Table of Contents
This agreement governs the relationship between SafePass and each approved school. By signing up for SafePass, the school's authorised representative accepts these terms on behalf of the school.
1. Parties and Definitions
This School Service Agreement ("Agreement") is entered into between SafePass ("SafePass", "we", "us") and the school organisation that has been approved to use the SafePass platform ("School", "you").
Key definitions used in this Agreement:
- "Service" — the SafePass platform including mobile apps, admin portal, gate tablet interface, and API
- "School Data" — all data uploaded by or generated for the School on the platform
- "Users" — school administrators, parents, drivers, delegates, and gate officers accessing the Service
- "Personal Information" — as defined in POPIA
- "Dismissal Window" — a configured school pickup period
2. Services Provided
Subject to this Agreement and payment of applicable fees, SafePass grants the School a non-exclusive, non-transferable licence to use the SafePass platform for the purpose of managing child pickup safety at the School.
The Service includes:
- School admin portal with roster management, dismissal windows, alerts, and audit log
- Parent mobile application (iOS and Android)
- Driver mobile application (iOS and Android)
- Gate tablet web interface
- Real-time push notifications and socket events
- QR code and PIN-based access verification
- Transport run management with live GPS tracking
- Visitor management and access passes
- School trip management with parent enrolment
- 24-month append-only audit trail
SafePass reserves the right to add, modify, or discontinue features of the Service with reasonable notice. Material feature removals will be communicated at least 30 days in advance.
3. School Obligations
3.1 Accurate Information
The School must provide accurate, up-to-date student roster information and promptly update records when learners join, leave, or transfer. The School is responsible for the accuracy of data it uploads, including student names, dates of birth, and student numbers.
3.2 Authorised Users
The School is responsible for managing which individuals have administrative access to the portal. The School must revoke access promptly when an employee leaves or changes role.
3.3 Parent Verification
The School is responsible for verifying parent-child relationships through the platform's approval workflow. SafePass provides tools to facilitate comparison of parent-supplied information against roster data, but the final approval decision rests with the School's authorised administrator.
3.4 Security
The School must keep login credentials confidential. If the School suspects a security breach, it must notify SafePass immediately at hello@mysafepass.co.za.
3.5 Acceptable Use
The School must use the Service only for its intended purpose of managing learner access and pickup safety. The Service may not be resold, sublicensed, or used for any unlawful purpose.
3.6 Designated Contact
The School must maintain at least one active administrator account as the primary contact for all communications from SafePass.
3.7 POPIA Compliance
The School must obtain appropriate consent or have a lawful basis for providing learner personal information to SafePass. Where the School processes personal information of parents and learners, it is responsible for meeting its own POPIA obligations as a responsible party.
4. SafePass Obligations
4.1 Service Delivery
SafePass will provide the Service with reasonable care and skill, aiming for availability of 99.5% measured monthly, excluding scheduled maintenance.
4.2 Data Security
SafePass will implement appropriate technical and organisational measures to protect School Data against unauthorised access, loss, or destruction, as described in the Privacy Policy.
4.3 Notifications
SafePass will provide reasonable advance notice of planned maintenance, feature changes, and pricing changes affecting the School.
4.4 Support
SafePass will respond to support requests sent to hello@mysafepass.co.za within 1 business day during South African business hours (Monday–Friday, 08:00–17:00 SAST).
5. Data Processing (POPIA)
5.1 Roles
In respect of School Data, the School acts as the responsible party and SafePass acts as the operator under POPIA. SafePass processes School Data only on the School's instructions and for the purpose of delivering the Service.
5.2 Sub-operators
SafePass uses sub-processors (including cloud hosting, notification, and email providers) listed in the Privacy Policy. SafePass remains responsible for their compliance with equivalent data protection obligations.
5.3 Retention
Pickup event records are retained for 24 months. Other School Data is retained for the duration of the agreement plus 12 months, after which it is securely deleted.
