Terms & Conditions

1. Acceptance of Terms

These Terms and Conditions ("Terms") govern your access to and use of AcademyPro, a cloud-based Software-as-a-Service (SaaS) platform operated by ClickTake Technologies ("Provider", "we", "us", or "our"). By creating an account, subscribing to a plan, or using any feature of AcademyPro, you ("Customer", "User", "Academy Owner", or "Tenant") agree to be bound by these Terms in their entirety. If you do not agree with any part of these Terms, you must not use the platform.

These Terms constitute a legally binding agreement between you and ClickTake Technologies. They apply to all users of the platform, including but not limited to: academy owners/administrators, teachers, staff members, students, parents, guardians, visitors, and super administrators.

2. Service Description

AcademyPro is a comprehensive, multi-tenant academy management platform designed for educational institutions including but not limited to: schools, colleges, coaching centers, tuition academies, training institutes, and religious seminaries. The platform provides the following core modules and features:

• Live Attendance Tracking: Multi-modal attendance system supporting AI face recognition, QR code scanning, GPS geofencing, and manual entry with real-time parent notifications.
• Student & Parent CRM: Complete student profile management with parent linkage, communication history, fee tracking, and engagement analytics.
• HR & Payroll: Staff management with automated salary calculation, leave management, department organization, and payslip generation.
• Smart Timetable: Drag-and-drop timetable builder with conflict detection, classroom allocation, and automatic scheduling suggestions.
• GPS Location Tracking: Staff and student location tracking for field trips and transport, with geofenced check-in zones and real-time alerts.
• Branded Invoicing: Professional invoice generation with academy logo, colors, and custom domain support with automated payment reminders.
• Multi-Currency Billing: Automated billing engine with Stripe, PayPal, bank transfer, and cash payment support with white-label PDF invoices.
• Student Analytics & Reports: Advanced analytics with GPA calculation, custom grading scales, exam result processing, and downloadable PDF report cards.
• Geofenced Attendance & Mobile Portal: GPS radius validation for staff check-in with mobile-optimized teacher portal for on-the-go management.
• Role-Based Access Control (RBAC): Granular permission matrix across 7 roles with complete data isolation per role.
• Visitor Management: Digital visitor entry with pass verification, QR visit badges, host assignment, and check-in/check-out logging.
• Notification System: Email, SMS, and WhatsApp notifications for attendance alerts, fee reminders, leave approvals, and system announcements.

The availability of specific features depends on your subscription plan and the modules enabled by the academy administrator. ClickTake Technologies reserves the right to add, modify, or discontinue features with reasonable notice.

3. Account Registration & Trials

3.1 Self-Service Signup

AcademyPro offers a self-service signup process for new academy tenants. To create an account, you must provide accurate and complete information including: academy name, owner full name, email address, phone number, password (minimum 8 characters), and a unique subdomain slug. You are responsible for maintaining the accuracy of this information.

3.2 Free Trial

New tenants receive a 7-day free trial with full access to platform features. The trial begins upon account creation and expires automatically at the end of the 7th day. During the trial period, you may use the platform without payment obligations. No credit card is required to start the trial.

3.3 Trial Expiration

When the trial expires, the tenant account enters a 3-day grace period (configurable). During the grace period, all features remain accessible. After the grace period, the account is suspended and all data becomes read-only. After 30 days of suspension, if no active subscription is purchased, all tenant data is permanently deleted.

3.4 Subdomain Ownership

The subdomain you select during registration (e.g., your-academy.clicktake-academy.web.app) is assigned on a first-come, first-served basis. ClickTake Technologies does not guarantee the availability of any specific subdomain. Subdomains that are inactive for more than 60 consecutive days may be released for reuse.

3.5 Account Security

You are responsible for maintaining the confidentiality of your login credentials. You must not share your password with any third party. You must notify ClickTake Technologies immediately if you suspect unauthorized access to your account. Each user must have their own individual login; shared accounts are prohibited.

