These Terms & Conditions (“Terms”) govern access to and use of the Africa School Management System (“ASMS”) platform and related services operated by RSEB TECH.
By registering an institution, accepting these Terms, accessing the Platform, or continuing to use ASMS after an applicable update takes effect, you agree to these Terms.
If you accept these Terms on behalf of a school, company, organization, or other institution, you confirm that you are authorized to bind that institution.
If you do not agree to these Terms, you must not use the Platform.
1. Definitions
For these Terms:
“ASMS”, “we”, “us”, or “our” means the Africa School Management System operated by RSEB TECH.
“Platform” means the ASMS software-as-a-service platform, websites, applications, services, APIs, integrations, and related functionality made available by us.
“Subscriber” or “School” means the educational institution, organization, or authorized individual that subscribes to ASMS.
“School Owner” means the account or authorized representative responsible for the institution's ASMS subscription.
“User” means any person authorized to access ASMS, including school owners, administrators, teachers, employees, parents, guardians, students, accountants, or other authorized users.
“School Data” means information entered, uploaded, generated, stored, or otherwise processed through ASMS on behalf of a subscribing institution.
“Subscription” means the right granted to a Subscriber to use ASMS under an applicable plan, billing arrangement, or agreement.
“Suspension” means a temporary restriction affecting some or all Platform access while the underlying subscription or account remains in existence.
“Termination” means the ending of the Subscriber's right to use ASMS.
2. Account Registration and Institutional Authority
A person registering a school must:
be at least 18 years old;
have authority to act for the institution being registered;
provide accurate and current information;
keep institutional contact details updated; and
designate appropriate authorized administrators.
Schools are responsible for ensuring that users they create or authorize have appropriate authority to access the information made available to them.
Schools must promptly revoke or update access where an employee, administrator, contractor, parent, or other user should no longer have the permissions previously granted.
3. Account Security
Users must take reasonable steps to protect their ASMS credentials.
Users must not:
share passwords with unauthorized persons;
intentionally allow another person to impersonate them;
bypass authentication or access controls;
attempt to obtain another user's credentials;
circumvent multi-factor authentication or other security protections where enabled;
use another person's account without authorization; or
conceal unauthorized access to the Platform.
Schools must notify ASMS promptly where they know or reasonably suspect that an account has been compromised.
ASMS may require:
password resets;
identity verification;
reauthentication;
multi-factor authentication;
verification by an authorized School Owner; or
other reasonable security measures
before restoring or continuing access where account integrity is in doubt.
4. Subscription Plans
ASMS may offer different subscription plans, capacities, modules, features, or service levels.
The features available to a Subscriber depend on the applicable subscription, configuration, school capacity, optional services, and any separately purchased credits or add-ons.
Schools are responsible for maintaining accurate information used to determine applicable subscription capacity or charges.
ASMS may introduce, modify, replace, or discontinue optional features where reasonably necessary, provided that material changes to core paid functionality will be handled in accordance with these Terms.
5. Fees and Billing
Subscription fees and applicable charges will be shown before purchase or otherwise agreed with the Subscriber.
Unless otherwise stated:
charges are denominated in Ghana Cedis;
applicable taxes or statutory charges may be added where required;
payment obligations remain due even where the School does not actively use all available features during a paid period; and
credits, SMS balances, optional services, or similar consumable purchases may be subject to separate terms.
Payment providers may process payments on behalf of ASMS.
Schools are responsible for ensuring that authorized payment information and billing contacts remain current.
6. Failed Payments and Billing Suspension
If an amount due to ASMS remains unpaid, ASMS may provide a grace or vacation-period access arrangement according to the applicable subscription lifecycle.
Where payment remains outstanding after the applicable grace period, ASMS may restrict or suspend access.
Billing suspension is intended to restrict service availability; it does not transfer ownership of School Data to ASMS.
Where reasonably supported by the Platform, ASMS may provide limited access during certain post-term, vacation, closeout, or renewal periods for activities such as reviewing records, completing authorized end-of-term work, or renewing the subscription.
