TERMS AND CONDITIONS FOR USING SCHOOLMASTER ZM.

1. Introduction Welcome to SchoolMaster ZM ("the System"), a proprietary school management platform designed to facilitate administrative, academic, and communication processes within educational institutions. By accessing, registering, or using the System in any manner, you acknowledge that you have read, understood, and agreed to be legally bound by these Terms and Conditions, as well as any applicable policies referenced herein.

These Terms and Conditions constitute a legally binding agreement between you (the "User") and the School that implements the System. If you do not agree with any provision of these Terms and Conditions, you must refrain from using the System immediately.

2. Definitions For the purposes of this agreement, the following terms shall have the meanings set forth below:

• "User" refers to any individual or entity that accesses, registers, or uses the System, including but not limited to school administrators, teachers, parents, students, and staff.
• "School" refers to the educational institution that implements and operates the System.
• "Personal Data" refers to any information relating to an identified or identifiable natural person, including but not limited to names, contact details, student records, employment details, identification numbers, and any other data processed within the System.
• "System Provider" refers to the entity responsible for developing, hosting, and maintaining the System.
• "Applicable Data Protection Laws" refer to any laws, regulations, or legal provisions governing the collection, processing, storage, and protection of Personal Data, including but not limited to the General Data Protection Regulation (GDPR), Data Protection Act, and any other relevant legislation applicable in the jurisdiction of the School.

3. Purpose and Scope The System is designed solely for educational and administrative purposes. It enables Schools to manage student records, attendance, communication, billing, and other institutional operations efficiently. Users acknowledge and agree that:

• The System shall be used exclusively for legitimate educational and administrative functions;
• Any misuse, unauthorized access, or fraudulent activity related to the System is strictly prohibited;
• The School reserves the right to monitor usage, investigate any breaches, and take necessary corrective actions, including but not limited to restricting or terminating access to the System.

4. User Responsibilities By using the System, Users agree to:

• Provide truthful, accurate, and up-to-date information during registration and while using the System;
• Maintain the confidentiality of their login credentials and report any unauthorized access or security breaches immediately;
• Refrain from sharing access credentials with unauthorized individuals;
• Ensure that any data entered into the System complies with applicable laws and does not infringe on the rights of any third party;
• Use the System in accordance with School policies, academic guidelines, and all applicable legal provisions.

Users further acknowledge that any violation of these obligations may result in legal consequences, including civil liability, disciplinary action by the School, or criminal prosecution under applicable laws.

5. Data Collection, Processing, and Usage The System collects, processes, and stores Personal Data for the purpose of facilitating school administration and educational functions. Users expressly consent to the collection and use of their Personal Data as described in this section.

• The types of Personal Data collected include, but are not limited to, names, addresses, contact details, academic records, employment details, medical records (where necessary for student welfare), and payment details.
• The School shall process Personal Data solely for educational and administrative purposes and shall not use it for marketing, commercial, or unlawful activities.
• Personal Data may be used for:
  • Student admissions, enrollment, and academic records management;
  • Attendance monitoring and disciplinary tracking;
  • Communication between parents, students, and school staff;
  • Processing fees, invoices, and payments;
  • Staff and employment management.
• The School commits to implementing appropriate security measures to prevent unauthorized access, disclosure, alteration, or destruction of Personal Data.

6. Data Protection and Confidentiality

• The School shall adhere to Applicable Data Protection Laws to ensure that Personal Data is collected, stored, and processed in a secure and lawful manner.
• Personal Data shall not be shared with third parties except:
  • When required by law or regulatory authorities;
  • With explicit written consent of the data subject (or their legal guardian in the case of minors);
  • When necessary for the operation of the System, such as integrating with payment gateways, third-party authentication services, or external service providers contractually bound by confidentiality agreements.
• The School shall employ encryption, access control measures, and industry-standard data security practices to safeguard Personal Data from unauthorized access or breaches.

7. Data Retention and Deletion Policy

• Personal Data shall be retained only for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws.
• Upon graduation, withdrawal, or termination of employment, the School may retain academic and administrative records for archival and compliance purposes, in accordance with applicable regulations.
• Users may request the deletion of their Personal Data by submitting a formal request to the School’s Data Protection Officer. However, certain records may be retained for legal, financial, or institutional reporting purposes.

8. User Access and Security Measures

• Users are responsible for maintaining the security of their accounts and ensuring that login credentials are not shared or disclosed to unauthorized parties.
• Any suspected unauthorized access must be reported to the School’s IT administrator immediately.
• The School reserves the right to implement multi-factor authentication, access controls, and audit logs to monitor and enhance security within the System.

9. Acceptance of Terms by Parents and Guardians By completing and submitting the enrollment form online, parents or guardians acknowledge and accept these Terms and Conditions in full. The act of enrollment constitutes explicit consent to the processing of Personal Data as described herein. If a parent or guardian does not agree with these Terms, they must refrain from submitting the enrollment form and contact the School for alternative enrollment procedures.

10. Amendments and Updates

• These Terms and Conditions may be revised from time to time to reflect legal, technological, or institutional changes.
• Users will be notified of any material changes, and continued use of the System after such updates constitutes acceptance of the revised Terms.

11. Governing Law and Dispute Resolution

• These Terms and Conditions shall be governed and construed in accordance with the laws of the jurisdiction in which the School operates.
• Any disputes shall first be resolved through internal mediation within the School before seeking legal recourse through the appropriate courts.

12. Contact Information For inquiries, concerns, or requests related to these Terms and Conditions, please contact the School’s administration or designated Data Protection Officer.

By using SchoolMaster ZM, you acknowledge and agree to abide by these Terms and Conditions. If you do not agree, you must discontinue use of the System immediately.