Terms & Conditions for Educational Institutions

1. About Apna School Software

Apna School Software (“Software”, “Platform”, “System”) is a proprietary school management solution developed, owned, and operated by Apna Infotech. The Software is designed to digitize and streamline the administrative, academic, and communication operations of educational institutions.

The Software may include, but is not limited to, the following modules and features:

• Student admission, enrollment, and profile management
• Attendance tracking and reporting for students and staff
• Examination management, mark entry, and result generation
• Fee management, online payment processing, and financial reporting
• Timetable and class schedule management
• Staff and faculty management
• School notices, circulars, and announcement broadcasting
• Parent communication via the Apna School Parent App
• Homework, assignments, and academic calendar management
• Library, transport, and hostel management (where applicable)
• Multi-branch and multi-campus support (where applicable)
• Reports, analytics, and administrative dashboards
• Desktop (web-based) and mobile application access

Features and modules available to an Institution may vary based on the subscription plan selected. Apna Infotech reserves the right to add, modify, or discontinue any feature at its sole discretion.

2. Acceptance of Terms

These Terms constitute the entire and exclusive agreement between the Institution and Apna Infotech with respect to the use of Apna School Software. By proceeding with registration, subscription payment, or active use of the Software, the authorized signatory or representative of the Institution confirms that:

• They are duly authorized to enter into this Agreement on behalf of the Institution.
• The Institution has read, understood, and agreed to these Terms in full.
• The Institution shall ensure compliance with these Terms by all its administrators, staff, faculty, and other authorized users.

3. Right to Modify Terms — At Any Time

Apna Infotech reserves the absolute and unconditional right to update, amend, revise, add to, or remove any provision of these Terms & Conditions at any time, with or without prior notice to the Institution.

Reasons for modification may include but are not limited to changes in applicable laws or regulatory requirements, introduction of new features or services, business or operational decisions of the Company, security or compliance considerations, or correction of errors or ambiguities.

Revised Terms shall take effect immediately upon being published within the Software, our website, or any associated platform. It is the sole responsibility of the Institution to review these Terms periodically. Continued use of the Software after any revision constitutes irrevocable and unconditional acceptance of the updated Terms, whether or not the Institution has actually reviewed them.

4. Subscription, Licensing & Access

4.1 License Grant

Subject to payment of applicable subscription fees and compliance with these Terms, Apna Infotech grants the Institution a limited, non-exclusive, non-transferable, revocable license to access and use the Software solely for its own internal educational administrative purposes during the subscription period.

4.2 Subscription Plans

Access to the Software is provided on a subscription basis. Subscription plans, pricing, duration, included modules, and user limits are as communicated by Apna Infotech at the time of onboarding or as updated from time to time. The Institution agrees to pay all applicable fees in accordance with the plan selected.

4.3 Authorized Users

The Institution may authorize its administrative staff, faculty, and designated personnel to access and use the Software. The Institution is solely responsible for managing user access, maintaining login credential confidentiality, and ensuring that only authorized individuals operate the system.

4.4 No Sub-licensing

The Institution shall not sub-license, resell, share, or transfer its Software access to any third party, affiliated institution, or external entity without the prior written consent of Apna Infotech.

5. Institution’s Responsibilities & Obligations

The Institution agrees, represents, and warrants that it shall:

• Provide accurate, complete, and up-to-date information during registration and throughout the use of the Software.
• Be solely responsible for all data, records, content, and information entered, uploaded, or managed within the Software by its authorized users.
• Ensure that all data entered into the Software complies with applicable laws, including data protection and privacy regulations.
• Maintain the confidentiality and security of all administrator and staff login credentials.
• Promptly notify Apna Infotech of any suspected unauthorized access, security breach, or misuse of the Software.
• Use the Software solely for lawful and legitimate educational administrative purposes.
• Not use the Software to store, transmit, or process any unlawful, defamatory, obscene, or harmful content.
• Ensure that parents and students whose data is entered into the System have been informed of and have consented to such data processing as required by applicable law.
• Not attempt to reverse engineer, decompile, copy, clone, or replicate the Software or any of its components.
• Not interfere with the security, integrity, or performance of the Software or its infrastructure.

6. Data Ownership & Responsibility

6.1 Institution’s Data

All data entered, uploaded, or generated by the Institution through the Software — including but not limited to student records, attendance data, examination results, fee information, staff details, and school documents — shall remain the property of the Institution.

6.2 Apna Infotech’s Role

Apna Infotech acts as a data processor on behalf of the Institution. The Company processes Institution data solely to provide the Software services and does not claim ownership over any Institution-specific data.

6.3 Data Accuracy

The Institution is solely and exclusively responsible for the accuracy, completeness, legality, and integrity of all data entered into the Software. Apna Infotech does not independently verify, validate, audit, or assume responsibility for any data submitted by the Institution or its authorized users.

6.4 Data Security

Apna Infotech implements commercially reasonable technical and organizational security measures to protect Institution data stored on its servers. However, the Institution acknowledges that no internet-based system can guarantee absolute security and agrees that Apna Infotech shall not be liable for data breaches, cyberattacks, or unauthorized access that occur despite reasonable security measures.

6.5 Data Backup

While Apna Infotech endeavors to maintain regular data backups, the Institution is strongly advised to maintain its own independent backups of critical data. Apna Infotech shall not be liable for any data loss arising from server failures, technical errors, or force majeure events.

7. Fees, Payment & Renewal

7.1 Subscription Fees

The Institution agrees to pay subscription fees as per the plan agreed upon at the time of onboarding. All fees are exclusive of applicable taxes including Goods and Services Tax (GST) unless otherwise stated. GST and any other applicable taxes shall be borne by the Institution.

7.2 Payment Terms

Subscription fees are payable in advance as per the billing cycle of the selected plan (monthly, quarterly, half-yearly, or annually). Failure to make timely payment may result in suspension or restriction of access to the Software without prior notice.

7.3 Fee Revision

Apna Infotech reserves the right to revise subscription fees at any time with reasonable notice to the Institution. Continued use of the Software after the effective date of a fee revision shall constitute acceptance of the revised pricing.

7.4 Refund Policy

Subscription fees paid to Apna Infotech are generally non-refundable unless otherwise expressly agreed in writing. In the event of early termination by the Institution, no refund shall be due for the remaining unused subscription period. Refund requests, if any, shall be considered solely at the discretion of Apna Infotech.

7.5 Disputed Invoices

If the Institution disputes any invoice or charge, it must notify Apna Infotech in writing within fifteen (15) days of the invoice date. Failure to raise a dispute within this period shall be deemed acceptance of the charge.

8. Service Availability & Support

8.1 Uptime & Availability

Apna Infotech endeavors to maintain reliable and continuous availability of the Software. However, the Institution acknowledges that the Software may be temporarily unavailable or impaired due to scheduled or emergency maintenance, internet or network disruptions, third-party cloud or hosting failures, force majeure events, cyberattacks, software bugs, or device and OS incompatibilities.

8.2 Maintenance

Apna Infotech may conduct scheduled maintenance activities that may result in temporary downtime. Where reasonably practicable, the Company will provide advance notice of planned maintenance. Emergency maintenance may be performed without prior notice.

8.3 Technical Support

Apna Infotech will provide technical support to the Institution for Software-related queries and issues through available support channels including email and such other channels as designated. Support availability and response timelines may vary based on the subscription plan.

8.4 No Guaranteed Uptime

Apna Infotech does not guarantee any specific service uptime percentage unless expressly stated in a separate written Service Level Agreement (SLA). The Institution waives any claim for compensation arising from Software downtime or unavailability.

9. Intellectual Property Rights

The Software, including its source code, algorithms, architecture, user interface designs, graphics, branding, logos, documentation, database structures, APIs, and all associated intellectual property, is the exclusive property of Apna Infotech and is protected under applicable Indian and international intellectual property laws.

The Institution is expressly prohibited from:

• Copying, cloning, replicating, or reproducing the Software or any portion thereof
• Reverse engineering, decompiling, disassembling, or attempting to derive the source code
• Modifying, adapting, or creating derivative works based on the Software
• Reselling, sub-licensing, redistributing, or commercially exploiting the Software
• Using Apna Infotech’s brand name, trademarks, or logos without prior written authorization

Any unauthorized use of Apna Infotech’s intellectual property may result in civil and criminal liability under applicable law.

10. Confidentiality

Both parties agree to maintain the confidentiality of any proprietary, technical, commercial, or operational information disclosed by the other party in connection with this Agreement. The Institution shall not disclose Software architecture, pricing, or proprietary process details to any third party without prior written consent of Apna Infotech.

This confidentiality obligation shall survive the termination of this Agreement for a period of three (3) years.

11. Limitation of Liability

To the fullest extent permitted under applicable Indian law, Apna Infotech, its directors, officers, employees, partners, agents, and affiliates shall not be liable to the Institution or any third party for:

• Any loss, corruption, or unauthorized access to Institution data despite reasonable security measures
• Any inaccuracy, error, or omission in data entered by the Institution or its authorized users
• Any academic, administrative, financial, or operational decisions made based on Software-generated data or reports
• Any downtime, service interruption, or unavailability of the Software
• Any third-party service failure including payment gateways, cloud hosts, or push notification providers
• Any indirect, incidental, consequential, special, or punitive damages of any nature
• Any data loss arising from technical failures, force majeure, or circumstances beyond reasonable control
• Any claim by a parent, student, or third party arising from the Institution’s use or misuse of the Software

The Software is provided on an “as is” and “as available” basis without any warranty of any kind, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement.

In no event shall the total aggregate liability of Apna Infotech to the Institution exceed the total subscription fees actually paid by the Institution to Apna Infotech in the three (3) months immediately preceding the event giving rise to the claim.

12. Indemnification

The Institution agrees to fully indemnify, defend, and hold harmless Apna Infotech, its directors, officers, employees, agents, and assigns from and against any and all claims, demands, losses, liabilities, damages, penalties, costs, and expenses (including reasonable legal fees) arising out of or relating to:

• The Institution’s use or misuse of the Software
• Any data entered, uploaded, or managed by the Institution or its authorized users
• Violation of these Terms by the Institution or its personnel
• Violation of any applicable law, regulation, or third-party rights
• Any claim brought by a parent, student, staff member, or regulatory authority arising from the Institution’s operations on the platform

13. Suspension & Termination

13.1 Termination by Institution

The Institution may terminate this Agreement by providing thirty (30) days’ written notice to Apna Infotech. Upon termination, the Institution’s access to the Software shall cease at the end of the notice period. No refund shall be due for the remaining unused subscription period.

13.2 Termination or Suspension by Apna Infotech

Apna Infotech reserves the right to suspend or permanently terminate an Institution’s access to the Software, with or without prior notice, in the event of:

• Non-payment of subscription fees
• Material violation of any provision of these Terms
• Fraudulent, deceptive, or unlawful conduct
• Any activity that threatens the security, stability, or integrity of the platform
• Any regulatory, legal, or compliance requirement necessitating termination
• Any other reason deemed appropriate by Apna Infotech at its sole discretion

13.3 Effect of Termination

Upon termination, the Institution’s right to access and use the Software shall immediately cease. Apna Infotech may retain Institution data for a limited period after termination in accordance with its data retention policies. The Institution may request an export of its data prior to or within a reasonable period following termination, subject to technical feasibility.

14. Third-Party Integrations

The Software may integrate with or rely upon third-party services including cloud hosting providers, payment gateways, SMS and email service providers, push notification services, and analytics tools. Apna Infotech does not control and is not responsible for the availability, security, or performance of such third-party services.

The Institution’s use of third-party services integrated within the Software may be subject to the respective terms and privacy policies of those providers.

15. Force Majeure

Apna Infotech shall not be liable for any failure or delay in performance of its obligations under this Agreement arising from circumstances beyond its reasonable control, including acts of God, natural disasters, floods, earthquakes, pandemics, epidemics, government orders or regulations, internet infrastructure failures, power grid outages, war, civil unrest, labor disputes, or cyberterrorism.

16. Dispute Resolution & Governing Law

16.1 Amicable Resolution

In the event of any dispute arising out of or in connection with this Agreement or the Software, both parties agree to first attempt resolution through good-faith negotiations within thirty (30) days of the dispute being raised in writing.

16.2 Third-Party Mediation

If the dispute remains unresolved after good-faith negotiations, both parties agree to refer the matter to a neutral third-party mediator mutually agreed upon, or appointed by a recognized mediation institution, in accordance with the Mediation Act, 2023 (India). Mediation shall be conducted in English or Hindi at Bikaner, Rajasthan, or via online mediation as mutually agreed.

16.3 Arbitration

Should both parties agree, disputes may alternatively be resolved through arbitration under the Arbitration and Conciliation Act, 1996 (India), before a sole arbitrator mutually appointed. The seat of arbitration shall be Bikaner, Rajasthan.

16.4 Judicial Jurisdiction

If a dispute cannot be resolved through mediation or arbitration, or if either party is not satisfied with the outcome of mediation proceedings, the matter shall be referred to the competent civil courts. All legal proceedings arising from or in connection with this Agreement shall be subject to the exclusive jurisdiction of competent courts located in Bikaner, Rajasthan, India.

16.5 Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the Republic of India, including the Information Technology Act, 2000; the Information Technology (Amendment) Act, 2008; the Digital Personal Data Protection Act, 2023; the Indian Contract Act, 1872; the Mediation Act, 2023; and other applicable statutes.

17. Severability

If any provision of this Agreement is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, such invalidity shall not affect the validity or enforceability of the remaining provisions. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

18. Entire Agreement

This Agreement, together with any subscription order form, pricing schedule, or addendum executed between the parties, constitutes the entire agreement between the Institution and Apna Infotech with respect to Apna School Software and supersedes all prior negotiations, representations, agreements, or understandings of any kind.

19. Contact Information

For support, queries, or formal communications regarding this Agreement or the Software, the Institution may contact:

• Apna Infotech
• Nokha, Bikaner, Rajasthan — India
• Email: info@apnainfotech.com

20. Acknowledgement & Acceptance

By registering, subscribing to, or using Apna School Software, the Institution — through its authorized representative — hereby acknowledges that it has read this Agreement in its entirety, fully understands its legal implications, and unconditionally agrees to be bound by all its terms and conditions.

These Terms are subject to change at any time at the sole discretion of Apna Infotech. The Institution is responsible for reviewing these Terms periodically. Continued use of the Software shall constitute irrevocable acceptance of any revised Terms.

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