EDULIFE OS TERMS OF SERVICE
Version 0.1-UAT
UAT STATUS
This version is published only for controlled EduLife OS user-acceptance testing. It is not intended to govern Production use. The final Production version will be issued only after the operator's exact registered particulars and required compliance review are complete.
1. WHO OPERATES EDULIFE OS
EduLife OS is a technology platform operated by Hehxagon Technologies, a private company limited by shares incorporated in Ghana. For this UAT version, the exact registered company name, company registration number and registered office remain subject to verification before Production publication. Corporate service enquiries may be sent to [email protected]. EduLife OS product and user support enquiries may be sent to [email protected].
2. AGREEMENT AND ELECTRONIC ACCEPTANCE
These Terms govern access to and use of EduLife OS. By selecting the required acceptance control and completing an authorised onboarding flow, the user confirms that the user has read and agrees to these Terms and acknowledges the Privacy Notice identified by the platform at that time. EduLife OS records the applicable document versions, content fingerprints, acceptance time and verified authority scope as electronic evidence. A user must not accept for another person unless legally authorised to do so.
3. ELIGIBILITY AND AUTHORITY
A user may use EduLife OS only through a valid account and a current authority recognised by the platform, such as an active school membership or active governance assignment. Institutional, school, circuit, district, regional and other governance permissions are limited to the scope actually granted. A displayed school, tenant, role or last-used scope is not itself proof of authority. EduLife OS may refuse or end access when authority is missing, ambiguous, suspended, revoked or inconsistent.
4. ACCOUNTS AND CREDENTIALS
Users must provide accurate account information, protect passwords and authentication factors, and promptly report suspected compromise. Accounts are personal unless an institutional feature expressly permits delegated action. Users must not share credentials, bypass access controls, impersonate another person or attempt to obtain data outside their authorised scope.
5. INSTITUTIONAL RESPONSIBILITY AND RECORD ACCURACY
Institutions and authorised users remain responsible for the lawfulness, accuracy and appropriateness of records they create, submit, approve or rely on. EduLife OS provides tools for administration, education, assessment, attendance, appraisal, communication and related workflows; it does not replace professional judgment, statutory duties, school governance, safeguarding obligations or lawful record-management requirements.
6. LEARNERS, CHILDREN AND SAFEGUARDING
Where learner or child information is processed, the institution and authorised adults must ensure that collection and use are lawful, necessary, proportionate and consistent with applicable safeguarding and education obligations. Users must not use EduLife OS to expose, exploit, profile or contact children for unauthorised purposes. EduLife OS is not an emergency, medical-diagnosis or child-protection reporting service, and urgent risks must be handled through the appropriate responsible authority.
7. ASSESSMENT, APPRAISAL AND HUMAN JUDGMENT
Scores, attendance records, appraisals, recommendations, analytics and generated summaries may assist decision-making, but accountable human officers remain responsible for decisions that materially affect learners, staff or institutions. Users must review outputs for accuracy and context before relying on them. EduLife OS must not be used to fabricate attendance, assessment, appraisal or other official records.
8. AUTOMATION AND AI
Where EduLife OS offers AI, automated analysis or recommendations, outputs may be incomplete or incorrect and must be reviewed by an authorised human. Unless lawful and expressly designed otherwise, EduLife OS should not be used as the sole basis for a decision that significantly affects an individual. Additional notices or controls may apply to particular AI-enabled features.
9. PRIVACY AND DATA PROTECTION
Personal data is handled under the EduLife OS Privacy Notice and applicable Ghanaian law, including the Data Protection Act, 2012 (Act 843), as applicable. Depending on the processing context, an institution may determine the purposes of educational or employment records while Hehxagon Technologies processes those records to provide EduLife OS; for account security, service administration, legal evidence and its own corporate operations, Hehxagon Technologies may have separate responsibilities. Nothing in these Terms transfers data-subject rights away from the individual.
