1. Acceptance of Terms
By registering your school on SmartGrade Analytics or by using the platform in any way, you ("the School", "the Administrator") agree to be bound by these Terms of Service ("Terms").
If you are registering on behalf of a school or organisation, you confirm that you have authority to bind that organisation to these Terms.
If you do not agree to these Terms, do not use SmartGrade Analytics.
2. Description of the Service
SmartGrade Analytics provides a web-based school management platform designed for Kenyan schools following the Competency Based Curriculum (CBE). Core features include:
- CBE exam results entry and analysis (Grades 1–9)
- Automated computation of CBE grade boundaries (EE, ME, AE, BE)
- Learner ranking by stream and grade
- Printable PDF report cards with school branding
- Parent SMS results notifications via Africa's Talking
- School subscription billing via M-Pesa (KCB Paybill)
- Multi-role staff account management
- An Android mobile application
We reserve the right to modify, add or remove features at any time. Material changes will be communicated to registered administrators.
3. School Registration
To use SmartGrade Analytics, a school must register at smartgrade.co.ke/register. By registering you confirm:
- The information provided about your school is accurate and complete
- You are authorised to act on behalf of the school
- Your school is a legitimate educational institution operating in Kenya
- You will keep your registration details up to date
We reserve the right to reject or deactivate any registration that we believe is fraudulent, misleading or in violation of these Terms.
4. User Accounts & Security
Each school is responsible for all user accounts created under its registration.
- The School Administrator is responsible for creating and managing staff accounts
- User credentials (usernames and passwords) must be kept confidential
- You must notify us immediately at support@smartgrade.co.ke if you suspect unauthorised access
- We are not liable for losses resulting from compromised credentials due to negligence on your part
- We recommend enabling Two-Factor Authentication (2FA) for all administrator accounts
5. Acceptable Use
You agree to use SmartGrade Analytics only for its intended purpose of school management and examination analysis. You must not:
- Enter false, misleading or fabricated examination results
- Attempt to access another school's data, accounts or systems
- Use the platform to send unsolicited or spam SMS messages to parents
- Attempt to reverse engineer, hack or compromise the platform's security
- Use the platform in any way that violates Kenyan law
- Share login credentials between multiple individuals
- Use automated tools to scrape data from the platform
- Register learner data for individuals without appropriate authorisation
6. Subscription Fees & Payment
Standard Rate: KES 5 per active learner per school term (approximately 3 months).
Enterprise Rate: Schools with 1,000 or more learners may negotiate a custom per-learner rate with SmartGrade Analytics. Custom rates are documented in a separate Custom Pricing Agreement.
Payment: Subscription fees are payable via M-Pesa to the SmartGrade Analytics KCB Paybill. The STK Push (M-Pesa PIN prompt) is sent directly to your registered phone.
Invoice calculation: Your invoice is computed from the number of active learners registered in your account at the time of invoicing. You are responsible for keeping your learner list accurate.
Activation: Your subscription activates automatically upon confirmed M-Pesa payment. In the case of manual bank payments, activation occurs after confirmation by SmartGrade staff.
Refunds: Subscription fees are non-refundable once a subscription period has been activated. In the event of a billing error by SmartGrade, we will issue a credit to your account for the following term.
SMS credits: SMS credits (KES 1 per SMS) are separate from the subscription fee and are non-refundable once allocated.
7. Your School's Data
All data you enter into SmartGrade Analytics — learner records, exam results, staff accounts, contacts — remains your school's data. We do not claim ownership of it.
You grant SmartGrade Analytics a limited licence to store, process and use your school's data solely to provide the service to you.
You are responsible for:
- The accuracy and completeness of all data you enter
- Having appropriate authorisation to register learner personal data on the platform
- Informing parents/guardians that their contact details and their children's results are processed via SmartGrade Analytics
- Compliance with the Kenya Data Protection Act, 2019 as it relates to data you collect and enter
Upon account termination, you may request an export of your school's data before we delete it.
8. Intellectual Property
SmartGrade Analytics, including its software, design, templates, branding and documentation, is the intellectual property of SmartGrade Analytics.
You may not copy, reproduce, modify, distribute or create derivative works of SmartGrade Analytics without prior written permission.
The SmartGrade name, logo and brand identity may not be used by any school or third party without authorisation.
9. Service Availability
We aim to provide a reliable and available service. However:
- We do not guarantee 100% uptime. Scheduled maintenance will be communicated in advance where possible.
- Service availability may be affected by factors outside our control, including internet connectivity, hosting infrastructure issues, or Safaricom M-Pesa API availability.
- We are not liable for losses arising from temporary service unavailability.
10. Limitation of Liability
To the maximum extent permitted by Kenyan law:
- SmartGrade Analytics provides the platform "as is" without warranty of any kind
- We are not liable for any indirect, incidental, consequential or punitive damages arising from your use of the platform
- Our total liability to you for any claim shall not exceed the total fees paid by your school in the 3 months preceding the claim
- We are not responsible for errors in exam results arising from incorrect data entry by school staff
- We are not responsible for SMS messages not being delivered due to incorrect phone numbers or network issues
11. Termination
By you: You may close your school account at any time by contacting support@smartgrade.co.ke. Fees already paid are non-refundable.
By us: We may suspend or terminate your account immediately if:
- You breach these Terms of Service
- We have reason to believe your account is being used fraudulently
- Your subscription remains unpaid for more than 30 days after the due date
- We are required to do so by law or regulation
Upon termination, your access to the platform will cease. Your data will be retained for 1 year before deletion, during which time you may request an export.
12. Governing Law & Disputes
These Terms are governed by the laws of Kenya. Any disputes arising from or relating to these Terms shall be resolved under Kenyan law.
In the event of a dispute, both parties agree to first attempt to resolve the matter through good-faith negotiation. If unresolved after 30 days, the dispute may be referred to mediation or the relevant Kenyan courts.
13. Changes to These Terms
We may update these Terms from time to time. When we make material changes, we will:
- Update the "Last updated" date at the top of this page
- Notify registered school administrators by email at least 14 days before changes take effect
Continued use of SmartGrade Analytics after changes take effect constitutes your acceptance of the updated Terms.
14. Contact Us
For questions about these Terms of Service:
- Email: support@smartgrade.co.ke
- Subject line: "Terms of Service Enquiry"
- Website: smartgrade.co.ke/contact