Terms & Conditions — AcademyX ERP

Acceptance

Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between Siddhu Public School ("Company", "we", "us", "our") and the school institution, administrators, staff, students, and parents/guardians ("User", "you", "your") who access or use the AcademyX School Management ERP platform.

By creating an account, logging in, or using any part of the AcademyX system — including the web application, parent portal, student portal, mobile access, or API integrations — you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

If you are accessing AcademyX on behalf of a school or institution, you represent that you have the authority to bind that institution to these Terms. If you do not agree to these Terms, you must immediately discontinue use of the platform.

School Administrators — Please Note

By activating the AcademyX subscription for your school, you confirm acceptance of these Terms on behalf of your institution and all users (staff, students, parents) within your school's account.

Definitions

Key Definitions

Term	Meaning
"Platform"	The AcademyX School Management ERP web application, portals, APIs, and associated services.
"School" / "Institution"	The educational institution that has subscribed to and is using AcademyX.
"Admin" / "Administrator"	A staff member with full or elevated access to manage the School's AcademyX account.
"User"	Any person accessing the Platform — including administrators, teachers, office staff, students, and parents.
"Student Data"	Any personal, academic, or financial information relating to a student enrolled in a School using AcademyX.
"School Data"	All content, records, and data entered into the Platform by or on behalf of the School.
"Subscription"	The paid or trial access plan under which a School uses the Platform.
"Academic Year"	The annual cycle configured in AcademyX, typically April–March for Indian schools.
"AI Features"	AI-powered capabilities within AcademyX, including exam answer evaluation using Claude AI (Anthropic).
"Siddhu Analytics"	The multi-school analytics and reporting portal associated with AcademyX.

Services

Description of Services

AcademyX provides a cloud-based school management ERP platform that includes the following modules and services:

Student Management

Admissions, profiles, promotions, TC issuance, and student portal access.

Fee Management

Fee structure, challan generation, receipt collection, due tracking, and payment history.

Exam & Results

Exam planning, mark entry, rank generation, answer sheet upload, and AI evaluation.

Staff & HR

Staff records, subject assignments, class in-charge management, and HR data.

Accounts & Ledger

Chart of accounts, ledger management, purchase records, and financial reporting.

Reports & Analytics

Multi-school analytics, fee collection trends, class strength, and export (Excel/PDF/CSV).

Service Availability

We aim for 99.5% uptime during school hours (7 AM – 7 PM IST, weekdays). Scheduled maintenance is performed on weekends and announced at least 24 hours in advance. Unplanned downtime will be communicated via the registered admin email.

User Accounts

User Accounts & Responsibilities

1

Account Creation

School accounts are created by the AcademyX team upon subscription activation. The school's designated Super Admin is responsible for creating and managing individual user accounts within the platform using the User Management module.

2

Credential Responsibility

Each user is responsible for maintaining the confidentiality of their login credentials. You must not share your username and password with any other person. The school and individual user are jointly responsible for all activities that occur under their account.

3

Accurate Information

You agree to provide accurate, current, and complete information when registering or updating your account. Providing false information (e.g., incorrect student details, fabricated fee records) is a breach of these Terms and may result in account suspension.

4

Security Incidents

If you suspect unauthorised access to your account, you must notify your school administrator and our support team immediately at support@academyx.in. We are not liable for losses arising from your failure to secure your credentials.

5

Multiple Schools

Users with access to multiple schools (e.g., in a school group setup) must use the correct school and academic year context at all times. Cross-contamination of data between schools due to user error is not a platform defect and will not be reversed without a formal support request.

Acceptable Use

Acceptable Use Policy

The following outlines what is permitted and prohibited on the AcademyX platform.

Permitted Uses

Managing genuine student admission, fee, and academic records for enrolled students.
Generating and printing fee receipts, challans, and TC certificates for legitimate transactions.
Exporting reports for school management, audit, and compliance purposes.
Using AI exam evaluation for legitimate exam answer assessment.
Sending fee reminders and notices to parents via the integrated notification system.
Syncing data to the Siddhu Public Analytics portal for authorised multi-school reporting.
Accessing the parent/student portal to view your own or your child's records.

