MySapienta

Terms of Service

MySapienta LTD
Effective Date: 17 April 2026

1. Introduction and Acceptance

These Terms of Service ("Terms") constitute a legally binding agreement between MySapienta LTD, a company registered in the Republic of Ghana ("MySapienta", "we", "us", or "our"), and the subscribing school or educational institution ("School", "you", or "Client"). These Terms govern access to and use of the MySapienta school management platform, including all associated features, modules, APIs, mobile applications, and support services (collectively, the "Platform").

By signing up, activating an account, or continuing to use the Platform, the School agrees to be bound by these Terms on behalf of itself and all Users it authorises to access the Platform. If you do not agree, you must not use the Platform.

2. Definitions

For the purposes of these Terms, the following definitions apply:

  • "Platform" means the MySapienta school management software, including web and mobile interfaces, APIs, integrations, and all related tools and services.
  • "School" or "Client" means the educational institution that has entered into a subscription agreement with MySapienta.
  • "Users" means all individuals who access the Platform under the School's account, including school administrators, teachers, support staff, parents, and guardians.
  • "Student Data" means any information relating to a student, including personal details, academic records, attendance, health notes, fee payment history, and any other data entered into the Platform.
  • "School Data" means all data uploaded to, processed through, or generated within the Platform by or on behalf of the School.
  • "Subscription" means the recurring fee-based access arrangement under which the School uses the Platform.
  • "Payment Processor" means the third-party financial service provider used to facilitate payment transactions on the Platform.
  • "Act 843" means the Ghana Data Protection Act 2012.
  • "DPC" means the Data Protection Commission of Ghana.

3. Eligibility and Authorisation

The Platform is intended for use by accredited, registered, or operating educational institutions in Ghana and internationally. By accepting these Terms, the School represents and warrants that:

  • It has full legal authority to enter into this agreement and bind its staff and, where applicable, parents and students to these Terms;
  • The individual accepting these Terms on behalf of the School is duly authorised to do so;
  • All information provided during registration is accurate, current, and complete;
  • It will promptly notify MySapienta of any changes to its registration information.

MySapienta reserves the right to refuse or terminate access for any institution that misrepresents its identity or authority.

4. Platform Services

MySapienta provides a cloud-based school management platform that may include, depending on the subscribed plan, the following features:

  • Student records management and enrolment
  • Academic results processing and report card generation
  • Attendance tracking and reporting
  • Fee management, invoicing, and collection (via Mobile Money, bank transfer, and card payments)
  • Parent and guardian communication via SMS and in-app notifications
  • Staff and teacher management
  • Academic timetabling
  • Bulk SMS messaging integration
  • Reporting and analytics dashboards

MySapienta reserves the right to add, modify, or discontinue features with reasonable notice to Clients. Material changes to core features will be communicated at least thirty (30) days in advance.

5. User Accounts and Access

5.1 Account Creation

The School is responsible for creating and managing all User accounts on the Platform. MySapienta grants the School a non-exclusive, non-transferable right to access and use the Platform solely for its own internal educational administration purposes.

5.2 School Responsibilities

The School accepts full responsibility for:

  • Ensuring that all Users are properly trained and authorised before being granted access;
  • Maintaining the confidentiality of all account credentials;
  • All activity that occurs under its account, whether or not authorised by the School;
  • Promptly revoking access for any User who leaves the School's employment or whose access is no longer required;
  • Obtaining all necessary consents from parents, guardians, and where relevant, students, before entering their data into the Platform.

5.3 Prohibited Conduct

The School and its Users must not:

  • Share login credentials across multiple individuals;
  • Attempt to access accounts or data belonging to other schools;
  • Use the Platform to store or transmit unlawful, defamatory, or harmful content;
  • Reverse engineer, decompile, or attempt to extract the Platform's source code;
  • Use automated tools (bots, scrapers) to access the Platform without MySapienta's written permission;
  • Resell or sublicense access to the Platform to any third party.

5.4 Session Security and Unauthorised Modifications

The School is solely responsible for ensuring that its administrators, teachers, and other Users do not leave the Platform signed in on unattended, shared, or otherwise unsecured devices, and do not permit any unauthorised person to view, enter, edit, or delete data through their accounts. Every action taken through an authenticated session — including the creation, modification, or deletion of School Data and Student Data — shall be deemed to have been performed by the School and the User whose credentials were used.