5.4 Data Access
SafePass's platform operator account can view only aggregate statistics — no personal information about individual parents, learners, or staff of the School is visible to SafePass operators. This is enforced at the database level.
5.5 Data Portability
Upon written request, SafePass will provide an export of the School's data within 10 business days. This export will be in CSV or JSON format.
6. Fees and Payment
Subscription fees are determined based on the School's learner count band at the time of approval and communicated directly to the School. Billing is handled entirely outside the platform — SafePass does not process payments within the application.
SafePass reserves the right to adjust pricing with 60 days' written notice to the School. Schools that do not accept revised pricing may terminate the agreement before the new pricing takes effect.
Non-payment may result in suspension of the School's account as described in section 11.
7. Availability and Support
SafePass targets 99.5% monthly uptime. Planned maintenance will be scheduled outside South African school dismissal hours (08:00–16:00 SAST on school days) where practicable, with at least 24 hours' notice.
SafePass is not responsible for unavailability caused by factors outside our control, including internet outages, third-party platform failures (Apple APNs, Google FCM, Mapbox), or device/network issues at the School.
8. Intellectual Property
All intellectual property in the SafePass platform, including software, designs, algorithms, and documentation, remains the exclusive property of SafePass. This Agreement does not transfer any IP rights to the School.
School Data (including student rosters, pickup event records, and configurations) remains the property of the School. The School grants SafePass a licence to process School Data for the purpose of delivering the Service.
9. Confidentiality
Each party agrees to keep the other's confidential information secure and not to disclose it to third parties without prior written consent, except as required by law.
Confidential information does not include information that: (a) is or becomes publicly available through no breach of this Agreement; (b) was already known to the receiving party; or (c) is independently developed without use of the disclosing party's confidential information.
10. Liability
SafePass provides a technology platform to assist schools in managing pickup processes. SafePass does not guarantee the physical safety of any child, and is not a substitute for appropriate school security policies, staff training, and oversight. The decision to release a learner to any person remains with the School and its authorised staff.
To the maximum extent permitted by South African law, SafePass's liability to the School for any claim arising under or in connection with this Agreement shall be limited to the total fees paid by the School to SafePass in the 12 months preceding the claim.
Neither party shall be liable for indirect, special, or consequential loss, including lost profits or data loss, whether or not advised of the possibility of such loss.
Nothing in this Agreement limits liability for fraud, gross negligence, or any liability that cannot be excluded under applicable law.
11. Suspension and Termination
11.1 Termination by School
The School may terminate this Agreement at any time by providing 30 days' written notice to hello@mysafepass.co.za. Access continues until the end of the notice period.
11.2 Termination by SafePass
SafePass may terminate this Agreement with 30 days' notice for any reason. SafePass may terminate immediately if the School:
- materially breaches this Agreement and fails to remedy the breach within 14 days of notice
- uses the Service in a manner that threatens platform security or other users
- provides materially false information in the application process
11.3 Suspension
SafePass may suspend the School's account for non-payment (with 7 days' notice), policy violations, security incidents, or platform integrity concerns. Suspension is not termination; the School's data is retained during suspension.
Upon suspension, school administrators are forced to re-login (which is blocked while suspended), and gate tablets display a "Service Suspended" screen. Parent sessions remain active but cannot access a suspended school's features.
11.4 Effect of Termination
On termination, the School's access to the platform ceases. SafePass will provide a data export on request within 10 business days. Data is then retained per section 5.3 before secure deletion.
12. Changes to This Agreement
SafePass may update this Agreement from time to time. Material changes will be communicated to the School administrator by email with at least 30 days' notice. Continued use of the Service after the effective date of changes constitutes acceptance.
The current version of this Agreement is always available at mysafepass.co.za/school-agreement.
13. Governing Law
This Agreement is governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the courts of South Africa.
The parties agree to attempt in good faith to resolve disputes through direct negotiation before initiating formal proceedings.
14. Contact
- Email: hello@mysafepass.co.za
- Website: mysafepass.co.za