Terms of Service

1. The service

CampusMosaic is software for running a weekend, community or supplementary school: students and families, classes and enrolment, attendance, memorisation and lesson progress, grades, a parent portal, announcements, fees and invoices, and card payments where the school chooses to take them. We build it, host it and keep it running, and you use it to run your school. Using CampusMosaic means agreeing to these terms.

2. Accounts

The person who creates a school becomes its first administrator. Everyone else gets in by invitation from that school — teachers, other administrators, parents, and older students if the school chooses to give them their own sign-in. Invitations are single-use and can be withdrawn.

CampusMosaic does not set an age rule for having an account. Your school decides who is given one, and it is your school's judgement whether a particular student should have their own sign-in rather than being reached through a guardian.

Keep your password to yourself and tell us if you think an account has been reached by someone who should not have it. You are responsible for what is done from your account.

3. What your school is responsible for

Your school decides what it records about its students and families, why it needs that information, who at the school may see it, and what permissions or consents it needs from families before recording it. Those are your school's decisions to make and ours to support, not the other way round — we do not review what a school enters, and we do not ask families for consent on a school's behalf.

Your school is also responsible for keeping its own account list current: removing staff who have left, and not sharing sign-ins.

None of this reduces what we are responsible for. We are responsible for the service working as described, for handling your school's information as our Privacy Policy says we will, and for the safeguards described on the security page.

4. Acceptable use

Do not use CampusMosaic to:

• •break the law, or help someone else to
• •reach a school, an account or a record you have not been given access to, or work around the checks that stop you
• •upload malware, or deliberately interfere with the service or with other schools using it
• •impersonate someone else, at your school or at ours

If you find a security problem, tell us before you tell anyone else. We will work with you and we will not threaten someone who reports a problem in good faith.

5. Plans and pricing

CampusMosaic is sold per school, not per teacher or per parent, and every plan includes unlimited staff and parent accounts. There is one paid plan; where it appears twice below, those are enrolment bands of the same plan with the same features, not separate products. The current plans are:

CampusMosaic School — $39 per month, or $390 paid once a year

Up to 100 active students. Paying annually works out at $32.50 a month, $78 less over a year than paying monthly.

CampusMosaic School — $59 per month, or $590 paid once a year

101–250 active students. Paying annually works out at $49.17 a month, $118 less over a year than paying monthly.

CampusMosaic School — $99 per month, or $990 paid once a year

251–500 active students. Paying annually works out at $82.50 a month, $198 less over a year than paying monthly.

Each standard plan includes a stated maximum number of active students. Students count once each, however many classes they are in; a student marked inactive stops counting. Your school may keep using the plan it bought while its active students stay at or below that limit. Current prices are always on the pricing page.

Going over your limit. To have more active students than your plan allows, a School Administrator must approve an upgrade. We show the new plan, its price and the amount due that day before anything is charged, and we never upgrade a school on our own. An upgrade may include a prorated charge for the rest of the current billing period. Your renewal date stays the same, and the new plan's price applies from then on.

Fewer students. A drop in your number of active students does not change your plan or its price.

More than 500 active students. A larger school needs a written price from us (talk to us); until then, no more students can be made active, and nobody already enrolled is affected.

We may change our prices. A change never applies to a term you have already paid for. For a school with a continuously active paid CampusMosaic subscription, its contracted subscription rate remains in place while that paid subscription remains continuous, including when it moves between monthly and annual billing. That rate is the price of the plan the school is on, which changes only by an upgrade a School Administrator approves, as described above. If the paid subscription ends and the school later subscribes again, the then-current price may apply.

6. The free trial

A new school starts with a free trial of CampusMosaic lasting 30 days, counted from when the school's first administrator first signs in. The trial includes the whole product and needs no payment details. We may decline to start more than one free trial for the same person.

When a trial ends, nothing is charged and no subscription starts on its own. A paid subscription begins only when one of the school's administrators chooses a plan and subscribes, and it is billed from then.

If a trial ends without a plan, the school's pages stop being available to its staff and families until a plan is chosen. Administrators can still sign in to choose a plan, download the school's data or contact us. Ending a trial does not delete the school's data.

If a paid subscription lapses, CampusMosaic stops the actions that would grow the school, such as adding students or staff, until it is put right. It does not delete students, deactivate them, or hide what you have already entered — taking a register, entering grades and reading records keep working.

