Terms of Service

1. Acceptance of terms

These Terms of Service ("Terms") form a binding legal agreement between Neohorizon Analytics Private Limited, 23, Kutty Venkatachalapathiiyer Lane, Mahal Vadampokki Street, Simmakkal, Madurai 625001, Tamil Nadu, India ("HelloSchool", "we", "us", "our"), and you ("School", "Subscriber", "you"), being the school, institution, or organisation that registers for and uses the HelloSchool.ai platform.

By clicking "I agree", completing the registration process, or otherwise accessing or using the HelloSchool platform, you confirm that:

• you have read and understood these Terms;
• you have the authority to bind your institution to these Terms; and
• you agree to be bound by these Terms and our Privacy Policy, which is incorporated into these Terms by reference.

If you do not agree to these Terms, you must not access or use the Service.

Where the Subscriber is a government school or institution using the platform under the free government tier (see section 8), these Terms still apply in full except where expressly stated otherwise.

2. The service

HelloSchool.ai ("Service" or "Platform") is a WhatsApp-native school communication and management platform that enables schools to communicate with parents, track student attendance, manage fee payment reminders, deliver report cards, organise events, and share photos and videos — all delivered primarily through the WhatsApp Business API.

The core features of the Service include, but are not limited to:

• WhatsApp parent-teacher messaging — two-way and broadcast messaging between school staff and parents via WhatsApp
• Attendance tracking — recording and communicating student attendance to parents in real time
• Fee payment reminders — automated and manual payment reminders sent to parents via WhatsApp
• Report cards — digital generation and delivery of student progress reports to parents
• Event management — creation, announcement, and management of school events and calendars
• AI tutoring — optional AI-assisted learning tools accessible to students through the platform
• Photo and video sharing — secure sharing of school event media with parents (available as an add-on)
• Admin dashboard — a web-based management console for school administrators
• Bus tracking — GPS-based school transport tracking for parents (available as an add-on)

We reserve the right to modify, add, or remove features of the Service at any time. Where a material change would adversely affect the core functionality you are paying for, we will provide at least 30 days' notice by email.

The Service is delivered through infrastructure provided by Supabase (authentication and database), AWS (India, ap-south-1 region), Cloudflare (CDN and security), the WhatsApp Business API (Meta), and PostHog (analytics, consent-gated). Use of the Service is therefore also subject to the terms and acceptable use policies of these upstream providers.

3. Account registration and authorised users

3.1 Registration

To use the Service, a school must register for an account by providing accurate and complete information including the school name, registered address, primary contact name, work email address, and approximate student count. You agree to keep this information current and accurate throughout your subscription.

3.2 Authorised users

The Subscriber may create accounts for school administrators, teachers, and support staff ("Authorised Users"). The Subscriber is responsible for:

• ensuring that only current employees or authorised personnel are given access;
• maintaining the confidentiality of all account credentials;
• promptly revoking access for any individual who leaves the institution or whose access should otherwise be terminated; and
• all actions taken by Authorised Users under the Subscriber's account.

3.3 Account security

Authentication is provided via Supabase Auth using email/password or magic link. You must not share login credentials between individuals. If you suspect that your account has been compromised, you must notify us immediately at legal@helloschool.ai. We are not liable for any loss arising from unauthorised use of your account where that loss results from your failure to maintain credential security.

3.4 One account per institution

Each school or campus is entitled to one primary account. Multi-campus institutions wishing to manage multiple campuses under a single subscription should contact us to discuss appropriate account structures.

4. School responsibilities

4.1 Parent WhatsApp consent

This is a critical obligation. Before HelloSchool sends any WhatsApp message to a parent's phone number on your behalf, the school must obtain and record explicit opt-in consent from that parent. Acceptable consent methods are:

• Email confirmation — a digitally signed or confirmed email from the parent explicitly agreeing to receive WhatsApp communications from the school via HelloSchool; or
• Handwritten consent form — a physical consent form signed by the parent, scanned and uploaded into the HelloSchool platform.

