EPASMART TERMS AND CONDITIONS

Effective Date: January 1, 2026

Welcome to Epasmart, a cloud-based school management system developed and operated by Epahubb Consult (“Epahubb,” “we,” “our,” or “us”). By accessing or using Epasmart, you agree to be bound by these Terms and Conditions. If you do not agree with these Terms, you should not use the platform.

1. Definitions

For the purpose of these Terms:

• Platform means the Epasmart School Management System and all related services.
• Customer means any school, educational institution, or organization that subscribes to Epasmart.
• “User” means any authorized administrator, teacher, accountant, staff member, student, parent, guardian, or other person accessing the Platform.
• “Account” means a registered account used to access the Platform.
• Content means all data, documents, files, records, messages, images, and information stored on the Platform.

2. Acceptance of Terms

By creating an account, signing a subscription agreement, or using Epasmart, you confirm the following:

• You have read and understood these Terms.
• You agree to comply with all applicable laws and regulations.
• You have the authority to bind your institution where applicable.

3. Eligibility

Epasmart is intended for educational institutions and their authorized users.

Schools are responsible for ensuring that only authorized users access the platform.

Students under the age of 18 should only access the platform under the authorization of their school or parent/guardian.

4. Services Provided

Epasmart provides various educational management services, including, but not limited to:

• Student Information Management
• Admissions
• Academic Records
• Attendance Management
• Examination Management
• Result Processing
• Report Cards
• Fee Management
• Accounting
• Parent Portal
• Student Portal
• Teacher Portal
• Staff Management
• Timetable Management
• Library Management
• Learning Management System (LMS)
• Online Assignments
• CBT Examinations
• Notifications
• Communication Tools
• Analytics and Reports

Additional features may be introduced without prior notice.

5. Account Registration

Each user is responsible for:

• Maintaining accurate account information.
• Keeping login credentials confidential.
• Preventing unauthorized access.
• Reporting any suspected security breach immediately.

Schools remain responsible for all activities performed using their institutional accounts.

6. User Responsibilities

Users agree not to:

• Use the platform for unlawful purposes.
• Upload malicious software.
• Attempt unauthorized access.
• Interfere with platform security.
• Share passwords with unauthorized persons.
• Modify or reverse engineer the platform.
• Use Epasmart to distribute spam or fraudulent information.

7. School Responsibilities

Each subscribing school agrees to:

• Provide accurate student information.
• Obtain all necessary parental consents where required.
• Ensure compliance with applicable data protection laws.
• Manage user permissions responsibly.
• Maintain the confidentiality of institutional accounts.

8. Subscription and Fees

Epasmart is offered on a subscription basis.

Subscription fees are payable according to the selected pricing plan.

Failure to pay subscription fees may result in:

• Suspension of services
• Restricted access
• Termination of the account after reasonable notice

Fees are non-refundable except where required by law or expressly agreed in writing.

9. Payment Terms

Payments may be made using approved payment methods.

Late payments may attract service suspension.

Taxes, levies, or statutory charges applicable in your jurisdiction remain the responsibility of the subscribing institution unless otherwise stated.

10. Intellectual Property

All intellectual property rights relating to Epasmart remain the exclusive property of Epahubb Consult.

Nothing in these Terms transfers ownership of:

• Software
• Source code
• Logos
• Designs
• Documentation
• Databases
• Trademarks

Customers receive a limited, non-exclusive, non-transferable license to use the Platform during an active subscription.

11. Customer Data

Schools retain ownership of all educational data uploaded to Epasmart.

Epahubb does not claim ownership of customer data.

Customers grant Epahubb permission to process data solely for providing the services.

12. Data Security

Epahubb implements reasonable administrative, physical, and technical safeguards to protect customer data.

However, no internet-based system is completely secure.

Users acknowledge that data transmission over the internet carries inherent risks.

13. Privacy

Use of Epasmart is also governed by our privacy policy.

By using the Platform, you consent to the collection and processing of personal information as described in the Privacy Policy.

14. System Availability

We strive to maintain high system availability.

However, we do not guarantee uninterrupted service.

Temporary downtime may occur because of:

• Maintenance
• System upgrades
• Network failures
• Third-party service interruptions
• Events beyond our reasonable control

15. Backups

Epahubb performs routine backups where reasonably practicable.

Customers are encouraged to maintain independent backups of critical records where appropriate.

16. Third-Party Services

Epasmart may integrate with third-party services, including payment gateways, messaging providers, cloud hosting providers, and communication platforms.

Epahubb is not responsible for interruptions or failures caused by third-party providers.

17. Acceptable Use

Users shall not:

• Upload illegal content.
• Violate intellectual property rights.
• Harass other users.
• Attempt hacking activities.
• Circumvent security mechanisms.
• Use automated tools to overload the platform.

Violation may result in immediate suspension.

18. Suspension and Termination

Epahubb may suspend or terminate accounts where

• These Terms are violated.
• Fraudulent activity is detected.
• Payment obligations remain outstanding.
• Required by law.

Schools may terminate their subscription by providing written notice in accordance with their subscription agreement.

19. Limitation of Liability

To the fullest extent permitted by law, Epahubb Consult shall not be liable for the following:

• Loss of profits
• Loss of revenue
• Loss of business opportunities
• Data loss caused by customer negligence
• Indirect, incidental, special, or consequential damages
• Service interruptions beyond our reasonable control

Our total liability arising from the use of Epasmart shall not exceed the subscription fees paid by the customer during the twelve (12) months immediately preceding the event giving rise to the claim.

20. Indemnification

The Customer agrees to indemnify and hold harmless Epahubb Consult, its directors, employees, contractors, and affiliates from any claims, damages, liabilities, costs, or expenses arising from:

• Misuse of the Platform
• Violation of these Terms
• Violation of applicable laws
• Infringement of third-party rights

21. Force Majeure

Epahubb shall not be liable for delays or failures caused by events beyond its reasonable control, including the following:

• Natural disasters
• War
• Civil unrest
• Government actions
• Internet outages
• Power failures
• Cyberattacks
• Pandemics

22. Modifications

We reserve the right to modify these Terms at any time.

Material changes will be communicated through the platform or other reasonable means.

Continued use of Epasmart constitutes acceptance of the revised Terms.

23. Governing Law

These Terms shall be governed by and interpreted in accordance with the laws of the Republic of Ghana.

Any dispute arising from these Terms shall be submitted to the competent courts of Ghana unless otherwise agreed by the parties.

24. Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

25. Entire Agreement

These Terms, together with the Privacy Policy and any applicable Subscription Agreement, constitute the entire agreement between Epahubb Consult and the Customer regarding the use of Epasmart.

26. Contact Information

For questions regarding these Terms and Conditions, please contact:

Epahubb Consult

Email: [email protected]

Website: https://epasmartgh.com

Business Hours: Monday to Friday, 7:30 AM – 5:00 PM (GMT)

Acknowledgement

By accessing or using Epasmart, you acknowledge that you have read, understood, and agreed to be bound by these Terms and Conditions.