School Partnership Terms

These School Partnership Terms (the Terms) apply between Bright Minds Tutoring Hub (Bright Minds, we, us) and every school that uses the Bright Minds School Portal (the School). They apply together with the School's agreed quotation, our Privacy Policy, Data Protection Policy, Safeguarding Standards and Online Use Policy. If the quotation and these Terms differ, the signed quotation applies for that point only.

The School accepts these Terms when its School Account Manager accepts the quotation, makes the first membership payment or first uses the School Portal, whichever happens first. The person accepting confirms that they have the authority of the School's head teacher, board or proprietor to do so.

School Account Manager means the main school account set up by Bright Minds for the School, which manages teachers, pupils, the School Diary, the SEND register and membership.

School Users means the School Account Manager, approved school teachers and pupils registered with the School.

School Data means personal data and content that the School or School Users enter into the School Portal, including pupil names, year groups, classes, marks, attendance, reports, SEND profiles, guardian email addresses and uploaded files.

Membership means the paid School Portal subscription for the period, teacher accounts and pupil places set out in the quotation.

3.1 What is included

The Membership gives the School the tools listed in its quotation, which may include teacher and pupil accounts, classes and class codes, homework, activities and quizzes, automatic marking, registers, reports, the School Diary, the SEND register, parent record links and Bright Minds learning resources.

3.2 Allowances

The number of teacher accounts and pupil places is set in the quotation. The School Portal will not create accounts beyond these numbers. More places need an updated quotation and payment.

3.3 Availability

We take reasonable care to keep the School Portal available and working, but we do not promise that it will be uninterrupted or free of errors. We may carry out maintenance, ideally outside school hours, and we will give notice of planned work where we can.

3.4 Learning resources

Bright Minds practice papers, worksheets, quizzes and revision notes are our own original materials written in the style of the relevant curriculum. They are not official Examinations Council of Zambia or Cambridge papers and do not guarantee any examination result.

3.5 Changes to the service

We may improve or change features. We will not remove a core feature listed in the School's quotation during a paid Membership period without agreeing a fair alternative or a pro rata credit.

4.1 Price

The Membership fee is the amount in the School's quotation, in Zambian Kwacha, for the period stated. Fees include or exclude tax as shown on the quotation and invoice.

4.2 Access after confirmed payment

School tools and learning resources are released only after Bright Minds has received and confirmed payment. A payment reference or proof of payment sent by the School does not on its own switch on access.

4.3 Accepted payment methods

The School pays by the methods shown in its School Account, such as bank transfer, mobile money or card. The School is responsible for its own bank and transfer charges.

4.4 Renewal and late payment

We will remind the School before its Membership ends. If renewal payment is not confirmed by the end date, school tools lock while log in and billing stay available, and no School Data is deleted during the grace period in clause 7.9.

4.5 Price changes

We may change the price for a new Membership period by giving at least 30 days' written notice before renewal. Prices do not change during a paid period.

4.6 Refunds

Membership fees are not refundable once access has been released, except where Bright Minds has failed to provide the service as agreed, or where the law requires a refund. Refund requests follow our Refund Policy and are decided by Bright Minds management.

The School will give us accurate information, keep its contact and billing details up to date, and tell us promptly about any change of School Account Manager.

The School will approve teacher accounts only for genuine members of its staff, remove teachers and pupils who leave, and keep its school code, class codes and log in details confidential.

The School is responsible for having a lawful basis for the School Data it enters, for telling pupils and parents or guardians how their data is used, and for obtaining consent where the law or its own policies require it, especially for pupils under 16 and for SEND and health information.

The School will make sure School Users follow our Online Use Policy, do not share accounts, and do not upload unlawful, harmful, copyrighted or offensive material, including real examination papers that the School does not have the right to share.

The School keeps its own legal duties for the care, supervision and safeguarding of its pupils, including its own safeguarding policy and Designated Safeguarding Lead. The School Portal supports these duties but does not replace them.

We will provide the service described in the quotation with reasonable skill and care, keep School Data confidential, and use it only to provide and improve the School Portal for the School.

We will answer school support enquiries sent to schoolsupport@brightmindstutoringhub.com, normally within one working day (Monday to Friday, Zambia time).

We will keep safeguarding at the centre of the service. Lesson chat, whiteboards and video are used only for teaching, there is no direct private messaging between parents and tutors, and safeguarding concerns raised with us are passed to our Designated Safeguarding Lead without delay.

7.1 The law we follow

Both parties will comply with the Data Protection Act No. 3 of 2021 of the Republic of Zambia, its regulations and any other data protection law that applies to them.

7.2 Who is responsible for what

For School Data, the School is the data controller and Bright Minds is the data processor. For our own account, billing, support and safety records, Bright Minds is the data controller. Each party is responsible for its own registration with the Office of the Data Protection Commissioner where the law requires it.

7.3 Processing on the School's instructions

We process School Data only to provide the School Portal, on the School's documented instructions (these Terms, the quotation and the School's use of the School Portal), unless the law requires otherwise. We will tell the School if we believe an instruction breaks the law.