10. INSTITUTIONAL DATA AND LICENCE TO OPERATE THE SERVICE
As between EduLife OS and the customer institution, the institution retains its rights in institutional records it lawfully controls, subject to the rights of data subjects and applicable law. The institution and authorised users grant Hehxagon Technologies the limited rights necessary to host, transmit, secure, back up, transform and otherwise process submitted data to provide, protect, support and lawfully improve EduLife OS. EduLife OS does not acquire ownership of personal data merely because the data is processed through the platform.
11. DE-IDENTIFIED AND AGGREGATED INFORMATION
Hehxagon Technologies may create and use statistics and analytics that are aggregated or de-identified so that they are not reasonably intended to identify an individual, for service reliability, research, capacity planning, product improvement and responsible benchmarking. We will not intentionally re-identify such information except for security, validation or legal compliance where permitted.
12. CONFIDENTIALITY AND SECURITY
Users must protect confidential information available through EduLife OS and may disclose it only when authorised or legally required. We use reasonable technical and organisational measures designed to preserve confidentiality, integrity and availability, including access controls, authentication, tenant and role boundaries, logging and security monitoring. No online system can promise absolute security.
13. AUDIT, SECURITY MONITORING AND EVIDENCE
EduLife OS may keep security logs, audit trails, authority history, acceptance evidence, delivery evidence and other records reasonably necessary to investigate misuse, protect users, establish accountability, comply with law and preserve institutional integrity. Attempts to tamper with, conceal or falsify audit evidence are prohibited.
14. ACCEPTABLE USE
Users must not use EduLife OS unlawfully or to harm another person; introduce malware; probe, scan or defeat security controls without written authorisation; scrape or bulk-extract data outside authorised features; reverse engineer the service except where law expressly permits; overload infrastructure; send spam or unauthorised marketing; infringe intellectual-property rights; or use information obtained through the service for discrimination, harassment, fraud or other improper purposes.
15. COMMUNICATIONS
We may send service, security, onboarding, legal, transactional and institutional communications reasonably necessary to operate EduLife OS. These communications are distinct from direct marketing. Channel availability depends on the contact information and delivery services available to the institution or user, and delivery by email, SMS or another provider is not guaranteed.
16. ESSENTIAL ALERTS ARE SEPARATE AND OPTIONAL
Essential Alerts are a separate optional notification service. Acceptance of these Terms does not activate Essential Alerts and does not constitute consent to receive them. Where the service is offered to staff, the individual activation flow explains the covered work alerts and records a separate choice. Activation is free to the individual staff member; institutional funding or continuation arrangements, if any, are separate. Essential Alerts are not advertising and do not create permission for direct marketing. A user may decline or withdraw where the applicable service permits.
17. FEES, TRIALS AND INSTITUTIONAL PLANS
Fees, free periods, implementation charges, funded services and paid continuation terms are governed by the applicable institutional offer, order, invoice or written plan. Unless expressly agreed, these Terms do not create an automatic paid renewal. We may change future pricing prospectively after appropriate notice, but changes do not rewrite amounts already lawfully agreed.
18. INTELLECTUAL PROPERTY
EduLife OS, its software, designs, workflows, documentation, trademarks and other platform materials are owned by or licensed to Hehxagon Technologies and are protected by applicable law. Except for the limited right to use the service during an authorised relationship, no intellectual-property right is transferred. Feedback and suggestions may be used by Hehxagon Technologies without restriction or payment, provided this does not authorise disclosure of confidential institutional or personal data.
19. THIRD-PARTY SERVICES
EduLife OS may depend on hosting, telecommunications, email, payment, mapping, analytics, security or other third-party services. Their availability may affect EduLife OS. Where a third party separately provides a service directly to the institution or user, its own terms may also apply. We remain responsible for our obligations under applicable law and our agreements and do not use this clause to remove rights that cannot lawfully be excluded.
20. AVAILABILITY, MAINTENANCE AND CHANGE
We aim to provide a reliable service but do not guarantee uninterrupted or error-free availability. We may maintain, patch, secure, improve, replace or discontinue features, especially where required for security, law, capacity, safety or product evolution. Material changes affecting contractual rights will be handled prospectively and, where appropriate, through a new document version or additional agreement.