Any limited-access period may restrict sensitive changes, identity modifications, new operational activity, or other actions that could be used to improperly extend service beyond the paid subscription.
Long-term non-payment may result in termination in accordance with Section 21.
7. School Data and Data Ownership
School Data remains under the control of the subscribing institution, subject to the rights of individual data subjects and applicable law.
ASMS does not acquire ownership of School Data merely because that information is stored on the Platform.
The School grants ASMS a limited right to host, process, transmit, back up, display, and otherwise handle School Data only as reasonably necessary to:
provide the Platform;
perform authorized instructions;
protect Platform security;
provide support;
maintain service reliability;
comply with applicable law; or
fulfil obligations under an applicable Data Processing Agreement.
ASMS does not obtain a general right to commercially exploit School Data.
Use of School Data is also governed by the ASMS Privacy Policy and, where applicable, a Data Processing Agreement.
8. Subscriber Responsibilities for Personal Data
Schools are responsible for determining whether they are legally authorized to collect and process information entered into ASMS.
Where required, Schools must provide appropriate notices and obtain necessary consents, permissions, parental authorizations, or other lawful bases for processing.
Schools must not knowingly use ASMS to collect personal information that they have no lawful basis to process.
ASMS acts primarily as a processor or service provider in relation to information processed on behalf of subscribing Schools.
9. Acceptable Use
Users must not use ASMS to:
violate applicable law;
commit or facilitate fraud;
harass, threaten, exploit, or harm another person;
distribute malware or malicious code;
send phishing messages;
send unlawful spam or unsolicited communications;
deliberately interfere with Platform operation;
attempt unauthorized access to accounts, servers, databases, APIs, networks, or infrastructure;
access or attempt to access another School's information without permission;
bypass school, branch, role, relationship, subscription, or permission boundaries;
probe, scan, or test Platform vulnerabilities without written authorization;
reverse engineer the Platform except where such restriction is prohibited by law;
manipulate billing, student counts, identity records, enrolment records, subscription status, or other Platform information for the purpose of avoiding valid charges or controls;
automate requests in a manner that materially harms Platform availability;
impersonate another user or institution;
resell access without written authorization; or
use ASMS for unlawful surveillance, exploitation, or misuse of personal information.
Reasonable use of authorized integrations, exports, APIs, automation, and administrative tools provided by ASMS is not prohibited by this section.
10. Suspicious Activity and Security Protection
ASMS may detect activity that reasonably suggests:
compromised credentials;
unauthorized access;
attempted tenant or school-boundary bypass;
unusual administrative activity;
privilege escalation;
fraudulent payment behavior;
manipulation of subscriptions or capacity;
automated attacks;
credential stuffing;
attempts to disable security controls;
suspicious bulk exports;
abnormal account creation or identity changes;
malicious API or network activity;
attempts to conceal activity from logs or audits;
repeated prohibited access attempts; or
other behavior presenting a reasonable risk to users, School Data, ASMS, or third parties.
The existence of unusual activity does not automatically mean that the Subscriber has committed wrongdoing.
Where ASMS reasonably believes that immediate action is necessary to protect the Platform or affected data, ASMS may impose a temporary security restriction while the matter is reviewed.
11. Security Holds and Temporary Restrictions
Where suspicious or potentially harmful activity is detected, ASMS may temporarily:
require reauthentication;
invalidate active sessions;
force password resets;
temporarily disable specific users;
restrict sensitive administrative actions;
restrict financial operations;
restrict bulk exports;
prevent identity or ownership changes;
disable an affected integration;
temporarily suspend a branch;
temporarily suspend some Platform functions; or
in serious circumstances, temporarily suspend the School account.
ASMS will seek to use the least disruptive measure reasonably appropriate to the identified risk.
Where practical, a security restriction should be limited to the affected account, user, module, integration, or operation rather than disabling an entire School.
An institution-wide suspension may nevertheless be used where the risk cannot reasonably be contained through narrower restrictions.