Prohibited Uses

Entering false, fabricated, or fraudulent student or financial records.
Accessing another user's account or data without authorisation.
Using the platform to store data unrelated to school management.
Attempting to reverse engineer, scrape, or copy the platform's source code or database.
Using automated bots or scripts to interact with the platform.
Uploading malware, viruses, or malicious code through any input or upload feature.
Sharing exported student data with third parties not authorised by the school management.
Using the platform for any unlawful purpose under Indian law.

Violations

Violation of the Acceptable Use Policy may result in immediate account suspension without refund, reporting to the school management and relevant authorities, and legal action where applicable under the IT Act 2000 and related Indian laws.

Subscription

Subscription & Payment Terms

Basic

Single School

Core modules — students, fees, staff, exams for one school branch.

Up to 1,000 students

School Plus

Full School

All modules including accounts, analytics portal, and AI features.

Unlimited students

Group

Multi-School Group

All modules across multiple campuses with cross-school analytics and reporting.

Multiple branches

1

Billing Cycle

Subscriptions are billed annually. Invoices are issued 30 days before renewal. Payment is due within 15 days of invoice date. Subscriptions continue on a rolling annual basis unless cancelled in writing.

2

Payment Methods

We accept bank transfer (NEFT/RTGS), UPI, and cheque payable to Siddhu Public. Payment must be made in Indian Rupees (INR). GST at applicable rates will be added to all invoices.

3

Late Payment

Accounts overdue by more than 30 days may have access restricted to read-only mode. Accounts overdue by more than 60 days may be suspended. A late payment fee of 2% per month may apply on overdue amounts.

4

Refund Policy

Subscription fees are non-refundable once an academic year has commenced. In cases where we are unable to provide the service due to our fault, a pro-rated refund for the unused period may be considered at our discretion. Setup fees and one-time charges are non-refundable.

5

Price Changes

We reserve the right to revise subscription pricing at the start of each new academic year. Existing subscribers will receive a minimum of 60 days' written notice before any price increase takes effect.

Data

Data Ownership & Privacy

1

School Data Ownership

All School Data — including student records, fee transactions, staff information, and exam results — remains the sole property of the School. We act as a data processor on your behalf and do not claim ownership of your data.

2

Data Processing

We process School Data solely to provide the services described in these Terms. We do not sell, license, or use your data for our own commercial purposes. See our Privacy Policy for full details.

3

Data Export

You may export your School Data at any time in Excel or PDF format from within the platform. Upon subscription termination, we will provide a full data export within 30 days upon written request.

4

Data After Termination

Following account termination or non-renewal, your data will be retained for 90 days to allow export, after which it will be permanently deleted from our servers in accordance with our retention policy. Backups are purged on a 30-day rolling cycle.

5

School's Responsibility for Data Accuracy

The School is solely responsible for the accuracy, completeness, and legality of all data entered into the platform. We are not responsible for errors arising from incorrect data input by School staff.

Intellectual Property

Intellectual Property Rights

The AcademyX platform — including all software, source code, algorithms, design elements, user interface layouts, logos, trademarks, documentation, and associated materials — is the exclusive intellectual property of Siddhu Public and is protected by Indian copyright law, trademark law, and international intellectual property treaties.

License Grant: Subject to these Terms and payment of applicable fees, we grant the School a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform solely for the School's internal educational management purposes.
Restrictions: You may not copy, modify, distribute, sell, sublicense, reverse engineer, decompile, or create derivative works from the Platform or any part of it without our prior written consent.
Your Content: You retain all rights to School Data you input into the Platform. By entering data, you grant us a limited licence to process, store, and display that data solely to provide the services.
Feedback: Any suggestions, bug reports, or feature requests you provide may be used by us to improve the Platform without any obligation to compensate you.
Trademarks: "AcademyX", the AcademyX logo, and "Siddhu Public" are trademarks of Siddhu Public. You may not use them without our prior written permission.

