Terms of Service

1. Agreement

These terms apply when you create an Acadiom account or use the service. By signing up you agree to them and to our Privacy Policy. If you sign up for a centre, school or other organisation, you confirm that you are allowed to accept these terms on its behalf. "You" means that organisation; "we" means Acadiom.

2. The service

Acadiom Tutor is online software for coaching and tuition centres: students and enquiries, batches and timetables, attendance, exams and results, fees and receipts, staff and payroll, notices, and portals for staff, students and parents. We improve the service continuously, and we may change or retire a feature. If a change takes away something you rely on, we will tell you in advance, unless it is needed urgently for security or to comply with the law.

3. Accounts and users

The person who signs up becomes the centre's owner and can add staff and give them roles. Your plan sets how many active staff accounts you can have. Students and parents get their own sign-ins, which you control. You are responsible for everything done under your centre's accounts, so keep passwords private and remove access for people who leave.

4. Free trial

A new centre gets a 30-day free trial of its chosen plan, with no card required. At the end of the trial, choose a plan and pay to keep using the service. If you don't, the account moves through the steps in section 6, and your data is kept.

5. Plans and billing

• Subscriptions are billed in advance for a quarter or a year, at the price shown when you subscribe. Taxes are added where they apply.
• You can pay each invoice yourself or turn on automatic payment. Payments are processed by our payment partner, Razorpay.
• You can upgrade, add extras or cancel from Settings. A cancellation takes effect at the end of the period you have paid for.
• We do not refund a period that has already started, except where the law requires it.
• We will tell you before a price change, and it applies from your next renewal.

6. Student fee collection

Centres and institutions may use Acadiom to manage fee invoices, track payments, and offer online payment checkout to students and parents through payment gateway providers (such as Razorpay). The following terms govern institutional fee collection:

• Software provider only: Acadiom is strictly a technology software provider. Acadiom is not a payment aggregator, payment intermediary, payment gateway, nodal account holder, or escrow agent.
• Direct merchant account and KYC: The centre operates its own independent merchant account directly with Razorpay or its chosen payment provider. The centre is solely responsible for its own onboarding, KYC verification, merchant agreements, and compliance with applicable laws and Reserve Bank of India (RBI) directions.
• Direct settlement: All fee payments made by students or parents are processed directly by the payment provider under the centre's merchant account and settled directly into the centre's designated bank account. Acadiom does not receive, hold, pool, route, disburse, or split student fee funds.
• No transaction commissions: Acadiom charges no per-transaction commission, percentage cut, convenience fee, or share of fee settlements. Subscription fees for Acadiom software remain flat, separate, and independent of student fee transactions.
• Fee policies, disputes, and refunds: The centre is solely responsible for determining its fee structures, due dates, discounts, and refund policies. All questions, disputes, chargebacks, reversals, or refund requests from students or parents must be addressed directly to the centre and resolved under its policies and its payment provider agreement. Acadiom has no liability for chargebacks or payer disputes.
• Credential authorization and security: If the centre configures payment gateway API credentials within Acadiom, it warrants that it has full authority and provider authorization to connect such credentials. Acadiom encrypts and stores credentials securely and uses them solely on behalf of the centre to initiate checkout orders and verify payment outcomes.
• Gateway availability: Acadiom does not warrant or guarantee continuous availability or uninterrupted uptime of payment gateway networks, acquiring banks, or UPI rails. Acadiom is not liable for processing errors, settlement delays, or account suspensions imposed by payment providers.

7. Late or failed payment

If an invoice goes unpaid, we send reminders. If it stays unpaid, your account goes through the following steps, and paying at any point restores full access straight away:

• Grace period (7 days): everything keeps working.
• Read-only (30 days): you can sign in, see, print and export everything, but cannot add or change records.
• Archived: sign-in is closed and your data is kept safely. Contact us to restore it.

8. Your data

You own the data you put into Acadiom: your students, parents, staff, fees and everything else. We use it only to provide the service to you, as described in our Privacy Policy, and we never sell it. The owner can export all of the centre's data at any time from Settings, as one encrypted file.

9. Your responsibilities

You decide what personal data to record about your students, their parents and your staff. You are responsible for having the right to record it, including a parent's or guardian's consent where the law requires it for a child, and for keeping it accurate. Use the tools in the service, such as correcting or erasing a student's personal data, when someone asks you to.

10. Acceptable use

Do not use Acadiom to: store data about people you have no genuine educational relationship with; send spam or unlawful messages; try to get into another centre's data or get round security or plan limits; overload or attack the service; or copy or reverse-engineer it. We may suspend access that puts other customers or the service at risk, and will tell you why.

11. Availability

We aim for the service to be available 99.9% of the time each month, not counting maintenance we announce at least 48 hours ahead. We back up your data regularly and test that the backups can be restored.

12. Closing your account

You can stop using Acadiom at any time. Export your data first if you would like a copy. When an account closes, we archive its data rather than delete it, so it can be restored exactly as it was if you return. If you want your centre's data erased completely, ask us at privacy@acadiom.com. We will erase it, apart from records the law requires us to keep, such as invoices.

13. Liability

Our total liability for any claim arising from these terms is limited to the fees you paid us in the 12 months before the claim. We are not liable for indirect, incidental or consequential losses, including loss of data caused by events outside our reasonable control. Nothing in these terms limits liability that cannot be limited by law.

14. Compliance

Acadiom gives you tools that help you meet your legal obligations, such as a full data export, erasing a student's personal data, and an audit log. You remain responsible for how your centre uses the service and for complying with the laws that apply to it.

15. Governing law

For customers in India: governed by Indian law, courts of Mumbai. For customers in the UK: governed by English law, courts of England and Wales. For all others: governed by the laws of the State of Delaware, USA.

16. Changes to these terms

We may update these terms. For a significant change we will email your centre's owner at least 30 days before it takes effect. Continuing to use the service after that date means you accept the updated terms.

17. Contact

Questions about these terms: legal@acadiom.com. Anything else: contact us.