12. Emergency Suspension
ASMS may immediately suspend or restrict access without advance notice where we reasonably believe that continued access presents an imminent or material risk involving:
unauthorized access to School Data;
an active cybersecurity incident;
compromise of a privileged account;
fraud;
attempted exploitation of the Platform;
deliberate cross-school access;
malicious interference with Platform infrastructure;
serious unlawful activity;
risk to the security or confidentiality of another Subscriber;
a valid legal or regulatory requirement; or
conduct likely to cause substantial harm if access continues.
Emergency suspension is a protective measure and does not, by itself, constitute a final determination that the Subscriber committed misconduct.
13. Investigation of Suspicious Activity
Where a security restriction or suspension occurs, ASMS may review information reasonably necessary to investigate the event.
This may include:
authentication records;
audit logs;
access records;
IP and device information;
security events;
relevant configuration changes;
transaction records;
permission changes;
administrative activity; and
other technical information relevant to the suspected incident.
Investigation does not authorize unrestricted browsing of unrelated School Data.
ASMS will limit investigation to information reasonably relevant to confirming, containing, understanding, or remediating the suspected issue.
14. Notice of Suspension
Where reasonably practicable and where doing so would not compromise security or a lawful investigation, ASMS will inform the authorized School Owner or account contact of a significant suspension or restriction.
The notice may identify:
the general reason for the restriction;
actions required from the Subscriber;
verification requirements;
affected services;
whether the restriction is temporary; and
how the Subscriber may seek review.
ASMS may delay or limit information where disclosure would:
create additional security risk;
assist an attacker;
compromise another Subscriber;
interfere with an investigation; or
violate a legal obligation.
15. Suspension Review and Restoration
A Subscriber may contact ASMS to request review of a suspension.
ASMS may require reasonable evidence before restoring access, including:
identity verification;
confirmation from an authorized institutional representative;
password changes;
multi-factor authentication;
removal of compromised integrations;
remediation of insecure practices;
payment of valid outstanding charges;
correction of prohibited behavior; or
reasonable assurance that the original security risk has been resolved.
Access will be restored where the basis for suspension has been resolved and continued use no longer presents an unreasonable risk.
ASMS may restore access progressively where appropriate.
16. Good-Faith Security Research
ASMS encourages responsible disclosure of genuine security vulnerabilities.
A person who discovers a suspected vulnerability should report it privately to ASMS rather than exploit it, access unrelated information, publish sensitive details before remediation, or intentionally disrupt service.
ASMS may publish a separate Vulnerability Disclosure Policy defining permitted security-research activity.
Authorized good-faith security reporting will not be treated as prohibited activity merely because it identifies a weakness.
17. School Responsibility for Authorized Users
Schools are responsible for the users they authorize and the permissions assigned to those users.
ASMS provides technical access controls, but the School remains responsible for decisions such as:
who should be an administrator;
who may access student records;
who may manage finance;
which parents are linked to which students;
which employees should retain access; and
how roles are assigned within the School.
Where ASMS becomes aware of a serious permission or identity issue, we may take protective action under Sections 10–15.
18. Third-Party Services and Integrations
ASMS may integrate with third-party providers for services such as:
payments;
email;
SMS;
maps;
hosting;
artificial intelligence;
communications; and
other optional functionality.
Third-party services may be governed by their own terms and privacy policies.
ASMS is responsible for its own obligations but cannot guarantee that an independent third-party service will always remain available or error-free.
Where reasonably possible, failure of an optional third-party provider should not affect unrelated ASMS functionality.
19. Artificial Intelligence Features
ASMS may provide AI-assisted functionality.
AI features may be automated or user-initiated depending on the particular function.
AI output:
may contain errors;
should be reviewed where it affects important decisions; and
must not be treated as a substitute for appropriate professional, educational, administrative, financial, or human judgement.
Schools remain responsible for decisions made using AI-generated recommendations or summaries.
School Data will not be used by ASMS to train unrelated general-purpose AI models except where separately and lawfully authorised.
Additional processing details are described in the Privacy Policy.
20. Platform Availability and Maintenance
ASMS aims to maintain reliable Platform availability.
However, uninterrupted operation cannot be guaranteed.