AI Features

AI-Powered Features

AcademyX incorporates AI-powered features to enhance educational outcomes. By using these features, you agree to the following additional terms:

1

AI Exam Evaluation

AcademyX uses Claude AI (provided by Anthropic, Inc.) to evaluate descriptive exam answers. MCQ answers are evaluated by exact match algorithm; descriptive answers are sent to Anthropic's API for semantic similarity evaluation. Anonymised answer content (with student names and IDs removed) is transmitted to Anthropic's servers for processing under a Zero Data Retention agreement.

2

AI Output Accuracy

AI-generated scores and feedback are assistive tools intended to support — not replace — teacher evaluation. The school and its teachers retain final authority over exam marks. AI evaluations should be reviewed by a qualified teacher before marks are finalised. We do not guarantee 100% accuracy of AI-generated results.

3

AI Consent

By enabling AI exam evaluation for a student, the school confirms it has obtained appropriate consent from the student's parent or guardian for their anonymised answer content to be processed by an AI system. Students above 18 may provide their own consent.

4

Right to Human Review

Any student, parent, or guardian who believes an AI-generated exam evaluation is unfair may request a human review by the subject teacher within 7 days of result publication. The teacher's review decision is final.

5

Liability for AI Outputs

We are not liable for any academic, financial, or reputational harm arising from reliance on AI-generated evaluations without appropriate human review. The school bears sole responsibility for final marks awarded.

AI is Assistive, Not Authoritative

AI evaluation results must be reviewed by a qualified teacher before official publication. Do not publish AI-only results directly to students or parents without teacher verification.

Liability

Limitation of Liability & Warranties

Disclaimer of Warranties: AcademyX is provided on an "as is" and "as available" basis. To the fullest extent permitted by applicable law, we disclaim all warranties, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement.

Limitation of Liability: In no event shall Siddhu Public School be liable for:

Loss of data arising from user error, school network issues, or hardware failure on the school's premises.
Indirect, incidental, special, consequential, or punitive damages, including loss of revenue or reputation.
Errors or omissions in data entered by school staff into the platform.
Service interruptions due to events beyond our reasonable control (force majeure), including power outages, internet failures, natural disasters, or government-ordered shutdowns.
Third-party service failures including SMS gateway, payment processors, email providers, or AI API providers (Anthropic).

Cap on Liability: Our total cumulative liability to you for any claim arising under or related to these Terms shall not exceed the total subscription fees paid by your school to us in the 3 months immediately preceding the event giving rise to the claim.

Essential Basis: The parties acknowledge that the limitations of liability and disclaimers set out in this section reflect a reasonable allocation of risk and are an essential basis of the agreement between the parties.

Data Backup Responsibility

While we maintain automated backups, schools are strongly advised to perform their own periodic exports of critical data (student records, fee transactions). We are not liable for data loss beyond what is recoverable from our 30-day backup retention period.

Termination

Suspension & Termination

1

Termination by School

The School may terminate its subscription by providing 30 days' written notice to support@academyx.in before the next renewal date. No refund is due for the current subscription period already paid.

2

Termination by AcademyX

We may terminate or suspend the School's account with immediate effect and without refund if: (a) the School breaches these Terms materially; (b) payment is overdue by more than 60 days; (c) the School is found to be using the platform for illegal activities; or (d) we discontinue the service with 90 days' written notice.

3

Effect of Termination

Upon termination, all licences granted under these Terms cease. The School's data will be available for export for 90 days post-termination, after which it will be permanently deleted. Provisions of these Terms that by their nature should survive (data ownership, IP rights, liability limitations, dispute resolution) will continue to apply.

4

Individual User Suspension

We or the School Administrator may suspend or delete individual user accounts at any time for violation of these Terms, including acceptable use violations, without prior notice. Suspended users may appeal to the school's Super Administrator.

