Terms of Service

Last updated 11 August 2026. Plain English on purpose - if anything is unclear, ask us: hello@schoolproof.co.uk.

1. Who we are and what these terms cover

SchoolProof is operated by the Alacria team in the UK (company registration in progress; these terms will be updated with full company details on completion - "we" and "us" below). These terms cover the SchoolProof platform: the free readiness checker, free trials, and paid subscriptions ("the Service"). "You" means the school, trust or other organisation using it. By creating an account or using the Service you agree to these terms and our privacy notice.

2. The most important clause: compliance stays yours

The Service supports your compliance work; it does not and cannot make you compliant. You and your responsible person(s) remain solely responsible for compliance with the Terrorism (Protection of Premises) Act 2025 and all other applicable law - including the adequacy of the procedures you adopt, how they are implemented, and how they are communicated to staff. Scores, reports, drafts, plans and gap lists are guidance based on the information you supply. They are not legal advice and do not guarantee any inspection or enforcement outcome. Refer to the Home Office statutory guidance, and take independent legal advice where you need it.

3. The free readiness checker

The checker is free, provided "as is" for information purposes, and may be changed or withdrawn at any time. Our privacy notice explains how checker data is handled, including how long we keep it.

4. Free trials

New accounts may receive a free 30-day trial of the full platform. No payment details are taken for a trial. During a trial, downloadable reports and evidence packs carry a trial watermark and some step-by-step guidance is limited; everything you enter is kept and becomes fully usable if you subscribe. If a trial ends without a subscription, paid features pause but your data is retained as described in our privacy notice, and you can subscribe later without re-entering anything. We may end or extend trials at our discretion.

5. Subscriptions and payment

Paid subscriptions run per school (or per trust, as agreed) for 12 months, invoiced annually in advance and payable within 30 days of invoice. Prices exclude VAT, which is added where applicable. Subscriptions do not renew automatically: we will contact you before the end of your term and renew by agreement. Founding-school pricing, where offered, remains at the founding rate for as long as your subscription continues without a break.

6. Your responsibilities

Keep your account credentials secure and your school's user list current. Ensure the information you enter is accurate - the Service's outputs depend on it. Do not enter pupils' personal data, or special category data, except where a feature is expressly designed for it. Use the Service lawfully.

7. Data protection

Each party will comply with UK GDPR. For personal data processed in the Service, you are the controller and we are the processor, as described in our privacy notice. All data is hosted in the United Kingdom. If your subscription ends, we will make your data available for export in a standard format for 60 days on request, then delete it. Trusts and local authorities requiring a signed data processing agreement can contact us at hello@schoolproof.co.uk.

8. Intellectual property

We own the Service: the software, question sets, guidance and templates. You own your data. During your subscription you have a non-exclusive, non-transferable licence to use the Service for your organisation's internal purposes. Procedure documents you generate and tailor are yours to use for your school.

9. Availability and support

We aim to keep the Service available continuously, excluding brief planned maintenance, and to respond to support emails within one business day.

10. Liability

Nothing in these terms excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded. Subject to that: we are not liable for indirect or consequential loss, loss of profits, or losses arising from your failure to comply with the Act; our total aggregate liability in any 12-month period is capped at the fees you paid us in that period, or £100 where you have used only free parts of the Service.

11. Ending things

Either party may terminate for a material breach that isn't put right within 30 days of written notice. We may suspend access for non-payment after notice. The clauses on compliance responsibility, intellectual property, liability and data export survive termination.

12. General

These terms are governed by the law of England and Wales, and its courts have jurisdiction. They are the entire agreement between us about the Service. Notices may be given by email. We may update these terms from time to time with 30 days' notice; material changes will be notified to account holders directly.