Subscription billing policy

Fixed school pricing

Starter: UGX 700,000 per school per term (up to 300 students); Growth: UGX 1,000,000 per school per term (up to 800 students); Premium: UGX 1,500,000 per school per term (up to 2000 students); Enterprise: approved custom quotation. One-time implementation fee: UGX 500,000 per school for configuration, bounded data migration, administrator training and launch assistance. No automatic annual discount; new annual checkout requires an explicitly approved annual price. Existing contractual annual prices remain protected.

Coverage and census

Each canonical Person is counted once per school with an active Student and active, date-valid enrollment in an active, date-valid academic year. Before enrollment evidence exists, an administrator’s estimate may determine initial placement; recorded enrollment takes precedence. Applicants, withdrawn, alumni, archived and historical enrollments do not add to the live census. New schools may select the current academic period at the full package price through its end, including mid-term signup. Remaining trial days are preserved; no mid-term proration applies. Exact dates and amounts are reviewed before invoice issue. Existing paid, annual and separately agreed holiday coverage is preserved. Issued counts, prices, discounts, implementation charges and dates are snapshots.

Trial and activation

The default eligible trial is 14 days, starting only when the administrator explicitly starts it at the end of setup. No card, automatic charge or automatic paid conversion applies. Early paid conversion preserves remaining trial days. Invoice issue requires an authorized administrator’s confirmation of the current server-calculated preview. A quote request is not an agreement, and proof upload is not receipt of payment.

Manual verification and access

Use only the instructions printed on the invoice. Submit the payment method, amount, transaction reference and date, with optional private proof. Authorized platform billing staff verify receipt. Partial payments leave an outstanding balance unless an installment entitlement is explicitly approved. Overpayments remain tracked credit; receipts are issued only after verification. A claim submitted before trial expiry may receive one bounded verification allowance, defaulting to 72 hours after expiry. Repeated uploads do not renew that allowance. Rejection or timeout restores the applicable access state without revoking separate paid coverage.

Refunds, cancellation and tax setup

The refund and cancellation windows start when payment has been verified and paid access begins, including when coverage is scheduled for a future date. A subscription refund may be requested within five calendar days. After fourteen days, cancellation takes effect at the next renewal and already-paid access continues through its end. Submit requests through support with the school and invoice reference; requests and corrections are reviewed and preserve the original payment history. Requests during the first fourteen days receive support review; a cancellation request is not itself an immediate termination or refund. Tax may be explicitly deferred; no separate tax line is then calculated or itemized, and no tax exemption or zero rate is represented. Issued totals are not silently changed when tax settings are configured later.

Renewal, growth and disputes

Existing subscribers receive a 10% growth allowance. Exceeding it proposes the smallest published-capacity plan at renewal, without changing current paid operations or annual coverage. A fresh census confirms renewal; Enterprise requires an accepted approved quote. No automatic downgrade. Implementation is charged once, preserving paid or reasoned waivers. Renewal notices normally occur 30, 14, 7 and 3 days before expiry; the snapshotted policy controls timing. Paid coverage is followed by configured grace, then restricted writes. Authorized reading, urgent health and emergency-contact reading, export, billing, support and account security remain available. Missing Soolos invoice configuration receives a bounded administrative resolution policy and platform task. Suspension requires explicit configuration. Corrections use audited void/reissue, adjustments or reversals. Refund, cancellation and tax treatment follow the approved operator configuration.

Configured contract disclosures

Tax configuration: Tax setup is deferred. No separate tax line is calculated or itemized. This does not establish tax exemption or a zero tax rate. Reviewed tax configuration will apply to future invoices; issued totals are preserved.

Retention: Institutional records are retained for the school service and the school's documented lawful instructions. After service ends, the school should contact support within 90 days to arrange available authorized exports and a documented return or deletion plan. Trial or subscription expiry does not automatically delete records. Academic snapshots, financial corrections, audit history, legal holds and necessary security records are retained only for a documented lawful purpose, with restricted access and at least annual retention review. Requests are handled through support; no complete automated export, erasure or unverified backup purge schedule is promised.

Cancellation and nonrenewal: The fourteen-day cancellation window begins when payment has been verified and paid subscription access begins. After fourteen days, cancellation takes effect at the next renewal; already-paid access continues until the end of its coverage.

Refund treatment: A subscription refund may be requested within five calendar days of the date when payment has been verified and paid subscription access begins.

Contract details: The agreement comprises the accepted terms, privacy notice, data processing terms, billing policy and issued invoice. A school administrator must be authorized to act for the school. Initial current-term subscriptions charge the full package price through that term's end, preserving remaining trial days; implementation is separate. The five-day refund and fourteen-day cancellation windows begin after payment verification and the start of paid access. After fourteen days cancellation stops the next renewal while paid coverage continues. Support reviews requests and payment corrections without deleting history. Standard hosting, updates and normal remote support are included; bespoke work and response-time commitments require a separate written agreement. The school controls its records and lawful processing instructions. Material future changes are notified and do not rewrite accepted versions or issued invoices. Mandatory legal rights remain available. Disputes are first raised through support and, if unresolved, may be brought before a court with lawful jurisdiction. Tax setup is explicitly deferred, without representing an exemption or a zero tax rate.