Terms of Service

Welcome to Eduflow

By accessing or using our website and services (the "Services"), you agree to comply with and be bound by the following Terms of Service ("Terms"). If you do not agree with these Terms, please do not use our Services.

1. Services

Eduflow provides a School Management System designed for Philippine schools and educational institutions. Our Services include but are not limited to:

Online enrollment management
Student records and information system
Payment processing and tracking
Multi-branch school support
Analytics and reporting
Document management
Section and class management
Faculty and staff management

2. Eligibility

By using our Services, you represent and warrant that:

You are at least 18 years old and have the legal authority to enter into these Terms
If you are a school or educational institution, you have the proper authorization to use our Services
You have the authority to provide student data and obtain necessary consents as required by law
All information you provide to us is accurate, current, and complete

3. Account Registration

To use our Services, you must create an account by providing:

Your full name
Valid email address
Secure password
School or institution name

You are responsible for:

Maintaining the confidentiality of your account credentials
All activities that occur under your account
Notifying us immediately of any unauthorized use

4. Payment and Billing

4.1 Payment Methods

Payments for our Services are processed through Xendit, our third-party payment processor. We currently support the following payment methods:

GCash
PayMaya
GrabPay
BPI Direct Debit
UnionBank Direct Debit

Important:

Your payment information is securely processed and stored by Xendit
We do not store your complete payment account details on our servers
All payment processing complies with PCI DSS (Payment Card Industry Data Security Standards)
Xendit's terms and conditions apply to all payment transactions

4.2 Pricing

Philippine-Based Pricing:

Subscription prices are primarily listed in Philippine Pesos (PHP)
All stated prices are final retail prices (no VAT charged)

Note: Eduflow operates as a non-VAT registered sole proprietorship with 8% percentage tax.

4.3 Subscription Terms

Billing Cycles:

Monthly: Charged every 30 days
Annual: Charged every 12 months (typically with discounted rates)

Auto-Renewal:

Subscriptions automatically renew at the end of each billing cycle
You will be charged using your saved payment method

Free Trial (When Available):

Selected subscription plans may include a free trial period
Not all plans offer free trials - please check the specific plan details
Each user and school combination is eligible for only one free trial
You may cancel anytime during the trial period without charge

4.4 Refund Policy

As subscription payments are processed through Xendit, refunds are subject to both our policies and Xendit's terms.

14-Day Money-Back Guarantee (New Subscriptions Only):

If you are not satisfied with our Services, you may request a full refund within 14 days of your initial subscription payment.

How to Request a Refund:

Contact us at support@eduflow.school within 14 days of your initial payment
Include your account email, transaction reference ID, and reason for refund
We will review your request and process approved refunds within 5-10 business days
Refunds are issued to your original payment method through Xendit

Important Notes:

New Subscriptions Only: The 14-day money-back guarantee applies only to your first payment for a new subscription
Renewal Payments: Subscription renewal payments are non-refundable. Please cancel before your next billing date if you do not wish to continue
Free Trials: No refunds are needed for free trials as no payment is charged during the trial period
Plan Changes: If you upgrade or downgrade your plan, the refund policy applies only to the initial purchase, not to plan changes
Terms Violations: Refunds are not available if your account is terminated for violating these Terms of Service
Partial Refunds: We do not offer partial or pro-rated refunds for unused portions of your subscription period

Billing Errors and Unauthorized Charges:

If you believe you were charged in error (such as duplicate charges, incorrect amounts, or unauthorized charges), please contact us immediately at support@eduflow.school. We will investigate and resolve genuine billing errors promptly.

Payment Disputes:

Please contact us first before opening a dispute with your payment provider. We are committed to resolving any issues directly with you. If you open a dispute or chargeback without contacting us first, we reserve the right to suspend your account pending resolution.

