees are set out in the order form or proposal and are quoted in South African Rand, excluding VAT unless stated otherwise. Unless the order form says otherwise, licences are billed annually in advance and implementation work is billed on completion of each milestone.
Invoices are payable within 30 days of date of invoice unless agreed otherwise in writing. Overdue amounts may attract interest at the rate prescribed under the Prescribed Rate of Interest Act, and we may suspend access to a platform where an invoice remains unpaid for more than 30 days after a written reminder.
Fees may be adjusted annually on 60 days' written notice, no earlier than 12 months after the subscription start date. Implementation fees already paid are non-refundable once the work has been delivered, except where we are in material breach.
Availability, support and maintenance
We aim to keep the platform available at all times, excluding planned maintenance and events beyond our reasonable control. Planned maintenance is scheduled outside school hours wherever practical and announced in advance through the platform.
Support hours, response times and escalation contacts are set out in the service agreement or support schedule applicable to the school. Support covers the operation of the platform; it does not extend to repairing the school's own network, devices or third-party software.
Intellectual property
EduKZN and its licensors own all rights in the platform, including its source code, architecture, interfaces, documentation, trademarks and the content of this website. Nothing in these terms transfers ownership of that intellectual property to the school.
The school receives a non-exclusive, non-transferable right to use the platform for its own internal educational and administrative purposes for the duration of its subscription. School Data remains the school's property, and the school grants us the limited licence needed to host, back up and process it.
You may not copy, modify, distribute, sell or lease any part of the platform, nor reverse engineer it, except to the extent that applicable law cannot be excluded.
Warranties and limitation of liability
We warrant that we will provide the platform with reasonable skill and care, and that it will materially conform to its published documentation. We do not warrant that the platform will be uninterrupted or error free, or that it will meet every requirement a school has not told us about in writing.
To the maximum extent permitted by law, and subject to the paragraph below, our total aggregate liability arising out of or in connection with the platform is limited to the fees paid by the school in the 12 months preceding the event giving rise to the claim. We are not liable for indirect or consequential loss, loss of profit, loss of revenue, or loss of anticipated savings.
Nothing in these terms excludes or limits liability that cannot lawfully be excluded, including liability for death or personal injury caused by our negligence, for fraud, or for a breach of the duty to protect personal information that POPIA does not permit us to limit.
Term, suspension and termination
A subscription runs for the term stated in the order form and renews for successive 12-month periods unless either party gives at least 60 days' written notice before the renewal date.
Either party may terminate for material breach if the breach is not remedied within 30 days of written notice, or immediately if the other party becomes insolvent or is placed under business rescue. We may suspend access immediately where continued use would be unlawful or would create a security risk to other schools.
On termination the school's right to use the platform ends, and the data-return and retention provisions above apply.
Governing law and dispute resolution
These terms are governed by the laws of the Republic of South Africa, without regard to conflict-of-law rules. The parties consent to the jurisdiction of the courts of KwaZulu-Natal for any dispute that cannot be resolved between them.
Before litigating, the parties agree to escalate a dispute in writing to a senior representative of each party and to attempt to resolve it in good faith for 15 business days. Nothing in this clause prevents either party from approaching a court for urgent interim relief.
Changes to these terms
We may update these terms from time to time, and the date at the top of the page shows the current version. Material changes are notified to schools by email or through the platform at least 30 days before they take effect; continued use of the platform after that date constitutes acceptance.
If you do not accept a material change, you may terminate the affected subscription on written notice before the change takes effect, without penalty for the remaining term.