MySapienta shall not be liable for, and the School waives any claim against MySapienta arising from, any data change, deletion, inaccuracy, fraudulent entry, or loss that results from (a) a User leaving the Platform open or accessible on an unattended or unsecured device; (b) credential sharing, weak passwords, or failure to use available security features such as two-factor authentication; (c) the School's failure to promptly revoke access for departed or reassigned staff; or (d) any other failure by the School or its Users to maintain reasonable access controls over Platform sessions and devices.

6. Payment, Fees, and Billing

6.1 Subscription Fees

Access to the Platform is subject to payment of subscription fees as agreed in the School's subscription plan. Fees are payable in advance on a monthly or annual basis, as selected during onboarding.

6.2 Payment Methods

MySapienta accepts payments via Mobile Money (MTN MoMo, Telecel Cash, and other supported networks), bank transfer, and debit/credit card, all processed through our authorised third-party payment processor. By submitting a payment, the School authorises MySapienta to charge the selected payment method for all applicable fees.

6.3 Taxes

All fees are quoted exclusive of applicable taxes, including Ghana's Value Added Tax (VAT) where applicable. The School is responsible for all applicable taxes, levies, or duties imposed on the services it receives.

6.4 Late Payment and Suspension

If payment is not received within fourteen (14) days of the due date, MySapienta reserves the right to suspend access to the Platform. Data will be retained during the suspension period for up to sixty (60) days, after which MySapienta may permanently delete the account and associated data upon written notice.

6.5 Refund Policy

Subscription fees are non-refundable except where MySapienta has been unable to provide the Platform due to a fault on our part. Refund requests must be submitted to support@mysapienta.com within fourteen (14) days of the disputed charge.

7. Intellectual Property

7.1 MySapienta IP

MySapienta retains all intellectual property rights in and to the Platform, including its software, design, algorithms, user interfaces, documentation, and branding. These Terms do not transfer any ownership rights to the School.

7.2 School Data Ownership

The School retains full ownership of all School Data entered into the Platform, including Student Data. MySapienta does not claim any ownership over School Data. MySapienta processes School Data solely to provide and improve the Platform, subject to the Privacy Policy.

7.3 Feedback

If the School provides feedback, suggestions, or improvement ideas to MySapienta, the School grants MySapienta a royalty-free, irrevocable licence to use such feedback without restriction or obligation of compensation.

8. Third-Party Services and Integrations

The Platform integrates with or may rely on certain third-party services, including but not limited to:

  • Payment processors for MoMo, bank, and card transactions;
  • SMS gateway providers for bulk messaging;
  • Artificial intelligence service providers (including but not limited to OpenAI, Google, and Anthropic) for AI-powered features such as automated reporting, predictive analytics, and intelligent recommendations;
  • Google Analytics for usage analysis on the MySapienta public website (not within the Platform itself).

MySapienta is not responsible for the availability, accuracy, or conduct of third-party services. The School's use of any third-party service is subject to that provider's own terms and policies. MySapienta will notify Schools of any new third-party integrations that involve the processing of School Data.

9. Artificial Intelligence Features

MySapienta may implement AI-powered features from time to time, including use of models provided by third-party AI providers. Where AI features are used:

  • School Data submitted to AI features will be processed in accordance with the relevant AI provider's data processing terms and MySapienta's Privacy Policy;
  • AI-generated outputs (such as reports, suggestions, or analyses) are provided for informational purposes only and do not constitute professional advice;
  • The School is responsible for reviewing and validating any AI-generated content before relying on it for administrative or academic decisions;
  • MySapienta will not use Student Data to train third-party AI models without the School's explicit consent.

10. Confidentiality

Each party agrees to keep the other's confidential information strictly confidential and not to disclose it to any third party without prior written consent, except as required by applicable law or court order. MySapienta treats all School Data as confidential. The School must not share MySapienta's proprietary documentation, pricing, or technical materials with third parties.

11. Data Protection

MySapienta is committed to complying with the Ghana Data Protection Act 2012 (Act 843) and all applicable data protection laws. The School, as the data controller of Student Data and other personal data entered into the Platform, is responsible for ensuring a lawful basis for all data processing, including obtaining appropriate consents from parents and guardians where students are minors.