The school is responsible for obtaining, maintaining, and being able to produce evidence of parent consent. HelloSchool provides tools for recording consent but is not responsible for verifying the accuracy or validity of consent records submitted by the school. Failure to obtain proper consent before messaging parents may constitute a violation of the WhatsApp Business Policy and applicable data protection law, and HelloSchool may suspend your account if we receive complaints or evidence of non-compliant messaging.

4.2 Accuracy of data

The school is responsible for the accuracy, completeness, and lawful collection of all student records, parent records, and staff records uploaded to or created in the platform. This includes, but is not limited to:

• student names, dates of birth, gender, admission numbers, class, and section;
• parent and guardian names, phone numbers used for WhatsApp, and email addresses; and
• any documents or media uploaded to the platform.

HelloSchool processes this data as instructed by the school. We are not responsible for errors, omissions, or inaccuracies in data provided by the school.

4.3 Acceptable use

You agree that you and your Authorised Users will not use the Service to:

• send unsolicited, harassing, threatening, abusive, defamatory, or unlawful messages;
• impersonate any person, school, or organisation;
• transmit malware, viruses, or any other malicious code;
• attempt to gain unauthorised access to the platform, its infrastructure, or another subscriber's data;
• use the Service to send commercial advertising or promotional content unrelated to the school's educational activities;
• upload content that infringes any third-party intellectual property rights;
• violate any applicable law or regulation, including the Information Technology Act 2000, the Digital Personal Data Protection Act 2023, and the WhatsApp Business Policy; or
• resell, sublicense, or otherwise make the Service available to third parties without our written permission.

We reserve the right to suspend or terminate accounts that breach these acceptable use obligations, with or without prior notice depending on the severity of the breach.

4.4 Compliance with applicable law

The school must use the Service in compliance with all applicable laws and regulations, including Indian education regulations, data protection laws, and any state-level requirements applicable to the school's location and type of institution.

5. Parent and student data

5.1 Data controller and processor roles

For the purposes of the Digital Personal Data Protection Act 2023 (India) and equivalent data protection legislation:

• The School is the Data Fiduciary (Controller) in respect of all student records, parent records, and staff records it creates or uploads to the platform. The school determines the purposes and means of processing this personal data.
• HelloSchool is the Data Processor in respect of that data, processing it solely on the school's documented instructions and solely for the purpose of providing the Service.

HelloSchool will not process student or parent data for any purpose other than delivering the Service to that school, fulfilling our legal obligations, or as expressly authorised in writing by the school.

5.2 Children's data

The platform processes student records that may relate to children under 18 years of age. The school, as Data Fiduciary, is responsible for:

• obtaining verifiable parental or guardian consent before uploading any student's personal data to the platform, as required by the DPDP Act 2023 for children under 18;
• ensuring that the processing of children's data through the platform is in the best interests of the child; and
• not enabling features or data access that could harm a child's wellbeing.

HelloSchool does not collect personal data directly from children and does not knowingly allow children to create accounts on the platform without school-mediated authorisation.

5.3 Data processing obligations

In its capacity as Data Processor, HelloSchool commits to:

• processing personal data only on documented instructions from the school;
• ensuring that all personnel with access to personal data are bound by appropriate confidentiality obligations;
• implementing appropriate technical and organisational security measures (see our Privacy Policy, section 10);
• assisting the school in responding to data subject rights requests under the DPDP Act 2023 within a reasonable timeframe;
• notifying the school without undue delay upon becoming aware of a personal data breach affecting the school's data;
• deleting or returning all personal data to the school upon termination of the subscription, as described in section 9; and
• making available information reasonably necessary to demonstrate compliance with these data processing obligations.

5.4 Sub-processors

The school authorises HelloSchool to engage the following categories of sub-processors in connection with the Service: cloud infrastructure providers (AWS, Supabase), messaging providers (WhatsApp/Meta), CDN and security providers (Cloudflare), and analytics providers (PostHog, consent-gated). A current list of sub-processors is maintained in our Privacy Policy. We will provide reasonable notice of any change to our sub-processor list.