7. Billing

Subscriptions are paid in advance through Stripe, monthly or annually, and renew automatically until you cancel. Card details are handled by Stripe; we never see them. If a payment fails we will try again and tell you, and after a short grace period the school is treated as lapsed — which, as above, limits what can be added rather than removing what exists.

Prices are exclusive of any sales tax, VAT or similar charge that applies where your school is.

8. Cancelling

You can cancel at any time, from the billing screen in your own school. There is no notice period, no cancellation fee and no contract to see out.

Cancelling stops the next renewal. Your school keeps full access until the end of the period it has already paid for — the end of the month on a monthly plan, the end of the year on an annual one. It is not a refund of the time remaining, and we do not pro-rate. Your school's records are not deleted when a subscription ends.

9. The 30-day annual guarantee

If your school buys an annual subscription for the first time and decides within 30 days that CampusMosaic is not right for you, write to us and we will refund that charge in full.

It applies to a school's first annual purchase, not to later renewals, and it covers what your school paid CampusMosaic — not the processing fees charged on tuition payments families made to your school, which are not ours to return. Refunds are processed by a person rather than by a button in the app, so allow a few working days for the money to appear.

10. Help moving your records in

We help every school bring its existing lists across, on every plan, at no charge. In practice that means the spreadsheets and exports a school already keeps — families, students, staff, classes, enrolments and current balances — imported through the Migration Centre with you reviewing what will be created before anything is saved.

It is not a promise to extract data from any particular third-party system we have never seen, and it is not a conversion of years of historical attendance, grades or accounting records into CampusMosaic's shape. If you are unsure whether what you have will come across, send it to us before you commit to anything and we will tell you honestly.

11. Tuition your school collects

This is separate from what your school pays us, and the difference matters. Your school's subscription is money paid to CampusMosaic. Tuition and fees are money paid by families to your school.

If your school switches on card payments, it connects its own Stripe account and families' money settles into that account. CampusMosaic takes no cut of tuition. Stripe's own processing fees and its agreement with your school apply to those payments.

Your school remains the provider of its own educational services, and its arrangements with its families — what it charges, what it refunds, what it promises — are between the school and those families. Supplying the software your school uses to invoice does not make us a party to them.

12. Availability

We work to keep CampusMosaic available and we would rather tell you when something is wrong than let you find out on a Saturday morning. We do not offer a guaranteed uptime figure or a service-level agreement, and it would be dishonest to publish one we are not yet set up to stand behind. Occasionally we need to take the service down for maintenance, and we will keep that off weekend mornings wherever we can.

13. Your school's records

The records your school uploads and creates in CampusMosaic are your school's. Using CampusMosaic does not transfer ownership of them to us, and it does not give us rights to use them for anything beyond running the service for you — hosting, processing, backing up, displaying them to the people your school has authorised, and helping you when you ask.

An administrator can download every record the school holds, at any time, from School settings → Export your data. It arrives as ordinary spreadsheet files with your photographs alongside them. You do not need our permission, our help, or a reason. Leaving CampusMosaic is not something you have to ask us to arrange.

Deletion is subject to the backup timing explained in the Privacy Policy.

14. Closing your school account

Your school can stop using CampusMosaic whenever it likes, and can do it itself, from School settings → Close this school. We ask you to take your export first and to type your school's name to confirm.

Closing the school stops everyone at that school from signing in, and sets the subscription to end at the close of the period you have already paid for. It is not a mid-period cancellation and it is not a refund — the time you bought remains yours, you simply will not be charged again. Tuition your school has charged its own families is unaffected: that money is between your school and them, and we neither cancel nor refund any of it.

Nothing is deleted for thirty days. Write to us inside that window and we will reopen the school exactly as it was. After it, the school's records are permanently deleted, as described in the Privacy Policy.

We may suspend or close an account that breaks the acceptable-use section above, that is being used to harm other schools using the service, or where we are legally required to. Except where the law prevents it, we will tell you why and give you a reasonable chance to get your records out.

15. Changes to these terms

When these terms change we update the effective date at the top. If a change materially affects your school's rights or what it pays, we will email school administrators before it takes effect, and continuing to use CampusMosaic after that is how the new terms are accepted. If you do not accept them, cancel.