Terms of Service

Last updated 15 October 2026

These terms apply to the use of SkoolBase by schools, their staff and the parents and guardians who use the parent portal. By registering a school or using SkoolBase, you agree to them.

1. The service

SkoolBase is an online school management platform that covers admissions, students, classes, timetables, homework, the school calendar, staff and employees (including staff attendance, leave and payroll), student attendance (including offline registers), examinations and report cards, year-end promotion, school fees, SMS messaging to guardians and a read-only parent portal. It is provided to schools on a subscription basis.

2. Accounts and security

• A school registers with the details of its administrator, who then invites staff. Each person must use their own account.
• Two-factor authentication is mandatory. Keep your password, authenticator device and recovery codes safe, and tell your administrator straight away if you think your account has been misused.
• Parent portal PINs are issued by the school and must not be shared outside the family.
• We may suspend an account or session to protect the platform or other users.

3. School responsibilities

• The school is responsible for the information it records and for having a lawful basis, including any notices or consents required, to record and use student, guardian, staff and employee information.
• The school keeps its records accurate and up to date, manages who has access and removes access for people who leave.
• The school confirms the grading scales it uses before relying on them. Built-in templates are starting points, not official WAEC grading.
• Payroll amounts, including statutory deductions such as SSNIT and PAYE, are entered by the school. SkoolBase does not calculate tax and does not pay salaries; the school checks payslips against current rates before issuing them.

4. Acceptable use

You must not:

• try to access another school's records or any account that is not yours;
• test, scan or interfere with the security of SkoolBase without our written permission;
• upload malicious code or content you have no right to use;
• use SkoolBase for unlawful purposes, or to harass, mislead or send unsolicited messages.

5. Subscriptions and payments

• New schools may receive a free trial. Its length is shown when you register.
• Subscriptions are billed monthly and paid one month at a time in Ghana cedis through Paystack. The monthly price is a base fee for the school plus a fee for each student the school has when it pays, as shown on the Pricing page and in the app at the time of payment. A payment counts only once Paystack has confirmed it.
• If a subscription expires, the school's records stay available to read, report on and export, but changes and SMS sending are paused until it is renewed.
• Refunds, if any, are handled as stated at the time of purchase or as required by law.

6. SMS messaging

• SMS is sent with the school's own approved Sender ID and prepaid SMS credits. Credits are deducted when messages are queued and returned automatically for messages the provider never accepts.
• Schools may only send messages to guardians and contacts with a genuine school purpose, and are responsible for the content they send.

7. Your data

Schools own the records they put into SkoolBase. We use them only to provide the service, as described in the Privacy Policy. Schools can export records using the reports and CSV export features.

8. Availability and changes

We work to keep SkoolBase available and secure, but the service may sometimes be interrupted for maintenance or by events outside our control. We may improve, change or remove features. When a change significantly affects schools we will tell them in advance where we reasonably can.

9. Suspension and ending

• We may suspend a school account for a serious or repeated breach of these terms, a security risk, or non-payment. Where possible we will give notice first.
• A school can stop using SkoolBase at any time. It should export the records it needs before it leaves.

10. Liability

SkoolBase is provided "as is". To the extent permitted by law, we are not liable for indirect or consequential losses, or for losses caused by inaccurate information entered by a school, by misuse of an account, or by third-party services such as payment or SMS providers. Nothing in these terms limits liability that cannot be limited under the law of Ghana.

11. Governing law

These terms are governed by the laws of the Republic of Ghana, and the courts of Ghana have jurisdiction over any dispute.

12. Changes to these terms

We may update these terms. The date at the top shows the latest version, and significant changes will be announced to schools in the app. Continuing to use SkoolBase after a change means accepting the updated terms.

Questions about these terms: school administrators can contact SkoolBase support. Parents and staff should contact their school.