6. WhatsApp communications

6.1 WhatsApp Business API dependency

The core communication functionality of HelloSchool relies on the WhatsApp Business API, operated by Meta Platforms, Inc. The availability and features of WhatsApp messaging are subject to Meta's own terms of service, business policy, and technical decisions. HelloSchool cannot guarantee the continued availability or uninterrupted operation of WhatsApp-based features.

6.2 Opt-in requirement

Sending unsolicited messages via WhatsApp violates Meta's Business Policy and Indian data protection law. The school is solely responsible for ensuring that valid, documented opt-in consent exists for every parent phone number to which messages are sent through HelloSchool. HelloSchool provides consent recording tools but does not independently verify that consent has been lawfully obtained before each message is sent.

Parents may opt out of WhatsApp communications at any time by replying STOP to any message or by contacting their school administrator. Schools must honour all opt-out requests promptly and update consent records in the platform accordingly.

6.3 Message content

All messages sent through the Service must relate to legitimate school communications (academic updates, attendance, fees, events, safety notices, and similar). Use of the Service for commercial solicitation, political messaging, religious proselytising, or any content prohibited by Meta's policies or applicable Indian law is strictly prohibited.

6.4 Meta policy compliance

All messages transmitted through HelloSchool are subject to the WhatsApp Business Policy and Meta's Terms of Service. In the event of a conflict between those policies and these Terms, Meta's policies shall prevail with respect to WhatsApp-delivered features. HelloSchool does not control Meta's data handling practices for messages once they leave our system.

6.5 Message delivery

HelloSchool will make reasonable efforts to deliver messages but does not guarantee delivery of any particular message. Delivery depends on factors outside our control, including the parent's phone being active, network availability, and Meta's infrastructure. Undelivered messages do not entitle the Subscriber to refunds or credits.

7. Pricing and billing

7.1 Base subscription fee

The base subscription fee for private and aided schools is ₹49 per student per month ("Base Fee"), calculated on the total number of active student records in the platform at the beginning of each billing period. For annual billing, the effective rate is reduced to the equivalent of 10 months' fees — that is, 2 months free — when payment is made upfront for a full 12-month subscription.

7.2 Optional add-ons

The following optional modules are available at additional cost:

Add-on fees are calculated on the same per-student basis as the Base Fee and are subject to the same annual billing discount where both the base plan and the add-on are paid annually.

7.3 Billing cycle and payment

Subscriptions are billed monthly or annually in advance, according to the plan selected at registration. Payment is accepted via:

• UPI
• Debit and credit cards (Visa, Mastercard, RuPay)
• Net banking

Invoices will be issued in Indian Rupees (INR) and are inclusive of applicable Goods and Services Tax (GST) at the prevailing rate. The school is responsible for providing a valid GSTIN if it wishes to claim input tax credit.

7.4 Student count changes

If your student count increases mid-billing period, the incremental fee for additional students will be charged on a pro-rated basis in the following billing cycle. If your student count decreases, the reduced rate will apply from the next billing period. No credits are issued for a reduction in student count during a current billing period.

7.5 Late payment and suspension

If payment is not received within 14 days of the due date, we reserve the right to suspend access to the Service. Suspended accounts retain their data for a further 30 days. If payment is not received within that 30-day period, the account may be terminated and data deleted in accordance with section 9. We will send at least two payment reminder notices before suspending an account.

7.6 Price changes

We reserve the right to revise our pricing. Any price increase affecting existing subscriptions will be communicated by email at least 60 days before taking effect. Continued use of the Service after the effective date of a price change constitutes acceptance of the new pricing.

7.7 Refunds

All fees paid are non-refundable except as required by applicable law or where expressly agreed in writing by HelloSchool. In the event of a service outage or material failure attributable solely to HelloSchool, we may, at our sole discretion, issue a proportionate service credit to your account.

8. Free tier for government schools

Recognised government schools and government-aided schools in India are eligible to use the core HelloSchool platform at no charge under our social impact programme ("Government Free Tier").

Eligibility for the Government Free Tier is subject to the school providing satisfactory documentation of its government school status (e.g., UDISE code, government recognition certificate, or equivalent). HelloSchool reserves the right to verify eligibility and to withdraw free tier access if eligibility criteria are no longer met or if documentation is found to be inaccurate.

