Terms and Conditions
The terms on which EduTrace provides its service to schools.
Version 1.3 · Effective 24 October 2026
1. About these terms
1.1 These terms are between EduTrace Ltd ("EduTrace", "we", "us"), company no. 17527972, registered in England and Wales, registered office 128 City Road, London, EC1V 2NX, and the school that starts a free trial or subscription ("the School", "you").
1.2 They cover your use of the EduTrace platform and website ("the Service") and apply from the date you start a free trial or subscription. When your head of department first signs in they confirm the School's agreement, and confirm and warrant that they are authorised to give it on the School's behalf.
1.3 Our Data Processing Agreement is part of these terms, and our Privacy Policy explains how we handle personal data for which we are the controller. If a term here conflicts with the Data Processing Agreement about personal data in the Service, the Data Processing Agreement applies.
2. The Service
2.1 EduTrace helps teachers, heads of department and, where you choose, students and families to track assessment performance against exam specifications. We provide the Service with reasonable skill and care. It is designed for schools in the UK.
2.2 We set up your school with you. You subscribe by subject, and we assign the subjects you have bought. You choose your exam board for each subject and can change it later, with a warning about the effect on your assessment data.
2.3 We keep improving the Service, so features may change or be added. We will not remove a feature you rely on without good reason, and we will tell you about significant changes.
2.4 A subscription covers one school. A multi-academy trust needs a separate subscription for each of its schools, unless we agree otherwise in writing.
3. Free trial
3.1 A free trial lasts 30 days, unless we agree a different length with you in writing. We set it up for you, and it includes every feature of the Service for the subjects in the trial. We do not ask for payment details.
3.2 You may use your school's real student data during a trial. The Data Processing Agreement applies from the first day of the trial.
3.3 The trial ends automatically. To carry on, you subscribe before it ends and your data stays in place. If you do not subscribe, access stops on the end date, we keep your data for 3 months in case you change your mind, and then we permanently delete it.
3.4 Each school may have one free trial for each subject. Either of us may end a trial at any time by written notice, and email is enough.
4. Subscriptions and fees
4.1 A subscription is for one subject for 12 months. Prices depend on the size of the department and are shown on our pricing page or in a written quote. Prices exclude VAT, which we add where it applies.
4.2 We invoice when a subscription or renewal starts. Invoices are payable within 30 days of the invoice date. Schools may quote a purchase order number and we will put it on the invoice.
4.3 Subscriptions do not renew automatically. We will contact you before your subscription ends, and renewal is by agreement. We may change prices for a renewal, and we will tell you the new price before you agree to it.
4.4 If an invoice is more than 30 days overdue, we may, after a written reminder giving you at least 14 days, suspend access until it is paid. We will not delete your data because of a late payment.
4.5 If you pay late we may also claim interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
4.6 Money-back guarantee: if you are not satisfied with your first subscription to a subject, tell us in writing within 15 days of the invoice date and we will refund the fees for it in full and end the subscription. We then keep and delete your data as described in clause 6.2. This does not apply to renewals.
4.7 Each subscription includes a set number of student places for its subject. The number is shown on your plan and in your EduTrace account.
4.8 A student uses one place when they are added to a subject, whether or not they are in a class. A student who studies two subjects uses one place in each. A place is freed when a student is removed from the subject, archived or deleted.
4.9 When all places are used, no more students can be added to that subject until you upgrade your plan or we agree extra places with you. Students already in the subject are not affected and the Service carries on working. Heads of department can ask us for more places from the Students page.
4.10 Student imports are all or nothing. If an import needs more places than are left, none of it is imported.
4.11 Where we have agreed a custom price with you, we may agree a different number of places, or no limit, in writing.
4.12 If the number of places on a subscription changes part-way through the year, any change in price is agreed with you before it is applied.
5. Your users, students and families
5.1 You decide which staff have access, and which subjects and classes they can see. Heads of department invite their own teachers. Please remove access when staff leave.
5.2 You are responsible for what your users do in the Service, for keeping sign-in details and two-step verification devices secure, and for telling us promptly if you think an account has been compromised.
5.3 You are responsible for the accuracy of the data you enter, and for having a lawful basis for using it, as set out in the Data Processing Agreement. You decide what students and families can see, and when.
5.4 You must not use the Service unlawfully, try to see any other school's data or get round its security, copy, reverse engineer or resell the Service, or put an unreasonable load on it. We may suspend an account that does, and will tell you why.
5.5 Each account is for one named person. Staff must not share their sign-in details, and if an account passes to someone else it must be reassigned in full. The right to use the Service is for your school only, and you must not let anyone else use it.
5.6 You are responsible for your students' and families' use of the Service, and for making sure they follow the rules in clause 5.4.