4.5 Plan Changes (Upgrades and Downgrades)

You may change your subscription plan at any time through your billing dashboard:

How Plan Changes Work:

Effectivity Date: Approved plan changes take effect at the start of your next billing cycle
Email Notification: You will receive an email confirmation with the scheduled plan change date
Cancel Plan Change: You may cancel a pending plan change before the effectivity date

Billing Adjustments:

When you upgrade or downgrade, the new plan's pricing will apply from your next billing date
No pro-rated charges or credits are applied for mid-cycle plan changes
Your current plan remains active until the next billing cycle begins

4.6 Subscription Cancellation

You may cancel your subscription at any time through your billing dashboard:

Cancellation Process:

Navigate to your billing dashboard and select "Cancel Subscription"
Cancellation is processed immediately
You will receive a confirmation email of your cancellation

After Cancellation:

Access Until End of Billing Cycle: You retain full access to all features until the end of your current billing period
No Immediate Loss: Cancellation does NOT result in immediate loss of access
Grace Period: The time between cancellation and end of billing cycle serves as your grace period
Read-Only Mode: After your billing cycle ends, your account switches to read-only mode
No Further Charges: No additional subscription charges will be made after cancellation
Data Preserved: All data remains accessible for viewing even in read-only mode
Data Export: We recommend exporting your data before your access ends

Example:

If you cancel on January 15 and your next billing date is February 1, you will have full access until February 1. After February 1, your account switches to read-only mode.

Resubscription:

You may reactivate your subscription at any time, even after your billing cycle ends
Resubscribing restores full access immediately
Free trial eligibility: Resubscriptions are not eligible for free trials (one trial per school)

4.7 Taxes

Philippine Tax Compliance:

All stated prices are final retail prices
As a non-VAT registered business, we do not charge Value Added Tax (VAT)
Prices shown are the exact amounts you will be charged

Your Tax Obligations:

You may be responsible for any applicable withholding taxes required by your institution
VAT-registered institutions should consult with their tax advisor regarding input tax treatment

5. Acceptable Use

You agree not to:

Violate any laws or regulations
Infringe on intellectual property rights
Upload malicious code or viruses
Attempt to gain unauthorized access to our systems
Use the Services for illegal or fraudulent purposes
Share your account credentials with unauthorized users

6. Student Data Protection

As a school management system, we process personal information of students, including minors. We are committed to protecting student data in accordance with:

Republic Act No. 10173 (Data Privacy Act of 2012)
Republic Act No. 10644 (Child Online Protection Act)
Department of Education (DepEd) data privacy guidelines

Schools Using Our Services:

Retain ownership of all student data
Are responsible for obtaining necessary consents from parents/guardians for students under 18 years old

Eduflow's Role:

Never sell or share student data with third parties for marketing purposes
Notify schools within 72 hours of discovering any data breach affecting student records

7. Service Availability

Uptime Commitment:

We strive to maintain 99.5% uptime (excluding scheduled maintenance)
Scheduled maintenance will be announced in advance when possible

No Warranty:

Services are provided "as is" without warranties of any kind
We do not guarantee uninterrupted or error-free operation

8. Data Retention

30-Day Grace Period:

Upon cancellation or termination, we will retain your school data for 30 days
During this period, you may reactivate your subscription or export your data
After 30 days, all data will be permanently deleted from our active systems

Data Export:

You may request a complete export of your data at any time
Data will be provided in common machine-readable formats (CSV, JSON)

9. Limitation of Liability

To the maximum extent permitted by law:

We are not liable for indirect, incidental, or consequential damages
Our total liability is limited to the amount you paid in the 12 months preceding the claim
We are not responsible for data loss due to your failure to maintain backups

10. Intellectual Property

All content, features, and functionality of the Services are owned by Eduflow and protected by copyright, trademark, and other intellectual property laws.

11. Changes to Terms

We may update these Terms from time to time. Changes will be effective:

30 days after posting for material changes
Immediately for non-material changes

Continued use of our Services after changes constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by the laws of the Republic of the Philippines. Any disputes shall be resolved in the courts of the Philippines.

13. Contact Information

For questions about these Terms, contact us at:

Email: lloyd@eduflow.school
Support: support@eduflow.school

14. Acceptance of Terms

By clicking "I Agree," creating an account, or using any part of our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and our Privacy Policy.