The Government Free Tier provides access to the core features of the platform (WhatsApp messaging, attendance, fee reminders, report cards, event management, admin dashboard). Optional paid add-ons (Bus Tracking, Photo & Video AI) are available to government schools at the standard add-on pricing set out in section 7.2.

All other provisions of these Terms — including, without limitation, obligations relating to data protection, parent consent, acceptable use, WhatsApp compliance, and governing law — apply equally to government schools on the free tier.

HelloSchool does not guarantee the indefinite continuation of the Government Free Tier. If we decide to discontinue it, affected schools will receive at least 90 days' written notice, during which time we will work with the school to find a suitable transition path.

9. Subscription cancellation and data deletion

9.1 Cancellation by the school

You may cancel your subscription at any time by giving written notice to legal@helloschool.ai or through the cancellation function in the admin dashboard. Cancellation takes effect at the end of the current billing period. No refunds are issued for any remaining days in the current billing period.

9.2 Cancellation by HelloSchool

HelloSchool may terminate or suspend your account and access to the Service:

• For cause — immediately and without notice where there is a material breach of these Terms (including acceptable use violations, fraudulent activity, or non-payment after the grace period), or where required by applicable law; or
• For convenience — on 60 days' written notice, in which case a pro-rated refund will be issued for any prepaid subscription period beyond the termination date.

9.3 Data export

Upon cancellation or prior to termination, you may export your school's data (student records, parent records, message logs) using the data export tools available in the admin dashboard. We strongly encourage you to export your data before cancellation takes effect, as access to the export function ceases at the end of the subscription period.

9.4 Post-termination data retention and deletion

Following the end of your subscription, we will retain your school's data for a period of 30 days (the "Retention Period") to allow for reactivation or final data export. After the Retention Period:

• all student records, parent records, and staff records will be permanently and irreversibly deleted from our systems;
• WhatsApp message logs will be deleted, subject to any minimum retention period required by law;
• parent consent records will be retained for a minimum of 3 years from the date of consent, as required for legal compliance, after which they will be deleted; and
• anonymised, aggregated data that cannot be used to identify any individual may be retained for service improvement purposes.

You may request immediate deletion of all data at any time by emailing legal@helloschool.ai. We will action deletion requests within 30 days, subject to any legal retention obligations.

10. Intellectual property

10.1 HelloSchool IP

The HelloSchool platform, including its software, source code, algorithms, user interface designs, branding, trademarks, logos, documentation, and all other proprietary materials, are the exclusive intellectual property of NeoHorizon Technologies Private Limited or its licensors. Nothing in these Terms transfers any intellectual property rights to you.

We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service solely for your school's internal educational and administrative purposes during the term of your subscription, subject to these Terms.

10.2 School content

You retain ownership of all data, content, documents, images, and media that you or your Authorised Users upload to or create through the Service ("School Content"). By uploading School Content, you grant HelloSchool a limited, non-exclusive licence to process, store, and transmit that content solely as necessary to provide the Service. We do not claim ownership of, or any rights in, your School Content beyond this operational licence.

10.3 Feedback

If you provide suggestions, feedback, or ideas regarding the Service ("Feedback"), you grant HelloSchool a royalty-free, worldwide, perpetual licence to use that Feedback to improve the Service without any obligation to compensate you or attribute the Feedback to you.

10.4 Restrictions

You must not, and must ensure your Authorised Users do not:

• copy, modify, reverse-engineer, decompile, or disassemble any part of the Service;
• create derivative works based on the Service;
• remove or alter any proprietary notices, labels, or marks on the Service; or
• use the HelloSchool name, logo, or trademarks without our prior written consent.

11. Disclaimers and limitation of liability

11.1 Service provided "as is"

The Service is provided on an "as is" and "as available" basis without warranty of any kind, express or implied. To the maximum extent permitted by applicable law, HelloSchool disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and uninterrupted or error-free operation.