4. Subscription Plans & Billing

4.1 Plan Tiers

AcademyPro offers multiple subscription plans (e.g., Starter, Pro, Enterprise) with varying feature sets, student limits, and pricing. Plan details, including current pricing and feature comparisons, are published on our marketing website at clicktake-academy.web.app/#pricing and are subject to change with 30 days' notice.

4.2 Billing Cycle

Subscriptions are billed monthly or annually, depending on the plan and billing preference selected. Annual plans offer a discounted rate (approximately 17% savings). Billing begins on the date of plan activation and recurs automatically on the same date each billing period.

4.3 Plan Upgrades & Downgrades

You may upgrade your plan at any time. Upgrades take effect immediately, and prorated charges apply for the remainder of the current billing period. Downgrades take effect at the start of the next billing cycle. If downgrading to a plan with a lower student limit, you must reduce your active student count to within the new limit before the downgrade takes effect.

4.4 Overages

If your tenant exceeds the student or teacher limit of your plan, you will be notified and required to upgrade to a higher plan within 7 days. Continued overage beyond the grace period may result in temporary suspension of new registrations until the limit issue is resolved.

4.5 Taxes

All prices are exclusive of applicable taxes, duties, and levies. ClickTake Technologies is not responsible for collecting, reporting, or remitting sales tax, VAT, GST, or any other taxes on behalf of the Customer unless specifically required by law. The Customer is solely responsible for any tax obligations arising from their use of the platform.

4.6 Refund Policy

Monthly subscriptions are eligible for a full refund if requested within 3 calendar days of the billing date. Annual subscriptions are eligible for a pro-rata refund within 14 calendar days of purchase. No refunds are provided for partial months after the refund window has expired. Refunds are processed to the original payment method within 10 business days.

5. Acceptable Use

You agree to use AcademyPro only for lawful purposes and in compliance with these Terms. The following activities are strictly prohibited:

• You must not attempt to probe, scan, or test the vulnerability of any system or network connected to the platform.
• You must not use the platform to send unsolicited bulk emails (spam) to students, parents, or any third party.
• You must not use the face recognition or GPS features for any purpose other than legitimate attendance tracking within your academy.
• You must not share your account credentials or provide access to unauthorized individuals.
• You must not use the platform in violation of any applicable local, national, or international law, including data protection and child privacy regulations.
• You must not attempt to circumvent, disable, or interfere with security features, rate limiting, or usage quotas.

ClickTake Technologies reserves the right to investigate and take appropriate action against any user or tenant that violates these Acceptable Use terms, including suspension or termination of the account without prior notice.

6. User Roles & Responsibilities

AcademyPro implements a Role-Based Access Control (RBAC) system with the following roles, each with specific permissions and responsibilities:

• Super Admin: Platform-level administrator with access to all tenants, billing management, plan configuration, and system settings. This role is restricted to ClickTake Technologies personnel.
• Academy Owner / Admin: Tenant-level administrator with full access to all features within their academy. Responsible for managing users, configuring settings, processing fees, and overseeing platform usage.
• Teacher: Can mark attendance, enter marks/grades, view timetables, apply for leave, and access class-specific student data. Cannot access fee, salary, or billing modules.
• Student: Can view their own attendance history, class schedule, fee invoices, and exam results. Can mark attendance via QR code or face recognition.
• Parent: Can view their child's attendance, results, fee status, and receive notifications. Cannot modify any data directly.
• Accountant: Can manage fee invoices, record payments, generate financial reports, and access billing modules. Cannot access academic or attendance data.
• Visitor: Can check in/out at the reception and view their visitor pass. Access is limited to visitor management features only.

The academy administrator is responsible for assigning appropriate roles to users and ensuring that each user's access level aligns with their organizational function.

7. Attendance & Biometric Features

7.1 Face Recognition

The face recognition attendance feature uses AI-powered facial matching to verify student and staff identity during check-in/check-out. By enabling this feature, the academy administrator acknowledges that:

• Facial images are processed on-device to generate mathematical embeddings; raw images are not stored or transmitted.
• Face embeddings are stored per-tenant and are not shared across academies or with third parties.
• The academy administrator is responsible for obtaining appropriate consent from students and their parents/guardians before enabling face recognition.
• Face recognition is provided as an aid to attendance management and does not guarantee 100% accuracy. The academy administrator should implement supplementary verification where needed.