Disputes & Law

Dispute Resolution & Governing Law

Governing Law: These Terms are governed by and construed in accordance with the laws of India, including the Information Technology Act 2000, the Digital Personal Data Protection Act 2023, and the Contract Act 1872, without regard to conflict of law principles.

Jurisdiction: Any dispute, controversy, or claim arising out of or relating to these Terms or the breach, termination, or validity thereof shall be subject to the exclusive jurisdiction of the courts of Salem, Tamil Nadu, India.

Informal Resolution First: Before initiating any formal legal proceedings, both parties agree to attempt to resolve disputes in good faith through direct negotiation. Either party may initiate this by sending a written notice describing the dispute to the other party. The parties shall have 30 days to resolve the matter informally.

Arbitration: If informal resolution fails, disputes shall be referred to a sole arbitrator mutually agreed upon by the parties, or appointed by a competent court. Arbitration proceedings shall be conducted in English in Salem, Tamil Nadu, in accordance with the Arbitration and Conciliation Act 1996.

No Class Actions: Disputes must be brought individually. Neither party may bring claims as a plaintiff or class member in any class action proceeding.

Grievance Officer

In accordance with the Information Technology Act 2000 and IT (Intermediary Guidelines) Rules 2021, our Grievance Officer can be reached at grievance@academyx.in. All grievances will be acknowledged within 24 hours and resolved within 30 days.

Changes

Amendments to These Terms

v2.1

23 March 2025 — Current Version

Added AI Features clause (Section 9) covering Claude AI exam evaluation, consent requirements, and right to human review. Added DPDP Act 2023 reference. Updated arbitration clause.

v2.0

01 January 2025 — Major Revision

Expanded to cover multi-school (Group) subscription, parent/student portal terms, Siddhu Analytics data sync, and individual user suspension. Added data export and post-termination retention clauses.

v1.0

01 April 2024 — Initial Release

First published Terms & Conditions covering core ERP subscription, acceptable use, data ownership, and basic liability limitations.

We reserve the right to modify these Terms at any time. When material changes are made, we will:

Update the "Last Updated" date at the top of this page.
Display a prominent notice on the login page for at least 14 days.
Send email notification to the registered school administrator email address.

Your continued use of AcademyX after the effective date of revised Terms constitutes your acceptance of those changes. If you do not agree to the revised Terms, you must stop using the platform and notify us in writing.

Contact

Contact & Notices

All notices, requests, and communications under these Terms should be in writing and sent to the following contacts:

📋 Legal & Support Contacts

Legal Entity

Siddhu Public School, Madurai, Tamil Nadu — 625 014, India

Legal / Terms

legal@academyx.in

General Support

support@academyx.in

Grievance Officer

grievance@academyx.in

Jurisdiction

Siddhu Public School, Tamil Nadu, India

Governing Law

Laws of India — IT Act 2000, DPDP 2023

Can a school cancel mid-year and get a refund?

Subscription fees are non-refundable once the academic year has commenced. In exceptional circumstances (e.g., school closure, natural disaster), we may consider a pro-rated refund for unused months at our discretion. Contact support@academyx.in with your request and supporting documentation.

What happens to our data if we stop using AcademyX?

Your data remains accessible in read-only mode for 90 days after termination or non-renewal. You can export all records (students, fees, exams) in Excel/PDF format during this window. After 90 days, all data is permanently and securely deleted from our servers.

Can we transfer our subscription to a different school?

Subscriptions are non-transferable without our prior written consent. If your school merges, changes management, or undergoes significant structural change, please contact us to discuss the options. A new subscription agreement may be required.

Are there usage limits on the number of records?

Basic plans support up to 1,000 active students. School Plus and Group plans have no student count limit. There are no limits on fee transactions, exam records, or staff entries on any plan. Storage limits apply per plan and are detailed in your subscription agreement.