Terms of Use

1.About these Terms

Tracker+ is a cloud-hosted pupil progress tracking application, with AI-assisted features, operated by ICT & Data Services Group Limited (“ICT&DSG”, “we”, “us”, “our”), a company registered in England with company number 07557591 and registered office at 5 Campsall Drive, Sheffield, S10 5FZ.

These Terms of Use (“Terms”) are a binding agreement between you and us governing your access to and use of Tracker+ as an individual authorised user — for example, a member of staff at a school that subscribes to Tracker+.

By signing in to Tracker+, you confirm that you have read, understood and agree to these Terms. If you do not agree, you must not access or use Tracker+.

You confirm that you are an authorised user of a school that subscribes to Tracker+, and that you are accessing it for that school’s purposes with its authorisation.

2.Relationship to your school’s agreement

The provision of Tracker+ to your school (the “Customer”) is governed by a separate Software Subscription Agreement and Data Processing Agreement (together, the “School Agreement”) between your school and us. Under the School Agreement, your school is the data controller for the personal data held in Tracker+, and we act as its data processor.

These Terms govern your individual use and conduct. They do not replace the School Agreement, and they do not give you any rights under it. If there is any conflict between these Terms and the School Agreement in respect of the relationship between your school and us, the School Agreement prevails.

3.Your account and login credentials

Access to Tracker+ is through user accounts created for your school. Your school administrator manages your account and your access permissions.

Your account is personal to you: one account, one person. You must never share your password, let anyone else sign in as you, or sign in using someone else’s account — not even with a colleague at your own school. Logins must not be shared between individuals under any circumstances. If another person needs access to Tracker+, your school administrator must create a separate account for them.

• You must keep your password and other login credentials confidential, and must never share them with anyone or allow anyone else to use your account.
• You are responsible for all activity that takes place under your account.
• Where your school has enabled multi-factor authentication, you must complete it when prompted.
• You must notify your school administrator (and us, where appropriate) without delay if you know or suspect that your credentials have been compromised or that someone has accessed your account without authorisation.
• For security, sessions expire after a period of inactivity, and you may be signed out automatically.

4.Permitted use

You may use Tracker+ only for its intended purpose: recording, analysing and reporting on pupil progress, attendance, interventions, enrichment and SEN support for your school, in the course of your professional duties.

You must use Tracker+ in accordance with your school’s policies — including its data protection, safeguarding, and acceptable-use or IT policies — and with all applicable laws and regulations.

5.Acceptable use

You must not:

1. share your password or other login credentials with anyone, allow anyone else to sign in as you or use your account, or sign in using another person’s account — logins must not be shared, under any circumstances;
2. attempt to gain unauthorised access to any part of Tracker+, our systems, or any data belonging to other schools or users, or attempt to bypass or defeat its security, authentication, access controls or data-isolation measures;
3. access, or try to access, pupil or staff data that you are not authorised to access;
4. use Tracker+ in any way that breaks any applicable law or regulation, or that infringes the rights of any third party;
5. upload or transmit any malicious code, virus or other harmful content through Tracker+;
6. copy, modify, reverse engineer, decompile, or create derivative works of Tracker+, or attempt to extract or access its source code;
7. use Tracker+, or any data within it, for any purpose other than your school’s legitimate educational purposes (for example, not for personal, commercial or research purposes unconnected with your role); or
8. enter into Tracker+ any data that you do not have authority or a lawful basis to process;
9. use the AI-assisted features, or any other resource-intensive or chargeable features, other than for genuine educational purposes for your school, or in an excessive, frivolous or vexatious manner;
10. deliberately or recklessly make repeated or unnecessary requests that consume usage, credits or processing capacity, or that are intended to run up cost or to degrade the service for others; or
11. use any automated means (such as scripts, bots or scrapers) to access Tracker+, access it other than through the interface we provide, or take any step that places an unreasonable or disproportionate load on Tracker+ or the services it relies on.

6.Handling personal data and confidentiality

Tracker+ holds personal data — including special category data — about children and staff. This includes assessment, attendance and intervention data, and, where recorded by your school, data such as SEN status and support plans, ethnicity, and Looked After Child status. You must treat all of this data as strictly confidential.

