Terms of Service

1. Who this agreement is between

These terms are an agreement between Xoudo (“Xoudo”, “we”, “us”) and the school, college or education group that creates an account (“the School”, “you”).

The person who creates the account confirms they are authorised to enter into this agreement on behalf of the School. Everyone the School later invites — staff, teachers, guardians and students — uses Xoudo under this same agreement.

2. What Xoudo is

Xoudo is school management software provided over the internet. It covers admissions, student records, attendance, assessment and results, school fees and accounting, staff and payroll, communication with parents, and the other modules described on our website. We host it, maintain it and keep it running; you use it to run your school.

We add to and change the software over time. We will not remove a feature you rely on without telling you first, but the service will not stay identical for ever, and these terms apply to whatever version of it you are using.

3. Your account

You are responsible for what happens under your account. That means keeping passwords private, removing access for staff who leave, and choosing sensibly which staff get which permissions. Xoudo offers roles, per-person permissions and two-factor authentication; using them is your decision and your responsibility.

Tell us promptly at support@xoudo.com if you believe an account has been compromised.

4. Free trial

A new School gets a 60-day free trial with no card required. The trial gives you the full product. When it ends you must subscribe to a paid plan to continue; see section 9 for exactly what stops and what does not.

One trial per School. We may end a trial early if it is being used to abuse the service, to resell access, or to create many accounts for the same school.

5. Subscription fees

Our current prices are on the pricing page. You choose whether to pay monthly, per term or yearly. The fee covers every student, every member of staff and every module on your plan — we do not charge per pupil.

Subscription payments are collected through our payment provider. Fees are stated in Nigerian Naira unless your plan says otherwise, and do not include any charge your own bank or card issuer applies.

We may change our prices. If we do, the new price applies to your next billing period and we will give you at least 30 days’ notice before it takes effect. You are free to cancel before then.

6. School fees collected through Xoudo

This section is about money parents pay you — not about what you pay us. It matters, so it is worth reading carefully.

• We never hold your money. When you connect a bank account, our payment provider creates a settlement account in the School’s name. A parent’s payment is split by the provider at settlement and the School’s share goes to the School’s own bank account. It does not pass through an account controlled by us.
• We are not a bank. We do not provide payment services, hold deposits or act as an escrow. The payment provider does that, under its own terms with you.
• A platform fee applies to online fee collection. It is a percentage of the amount collected, shown to you in the app before you switch payments on, and it may be subject to a cap and a minimum. You choose whether that fee is added at checkout or comes out of the amount collected.
• The payment provider charges its own fee on top of ours, under its own published pricing.
• Disputes about school fees are between you and the parent. Refunding a parent, cancelling an invoice or settling a dispute over what a child owes is the School’s decision and the School’s responsibility. See our refunds policy for how that differs from a refund of our own subscription fee.

7. Your data belongs to you

Everything you put into Xoudo — student records, marks, attendance, financial records, documents — remains the School’s. We do not own it, we do not sell it, and we do not use it to train machine-learning models.

In data-protection terms, the School is the data controller for the personal data of its students, guardians and staff, and Xoudo is a data processor acting on the School’s instructions. Our Privacy Policy sets out how we handle that data, what we do with it, and how long we keep it.

You can export your data at any time while your account is active. Student, staff, invoice and payment records can be exported as spreadsheet files from within the app, and you can ask us at support@xoudo.com for a fuller export.

8. What you must not do

• Use Xoudo to store data you have no lawful basis to hold.
• Send messages through Xoudo to people who have not agreed to hear from your school, or send anything unlawful, abusive or misleading.
• Resell, sublicense or white-label the service unless your plan expressly allows it.
• Attempt to access another school’s data, probe or test our security without written permission, or interfere with the service for other customers.
• Copy, decompile or attempt to derive the source code of the software, or use the service to build a competing product.
• Use automated means to place an unreasonable load on the service. Our API is for running your school, not for bulk extraction.

9. Suspension

If your subscription lapses — the trial ends, or a payment is not made — your staff lose access to the school’s data until a payment is made. Signing in and paying always remains available; we do not put the way to pay behind the paywall.

Parents and students are never locked out for non-payment. They did not choose the software and cannot pay for it, and a parent who has paid their child’s fees should not lose sight of that child’s results because of a billing matter between the school and us. Their access to results, attendance and fee records continues.

We may also suspend an account immediately, with notice as soon as we reasonably can, where continuing would break the law, endanger other customers, or where section 8 is being seriously breached.

10. Ending this agreement

You may cancel at any time from within the app or by writing to us. Cancelling stops the next renewal; see the refunds policy for what happens to the period you have already paid for.

We may end this agreement on 30 days’ written notice, or immediately if you seriously breach it and do not put it right within 14 days of being asked.

After your account ends, you have 60 days to export your data. During that window we will restore access on request so you can take a copy. After 60 days we delete the School’s data from our live systems, and it is removed from backups as those backups age out. Some records — invoices we issued you, and anything we must keep by law — are retained for as long as the law requires.

11. Availability and support

We work to keep Xoudo available at all times, but we do not promise it will never be unavailable. Maintenance, provider outages and faults happen. Where we plan work that will interrupt the service, we will give notice.

Support is by email at support@xoudo.com, during Nigerian business hours. Plans that include a different level of support say so on the pricing page, and an Enterprise agreement may set out a separate service level that overrides this section.

12. Our liability

Nothing in these terms limits liability that cannot lawfully be limited — including for death or personal injury caused by negligence, or for fraud.

Otherwise, our total liability to you for all claims arising in any 12-month period is limited to the subscription fees you paid us in the 12 months before the claim. We are not liable for loss of profit, loss of business, loss of goodwill, or for data loss where you were able to export the data and did not.

The software is provided as it is. We do not warrant that it is free of faults or that it will meet every requirement of your school.

13. Changes to these terms

We may update these terms. If a change materially affects your rights we will give you at least 30 days’ notice by email to the account owner before it takes effect. Continuing to use Xoudo after that date means you accept the updated terms. If you do not, you may cancel.

14. General

This agreement is governed by the laws of the Federal Republic of Nigeria, and the courts of Nigeria have jurisdiction over any dispute. If any part of it is found unenforceable, the rest continues to apply. You may not transfer this agreement to someone else without our consent; we may transfer it to a company that acquires our business, on the same terms.

Before going to court, both of us agree to first raise the matter in writing and try in good faith to resolve it within 30 days.

15. Contacting us

Write to support@xoudo.com, or use the contact page.