Terms of Service

By using the Service, you consent to receive communications from us electronically, including emails, in-app notifications, and other electronic messages. You agree that all agreements, notices, disclosures, and other communications we provide electronically satisfy any legal requirement that such communications be in writing.

The Service includes electronic signature functionality that enables schools and parents to sign forms, enrollment agreements, and other documents electronically. By using this feature, all parties agree that:

• Electronic signatures executed through the Service are legally binding and enforceable under the federal Electronic Signatures in Global and National Commerce Act (“ESIGN Act”) and applicable state laws, including the Uniform Electronic Transactions Act (“UETA”) or equivalent state legislation.
• Each party signing electronically does so with the intent to sign and be bound by the document.
• Signed documents and associated metadata (including signature timestamps and IP addresses) are retained as records of the transaction and made available to all signing parties.
• You have the right to withdraw consent to receive electronic records and to request paper copies of any document signed electronically by contacting us at contact@myacademyhq.com. Withdrawing consent does not affect the legal validity of documents already signed electronically.

Access to the Service requires a paid subscription. Subscription fees are billed in advance on a monthly or annual basis depending on the plan you select. All fees are non-refundable except as expressly stated in these Terms or required by applicable law.

Auto-Renewal: Your subscription automatically renews at the end of each billing cycle (monthly or annually) at the then-current rate unless you cancel before the renewal date. You authorize us to charge your payment method on file for the renewal amount.

Cancellation: You may cancel your subscription at any time through your account settings or by contacting us at contact@myacademyhq.com. Cancellation takes effect at the end of the current billing period. You retain access to the Service until the end of the period you have already paid for. After cancellation, your data will be retained for thirty (30) days before permanent deletion.

Price Changes: We reserve the right to change our pricing with at least thirty (30) days' written notice. Price changes take effect at the start of your next billing cycle following the notice period. If you do not agree to a price change, your sole remedy is to cancel your subscription before the change takes effect.

Taxes: All fees are exclusive of taxes. You are responsible for paying all applicable sales, use, value-added, or other taxes imposed by any government authority with respect to your use of the Service, excluding taxes based on our net income. If we are required to collect or remit taxes on your behalf, those amounts will be invoiced to you and added to your billing statement.

Parent Billing and Late Fees: The Service enables schools to invoice parents for tuition and fees. Schools configure their own late fee policies, including the interval after which late fees apply, the percentage rate, and the maximum number of late fees per invoice. Late fees may be applied automatically to overdue invoices based on the school's configured rules. Parents are notified via email (and optionally SMS) when a late fee is applied. My Academy HQ facilitates these transactions on behalf of the school; the school is solely responsible for its billing policies and compliance with applicable consumer protection laws.

You agree to use the Service only for lawful purposes and in accordance with these Terms. You may not use the Service to transmit harmful, fraudulent, or unlawful content, attempt to gain unauthorized access to any systems or networks, interfere with or disrupt the integrity or performance of the Service, reverse engineer or attempt to derive the source code of the Service, sublicense or resell access to the Service, or use the Service in any manner that could damage, disable, or impair the Service.

School-Generated Content: If you use the website builder or other content creation features of the Service, you are solely responsible for the content you publish, including its accuracy, legality, and compliance with applicable laws (such as copyright, accessibility, and advertising regulations). My Academy HQ does not review, endorse, or assume liability for content created and published by schools through the Service.

The Service includes optional AI-assisted features that help school staff draft educational documentation, such as observation narratives, portfolio captions, and charter document data extraction. These features use a third-party AI language model and are subject to the following terms:

• AI-generated outputs are presented as editable drafts and suggestions. They are not final records, assessments, or determinations about any student.
• You (the school or authorized staff member) are solely responsible for reviewing, editing, and approving any AI-generated content before it is saved to a student's record or shared with parents.
• My Academy HQ does not warrant the accuracy, completeness, or appropriateness of AI-generated content. AI outputs may contain errors, omissions, or inaccuracies.
• AI features are initiated solely by authorized school staff. Only the specific data provided by the staff member in each request (such as brief notes and a student's first name) is transmitted to the AI provider. The AI provider does not receive access to the broader student record.
• Customer Data transmitted to the AI provider for these features is not used by the AI provider to train models or for any purpose beyond generating the requested response.

