The terms on which schools use ClassDrop

1. Who these terms are between

These terms are between Primary Coding League CIC ("we", "us"), a community interest company registered in England and Wales, company number 16512013, registered office Avenue Bernard, Brackley, NN13 6LN, VAT number 515121634, ICO registration ZC005345, and the school, academy trust or other organisation using ClassDrop ("you", "the school"). If you use ClassDrop on behalf of a school, you confirm you are authorised to agree to these terms for it.

ClassDrop is intended for use by schools and their staff. Pupils and parents use it because their school has chosen it and remains responsible for that use; they do not enter into a contract with us.

2. The two ways of using ClassDrop

2.1 The device build (free)

The app at classdrop.co.uk/app can be used without an account. Everything entered is stored in that browser on that device and nothing is sent to us. It is provided free, as is, for evaluation and for teachers who want to work on one device. Because there is no authentication and no backup, we advise against entering real pupil records, and in particular safeguarding records, into the device build. Sections 6 to 8 do not apply to it.

2.2 Hosted school account (subscription)

A hosted account gives a school one shared workspace on our servers in the United Kingdom: staff sign in with email, password and two-step verification; pupils sign in on class devices with a class code and PIN; parents follow their child with a code the school prints. Records and media sync between devices. The data processing agreement forms part of these terms for a hosted account.

3. Fees

• Fees are per school per year, banded by the number of pupils on roll, as published at classdrop.co.uk or on your order form. All fees are stated exclusive of VAT, which is charged at the applicable rate.
• The first year of a pilot subscription is £1 plus VAT. The order form states the price that applies from the second year, so there are no surprises at renewal.
• Schools that meet our published hardship criteria receive hosting free of charge, funded by the other schools, for as long as they qualify.
• Invoices are payable within 30 days by bank transfer. We do not take card details.
• Fees do not change during a subscription year. We will tell you about any change at least 60 days before your renewal date.

4. Term, renewal and ending

• A subscription runs for 12 months from the start date on the order form and renews for a further 12 months unless either side gives at least 30 days' written notice before the renewal date. Email to hello@classdrop.co.uk, or from us to the school's named contact, is written notice.
• You can end a subscription early at any time by deleting the school from within the app. Fees already paid are not refunded, except where we have ended the agreement under 4.4 or been unable to provide the service under section 9.
• We can end a subscription on 30 days' written notice if a school breaches section 5 and does not put it right within that notice, or if the school does not pay an invoice within 30 days of a reminder.
• We can end all subscriptions on at least 6 months' written notice if we stop providing ClassDrop. We will refund the unused part of any fees paid and give every school time and the means to export its data.
• When a subscription ends, the school can export everything from within the app before the end date. We keep the school's data for 90 days after the end date so that a school that renews late loses nothing, then delete it. A school can ask us to delete earlier.

5. Using ClassDrop responsibly

The school agrees to:

• keep staff sign-in details private, use two-step verification for staff accounts, and tell us promptly if an account may have been compromised;
• remove staff, pupils and parents from the school's ClassDrop records when they leave, and issue new parent codes if a code reaches the wrong person, so that our systems can withdraw their access;
• use ClassDrop only for the school's own educational purposes, and only with data it is entitled to process;
• not attempt to gain access to another school's data, to test or probe the service without our written agreement, or to load it with automated traffic;
• not upload material that is unlawful, or that infringes someone else's rights.

Content the school and its pupils put into ClassDrop remains theirs. We claim no rights in it and use it only to provide the service.

6. Data protection

For personal data a school enters into a hosted account, the school is the controller and we are its processor. The data processing agreement sets out what we do, where, for how long, and what happens if something goes wrong. Its main points: data is stored only in the United Kingdom; we act only on the school's instructions; we never sell, share, profile or reuse pupil data, including for product development or AI training; and we tell the school within 24 hours if we become aware of a personal data breach affecting its data.

Our privacy notice explains what the software does with personal data in enough detail for a school's data protection impact assessment, and we will provide our supplier pack on request.

7. Availability and support

• We aim for the hosted service to be available 99.5% of the time in any calendar month, excluding planned maintenance, which we schedule outside school hours and announce at least 48 hours in advance. If availability falls below 99% in a month because of something within our control, the school can claim a credit of 10% of that month's share of the annual fee.
• Support is by email to hello@classdrop.co.uk. We respond within one working day during term time, and treat anything that stops a school working, or that might involve pupil data, as urgent.
• The app works on current versions of Safari, Chrome, Edge and Firefox on iPads, Chromebooks, Windows and Mac computers. We test on the devices primary schools actually have.
• Because the app keeps a working copy on each device, most things continue to work during a short outage and sync when the service returns.

8. Changes to the service

We improve ClassDrop continuously and every school gets the same version. We will not remove a module a school relies on without at least 60 days' notice and a way to export what it holds. Any change that alters what personal data is processed, or introduces a new sub-processor, is handled under the data processing agreement, which gives the school notice and a right to object.

9. What we are responsible for, and what we are not

• We will provide ClassDrop with reasonable skill and care and in line with these terms and the data processing agreement.
• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Nothing limits our liability under the data processing agreement for breaches of data protection law that are our fault.
• Subject to that, our total liability to a school under these terms in any 12-month period is limited to the fees the school paid us for that period, or £1,000 if greater. We are not liable for indirect or consequential loss, or for loss of data the school could have avoided by using the export the app provides.
• The device build is provided free and as is: we are not liable for loss arising from its use beyond what the law does not allow us to exclude.
• We hold public liability insurance (£5,000,000), employers' liability insurance (£10,000,000) and professional indemnity insurance with Simply Business, and will provide the current certificate on request. We are increasing professional indemnity cover and adding cyber cover before the first hosted school goes live. confirm revised cover

10. General

• These terms, the order form and the data processing agreement are the whole agreement between us for ClassDrop. If they conflict, the data processing agreement wins on data protection matters and the order form on fees and dates.
• We may update these terms. We will give at least 30 days' notice of any change that is not simply clarification, and a school that does not accept a change can end its subscription at the renewal date without penalty.
• Neither side is responsible for failing to do something because of events outside its reasonable control, provided it tells the other side promptly and does what it reasonably can to recover.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

11. Contact

Primary Coding League CIC, Avenue Bernard, Brackley, NN13 6LN. hello@classdrop.co.uk. Data protection lead: Charlie Mackenzie, at the same address.

Items marked draft for review or confirm are being finalised before the first school signs. Treat them as open until then.