21. SUSPENSION AND SECURITY ACTION
We may restrict or suspend access where reasonably necessary to protect users or data, respond to suspected compromise or abuse, enforce lawful scope, comply with a legal obligation, address non-payment under an applicable institutional arrangement or prevent material harm. Where appropriate and lawful, we will seek to restore access after the underlying issue is resolved.
22. TERMINATION, EXPORT AND RETENTION
An institution or user's right to access EduLife OS may end when the relevant authority, contract or relationship ends. Subject to applicable law and institutional arrangements, authorised data export may be provided before or after termination. Termination does not require destruction of records that must lawfully be retained, including security logs, audit evidence, legal acceptances, financial records and protected backups. Personal data will be retained or deleted in accordance with the Privacy Notice, applicable law and valid institutional instructions.
23. WARRANTIES AND DISCLAIMERS
EduLife OS is provided with reasonable care and skill appropriate to the service, subject to applicable law. To the fullest extent permitted by law, we do not warrant that every feature will be uninterrupted, error-free, compatible with every device or network, or suitable as the sole basis for professional, medical, legal, financial, educational or employment decisions. Nothing in these Terms excludes a warranty or remedy that cannot lawfully be excluded.
24. LIMITATION OF LIABILITY
To the fullest extent permitted by law, Hehxagon Technologies is not liable for indirect, incidental, special or consequential loss, loss of opportunity or loss caused primarily by unauthorised use, inaccurate data supplied by users, external telecommunications failures or events beyond our reasonable control. Subject to liabilities that cannot lawfully be limited, our aggregate contractual liability arising from the affected paid service will not exceed the fees paid or payable for that affected service during the twelve months preceding the event giving rise to the claim. This clause does not limit liability for fraud, wilful misconduct or any liability that applicable law does not permit us to limit.
25. USER AND INSTITUTION RESPONSIBILITY FOR UNLAWFUL USE
To the extent permitted by law, an institution or user responsible for unlawful data, infringement, fraud, deliberate security abuse or use outside granted authority is responsible for the resulting claims, losses and reasonable costs attributable to that conduct. This provision does not require a public institution or any person to assume an indemnity that applicable law does not permit.
26. FORCE MAJEURE
A party is not responsible for delay or failure caused by events beyond its reasonable control, including major network or utility failure, natural disaster, epidemic, civil disturbance, government action, war or widespread third-party infrastructure failure, provided the affected party takes reasonable steps to mitigate the impact where practicable.
27. CHANGES TO THESE TERMS
We may publish a new version of these Terms prospectively. Material changes will not rewrite a version already accepted. Where continued use reasonably requires renewed agreement, EduLife OS may require the user to review and accept the new version before continuing relevant use.
28. CORPORATE SUCCESSION AND ASSIGNMENT
Hehxagon Technologies may reorganise its business or transfer EduLife OS, together with associated contracts, rights and obligations, to an affiliate, successor, purchaser or properly constituted subsidiary, subject to applicable law and preservation of users' legal rights. Users or institutions may not transfer their account or contractual rights in a manner that defeats security, authority or legal obligations without appropriate consent.
29. GOVERNING LAW AND DISPUTES
These Terms are governed by the laws of the Republic of Ghana. The parties should first attempt in good faith to resolve a dispute through written notice and discussion. Where appropriate, they may agree to mediation or arbitration under Ghana's Alternative Dispute Resolution Act, 2010 (Act 798). Matters that cannot lawfully be resolved by alternative dispute resolution remain subject to the courts of competent jurisdiction in Ghana.
30. GENERAL
If a provision is unlawful or unenforceable, it will be limited or severed to the minimum extent necessary without invalidating the remainder. Failure to enforce a provision once is not a waiver. These Terms, the applicable Privacy Notice and any valid institutional order or written agreement form the relevant agreement for their respective subjects. A more specific written institutional agreement prevails over these Terms to the extent of a direct conflict for the same subject.
31. CONTACT
Corporate and contractual service: [email protected] EduLife OS support and privacy enquiries: [email protected] Current operating location: Suhum, Eastern Region, Ghana. The exact registered office and company registration number will be inserted in the Production legal-document version after verification.