1. Who these terms are between
These terms form an agreement between Learner Lead Technologies Private Limited, whose registered details appear at the foot of this page, and the institution that subscribes to the platform. Throughout this document “we” and “us” mean Learner Lead, and “you” and “the Institution” mean the school, college or trust named on the order form.
The Institution’s principals, teachers, office staff, parents and students receive access through the Institution. They are Authorised Users under this agreement rather than parties to it. If you are a parent or a student reading this, your relationship is with your institution, and questions about your records should go to the school office first.
Where an order form, a signed agreement or a data-processing agreement between us says something different from this document, that document takes precedence for the subject it covers.
2. What we provide
We provide access to the Learner Lead platform: a multi-tenant school management system covering admissions, student records, academics, timetabling, attendance, examinations and grading, fees and finance, staff and payroll, transport, hostel, library, inventory, communication, and reporting.
Modules are enabled per institution according to the subscription tier on your order form. A module you have not subscribed to is not available, and we will tell you which tier a module requires before you buy it rather than after.
The platform is delivered as software as a service. We host it, operate it, patch it and improve it. You do not receive a copy of the software, source code or database, and nothing in this agreement transfers ownership of the platform to you.
2.1 Changes to the platform
We will keep improving the platform, which means screens change and features are added. We will not remove a material feature you are actively using without giving you reasonable notice and, where the change is significant, a way to export the data that feature holds.
2.2 What is not included
Board affiliation, curriculum content, legal advice, accounting advice and hardware are not part of the service. Where the platform exports data for a third-party system, such as a Tally-compatible ledger file, we are responsible for producing a correct file and not for what the other system does with it.
3. Accounts and access
On subscribing, the Institution receives a School Admin account. That account creates and manages every other account at the Institution: principals, teachers, students and parents. We do not create user accounts on your behalf except where you ask us to in writing.
A single person may hold several role and school assignments on one login. A teacher at one of your schools who is also a parent at another signs in once and chooses which assignment to enter. Permissions are resolved for the assignment in use.
You are responsible for:
- keeping account credentials confidential, and telling us promptly if you believe an account has been compromised;
- ensuring each account belongs to one identifiable person, since shared logins make the audit trail meaningless;
- deactivating accounts for staff who leave and students who depart;
- the actions taken by your Authorised Users through the platform.
We may suspend an individual account immediately, and tell you afterwards, where we have reasonable grounds to believe it is being used to attack the platform or to reach another institution’s data.
4. Your data, and what we do with it
4.1 Ownership
Institution Data, meaning everything you and your Authorised Users put into the platform, remains yours. We claim no ownership of it and we do not sell it, rent it, or use it to train models.
4.2 Our role under data-protection law
Under the Digital Personal Data Protection Act, 2023, the Institution is the Data Fiduciary for the personal data of its students, guardians and staff. You decide what is collected and why. We are a Data Processor acting on your documented instructions. The DPDP notice and the privacy policy set out what this means in practice, including how consent, correction and erasure requests are handled.
You are responsible for having a lawful basis for the personal data you put into the platform, including the consent of a parent or lawful guardian where the law requires it for a child’s data.
4.3 What we do with it
We process Institution Data to deliver the service, to keep it secure, to provide support you have asked for, to meet a legal obligation, and to produce aggregate statistics that do not identify any institution or individual.
We do not access an individual account to look at your data except through a support session that you or your Authorised User has requested, or where we must in order to investigate a security incident or comply with a legal order. Support sessions require a stated reason, expire automatically, show the affected user a banner they cannot dismiss, and are recorded in an audit log you can read.
4.4 Getting your data out
At any time during the subscription, and for thirty days after it ends, you may request a complete export of your Institution Data in a machine-readable format. After that window we delete it in line with the retention schedule in the privacy policy, and deletion is not reversible.
5. Fees, invoices and taxes
5.1 Platform fees
Platform fees are charged per enrolled student, billed monthly or annually in advance as set out on your order form, in Indian rupees. Student headcount is taken from the register at a stated monthly cut-off date rather than estimated. Adding students mid-cycle is charged pro rata; the calculation rounds down, so rounding never runs in our favour.
Goods and services tax is added at the applicable rate. Invoices are GST-compliant and numbered sequentially within the financial year.
5.2 Add-ons
Usage-based add-ons, such as messaging credit packs and additional storage, are sold as prepaid packs. Credits are consumed oldest-first and expire on the date stated at purchase. Unused credits are not refundable in cash and do not carry over past expiry.
5.3 Late payment
If an invoice is not paid by its due date we will send reminders on a fixed schedule, and the final reminder will state the date on which access will be suspended. Suspension pauses access; it does not delete your data. We will restore access once the outstanding amount is settled.
5.4 Price changes
We may change prices for a renewal term by giving you at least sixty days’ notice before the term begins. Prices do not change inside a term you have already paid for.
6. Fees your institution collects from parents
This clause matters and is easy to misread, so it is stated separately.
The platform lets your institution collect school fees from parents online. Where the Institution configures its own payment-gateway account, those payments settle directly into the Institution’s own bank account. We never hold them. We are not a payment aggregator, a payment facilitator, or a party to the transaction between a parent and the Institution.
It follows that:
- setting fee amounts, due dates, concessions, fines and refund rules is the Institution’s decision;
- refunding a parent is the Institution’s obligation, not ours, and is carried out through the Institution’s own gateway account;
- disputes and chargebacks raised by a parent are between the parent, the Institution and the gateway;
- our own cancellation and refund policy covers platform subscription fees only, and is a separate document.