7.4 Sensitive and children's data

Pupil records, SEND profiles and health information are treated as sensitive. They are visible only to the School Account Manager and the School's approved teachers who need them, never to other schools, pupils or tutors outside the School. SEND details are recorded to help teachers support pupils, not to label or diagnose them.

7.5 Our staff and service providers

Only Bright Minds staff who need access for support, safeguarding or security may view School Data, and they are bound by confidentiality. We use trusted service providers for hosting, storage, email and payments. They process data only for us and under written terms that protect it. We will tell the School before adding a new type of provider that handles School Data.

7.6 Data outside Zambia

Some providers may store or process data outside Zambia. Where they do, we use providers with appropriate safeguards and comply with the transfer rules in the Data Protection Act.

7.7 Rights requests

If a pupil, parent or guardian asks us to see, correct or delete School Data, we will pass the request to the School and help it respond within the legal time limits.

7.8 Personal data breaches

If we become aware of a breach affecting School Data, we will tell the School without undue delay, explain what happened and what we are doing, and help the School meet its own duties to notify the Data Protection Commissioner and the people affected.

7.9 Keeping and deleting data

We keep School Data while the Membership is active. When a Membership ends, School Data is kept for 90 days so the School can renew or ask for an export of its records. After that it is deleted or anonymised, except records we must keep by law, such as financial and safeguarding records.

8.1 What we do

We protect the School Portal with measures that suit the sensitivity of school and children's data. These include encrypted connections, password rules, permission checks in our database so each person sees only what their role allows, private file storage with short lived links, and regular reviews of security findings. We follow the cyber security law of Zambia that applies to us, including the Cyber Security Act No. 3 of 2025.

8.2 What the School does

The School will make sure School Users choose strong passwords, keep log in details private, sign out on shared devices, and tell us straight away at schoolsupport@brightmindstutoringhub.com if they suspect an account has been misused. The School will not try to test, bypass or overload the School Portal's security.

The School owns the School Data and its own teaching content. The School gives Bright Minds permission to store, display and process it only to provide the School Portal.

Bright Minds owns the School Portal, our brand and our learning resources. During the Membership, the School and its School Users may use them for the School's own teaching and learning. They may not sell, publish or share them outside the School.

Shared library. When a School User uploads a resource to My library or shares a quiz with a class, the School gives Bright Minds a free, worldwide and non exclusive licence to store, adapt and share that resource with teachers at other Bright Minds partner schools, for teaching and learning. The School keeps ownership of its own work. School Users must only upload work they created or have permission to share, and must never include pupils' names or personal details. A teacher can remove their own upload at any time, and Bright Minds can remove anything that breaks these Terms.

Neither party will use the other's name, logo or badge in advertising, social media or press material without written permission. Bright Minds will not publish testimonials, results or case studies about the School unless the School has agreed in writing and the information is accurate.

Neither party will make false or misleading statements about the other, the partnership or examination outcomes.

Bright Minds may suspend accounts or features straight away, and tell the School why, where there is a risk to a child's safety, a serious breach of these Terms, unlawful use, or conduct that could seriously damage the trust of families and schools in Bright Minds.

Each party will keep the other's confidential information, including prices, School Data and business plans, private and use it only for the partnership. This does not apply to information that is already public, or that must be shared by law, by a court or to protect a child from harm.

The School may choose not to renew at the end of any Membership period. Either party may end the partnership by written notice if the other seriously breaks these Terms and does not put it right within 30 days of being asked.

When the partnership ends, access to school tools stops, clause 7.9 applies to School Data, and any fees already due must still be paid.

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for anything that cannot be limited by law.

Otherwise, Bright Minds is not liable for indirect or consequential losses, such as loss of profit or reputation, and our total liability to the School in any Membership year is limited to the Membership fees the School paid for that year.

Bright Minds is not responsible for the accuracy of School Data entered by the School, or for decisions the School makes using reports, marks or the SEND register.

Neither party is responsible for delays or failures caused by events outside its reasonable control, such as national power outages or load shedding, internet or mobile network failures, natural disasters, public health emergencies or government action. The affected party will tell the other and work to restore the service as soon as possible.

We may update these Terms to reflect changes in the law or the service. We will give the School Account Manager at least 30 days' notice of any change that materially affects the School, except where a change is needed sooner to meet the law or to keep children safe. Changes do not apply to a paid period unless the School agrees, or the law requires it.

These Terms are governed by the laws of the Republic of Zambia.

If a dispute arises, both parties will first try to settle it in good faith by discussion between the School's head teacher and Bright Minds management within 30 days. If that does not work, either party may refer it to mediation, and then to the courts of Zambia.

School support, data protection and security questions: schoolsupport@brightmindstutoringhub.com.

Safeguarding concerns: choose "Safeguarding concern" on the School Portal contact form to reach our Designated Safeguarding Lead. If a child is in immediate danger, call Zambia Police on 999 or Childline Zambia on 116.

The School or any person may also complain to the Office of the Data Protection Commissioner of Zambia.