School Licence Terms and Conditions.

Important: Publishing these terms does not itself constitute a quotation, invoice or active school licence. A school agreement must identify the contracting supplier, the School, the accepted quotation and the applicable terms version.

1. Parties and documents

These conditions apply when an educational institution (the “School”) enters into a School Parent Resources Licence with the legal supplier identified on its accepted quotation (the “Supplier”, trading as Protecting Our Kids). The accepted quotation, any written licence schedule, these conditions and any agreed data-processing schedule together form the school licence agreement. Specific written terms in the accepted quotation prevail over conflicting general terms here, unless applicable law requires otherwise.

2. What is licensed

The licence provides institution-controlled access to the Parent Support Pack and, where authorised by the School, the Teacher Bullying Pack. The Parent Support Pack includes the Protecting Our Kids parent guide and workbook. The Teacher Bullying Pack includes the teacher-bullying guide and its worksheet. For a paid annual school licence, the Parent Support Pack also includes three personal-use bonus resources: Overcome Phone Addiction, The Growth Mindset and Beyond IQ. These three third-party bonuses are excluded from complimentary pilot and sponsored access unless separately authorised in writing and permitted under the applicable rights. The accepted quotation or licence schedule identifies the particular School's entitlement.

The licence covers educational support resources only. A future bullying-reporting, incident-management or intervention app, teacher training, workshops and other paid services are not included unless separately agreed in writing.

3. Permitted use and school-controlled access

The licence is for the named School, not for transfer or resale. Authorised school staff may use the protected dashboard to invite parents or caregivers to access appropriate licensed resources in connection with the School's educational and support activities. Invitations should be sent only to the intended recipient, and access can be changed or revoked by authorised school users. The School is responsible for appointing suitable staff, keeping school sign-in links secure and managing its authorised users.

Parents may use the materials made available to them for personal, household or caregiving educational purposes. The School, its staff and invited users may not resell, publicly distribute, rebrand, upload to public sharing sites, or grant unauthorised access to materials. Any download, copying, printing or onward sharing must remain within the permissions expressly granted for the relevant resource. Separate rights notices attached to third-party material continue to apply.

4. Duration, commencement and renewal

A paid annual school licence ordinarily lasts 12 months, beginning when the Supplier activates access after verifying payment. If the parties agree in writing to a later commencement date, that agreed date will apply. The commencement and expiry dates will appear in the school's account or written licence confirmation.

Licences do not automatically renew or trigger automatic recurring payments. The Supplier may offer a renewal quotation before expiry. Continued access after expiry requires a renewed or otherwise authorised licence. Complimentary pilot and sponsored licences may have different written dates and conditions.

5. Quotation, invoicing and payment

The accepted quotation sets the annual fee, scope and any negotiated adjustments. Unless expressly stated otherwise, a monthly or per-learner monthly figure is illustrative and does not create a monthly instalment plan. An invoice is issued in accordance with the accepted quotation. The School must pay by the due date specified on the invoice. Access is not automatically activated merely because a quotation is accepted or an invoice is issued; the Supplier first verifies the payment or grants another expressly authorised form of access.

Any VAT treatment must be indicated accurately on the issued financial document according to the Supplier's VAT registration status and applicable law. The Supplier will not represent itself as VAT-registered unless it is registered.

6. Cancellation, expiry and refunds

Before activation, the School may request cancellation or correction of an order. After activation, any cancellation, refund or partial refund will be assessed according to the accepted quotation, the circumstances, services already provided and rights that cannot lawfully be excluded. The Supplier will not impose a cancellation restriction inconsistent with applicable South African law. Any disputed invoice should be raised promptly through the Supplier's support channel.

On expiry or lawful termination, the Supplier may disable school and parent access to licensed materials, subject to any continuing rights that law or a separate agreement requires. Reasonable steps will be taken to give the School an opportunity to manage access before planned expiry.

7. Educational and safeguarding boundaries

The resources offer general educational guidance. They do not replace a School's bullying-prevention policies, reporting duties, investigations, disciplinary procedures, child-protection obligations, safeguarding response or professional medical, psychological, counselling, legal or emergency services. The School remains responsible for responding appropriately to individual concerns and obtaining suitable professional or emergency assistance when needed.

The Supplier does not promise that use of the resources will prevent every bullying incident or produce a particular outcome. Nothing in these conditions limits liability where such limitation is prohibited by law.

8. Personal information and parent invitations

Each party must comply with applicable data-protection laws, including the Protection of Personal Information Act (POPIA), for the processing for which it is responsible. The School must ensure it has a lawful basis to share staff and parent contact information with the Supplier and must provide appropriate privacy information to affected persons. Invitations should contain only the minimum details needed for access. The School must not upload unnecessary learner records, case histories or sensitive personal information through the invitation process.

Where the Supplier acts as an operator processing personal information on the School's behalf, the School authorises the Supplier to process that information only to operate and support the school access service, maintain appropriate security and fulfil the School's documented instructions and applicable legal obligations. The Supplier will apply reasonable technical and organisational security measures, restrict access to authorised personnel and service providers, and maintain confidentiality of information processed for the School.

If the Supplier has reasonable grounds to believe information processed on the School's behalf has been accessed or acquired by an unauthorised person, the Supplier will notify the School without undue delay after becoming aware, consistent with applicable legal duties, and cooperate reasonably with incident investigation and required notifications. The School remains responsible for its own notices and other obligations where it is the responsible party.

Service providers used for hosting, storage and email delivery may process only the information needed to deliver those services, under appropriate safeguards. Cross-border processing, retention, deletion requests and data-subject rights are handled under applicable law and the Privacy Policy. A more detailed data-processing schedule may be agreed where the parties need to specify these arrangements further.

9. Availability, updates and support

The Supplier will take reasonable steps to operate the resource platform securely and to address reported technical problems. Temporary unavailability may occur due to maintenance, internet connectivity, providers or incidents outside reasonable control. Resources, user experience and delivery methods may be updated, but any material change to the licensed package during an active term will be handled fairly and consistently with the School's agreed rights.

Support requests should be made through the Protecting Our Kids Help & Support page.

10. Suspension and misuse

The Supplier may reasonably restrict access to prevent suspected misuse, unauthorised distribution, security threats or unlawful activity. Where practicable, the School will be told the reason and given an opportunity to address the issue. Suspension and termination decisions will be proportionate to the circumstances and subject to applicable law and agreed rights.

11. Electronic acceptance and records

A quotation may be accepted by an appropriately authorised representative through the approved secure acceptance process, or by another written method agreed by the parties. Before acceptance, the representative must have access to the quotation and the version of these conditions that applies, and must confirm their authority to act for the School.

The Supplier intends to preserve an acceptance record showing the relevant quotation, accepted terms version, signatory details, date and time, and appropriate verification information. A quotation remains a draft until issued; publishing this page alone does not create acceptance or authorise licence activation. Where law or a particular institution requires a different signing method, that method must be agreed and implemented before the relevant transaction.

12. Governing law and complaints

The agreement is governed by the laws of South Africa, subject to mandatory protections that apply to a particular School. The parties should first try to resolve concerns promptly and in good faith through their nominated contacts. Nothing in these conditions excludes a right to approach a competent regulator, ombud or court.

13. Updates and version control

Changes to these online conditions will apply to new quotations and agreements only when incorporated into those agreements. The version applicable to an accepted quotation must be retained with the quotation and acceptance record. An updated public webpage will not silently replace an earlier accepted version.

Related policies: General Terms · Privacy Policy · School Resource Programme.