7.2 QR Code Attendance

QR code attendance allows students to check in by scanning a unique QR code. Each user is responsible for safeguarding their QR code. Sharing QR codes with others for proxy attendance is a violation of these Terms and may result in disciplinary action by the academy.

8. GPS & Location Features

8.1 Geofenced Attendance

When enabled, GPS coordinates are collected during check-in to verify the user's location is within the academy's defined geofence. By enabling this feature, the academy administrator acknowledges that:

• GPS data is collected solely for attendance validation and is not used for continuous surveillance or tracking.
• Users may disable GPS permissions on their device, which will fall back to alternative attendance methods.
• The academy administrator must inform all affected users that GPS location data will be collected as part of the attendance process.

8.2 Field Trip & Transport Tracking

When GPS tracking is enabled for field trips or transport, real-time location data of participating staff and students may be shared with authorized parents and administrators. This feature is intended solely for safety purposes and must be disabled when no longer needed.

9. Data Ownership & Intellectual Property

9.1 Customer Data Ownership

You retain full ownership of all data you input into AcademyPro, including but not limited to: student records, attendance data, academic results, financial records, HR data, and uploaded media files. ClickTake Technologies does not claim any ownership interest in your data.

9.2 Platform Intellectual Property

All software code, user interface designs, graphics, logos, trademarks, service marks, and documentation associated with the AcademyPro platform are the intellectual property of ClickTake Technologies. You may not copy, modify, distribute, sell, or lease any part of the platform's software or documentation. You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the platform for its intended purposes.

9.3 Academy Branding

Each tenant may customize the platform's appearance within their own instance using the branding configuration features (logo, colors, login layout). Custom branding is visible only within the tenant's instance and does not affect the global platform. You retain ownership of your branding assets; however, by uploading them to the platform, you grant ClickTake Technologies a limited license to store, process, and display them solely within your tenant instance.

10. Payment Processing

Subscription payments are processed through third-party payment gateways (Stripe, PayPal). ClickTake Technologies does not collect, store, or process credit card numbers. All financial data is handled directly by the respective payment processor under their own terms of service and privacy policy.

• Stripe: Subject to Stripe's Terms of Service and Privacy Policy.
• PayPal: Subject to PayPal's User Agreement and Privacy Policy.

For bank transfer and cash payment methods, the academy administrator is solely responsible for recording and reconciling transactions. ClickTake Technologies is not a party to these transactions and provides no guarantee of payment settlement.

11. Service Availability & SLA

11.1 Uptime Commitment

ClickTake Technologies strives to maintain 99.9% platform availability. However, as a SaaS platform dependent on third-party infrastructure (cloud hosting, database providers, payment gateways), we do not guarantee uninterrupted service. Scheduled maintenance windows are announced at least 24 hours in advance via email notification to all academy administrators and are typically performed during low-traffic hours.

11.2 Known Limitations

• Cold Starts: The backend server may experience cold-start delays (up to 45 seconds) after periods of inactivity. A warmup mechanism is in place to minimize user-facing impact.
• Third-Party Dependencies: Service disruptions caused by Supabase, Cloudinary, Stripe, PayPal, Firebase, Render, or email/SMTP providers are beyond our control and are not considered breaches of this SLA.
• Emergency Maintenance: Unscheduled maintenance may be required in the event of security vulnerabilities or critical bugs. We will make reasonable efforts to minimize downtime and notify affected users as soon as practicable.

11.3 No SLA Credits

AcademyPro does not currently offer SLA credits or service-level compensation for downtime. This policy may be revised in future updates to these Terms.

12. Data Backup & Recovery

ClickTake Technologies performs automated daily backups of all tenant databases through Supabase's built-in backup system. Backup retention is 7 days for free trials and 30 days for active subscriptions.