• Only access and process data for legitimate educational purposes connected with your role, and in line with your school’s data protection policies and applicable data protection law (the UK GDPR and the Data Protection Act 2018).
• Only export, download, print or share data from Tracker+ where this is necessary for your school’s legitimate purposes and permitted by its policies. You are responsible for keeping any data you export secure.
• Apply the principle of data minimisation: do not enter more personal data than is necessary, and avoid including unnecessary personal details or direct identifiers in free-text fields such as notes.

7.AI-assisted features

Tracker+ includes AI-assisted features — for example, writing analysis, identification of pupils at risk of underachievement, attendance pattern analysis, KS2 outcome prediction, pupil report generation, an AI Data Assistant, leadership report generation, and SEN support-plan drafting assistance.

These features are designed so that pupil-identifying information is not sent to the AI provider. Pupil names are automatically replaced with randomised pseudonyms (or, for report generation, a placeholder token) before any data is transmitted, and real pupil names are never sent. Only your school name and the academic year are included for context.

AI output is advisory and provided as a drafting aid only. It does not make decisions about pupils. You are responsible for reviewing, checking, editing and approving all AI-generated content before it is used, shared or relied upon.

You must not deliberately undermine these safeguards — for example, by entering pupil names or other direct identifiers into free-text fields with the aim of including them in an AI request.

To keep pupils safe and to protect the integrity of these features, your interactions with AI-assisted features may be monitored and analysed for safety, security and safeguarding purposes. Where an interaction appears to misuse these features, to attempt to circumvent their safeguards, or to raise a safety or safeguarding concern, it may be recorded and reviewed, and access to the affected feature may be suspended automatically while the matter is reviewed. Where we consider it necessary or appropriate — in particular where a safeguarding concern arises — we may refer the matter to your school (including its designated safeguarding lead) and, where appropriate, to the relevant authorities.

Fair usage. AI-assisted features — including Discover — are covered by a weekly usage allowance for each school. We set your school’s allowance and may adjust it, or the way usage is measured, at our discretion. We may increase an allowance, or change the way usage is measured, at any time without notice; where we make a material reduction to your school’s allowance, we will give reasonable notice by any means, including within Tracker+. Tracker+ shows clearly when your school is approaching its weekly allowance; where the allowance is reached, the affected features pause until it resets, and the rest of Tracker+ is unaffected. Deliberate attempts to circumvent or exhaust the allowance are a breach of these Terms (see section 5).

8.Discover Pro and Discover Max

What they are. Discover Pro and Discover Max give your school two things: a larger weekly Discover allowance than the standard allowance included with Tracker+, and access to the Report Designer in Discover’s Prepare scene. They do not change how Discover works or alter any other part of Tracker+. Everything in section 7, including fair usage and monitoring, continues to apply.

Report Designer. The Report Designer is available while a Pro or Max commitment is running. Report templates your school builds stay saved, but cannot be opened or run once your school returns to the standard allowance. If your school later takes Pro or Max again, they become available again.

Who can choose them. Only a user with the school admin role can move your school to Pro or Max. By authorising an upgrade, the admin confirms that they are entitled to commit the school to the charges described in this section, and that the school has read and accepted these Terms.

Price. The monthly price for each tier is shown on the upgrade screen at the time you authorise it. Prices are in pounds sterling and exclude VAT, which is added at the prevailing rate. We may change the price of Pro or Max for future commitments; a price change never affects a commitment that has already started.

Commitment. An upgrade is a commitment of six calendar months, starting on the day it is authorised. Access to the larger allowance and the Report Designer starts immediately.

Invoicing. We invoice your school for the commitment. We do not take card payments inside Tracker+. Payment is due within 30 days of receipt of a valid invoice, as under clause 2.2 of your school’s Software Subscription Agreement.

Renewal. At the end of the six months, your commitment renews automatically for a further six months at the same tier, at the price then in force for that tier. We will email your school’s headteacher between one and fourteen days before the renewal date to remind you.

Cancelling renewal. A school admin can cancel renewal at any time from inside Discover. Your school keeps the higher allowance and the Report Designer until the end of the current commitment, and then returns to the standard allowance. Cancelling renewal does not refund any part of the current commitment.

Moving from Pro to Max. A school on Pro can move to Max part-way through a commitment. The larger allowance starts immediately. We charge a one-off top-up for the remainder of the current commitment, calculated to the day from the difference between the two tiers’ prices, and shown to the admin before they authorise it. The end date of the commitment does not change. Moving down from Max to Pro during a commitment is not available; cancel renewal and choose Pro when the current commitment ends.

