Last updated: September 2026
|Welcome to TrackEDU. These Terms & Conditions ("Terms") govern your access to and use of the TrackEDU website and services, including TrackEDU House Points, the Teacher App, Student Portal, Behavior Tracker, TrackEDU Facilities, and TrackEDU Class Board (together, the "Platform"), provided by TrackEDU Ltd.
TrackEDU Ltd is a company registered in England and Wales (Company Number: 17216557) with its registered office at 128 City Road, London, United Kingdom, EC1V 2NX. We are registered with the Information Commissioner's Office (ICO) under reference ZC146923.
By accessing or using the Platform, creating a school, joining a school, using a pilot, or using a Teacher Starter account, you agree to these Terms and to our Privacy Policy.
2.1 School and staff users. TrackEDU is intended for use by schools, educational organisations, teachers, school administrators, counsellors, pastoral teams, and school leaders.
2.2 Authorised use. If you create a school account, start a school pilot, invite staff, upload student data, or configure school-wide settings, you confirm that you are authorised by your school or educational organisation to do so.
2.3 Teacher Starter use. Individual teachers may use the Teacher Starter option for one class, subject to these Terms. If you use TrackEDU within your school context, you are responsible for ensuring that your use is consistent with your school's policies.
2.4 Student access. Students do not create public user accounts. Students access the Student Portal using school-provided or teacher-provided access details, such as auto-generated ID tokens and class passcodes.
3.1 Staff accounts. Teachers, administrators, counsellors, and school leaders may create or access staff accounts using approved authentication methods, including Google sign-in where available.
3.2 Account responsibility. You are responsible for keeping your account secure and for ensuring that access credentials, class passcodes, and administrator permissions are not shared with unauthorised users.
3.3 Role-based access. TrackEDU uses role-based access. Different users may have different permissions depending on whether they are teachers, counsellors, administrators, or school leaders.
3.4 Access changes. Schools are responsible for updating or removing access when staff roles change, when staff leave the school, or when access is no longer appropriate.
4.1 30-day school pilot. TrackEDU may offer schools a 30-day pilot to test the Platform. The pilot is intended to help schools evaluate TrackEDU before making a longer-term commitment.
4.2 No credit card required. The 30-day pilot does not require a credit card. Access may be limited, extended, modified, or withdrawn where there is misuse, security concern, inactivity, or operational need.
4.3 Founding Schools Program. TrackEDU Ltd may select a limited number of Founding Schools to receive one year of full access with the licence fee waived, together with training and implementation support. Selection is at TrackEDU Ltd's discretion and may depend on school readiness, fit, implementation context, and feedback participation.
4.4 Teacher Starter. Individual educators may use the Teacher Starter option at no cost. This is designed for one teacher and one class, with limited functionality compared with a whole-school pilot or school-wide license deployment.
4.5 Annual School Licence. Following the free 30-day pilot, schools may continue with an annual licence priced according to student enrolment. The applicable annual price is shown in TrackEDU's current pricing calculator. Schools may pay securely by card inside TrackEDU or request an invoice.
You agree not to:
Students access the Student Portal using school-provided or teacher-provided access details. Students do not create independent public accounts, and TrackEDU does not require student email addresses or student passwords for standard platform use.
Students must use TrackEDU appropriately and in accordance with school rules. Schools are responsible for communicating expectations to students and supervising student use where appropriate.
Students cannot access administrative features, award points to themselves or others, change school settings, view behaviour incident records, or access data outside the permissions configured by the school.
Schools and authorised school users are responsible for:
TrackEDU includes a Behavior Tracker designed to support authorised school staff in recording incidents, reviewing patterns, managing follow-up actions, and supporting school pastoral and behaviour workflows.
8.1 School control. Behaviour data entered into TrackEDU is controlled by the school. TrackEDU Ltd processes this data to provide the Platform.
8.2 Professional judgement. TrackEDU does not replace professional judgement, safeguarding procedures, school policies, or legal obligations. Decisions about student support, discipline, intervention, or safeguarding remain the responsibility of the school.
8.3 Sensitive information. Schools should avoid entering unnecessary sensitive information into the behavior log unless they have a clear lawful basis, appropriate safeguards, and relevant internal approval.
House points, badges, streaks, leaderboards, rewards, and other gamification features are designed for motivational and educational purposes.
TrackEDU House Points does not use artificial intelligence or machine-learning services. Point awards, student records, house totals, leaderboards, rewards, activity history and related House Points functions are processed using standard application logic and are not submitted to Google Gemini or any other AI/ML model.
Points and badges have no cash value, are not transferable, and cannot be redeemed for goods or services from TrackEDU Ltd.
Schools retain responsibility for deciding how points, rewards, recognition, competitions, and school-based incentives are used within their own community.
Our handling of personal data is explained in our Privacy Policy.
For school-managed use of TrackEDU, the school will generally act as data controller and TrackEDU Ltd will generally act as data processor, processing school data on the school's instructions. This may vary depending on the applicable jurisdiction, contract, and implementation arrangement.
Where required, TrackEDU Ltd may provide or enter into a separate Data Processing Agreement or equivalent data protection terms with a school.
TrackEDU Ltd does not sell student, teacher, or school data, and does not use student data for advertising profiles.
11.1 Export. Schools may export relevant data, such as student rosters, point records, behavior logs, and award history using the Export Data (CSV) tool available in System Maintenance.