Service may be temporarily unavailable due to:
maintenance;
software deployment;
infrastructure failures;
internet outages;
security incidents;
third-party provider failures;
emergency remediation;
events beyond reasonable control; or
other operational circumstances.
Where reasonably possible, planned maintenance likely to materially affect availability will be communicated in advance.
Published uptime targets are service objectives unless a separate Service Level Agreement expressly makes them contractual guarantees.
21. Termination
21.1 Termination by the Subscriber
A Subscriber may cancel its subscription according to the applicable billing process.
Unless another arrangement applies, cancellation ordinarily takes effect at the end of the applicable paid period.
21.2 Termination by ASMS
ASMS may terminate a subscription where:
the Subscriber materially breaches these Terms and fails to remedy the breach where remediation is reasonably possible;
amounts remain unpaid beyond the applicable suspension or recovery period;
the Subscriber engages in deliberate fraud;
the Subscriber intentionally compromises Platform security;
the Subscriber deliberately accesses another School's confidential data without authorisation;
the Platform is used for serious unlawful activity;
the Subscriber repeatedly breaches these Terms after warning;
ASMS is legally required to terminate service; or
continued provision of service would expose ASMS, other Subscribers, or data subjects to a serious and unreasonable risk.
Where circumstances permit, ASMS will ordinarily provide notice and a reasonable opportunity to resolve a remediable breach before termination.
Immediate termination may be appropriate for serious intentional misconduct, unlawful activity, or threats that cannot safely remain active.
22. Effect of Suspension
Unless otherwise stated, suspension does not:
transfer ownership of School Data to ASMS;
authorise ASMS to use School Data for unrelated purposes;
automatically erase School Data;
remove accrued payment obligations; or
terminate the underlying agreement.
A suspended School may temporarily lose access to some or all functionality.
Where technically and legally appropriate, ASMS may permit limited access to information necessary to resolve the suspension.
23. Effect of Termination
When a subscription terminates:
normal Platform access ends;
ongoing processing for active school operations will cease;
ASMS may maintain limited information required for legal, financial, security, audit, fraud-prevention, or contractual purposes;
School Data will be handled in accordance with the Privacy Policy and applicable Data Processing Agreement; and
remaining School Data will be deleted, anonymized, or retained according to applicable retention requirements.
Termination does not grant ASMS permission to commercially reuse the former Subscriber's School Data.
24. Data Export and Offboarding
Subject to applicable security, technical, legal, and contractual requirements, an authorised School may request an appropriate export of School Data.
ASMS may require verification before releasing an export to ensure that School Data is not provided to an unauthorised person.
The exact format of an export may depend on the nature of the information and Platform capabilities.
Where an account has been suspended because of a suspected compromise, ASMS may delay or restrict export functionality until the requesting party's authority has been verified.
ASMS will not intentionally use account suspension to hold a School's data hostage.
25. Intellectual Property
ASMS and its licensors retain all rights in:
Platform software;
source code;
interfaces;
ASMS branding;
designs;
documentation;
proprietary workflows; and
related intellectual property.
Schools retain ownership or applicable rights in their School Data and original content.
Use of ASMS grants the Subscriber a limited, revocable, non-exclusive, non-transferable right to use the Platform during the applicable subscription period.
No ownership of ASMS software is transferred to the Subscriber.
26. Feedback
Schools may provide suggestions, recommendations, or feedback regarding ASMS.
ASMS may use general product feedback to improve the Platform.
Providing feedback does not give ASMS permission to disclose confidential School Data or identify the School publicly without authorization.
27. Confidentiality
Each party may receive confidential information from the other.
ASMS will treat confidential School Data in accordance with the Privacy Policy, applicable law, and any Data Processing Agreement.
Subscribers must also protect confidential ASMS information made available to them, including security information, non-public technical materials, credentials, and proprietary information.
28. Limitation of Liability
To the maximum extent permitted by applicable law, ASMS will not be liable for indirect, incidental, special, punitive, or consequential loss arising from use of the Platform.
Nothing in these Terms excludes liability that cannot lawfully be excluded.
Any contractual liability cap applicable to a Subscriber should be interpreted consistently with applicable law and any separately executed agreement with that Subscriber.