If your Tracker+ subscription ends. If your school’s Software Subscription Agreement ends during a Pro or Max commitment, the Pro or Max commitment ends on the same day. Any charge for the remainder of the commitment is dealt with under the School Agreement.

Allowance sizes. The weekly allowance for each tier is set by us and shown on the upgrade screen. Section 7 applies to changes to allowances. Unused allowance does not carry over from one week to the next.

Records. Every upgrade, top-up and cancellation is recorded against the admin account that authorised it, and is visible to us for invoicing and audit.

9.Monitoring, logging and traceability

For security, troubleshooting and accountability, Tracker+ records data-modifying actions in an audit log. Each entry may include your user ID and email address, the action performed, the resource affected, the date and time, and your IP address.

All access to Tracker+ is authenticated. Your activity — including the use of AI-assisted and other resource-intensive or chargeable features, such as Discover — is logged and can be traced to the account and session that initiated it. We operate automated monitoring designed to detect abuse, misuse, abnormal or excessive use of the service, and content that raises a safety or safeguarding concern. We and your school may use these records to investigate suspected misuse or abuse, and to support any action taken in response.

These audit logs are accessible to your school’s administrators, and your use of Tracker+ may be monitored by your school in line with its policies.

10.Intellectual property

All intellectual property rights in Tracker+ — including its software, source code, the names and design of its modules, and the design of its analysis — belong to us or our licensors. You are granted a limited, non-exclusive, non-transferable and revocable right to access and use Tracker+ for your school’s internal educational purposes, for as long as your school’s subscription and your authorisation continue.

The data that you and your school enter into Tracker+ remains your school’s. We acquire no rights in it beyond those needed to provide and maintain the service.

11.Availability and changes to the service

We aim to make Tracker+ available 99.5% of the time in any calendar month, excluding scheduled maintenance. This is a target only, not a service-level guarantee, and no credits or other remedies arise if it is not met.

We may update Tracker+ from time to time, including adding, changing or removing features, and will give reasonable notice of any material changes. Tracker+ is provided on an “as is” basis: we do not warrant that it will be uninterrupted or error-free, or that any particular result or outcome will be achieved through its use.

12.Suspension and withdrawal of access

Your school manages your account and may withdraw or change your access at any time — for example, when you no longer require it.

We may suspend or restrict your access immediately if you breach these Terms (in particular the Acceptable Use section), or if your continued access poses a security risk to Tracker+ or to other customers.

We may also set reasonable limits on usage, and may throttle, suspend or restrict access to AI-assisted or other resource-intensive features where use is excessive, abusive, or appears designed to run up cost. Any costs arising from chargeable features (such as report credits) are dealt with under the School Agreement.

Where our monitoring detects abuse, misuse, or abnormal or excessive use of Tracker+, we may suspend or disable your login immediately — with or without prior notice — while we investigate. Your account may remain suspended until the matter is resolved to our satisfaction, and we will inform your school administrator.

13.Liability

The allocation of liability between your school and us is set out in the School Agreement. As between you, as an individual user, and us:

• Tracker+ is provided “as is”. To the fullest extent permitted by law, we exclude liability for any indirect, incidental, special or consequential loss, any loss of profits or revenue, and any loss of data, goodwill or other intangible losses, arising from your use of or inability to use Tracker+.
• AI-generated content is a drafting aid only, and we accept no liability for its accuracy, suitability or consequences. You remain responsible for reviewing and approving it.
• Nothing in these Terms excludes or limits any liability that cannot be excluded or limited by law, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

14.Data protection and further information

Your school, as data controller, is responsible for responding to data subject rights requests; Tracker+ provides tools to help it do so. For details of how personal data is processed — including the security measures in place, the sub-processors used, data retention, and international transfers — please refer to the Tracker+ Data Processing Agreement and Data Protection Impact Assessment, available from your school’s Tracker+ administrator or from us on request.

15.Changes to these Terms

We may update these Terms from time to time. The current version is always available on this page, and the “last updated” date shows when it last changed. Where changes are material, we will give reasonable notice. By continuing to sign in and use Tracker+ after the changes take effect, you accept the updated Terms.

16.Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising under or in connection with them.

17.Contact

ICT & Data Services Group Limited, 5 Campsall Drive, Sheffield, S10 5FZ  ·  Company number 07557591.

Questions about these Terms can be sent to hello@ictdsg.com. Service status is published at status.ictdsg.com.