• Recovery Requests: In the event of data loss, the academy administrator may request a database restore from the most recent backup by contacting amp@clicktaketech.com. Restore requests are processed within 48 hours during business days.
• Point-in-Time Recovery: Point-in-time recovery is available for Enterprise plan subscribers upon request.
• Media Files: Uploaded files (photos, documents) stored in Cloudinary are subject to Cloudinary's own redundancy and backup policies. We recommend maintaining local copies of critical documents.
• No Liability for Data Loss: ClickTake Technologies is not liable for data loss resulting from the Customer's failure to maintain adequate backups, accidental deletion by authorized users, or data corruption caused by unauthorized access due to credential sharing.

13. Termination & Suspension

13.1 Termination by Customer

You may terminate your subscription at any time by contacting amp@clicktaketech.com or through your academy admin panel. Upon termination, your account will remain active until the end of the current billing period. After expiration, your data will be retained for 30 days and then permanently deleted. You may request an immediate data export before deletion.

13.2 Termination by Provider

ClickTake Technologies may suspend or terminate your account in the following circumstances:

• Non-Payment: If subscription payment fails and is not resolved within 7 days of the billing due date.
• Terms Violation: If you violate any provision of these Terms, including the Acceptable Use policy.
• Illegal Activity: If the platform is used for any unlawful purpose.
• Extended Inactivity: If the account is inactive (no logins) for more than 60 consecutive days without an active subscription.

For paid subscriptions, we will provide 7 days' written notice before termination for non-abuse-related reasons. In cases of severe Terms violations or illegal activity, we reserve the right to terminate immediately without notice.

13.3 Data After Termination

Upon account termination or expiration, your data is retained for 30 days. During this period, you may request a full data export. After 30 days, all tenant data including user accounts, attendance records, academic data, uploaded files, and system configurations are permanently and irreversibly deleted from all our systems and third-party providers.

14. Limitation of Liability

To the maximum extent permitted by applicable law:

• AcademyPro is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• ClickTake Technologies does not warrant that the platform will be error-free, uninterrupted, or free of viruses or other harmful components.
• In no event shall ClickTake Technologies be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, loss of profits, business interruption, or reputational harm, arising out of or in connection with the use of or inability to use the platform.
• Our total aggregate liability for any claims arising from these Terms or the use of the platform shall not exceed the total amount paid by you to ClickTake Technologies in the 12 months preceding the claim.

15. Indemnification

You agree to indemnify, defend, and hold harmless ClickTake Technologies, its officers, directors, employees, agents, and affiliates from and against any and all claims, demands, losses, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or in connection with:

• Your use of the platform in violation of these Terms or any applicable law.
• Your infringement of any third party's intellectual property rights.
• Any content you upload, input, or transmit through the platform.
• Any dispute between you and your students, parents, staff, or visitors arising from your use of the platform.
• Any misrepresentation you make regarding the platform's features, capabilities, or affiliation with ClickTake Technologies.

16. Dispute Resolution

16.1 Informal Resolution

In the event of any dispute arising out of or relating to these Terms or the platform, you agree to first attempt to resolve the dispute informally by contacting amp@clicktaketech.com. We will attempt to resolve the dispute within 30 days of receiving your notice.

16.2 Governing Law

These Terms are governed by and construed in accordance with the laws of Pakistan, without regard to its conflict of law principles. For matters arising from the UK office operations, UK consumer protection laws may also apply.

16.3 Arbitration

If the dispute is not resolved informally within 30 days, either party may submit the dispute to binding arbitration administered by a mutually agreed arbitrator in Multan, Pakistan. The arbitrator's decision shall be final and binding. Each party shall bear its own costs of arbitration unless the arbitrator determines otherwise.

16.4 Class Action Waiver

You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against ClickTake Technologies.

17. Changes to Terms

ClickTake Technologies reserves the right to modify or update these Terms at any time. When we make material changes, we will:

• Update the "Effective Date" at the top of this page.
• Notify all academy administrators via email at least 30 days before the changes take effect.
• Display a platform-wide notification for all users upon their next login after the changes are published.

Continued use of AcademyPro after the effective date constitutes acceptance of the modified Terms. If you do not agree with any changes, you must terminate your account before the effective date. Your last agreed-upon version of the Terms will apply until termination.

18. Contact Information

For questions, concerns, or requests related to these Terms & Conditions, please contact us: