Terms of service

Last updated 14 November 2026

• The service
• Accounts and sign-in
• Fees and payment
• The school's data
• Fair use
• Availability and support
• Stopping
• Responsibility
• Changes and the law

The service

These terms are between PupilBook and the school that uses it. PupilBook is school management software that runs in a web browser at app.pupilbook.com. By using it, the school agrees to these terms. A school may also sign a written agreement with us; where it says something different, the written agreement applies.

Accounts and sign-in

• The head teacher or proprietor decides who at the school gets an account and what each person can see and do, and disables accounts when people leave.
• Each person keeps their own password and sign-in code private and never shares an account.
• The school tells us at once if it thinks someone has signed in who shouldn't have.

Fees and payment

• The price is GH₵3 per pupil per term, with every feature included, unless we agree another price in writing.
• Pupils are counted once each term, and we send an invoice for that term.
• Texts to parents are charged at the cost of sending them.
• The school pays by MoMo or bank transfer by the date on the invoice. If a bill is more than 14 days late, the school's PupilBook may become read-only until it is paid: records can still be viewed and printed, but not changed.
• We'll give at least one term's notice before any price change.

The school's data

• The school's records belong to the school. We use them only to provide PupilBook to the school, as our privacy policy describes.
• The school can download its records to Excel at any time.
• The school is responsible for having the right to record what it adds, and for keeping it accurate.

Fair use

The school and its staff will not use PupilBook to break the law, send texts parents haven't agreed to receive, upload harmful files, try to reach another school's records, or overload or attack the service.

Availability and support

We work to keep PupilBook running at all times, and the app keeps working on the phone when the network drops, then catches up. Sometimes we need to pause it briefly for updates, which we do outside school hours where we can. We give help by email at support@pupilbook.com and train the school's staff when it starts.

Stopping

• The school can stop at the end of any term by telling us before the next term starts.
• We may stop providing PupilBook to a school that seriously breaks these terms, after a warning where that is reasonable.
• Either way, the school can download its records first. We then remove them as the privacy policy describes.

Responsibility

We provide PupilBook with care and skill, but we can't promise it will never have faults. We are not responsible for losses caused by events outside our control, or by the school's own staff and devices. Our total responsibility to a school in any year is limited to the fees it paid us in that year, except where the law does not allow this limit.

Changes and the law

We may update these terms, with at least 30 days' notice for any change that affects schools. These terms are governed by the laws of Ghana. Questions: hello@pupilbook.com.