Terms of Service

These terms form a binding agreement between TIMEWOX ([TO BE CONFIRMED], registered entity pending) (“TIMEWOX”, “we”, “us”) and the school, college or institution that opens a workspace (“the School”, “you”).

The person who creates a workspace confirms they are authorised to bind their institution to these terms. If you are not authorised to do so, do not create a workspace.

Where the School has signed a separate written agreement or order form with us, that document prevails over these terms to the extent of any conflict.

TIMEWOX is a hosted service for building school timetables, detecting scheduling conflicts, recording teacher absence, and managing substitute cover. Each School receives an isolated workspace on its own subdomain.

We may change, add or remove features over time. We will not make a change that materially reduces the core functionality the School is paying for without giving reasonable notice.

• The School is responsible for all activity under its workspace, including the actions of its administrators and teachers.
• Administrators control who is invited into the workspace and what access each person has. The School must remove access promptly when a member of staff leaves.
• Credentials must be kept confidential and must not be shared between people. Tell us immediately if you believe an account has been compromised.
• The School must give accurate registration and billing information and keep it current.

The School owns the data it puts into the service. We claim no ownership over it. We use it only to provide and support the service, as described in our Privacy Policy.

The School is responsible for the lawfulness of the data it enters, including having a proper basis for entering staff personal data and for informing those staff. The service is not designed to hold individual student records, and the School must not enter student personal data, special category data such as health information, or payment card details into free-text fields.

The School may export its data at any time and may request a copy on request.

You agree not to:

• attempt to access another School’s workspace or data, or probe, scan or test the security of the service without our written permission;
• resell, sublicense or provide the service to a third party as a bureau or managed offering, unless we have agreed that in writing;
• copy, reverse engineer or attempt to derive the source code of the service, except to the extent that restriction is prohibited by law;
• upload malicious code, or use the service to send unsolicited or unlawful messages;
• place unreasonable load on the service through automated means, or interfere with its operation for others.

We may suspend a workspace immediately, with notice as soon as practicable, where continued use presents a security risk to the platform or to another School.

TIMEWOX is currently provided free of charge. A workspace is limited to 10 active teachers and 5 classes, and is otherwise the complete product.

There is no time limit and no expiry date. The School may use the free plan for as long as it is useful. No payment method is collected, and nothing is charged.

Schools needing more than those limits should contact us and we will agree arrangements individually.

No fees are payable for the service at this time. We do not operate a payment facility, and the School owes us nothing for its use of the free plan.

We may introduce paid plans in future. If we do:

• we will give the School reasonable advance notice, and in any event not less than 30 days;
• no charge will ever be applied without the School first agreeing to it in writing;
• we will not disable or restrict a workspace that is in active use without notice and a fair opportunity to export data or to decide whether to continue;
• the terms of any paid plan will be published on our pricing page before they take effect.

Because nothing is charged, no refund can arise. Our Cancellation Policy covers closing a workspace and what happens to data afterwards.

The School may stop using the service and ask us to close its workspace at any time, with no notice period and nothing to settle. What happens to the School’s data afterwards is set out in our Cancellation Policy, which forms part of these terms.

We aim to keep the service available at all times but do not guarantee uninterrupted availability. Planned maintenance will be scheduled outside normal school hours where practical, with advance notice for anything expected to cause significant disruption.

Support is provided by email to [TO BE CONFIRMED] during business days. Schools on a District agreement may have separate service commitments set out in their order form.

Either party may terminate for material breach if the breach is not remedied within 30 days of written notice. We may terminate immediately where required by law or where continued provision presents a serious security risk.

On termination, the School’s data is retained for 90 days to allow export or reinstatement, and is then permanently deleted. Earlier deletion can be requested in writing.

We retain all rights in the service, its software, design and documentation. The School receives a non-exclusive, non-transferable right to use the service for its own institutional purposes during the subscription term. The School retains all rights in its own data, its name and its branding, and grants us only the limited licence needed to host and display that content within its workspace.

We warrant that we will provide the service with reasonable skill and care. Beyond that, and to the extent permitted by law, the service is provided “as is” without further warranty.

TIMEWOX assists with scheduling but does not replace the School’s own judgement. The School remains responsible for the timetables it publishes, for staffing decisions, and for meeting its own regulatory and safeguarding duties.

Neither party excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to that, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.

Subject to the above, each party’s total aggregate liability arising out of this agreement in any twelve-month period is limited to the total fees paid by the School to us in that period.

We may update these terms as the service or the law changes. We will give notice of any material change, and it will take effect at the School’s next renewal. Continued use after that date constitutes acceptance. The “last updated” date at the top of this page reflects the current version.

This agreement is governed by the laws of [TO BE CONFIRMED], and the parties submit to the exclusive jurisdiction of [TO BE CONFIRMED].

Questions about these terms can be sent to [TO BE CONFIRMED] or via our contact page.