Terms of service

The service and your authority

Soolos provides a shared workspace for school records, academics, school fees and administration. The subscribing school must appoint authorized administrators, maintain accurate institution and calendar details, and ensure each person acts within their school responsibilities. Accepting these terms confirms authority to enter the school agreement; it does not replace the school’s lawful authority to collect or use student information.

Accounts and acceptable use

Keep authentication credentials secure, remove access when responsibilities change, and use school permissions appropriately. Do not access another institution’s records, upload unlawful material, interfere with the service, or use demonstration records as official school records. Clerk provides authentication; Soolos’s school permissions and contextual policies determine business access.

Subscription and support

The accepted agreement and issued subscription invoice establish the package, price, coverage and payment instructions. School subscription billing is separate from invoices the school issues to students or guardians. Standard hosting, updates and normal remote support are included. Support is available through the configured contact and authenticated contact form. A response-time guarantee, bespoke development or additional migration work requires a separate written agreement.

Trial, nonpayment and nonrenewal

An eligible school explicitly starts its trial after setup. No card or automatic paid conversion is required. Payment claims await verification. Expired access becomes read-only according to the billing policy, while authorized viewing, exports, billing and support remain available. Nonrenewal stops future renewal requests; it does not shorten already approved paid coverage. School records are not automatically deleted when a trial ends.

Records, disputes and service changes

The school remains responsible for the accuracy of its records and for reviewing reports before use. Report disputes through support with the school and invoice reference, without unnecessarily sharing children’s records. The parties first seek a practical resolution through their authorized contacts; unresolved matters may be brought before a court with lawful jurisdiction. Mandatory rights and remedies are not excluded. The operator will use reasonable care to provide the service, but does not guarantee uninterrupted availability or the school’s educational or financial outcomes. Material future pricing and contract changes are notified before their proposed effect and do not rewrite accepted documents, issued invoices or existing paid coverage.

School instructions and ending the service

The data processing terms and configured retention policy govern school records. The school may stop future renewal and request account closure through its authorized administrator. Refund and cancellation requests follow the configured billing policy; expiry does not itself erase records. On termination, contact support for available authorized exports and an agreed return or deletion plan. The operator may restrict access necessary to address unlawful use or a security incident, while preserving records and giving notice where lawful and practicable.

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.