You may disable AI-assisted features at any time through your school settings. Use of AI-assisted features is subject to the limitation of liability and disclaimer of warranties provisions in these Terms.

The Service and its original content, features, and functionality are owned by My Academy HQ and are protected by United States and international copyright, trademark, patent, trade secret, and other intellectual property laws. You retain ownership of any data you submit to the Service (“Customer Data”), and you grant us a limited, non-exclusive license to use that data solely to provide and improve the Service for you. We do not use Customer Data to train machine learning models or for any purpose unrelated to the delivery of the Service.

Feedback: If you provide us with feedback, suggestions, ideas, or feature requests regarding the Service (“Feedback”), you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate that Feedback into the Service or our business operations without restriction or obligation to you. Feedback does not include Customer Data.

We recognize that Customer Data may include student education records subject to the Family Educational Rights and Privacy Act (“FERPA”), 20 U.S.C. § 1232g. To the extent that we receive student education records, we act as a “school official” with a “legitimate educational interest” as those terms are defined under FERPA. We agree to the following:

• We use student education records solely to provide the Service as contracted and directed by the Customer.
• We do not disclose student education records to third parties except as directed by the Customer, required by law, or as permitted under FERPA.
• We maintain reasonable administrative, technical, and physical safeguards to protect student education records.
• We return or delete student education records upon termination of the agreement, subject to the data retention period described in Section 13.
• We do not use student education records for advertising, marketing, or any purpose other than providing the Service.

Customer remains the owner and controller of all student education records and is responsible for obtaining any consents or providing any notices required under FERPA and applicable state student privacy laws.

We may terminate or suspend your account and access to the Service immediately, without prior notice, if you breach these Terms or engage in conduct that we reasonably believe is harmful to other users, us, or third parties. We will provide thirty (30) days' written notice for terminations without cause.

Upon termination for any reason, your right to use the Service ceases immediately. You may export your Customer Data in a structured, commonly used, machine-readable format (such as CSV or JSON) prior to termination or during a thirty (30) day post-termination window. After the 30-day window, we permanently delete your Customer Data from our active systems, except where retention is required by law or necessary for legitimate business purposes (such as resolving disputes or enforcing the agreement).

Informal Resolution: Before initiating any formal proceeding, you agree to contact us at contact@myacademyhq.com and attempt to resolve any dispute informally for at least thirty (30) days.

Binding Arbitration: If the dispute is not resolved informally, you and My Academy HQ agree to resolve any remaining dispute through binding arbitration administered by the American Arbitration Association (“AAA”) under its Commercial Arbitration Rules. The arbitration shall be conducted by a single arbitrator in the State of Nevada, or at another location mutually agreed upon. The arbitrator's decision is final and binding and may be entered as a judgment in any court of competent jurisdiction.

Class Action Waiver: You agree that any dispute resolution proceedings are conducted only on an individual basis and not as a class, consolidated, or representative action. If this class action waiver is found to be unenforceable, the entirety of this arbitration provision shall be null and void.

Exceptions: Either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement of intellectual property rights. Claims eligible for small claims court may be brought there instead of arbitration.

Entire Agreement: These Terms, together with the Privacy Policy and any order forms or agreements executed between you and My Academy HQ, constitute the entire agreement between you and us regarding the Service and supersede all prior and contemporaneous understandings, agreements, and communications.

Severability: If any provision of these Terms is held to be invalid or unenforceable, that provision is modified to the minimum extent necessary to make it enforceable, and the remaining provisions continue in full force and effect.

Waiver: The failure of either party to enforce any right or provision of these Terms does not constitute a waiver of that right or provision. Any waiver must be in writing and signed by the affected party.

Assignment: You may not assign or transfer these Terms or your rights under them without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets, provided the assignee agrees to be bound by these Terms.

Notices: We may provide notices to you via the email address associated with your account or through the Service. You may provide notices to us at contact@myacademyhq.com. Notices are considered received when sent via email (upon confirmed delivery) or when posted within the Service.