Terms of Service

Individual accountability: Each member of staff must have their own account. Accounts are personal to the individual named on them and must not be shared, and every action taken on the platform is attributed in our records to the account that performed it.

Quick account switching: Our platform allows several staff members to remain signed in on one shared device and to switch between their own accounts using a personal PIN or device biometric. This is a convenience for shared school computers; it does not create a joint or shared account. Each user remains individually responsible for everything done under their own account, and a PIN must not be disclosed to anyone else.

Your responsibility for devices: You are responsible for the security of the devices your school uses to access Palmgrade, including devices owned by staff. You should ensure that such devices are protected by a device passcode or password, that disk encryption is enabled where the device supports it, that they are kept up to date, and that staff sign out of shared or public devices when they have finished. Our platform provides an App Lock feature to reduce the risk on shared devices; it does not replace device-level security.

Limits on our responsibility: We are responsible for the security of data held on our own systems. We are not responsible for the loss, theft, unauthorised access or disclosure of data held on a device under your or your users' control before that data has synchronised to our servers, where this results from the loss or compromise of that device, or from a failure to apply the device security measures described above.

Clearing local data: Signing out clears cached school records from the device. Work you have created but not yet synchronised is deliberately preserved so that it is not lost, and is submitted when the device next connects. Our Cookie Policy describes what is stored on a device and when it is cleared.

Our role: We facilitate payment; we do not provide the educational service. You remain solely responsible to your parents and students for the education, services and goods their fees pay for, for the accuracy of every bill you issue, and for resolving any dispute with a family about what was owed. Cevatronic Systems Limited is the merchant of record for card payments processed through the platform, which is a payment-processing role and not a party to your contract with a parent.

Settlement: Fees paid by a parent are settled to the bank account you nominate, less our transaction charge and the charges of our payment processor. Settlement timing follows our payment processor's schedule and is not guaranteed by us. You are responsible for the accuracy of the account details you provide; we are not responsible for funds settled to an account you nominated incorrectly.

Refunds: A refund to a parent is your decision and your instruction; we execute it. Our payment processor does not return its transaction charge on a refund, whether full or partial. Unless we agree otherwise in writing, that non-recoverable charge is borne by you. We will not retain our own platform charge on a payment that is refunded in full.

Chargebacks and reversals: If a parent disputes a payment with their bank or card issuer, the disputed amount may be reversed. You will provide us promptly — and in any event within the time we specify, which may be as short as a few days — with the information we reasonably request to contest the dispute, including confirmation that the student was enrolled and the service provided. If the dispute is upheld, or you do not provide that information in time, the reversed amount is your liability.

Recovery and set-off: You will reimburse us for any refund, chargeback, reversal, fine or related charge arising from fees collected on your behalf. We may recover such amounts by setting them off against any settlement or other sum due to you, whether at the time or afterwards, and our payment processor may likewise recover them from your future settlements. Where set-off is not available or is insufficient — for example because you have stopped collecting fees through the platform — the outstanding amount is payable by you on demand. This obligation survives the ending of your subscription.

Withholding settlement: Where a payment is subject to an open dispute, or where we reasonably suspect fraud or a breach of these Terms, we may withhold or delay the affected settlement while the matter is resolved. We will tell you when we do this and why.

Information for parents: Payments made by parents through the platform are also subject to the notice shown to the payer at the time of payment, which explains who is processing the payment and how a refund is requested.

Grace period: If a subscription is not renewed by its due date, full access continues for a further fourteen (14) days. We will notify you by email during this period.

After the grace period: If the subscription remains unpaid, access to the platform modules (including students, exams, gradebook, report cards, attendance and homework) is suspended until the subscription is renewed. Suspension is not deletion: your data is retained in accordance with Section 8 and is restored in full, unchanged, on renewal.

What continues during suspension: Regardless of subscription status, you may at all times export your school's records from the platform; parents and guardians may continue to access results, report cards and homework links already issued to them, and may continue to pay school fees online; and any examination already in progress will complete normally. We will not withhold your data from you at any time, including where you choose to move to another provider.

Fee administration continues: Fee administration is not suspended. During any period of suspension you may continue to create and edit fee structures, issue invoices, record payments, view settlements, and share payment links with parents, and parents may continue to pay online. The only fee function that pauses is the printing of bills and receipts, which resumes on renewal. Transaction charges under Section 5 continue to apply to fees collected through the platform during this period.

Ongoing service: Subscriptions are continuous and are not limited to periods when your school is in session. Schools commonly continue to use the platform outside term time — for holiday or vacation lessons, for admissions and enrolment, and for routine access to records such as transcripts, transfer certificates and past results — and we continue throughout to store, back up, secure and maintain your school's data so that it is available whenever you need it. Fees therefore remain payable for the whole of your subscription period, including school holidays and other periods of reduced activity.

Our Content: All content provided by Palmgrade, including software, designs, text, graphics, and logos, is owned by Palmgrade and protected by Nigerian and international copyright laws.

Your Content: You retain ownership of any content you submit to the platform (e.g., exam questions, student data). You grant us a license to use this content to provide our services to you.

Data Processing Agreement: Where Palmgrade processes personal data on your school's behalf (e.g., student and parent records), we act as your data processor under our Data Processing Agreement, which forms part of these Terms. It is available from the footer of our website.

Data Retention: When your paid subscription ends (whether by cancellation or non-renewal), your data is retained for 12 months to allow for reinstatement. After this period, data is permanently deleted. Trial accounts that do not convert to a paid subscription have their data deleted after 90 days. We email you before any deletion. For complete details, please refer to our Privacy Policy.