5.7 Students and families who use the Service must use only their own sign-in, or their own family code and PIN, and keep it private. They may use the Service only to see their own results and progress, and must not try to see anyone else's data, get round the Service's security, or interfere with it.
5.8 You must make sure students and families know these rules. We may block the access of a student or family that breaks them, and will tell you when we do.
5.9 The School is the controller of its students' data. Students and families should send questions about their data to the School, as our Privacy Policy explains.
6. Your data
6.1 Your school's data belongs to your school. We use it only to provide the Service to you, as set out in the Data Processing Agreement. You can view and export it while your subscription or trial is active.
6.2 When a subscription or trial ends we keep your data for 3 months and then permanently delete it, as described in the Data Processing Agreement. You can ask us to delete it sooner.
6.3 We store your school's data on servers in the UK, as set out in the Data Processing Agreement.
7. Our content and exam boards
7.1 We own the Service, including its design, software and the subject content we build, such as specification structures, key word banks and the way they are organised. We give you a non-exclusive right to use them for your school's own teaching and administration while your subscription or trial lasts. You must not copy them or let anyone else use them.
7.2 The assessments you build, and the marks and records you enter, remain yours.
7.3 Exam board specifications, papers, mark schemes and grade boundaries belong to their owners. We link to the exam boards' own sites for papers and mark schemes. EduTrace is independent and is not affiliated with, or endorsed by, Pearson Edexcel, OCR or AQA.
8. Availability and support
8.1 We aim to keep the Service available and will try to give notice of planned maintenance. We cannot promise it will always be uninterrupted or free of faults, and we will fix problems promptly when we find out about them.
8.2 Support is by email at hello@edutrace.co.uk on working days.
8.3 If the Service does not meet the standard in clause 2.1, we will correct the problem promptly. If we cannot, you may end the agreement and we will refund the unused part of the paid term.
9. Analysis and predictions
9.1 The Service analyses the data you enter and produces measures such as predicted grades, projected outcomes and flags. These are tools to support teachers' professional judgement and are not guarantees of any result. The School remains responsible for decisions it makes about students and for the conclusions it draws. Grade boundaries and specifications can change, and we update what we hold as soon as we reasonably can.
10. Liability
10.1 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
10.2 Subject to that, we are not liable for loss of profit, income, goodwill or anticipated savings, for wasted management time, or for any indirect or consequential loss.
10.3 Subject to 10.1, our total liability to you for everything connected with the Service in any 12 months is limited to the fees you paid or owe for the subject or subjects concerned in the 12 months before the event. For a free trial it is limited to £100. This also applies to liability under the Data Processing Agreement.
10.4 As far as the law allows, we exclude all terms that would otherwise be implied by law, other than those in these terms.
11. Ending the agreement
11.1 You may stop using the Service at any time by emailing us. Fees already paid for the current subscription are not refunded, except where these terms (including clause 4.6) or the Data Processing Agreement give you a refund, or where we have materially breached these terms.
11.2 Either of us may end the agreement if the other materially breaches it and does not put it right within 30 days of being told, or if the other becomes insolvent. We may also end it if we stop providing the Service, in which case we refund the unused part of any paid term.
11.3 When the agreement ends, access stops and we keep and then delete your data as set out in clause 6.2. Clauses 6, 7, 10 and 13 continue to apply.
11.4 We may suspend access straight away where this is needed to protect the security of the Service or of other schools' data, or for urgent maintenance. We will restore it as soon as we can and tell you what happened.
12. Changes to these terms
12.1 We may update these terms. We will give you at least 30 days' notice by email of any material change. If you do not accept it, you may end your subscription before the change takes effect and we will refund the unused part of the paid term.
13. General
13.1 These terms, the Data Processing Agreement and any written quote are the whole agreement between us about the Service.
13.2 You may not transfer your rights under these terms without our written consent. We may transfer ours to a successor to our business, and will tell you and make sure you are not adversely affected.
13.3 Neither of us is liable for delay or failure caused by events outside our reasonable control, including failures of public telecommunications networks.
13.4 We may give notices by email to the contact you gave us, and you may give notices to hello@edutrace.co.uk. Nobody other than you and us has rights under these terms.
13.5 If any part of these terms is found to be invalid, the rest stays in force.
13.6 If either of us delays or fails to enforce a right, that does not mean we have given it up. A right is waived only in writing.
13.7 Nothing in these terms makes us partners or makes either of us the agent of the other.
13.8 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
14. Contact and complaints
14.1 EduTrace Ltd, 128 City Road, London, EC1V 2NX. Email hello@edutrace.co.uk.
14.2 If you are unhappy with the Service, or want to report a fault or misuse, please email us as soon as you can and we will respond promptly and try to put it right.