Nothing in this section gives ASMS permission to disregard its obligations concerning data protection, confidentiality, fraud, or security.
29. Subscriber Indemnity
To the extent permitted by law, a Subscriber is responsible for losses or claims caused by:
unlawful use of the Platform;
information the Subscriber had no right to process;
deliberate infringement of another person's rights;
misuse by persons the Subscriber knowingly authorized;
fraudulent activity; or
material breach of these Terms.
This provision does not require a Subscriber to indemnify ASMS for loss caused by ASMS's own unlawful conduct, negligence, or breach to the extent such exclusion would be inappropriate or unlawful.
30. Legal Requests
ASMS may respond to lawful orders or requests issued by a competent authority.
ASMS will assess requests for School Data and will seek to disclose only information reasonably required by the applicable legal obligation.
Where legally permitted and appropriate, ASMS may notify the affected Subscriber before disclosure.
ASMS will not voluntarily treat informal requests for School Data as equivalent to legally binding demands.
31. Changes to the Platform
ASMS may improve, modify, add, remove, or replace Platform functionality.
We will seek to avoid changes that unnecessarily prevent a Subscriber from using core functionality for which it has already paid.
Material changes affecting pricing, contractual obligations, or significant processing of School Data will be communicated where appropriate.
32. Changes to These Terms
ASMS may update these Terms where necessary to reflect:
Platform changes;
new products or services;
security requirements;
legal or regulatory changes;
subscription changes; or
clarification of existing obligations.
Material changes will be communicated before taking effect where reasonably required.
Where Platform functionality supports contractual reacceptance, ASMS may require an authorized representative to accept materially revised Terms.
The current version and effective date will be displayed on the ASMS website.
33. Electronic Agreement
The parties agree that these Terms may be accepted electronically.
Electronic records, electronic acceptance, and automated transactions may have legal effect in accordance with applicable Ghanaian law.
Users should have an opportunity to review applicable contractual terms before completing electronic acceptance.
34. Governing Law
These Terms are governed by the laws of the Republic of Ghana.
This includes applicable requirements under legislation such as the Data Protection Act, 2012 (Act 843) and the Electronic Transactions Act, 2008 (Act 772), as amended.
35. Dispute Resolution
The parties should first attempt to resolve disputes through good-faith communication.
Where a dispute cannot be resolved informally, the parties may pursue mediation or another mutually agreed alternative dispute-resolution process.
Where arbitration has been agreed or is required by a separate commercial agreement, arbitration may be conducted in Ghana under the applicable agreement and rules.
Nothing in these Terms prevents a party from seeking urgent lawful relief where reasonably necessary to protect confidential information, intellectual property, personal data, security, or other legal rights.
36. Relationship With Other ASMS Policies
These Terms should be read together with the:
ASMS Privacy Policy;
applicable Data Processing Agreement;
Subprocessor List;
applicable subscription or order terms;
Vulnerability Disclosure Policy where published; and
any Service Level Agreement separately agreed with a Subscriber.
Where an individually negotiated written agreement expressly conflicts with these general Terms, the separately agreed provision will govern to the extent stated in that agreement.
37. Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in effect to the extent permitted by law.
38. No Waiver
Failure by ASMS or a Subscriber to immediately enforce a right under these Terms does not automatically waive that right.
39. Entire Agreement
These Terms, together with incorporated policies and any applicable separately executed agreement, constitute the agreement governing the Subscriber's use of ASMS.
40. Contact
Questions about these Terms may be directed to:
Africa School Management System (ASMS)
Operated by RSEB TECH
Website: https://asms.africa
General and Support: support@asms.africa
Privacy and Data Protection enquiries may also be submitted through the official ASMS support channels.
Responsible Platform Use
ASMS is designed to hold information that schools depend on for real academic, financial, administrative, and family-facing operations.
We therefore reserve the ability to act where genuine security risks arise, but suspension powers are intended to protect institutions and their information — not to provide ASMS with arbitrary control over a school's data.
Where reasonably possible, we favor verification, targeted restrictions, remediation, and restoration over unnecessary institution-wide suspension.