Terms of use and disclaimer
Draft for review. Text in [square brackets] must be completed, and these terms should be checked by a legal adviser before the service is used with real pupil data.
1. About the service
The Pupil Collection service is provided to [Spratton Hall School legal entity name] ("the school") by [Provider name / company, company number, registered address] ("the provider"). It helps the school manage the collection of pupils from prep. By using the service you agree to these terms.
2. Parents and carers
- Use the service only to collect a child you are authorised by the school to collect.
- Keep your child's collection password private. Only share it with adults the school has agreed may collect your child.
- Tell the school straight away if you think someone else knows the password, so it can be changed.
- Type your child's name exactly as the school gave it to you.
- Keep the page open after checking in, and show the three-letter code to reception. A screenshot of the code is a useful back-up.
- A child can only be collected through the service if they have been booked into prep that day. Otherwise, please go to reception.
- Reception staff may still ask you to confirm who you are. The code does not replace the school's normal checks.
3. School staff
- Use only your own login. Never share your password or leave a signed-in screen unattended where others could use it.
- Only take the register, check children out or confirm hand-overs for children you are responsible for.
- Only confirm a hand-over when the code shown on the parent's phone matches.
- Your logins, logouts and actions are recorded, and may be reviewed by the school for safeguarding and security.
- Report any suspected misuse, security problem or data breach to [Data Protection Lead / DSL contact] immediately.
4. Keeping accounts safe
You must not try to access information you are not permitted to see, get around security controls, test the service for weaknesses without written permission, or interfere with how the service works. Misuse may lead to access being withdrawn and, where appropriate, being reported under the Computer Misuse Act 1990.
5. Availability and back-up procedure
The provider aims to keep the service available during school collection times, but cannot guarantee it will always be uninterrupted or error-free. It depends on internet connections and third-party hosting. Planned maintenance will take place outside school hours wherever possible.
If the service is unavailable, the school's manual collection procedure applies. [School to describe: e.g. printed prep register at reception, phone call to each room, visual identification of the adult.]
6. Safeguarding
The service supports the school's safeguarding arrangements but does not replace them. Staff must continue to follow the school's safeguarding and child protection policy and Keeping Children Safe in Education. If there is any doubt about who is collecting a child, the child must not be released until the school is satisfied, whatever the service shows.
7. Disclaimer and liability
- The service is a tool to help school staff. Decisions about releasing a child remain the responsibility of the school and its staff.
- The service is provided "as is". The provider takes reasonable care, but is not responsible for losses caused by incorrect information entered into the service, shared or lost passwords, events outside its reasonable control (including internet, power or third-party hosting failures), or use that does not follow these terms.
- Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited or excluded under the law of England and Wales.
- Parents and carers who use the service as consumers keep all their rights under the Consumer Rights Act 2015.
- The commercial terms between the school and the provider, including service levels and any limit of liability, are set out in [the service agreement dated …].
8. Data protection
How personal information is used is explained in the privacy notice. The school is the data controller and the provider acts as its data processor under a written agreement meeting UK GDPR Article 28. Questions about data should go to [Data Protection Lead email]. You can also contact the Information Commissioner's Office on 0303 123 1113 or at ico.org.uk.
9. Changes and governing law
These terms may be updated. The version and date at the top show when they last changed. They are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.
Contact: [school office email / telephone]