We are responsible for recording the transaction accurately, verifying the gateway’s confirmation server-side rather than trusting what a browser reports, generating the receipt, and keeping the audit trail.
7. Acceptable use
You agree not to, and not to permit any Authorised User to:
- attempt to reach data belonging to another institution, or to probe, scan or test the platform’s security without our written permission;
- upload malware, or content that is unlawful, defamatory, or infringes someone else’s rights;
- use the platform’s messaging features to send marketing unrelated to the Institution’s own activities;
- resell, sublicense or provide the platform to a third party as a service of your own;
- copy the platform, reverse-engineer it, or use it to build a competing product;
- circumvent rate limits, module gating or usage metering;
- put special-category personal data into the platform beyond what the Institution genuinely needs for its educational and statutory purposes.
Security researchers acting in good faith should read the vulnerability-reporting section of our security page before testing anything, and must never test against a live institution’s data.
8. Availability and support
We target 99.9% monthly availability for the platform, measured excluding scheduled maintenance and events outside our reasonable control. We will give advance notice of scheduled maintenance and will schedule it outside Indian school hours where we can.
Availability targets in this clause are commitments about how we operate the service. Any service credit or remedy tied to them exists only if your order form says so.
Support is provided over email to the Institution’s nominated administrators, in English, on business days. Parents and students should contact their institution rather than us.
9. Intellectual property
We own the platform, its software, design, documentation and brand, along with any improvements we make, including improvements suggested by you. You own Institution Data and your own trademarks and logos.
You grant us a limited licence to host, copy, transmit, display and process Institution Data for as long as necessary to provide the service, and to display your name and logo inside your own tenant. We will not use your name or logo publicly as a customer reference without your written permission.
If you send us feedback or a feature request, we may use it without obligation or payment. We will not treat that feedback as your confidential information unless you tell us it is.
10. Confidentiality
Each party will keep the other’s confidential information confidential, use it only for this agreement, and protect it with at least the care it applies to its own. This does not cover information that is already public, was already known without a duty of confidence, or is independently developed. Where a law or a court requires disclosure, the disclosing party will give the other notice where it is lawfully able to.
11. Warranties and disclaimers
We warrant that we will provide the platform with reasonable skill and care, and in line with the security measures described in our security documentation.
Beyond that, and to the extent the law allows, the platform is provided as it is. We do not warrant that it will be uninterrupted or error-free, that it will meet a requirement we have not agreed in writing, or that it satisfies a regulatory obligation that is yours to meet. Board affiliation, statutory returns and audit obligations remain the Institution’s responsibility, and a report the platform generates is a tool for meeting them rather than a guarantee that they are met.
12. Limitation of liability
Neither party excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.
Subject to that, and to the extent the law allows:
- neither party is liable for indirect or consequential loss, loss of profit, loss of goodwill, or loss of anticipated savings;
- our total aggregate liability arising out of or in connection with this agreement is limited to the platform fees you paid us in the twelve months immediately before the event giving rise to the claim.
The cap does not apply to your obligation to pay fees properly due, or to either party’s breach of the confidentiality clause.
13. Indemnity
You will indemnify us against claims brought by a third party arising from Institution Data that you had no right to process, or from use of the platform by your Authorised Users in breach of clause 7. We will indemnify you against a third-party claim that the platform, used as agreed, infringes that party’s intellectual property rights in India.
In each case the indemnified party must notify the other promptly, allow the other to conduct the defence, and give reasonable assistance.
14. Term, suspension and termination
The agreement runs for the subscription term on your order form and renews for successive terms of the same length unless either party gives notice not to renew at least thirty days before the term ends.
Either party may terminate for material breach if the breach is not remedied within thirty days of written notice. We may suspend access for non-payment under clause 5.3, or immediately where continued access poses a serious security risk to the platform or to another institution.
On termination:
- your access ends at the end of the paid term, or immediately on termination for material breach;
- you may export Institution Data during the thirty days that follow;
- we delete Institution Data after that window, other than what we must retain to meet a legal obligation, and backups age out on their normal cycle;
- fees already invoiced for the term remain payable, and clauses on confidentiality, intellectual property, liability and governing law survive.
15. Changes to these terms
We may update these terms. For a change that materially reduces your rights or increases your obligations, we will give at least thirty days’ notice to the Institution’s nominated administrators before it takes effect, and you may terminate without penalty before that date if you do not accept it. Every version carries the effective date shown at the top of this page.
16. General
Force majeure. Neither party is liable for a failure caused by an event outside its reasonable control, provided it tells the other and works to resume performance.
Assignment. Neither party may assign this agreement without the other’s written consent, except to a successor of substantially the whole of its business.
Subcontracting. We may use sub-processors to deliver the service. The current list is published and maintained on our sub-processors page, and we remain responsible for their performance.
Entire agreement. This document, your order form and any data-processing agreement between us are the whole agreement, and replace anything said or written beforehand.
Severance. If a clause is unenforceable, the rest continues in force.
No waiver. Not enforcing a right on one occasion does not waive it.
Notices. Notices to us go to the legal address at the foot of this page. Notices to you go to the administrator contacts on your account.
17. Governing law
This agreement is governed by the laws of India. The courts having jurisdiction over our registered office, whose address appears at the foot of this page, have exclusive jurisdiction, save that either party may seek urgent injunctive relief in any competent court.