Terms and Conditions

Last Updated: January 2025

This Service Level Agreement ("Agreement") is between TERLO Services and schools/institutions applying for the AI Attendance System.

1. Definitions

• SMS: Short Messaging Service (Text Messaging) available on Mobile Networks
• Attendance Machine: The biometric or QR code-based device provided by TERLO for tracking student attendance
• Active Students: Students currently enrolled and actively using the attendance system
• SMS Bundle: A package of SMS credits purchased for sending attendance notifications
• System Uptime: The percentage of time the attendance system is operational and accessible

2. Services Provided by TERLO

TERLO Services shall provide:

• One (1) FREE Attendance Machine with accessories and premium software access for schools with 150+ active students
• Free software updates and remote technical support
• On-site maintenance once per term at GHS 500
• 98% system uptime guarantee under normal operating conditions
• Support response within 24-48 working hours
• Multiple SMS bundle packages based on enrollment
• One (1) extra attendance machine FREE for every additional 200 students

3. School Responsibilities

The School must:

• Maintain at least 150 active students to qualify for FREE machine
• Ensure daily active use of the attendance tracking system
• Provide access for authorized TERLO technicians during maintenance
• Keep equipment safe from damage, theft, or misuse
• Avoid third-party repairs (unauthorized repairs void warranty and attract GHS 1,500 fee)
• Report technical faults within 48 hours

4. SMS Pricing and Activation

SMS bundle packages are categorized by total active student enrollment:

• Small Schools: 1-200 students
• Medium Schools: 201-500 students
• Large Schools: 500+ students

Activation Requirements:

• At the start of each term, all enrolled students must be activated
• Activation can be completed by paying monthly or full term amount
• Without activation, the School cannot use any system features

5. Contract Duration

• Initial Term: 3 years from activation date
• Auto-Renewal: 3-year periods unless 60 days' written notice is provided
• TERLO will send renewal reminder 90 days before contract renewal date

6. Ownership Benefits

• Equipment becomes the School's property after 12 months of continuous active service
• Before 12 months, equipment remains TERLO's property
• For every additional 200 students, receive one (1) extra machine FREE

7. Penalties and Non-Compliance

Non-Usage Penalty:

If the School fails to actively use the system for 10 or more consecutive school days without prior notice, a penalty of GHS 1,500 shall be imposed.

Exemptions:

No penalties apply for:

• Official school holidays
• Industrial strikes
• Verified technical challenges
• Government-mandated closures

First-Time Warning:

For first-instance minor non-compliance, TERLO shall issue a written warning before penalties are applied.

Unauthorized Actions:

Any attempt to bypass system controls or manipulate records results in a GHS 1,000 administrative penalty.

8. Limitations of Liability

TERLO is not responsible for interruptions caused by:

• Mobile network failures or service disruptions
• Power outages
• Telecommunications provider issues
• Natural disasters or acts of God
• Device misuse or unauthorized repairs

9. Data Protection and Confidentiality

• Both parties agree to keep shared information confidential
• Student data handled per Ghana Data Protection Act, 2012 (Act 843)
• School is the Data Controller; TERLO is the Data Processor
• TERLO will not disclose, sell, or share student data without consent

10. Termination

Mutual Right:

Either party may terminate with 90 days' written notice.

TERLO may terminate immediately for:

• Non-payment by the School
• Material breach by the School

School may terminate immediately if TERLO:

• Fails to provide agreed technical support
• Mishandles or compromises school/student data
• Repeatedly fails to provide system uptime
• Fails to deliver SMS notifications (TERLO compensates for unused days)

Early Termination (Before Year One):

School must return equipment in good condition or pay replacement cost (GHS 4,500).

11. Governing Law

This Agreement is governed by the laws of the Republic of Ghana, including:

• Companies Act, 2019 (Act 992)
• Data Protection Act, 2012 (Act 843)

By applying for the Terlo AI Attendance System, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

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