11.2 Self-service data controls. TrackEDU provides school administrators with the following self-service tools:
11.3 Deletion requests. Schools may also contact TrackEDU Ltd to request deletion of school-controlled data.
11.4 Backups and logs. Deleted data may persist temporarily in backups or technical logs before routine deletion, where necessary for security, reliability, or legal reasons.
11.5 End of pilot. At the end of a trial period or contract term, TrackEDU Ltd may suspend or limit access unless the school continues under an active paid annual license plan or alternative written agreement.
12.1 Platform ownership. TrackEDU Ltd owns or licenses the Platform, including its design, interface, software, workflows, brand assets, visual assets, gamification systems, and related materials.
12.2 School data. Schools retain ownership and control of the student, staff, class, house, point, and operational data they enter into TrackEDU.
12.3 Limited licence. Subject to these Terms, TrackEDU Ltd grants authorised users a limited, non-exclusive, non-transferable, revocable licence to use the Platform for educational and school administration purposes.
12.4 Feedback. If you provide feedback, suggestions, or ideas about TrackEDU, you allow us to use them to improve the Platform without obligation to compensate you, while respecting confidentiality and data protection obligations.
12.5 Publicity & Marketing Release. The Customer (the School) grants TrackEDU Ltd a non-exclusive, worldwide, royalty-free license to use the School's name and corporate logo on TrackEDU's website and marketing materials solely to identify the Customer as an active platform user, a participating institution in the TrackEDU Founding Schools Cohort, or an annual license holder. TrackEDU agrees to cease all use of the Customer's name and logo immediately upon written request from the School.
TrackEDU may use or link to third-party services, including cloud infrastructure, authentication providers, calendar services, video hosting, email tools and artificial intelligence services. Third-party services may have their own terms and privacy policies.
TrackEDU currently uses the Google Gemini API only for selected AI-assisted features in TrackEDU Class Board and TrackEDU Facilities. TrackEDU House Points and the Behavior Tracker do not use Google Gemini or any other AI/ML service.
AI-assisted functionality is currently used within TrackEDU Class Board and TrackEDU Facilities. Depending on the feature selected by the user, Gemini may assist with tasks such as generating or organising educational content, schedules, routines, academic-calendar information or other user-requested outputs.
TrackEDU House Points does not use Gemini or any other AI/ML service. House Points data, including student records, point awards, house totals, rewards and activity history, is not sent to Gemini for AI processing.
TrackEDU Facilities also provides an optional Google Calendar integration. Google Calendar and other Google Workspace API data used to provide this integration is used only for the requested calendar functionality and is not sent to Gemini or any other AI/ML service.
Google Workspace API data is not used by TrackEDU to develop, improve or train generalised artificial intelligence or machine-learning models. TrackEDU's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
AI-generated content may contain errors or omissions and should be reviewed by an authorised teacher, staff member or administrator before being relied upon. Schools and users remain responsible for educational, administrative and operational decisions made using AI-assisted output.
TrackEDU is currently in active development. Features may be added, modified, limited, renamed, paused, or removed as the Platform develops.
We aim to provide a reliable service, but we do not guarantee uninterrupted, error-free, or always-available access.
We may suspend access temporarily for maintenance, security, operational improvements, or urgent technical reasons.
We may suspend, restrict, or terminate access to TrackEDU if we reasonably believe that:
Schools may stop using TrackEDU at any time and may request export or deletion of school-controlled data as described in these Terms and our Privacy Policy.
TrackEDU is provided on an "as is" and "as available" basis during ongoing development and early access.
To the maximum extent permitted by law, TrackEDU Ltd disclaims all warranties, representations, or guarantees, whether express or implied, including fitness for a particular purpose, uninterrupted availability, error-free operation, and non-infringement.
TrackEDU is a support tool and does not replace professional educational judgement, safeguarding policies, pastoral care procedures, legal compliance processes, or school governance responsibilities.
To the maximum extent permitted by law, TrackEDU Ltd will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, goodwill, data, anticipated savings, or business opportunity arising from or relating to use of the Platform.
Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be excluded under applicable law.
You agree to indemnify and hold harmless TrackEDU Ltd from claims, losses, damages, liabilities, costs, and expenses arising from your unauthorised use of the Platform, your breach of these Terms, your misuse of school or student data, or your school's administration of points, rewards, or activity workflows outside TrackEDU Ltd's control.
TrackEDU may be used by schools in different countries. Schools are responsible for determining whether TrackEDU is suitable for use under their local laws, education regulations, safeguarding duties, procurement rules, and data protection requirements.
We may update these Terms as TrackEDU develops, as our business structure changes, or as legal or operational requirements evolve. We will update the "Last updated" date when changes are made. Continued use of TrackEDU after changes are posted means you accept the updated Terms.
These Terms are governed by the laws of England and Wales. The courts of England and Wales will have jurisdiction over disputes relating to these Terms, subject to any mandatory rights or protections that may apply in your location.
Questions about these Terms? Contact us at:
TrackEDU Ltd
Registered in England and Wales | Company Number: 17216557
ICO Registration Reference: ZC146923
Registered Office: 128 City Road, London, United Kingdom, EC1V 2NX
hello@trackedu.netThese Terms constitute the agreement between you and TrackEDU Ltd regarding your use of the Platform, unless a separate written agreement with your school states otherwise.