11.2 Specific disclaimers

HelloSchool does not warrant that:

• the Service will be available at all times or free from interruptions, errors, or security vulnerabilities;
• messages sent through the WhatsApp Business API will be delivered successfully to all recipients;
• any AI tutoring or AI-generated content provided through the platform is accurate, complete, or fit for any particular educational purpose; or
• the platform will meet the specific requirements of any particular school, curriculum, or regulatory framework.

11.3 Limitation of liability

To the maximum extent permitted by applicable law, HelloSchool's total aggregate liability to you under or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total fees paid by you to HelloSchool in the 12 months immediately preceding the event giving rise to the claim.

In no event shall HelloSchool be liable for:

• loss of revenue, profits, business, contracts, anticipated savings, or goodwill;
• loss or corruption of data;
• any indirect, incidental, special, consequential, or punitive damages;
• damages arising from your reliance on the Service for any regulatory, examination, or legal compliance purpose; or
• any act or omission of Meta/WhatsApp, AWS, Supabase, Cloudflare, or any other third-party provider,

even if HelloSchool has been advised of the possibility of such damages.

11.4 Force majeure

HelloSchool shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond its reasonable control, including natural disasters, government actions, internet infrastructure failures, third-party service outages (including Meta/WhatsApp outages), or other force majeure events.

11.5 Essential basis of the bargain

The limitations and exclusions of liability in this section reflect a reasonable allocation of risk between the parties and are an essential element of the basis of the bargain between them. HelloSchool would not have entered into these Terms without these limitations.

12. Indemnification

You agree to indemnify, defend, and hold harmless HelloSchool, NeoHorizon Technologies Private Limited, and their respective officers, directors, employees, contractors, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• your breach of any provision of these Terms;
• your failure to obtain valid WhatsApp opt-in consent from parents before messages are sent;
• any claim by a parent, student, or regulatory body arising from your use of the Service or from content you have transmitted through the Service;
• any breach of data protection law attributable to you in your capacity as Data Fiduciary;
• your violation of any applicable law, regulation, or third-party rights; or
• any wilful misconduct or negligence by you or your Authorised Users.

HelloSchool will promptly notify you of any claim for which indemnification is sought, and will co-operate reasonably in the defence of such a claim. HelloSchool reserves the right, at its own expense, to assume the exclusive defence and control of any matter otherwise subject to indemnification by you.

13. Modifications to these terms

HelloSchool may update these Terms from time to time to reflect changes to the Service, applicable law, or our business practices. When we do, we will:

• revise the "Last updated" date at the top of this page;
• for material changes that affect your rights or obligations, notify active subscribers by email at least 30 days before the changes take effect; and
• for changes required urgently by law or by the WhatsApp Business Policy, provide as much notice as is reasonably practicable.

Your continued use of the Service after the effective date of any modification constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you must cancel your subscription before the effective date of the changes.

The current version of these Terms is always accessible at helloschool.ai/terms.

14. Governing law and dispute resolution

14.1 Governing law

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) shall be governed by and construed in accordance with the laws of India, without regard to its conflict of law principles.

14.2 Jurisdiction

Subject to section 14.3, each party irrevocably submits to the exclusive jurisdiction of the courts of Madurai, Tamil Nadu, India to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation.

14.3 Informal resolution

Before commencing any legal proceedings, the parties agree to attempt to resolve any dispute in good faith through informal negotiation. The disputing party must give written notice of the dispute to the other party, setting out the nature of the dispute and the outcome sought. The parties will have 30 days from the date of that notice to resolve the dispute before either party may initiate formal proceedings.

14.4 Applicable law compliance

These Terms are intended to comply with the laws of India, including the Indian Contract Act 1872, the Information Technology Act 2000, the Information Technology (Amendment) Act 2008, and the Digital Personal Data Protection Act 2023. Nothing in these Terms is intended to exclude or limit any statutory rights you may have that cannot be excluded or limited by contract under applicable law.

15. Contact

For questions, concerns, or notices relating to these Terms, please contact us at:

For privacy-specific queries or data subject requests, please contact our Data Protection Officer at privacy@helloschool.ai or refer to our Privacy Policy.

We aim to respond to all legal and compliance enquiries within 5 business days.