MySapienta acts as a data processor in respect of School Data and will process such data only on the School's documented instructions. Full details of data handling practices are set out in the MySapienta Privacy Policy, which forms part of these Terms and is incorporated herein by reference.

12. Warranties and Disclaimers

12.1 MySapienta Warranties

MySapienta warrants that: (a) it has the right to provide the Platform as described; (b) it will use commercially reasonable efforts to maintain Platform availability; and (c) it will implement appropriate technical and organisational security measures.

12.2 Disclaimers

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE FULLEST EXTENT PERMITTED BY GHANAIAN LAW, MYSAPIENTA DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. MYSAPIENTA DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

13. Limitation of Liability

To the fullest extent permitted by applicable law, MySapienta's total aggregate liability to the School for any claims arising under or in connection with these Terms shall not exceed the total fees paid by the School to MySapienta in the three (3) months immediately preceding the event giving rise to the claim.

MySapienta shall not be liable for any: (a) indirect, incidental, or consequential damages; (b) loss of data, profits, or business opportunities; (c) damages arising from the School's failure to maintain accurate records or proper backups; or (d) damages resulting from third-party service failures or interruptions beyond MySapienta's reasonable control.

14. Indemnification

The School agrees to indemnify, defend, and hold harmless MySapienta, its directors, employees, and agents from and against any claims, liabilities, damages, and expenses (including reasonable legal fees) arising out of: (a) the School's breach of these Terms; (b) the School's violation of any applicable law or regulation; (c) the School's misuse of the Platform; or (d) any claim by a student, parent, or staff member arising from the School's failure to obtain required consents.

15. Term and Termination

15.1 Term

These Terms take effect upon the School's acceptance and remain in force for the duration of the active subscription, renewing automatically unless cancelled.

15.2 Termination by School

The School may terminate its subscription at any time by providing thirty (30) days' written notice to support@mysapienta.com. Access will continue until the end of the then-current billing period. No pro-rated refunds will be issued for early termination.

15.3 Termination by MySapienta

MySapienta may suspend or terminate the School's access immediately if: (a) the School materially breaches these Terms and fails to remedy the breach within fourteen (14) days of notice; (b) the School becomes insolvent or enters receivership; or (c) continued access poses a legal, security, or reputational risk to MySapienta or other Clients.

15.4 Effect of Termination

Upon termination, the School's right to access the Platform ceases immediately. MySapienta will provide the School with a data export for a period of thirty (30) days following termination. After this period, MySapienta may permanently delete all School Data, subject to any legal retention obligations.

16. Force Majeure

MySapienta shall not be in breach of these Terms, nor liable for any failure or delay in performance, arising from circumstances beyond its reasonable control, including acts of God, internet infrastructure failures, power outages, government actions, civil disturbances, or telecommunications failures. MySapienta will notify the School promptly of any such event and use reasonable efforts to resume normal service.

17. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Republic of Ghana, including the Electronic Transactions Act 2008 (Act 772) and all other applicable legislation. Any dispute arising under these Terms shall first be referred to good-faith negotiation between the parties for a period of thirty (30) days. If unresolved, disputes shall be submitted to the exclusive jurisdiction of the courts of Ghana.

18. Amendments

MySapienta reserves the right to update these Terms from time to time. Material changes will be communicated via email to the School's registered contact address at least thirty (30) days before taking effect. Continued use of the Platform after the effective date of any amendment constitutes acceptance of the updated Terms. If the School does not agree to the updated Terms, it must terminate its subscription before the effective date.

19. General Provisions

  • Entire Agreement: These Terms and the Privacy Policy constitute the entire agreement between the parties with respect to the Platform.
  • Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force.
  • Waiver: Failure by MySapienta to enforce any right under these Terms shall not constitute a waiver of that right.
  • Assignment: The School may not assign its rights or obligations under these Terms without MySapienta's prior written consent.
  • Notices: All legal notices must be sent to MySapienta at Mankrah St, Haatso, Accra, Ghana, or by email to support@mysapienta.com.

MySapienta LTD | Mankrah St, Haatso, Accra, Ghana | support@mysapienta.com