Terms of Service

1. The Service

Udooku provides software for educational institutions to manage admissions, student records, enrollment, attendance, grading, documents, tuition and compliance reporting. Features available to you depend on your subscription plan. We may add, change or remove features over time.

2. Accounts & eligibility

• You must provide accurate information and keep your account credentials secure.
• You are responsible for all activity under your organization's accounts, including the actions of your staff and members you invite.
• You must have the authority to bind the Institution to these Terms and to upload the data you place in the Service.

3. Subscriptions, fees & billing

• The Service is sold on a per-active-student subscription with a monthly minimum, as shown on our pricing page. Your plan determines your per-student rate, monthly minimum and included features.
• Your monthly fee is calculated from the number of Active Students recorded in the Service on your billing date, multiplied by your plan's per-student rate, and is subject to your plan's monthly minimum floor. Where your usage would bill below that minimum, you are charged the minimum.
• Subscriptions are billed monthly in advance through our payment processor, Stripe. By subscribing you authorize recurring charges to your payment method.
• Udooku does not charge transaction fees on tuition or admission payments you collect from students; your payment processor's standard fees still apply.
• Fees are exclusive of taxes, which you are responsible for where applicable.
• We may change pricing with reasonable advance notice; changes take effect at your next billing period.

4. Cancellation & refunds

• You may cancel at any time. Cancellation takes effect at the end of your current billing period — you keep access until then, and you are not charged again.
• Payments already made are non-refundable. We do not provide credits or prorated refunds for partial billing periods, for the unused portion of a monthly minimum, or for a drop in your Active Student count during a period, except where required by law.
• When your paid period ends, access to paid features is suspended. See Section 6 for what happens to your data.

5. Your data & ownership

As between you and Udooku, you own the data you and your students put into the Service ("Customer Data"), including student records and documents. You grant us a limited licence to host, process and back up Customer Data solely to provide and support the Service. With respect to student personal information, you are the controller and we act as your processor; our handling of personal data is described in our Privacy Policy and governed by our Data Processing Agreement, which is incorporated into these Terms.

6. Data retention & deletion after cancellation

• While your subscription is active you can export your data at any time (documents, rosters as CSV, and compliance/financial reports).
• After cancellation we retain your Customer Data for 90 days. During this window you can resubscribe to restore full access, or contact us to request an export.
• After the 90-day window, we permanently delete your Customer Data from our active systems and purge it from encrypted backups on our normal backup cycle, rendering it unrecoverable (including by destroying the relevant encryption keys). Udooku is not the permanent custodian of record for your institution under California law or otherwise — you are responsible for taking custody of your records during the grace window.
• You remain responsible for retaining any records you are legally required to keep (for example, student records that California's Bureau for Private Postsecondary Education requires institutions to keep for five years). Export these before you cancel.
• We may also delete data on your written request at any time, subject to legal obligations.

7. Acceptable use

You agree not to:

• use the Service unlawfully or to store unlawful content;
• upload malware or attempt to gain unauthorized access to the Service, other organizations' data, or our infrastructure;
• probe, scan, overload, or disrupt the Service, or circumvent usage or storage limits;
• resell or provide the Service to third parties except as permitted by your plan; or
• use another organization's data except your own.

8. Third-party services

The Service relies on third-party providers, including Stripe (payments) and Cloudflare R2 (document storage). Your use of those features is also subject to the providers' terms. We are not responsible for third-party services.

9. Intellectual property

The Service, including its software, design and trademarks, is owned by Udooku and protected by law. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. You may not copy, modify, reverse engineer or create derivative works from the Service.

10. Disclaimers & limitation of liability

No compliance, accuracy or legal-advice guarantee. Udooku is a software tool that records, calculates and formats information from the data you and your users enter — including attendance, grades, enrollment, and the reports we generate in BPPE/SPFS and other formats. We are not a law firm, auditor or compliance service, and we do not provide legal advice. Udooku does not guarantee legal or regulatory compliance, and the accuracy of any calculation or report depends entirely on the accuracy of the data you input. You are solely responsible for the correctness of your data and for meeting your legal, licensing and accreditation obligations. If inaccurate, incomplete or fraudulent data results in a fine, loss of approval, or other action by a regulator or third party, that responsibility is yours and you will hold Udooku harmless.

"As is" service. The Service is provided "as is" and "as available" without warranties of any kind, to the maximum extent permitted by law. We do not warrant that the Service will be uninterrupted, timely, secure or error-free, and we are not responsible for losses caused by downtime or unavailability (for example, an outage of our hosting provider during a busy period such as finals week).

Limitation of liability. To the maximum extent permitted by law, Udooku will not be liable for any indirect, incidental, special, punitive or consequential damages, or for lost profits, lost business, lost revenue, or lost or corrupted data, even if advised of the possibility. In all cases, Udooku's total aggregate liability for all claims arising out of or relating to the Service or these Terms will not exceed the total amount you actually paid Udooku in the 12 months immediately preceding the event giving rise to the claim. These limitations apply regardless of the theory of liability and are a fundamental basis of the bargain between us. Nothing in this section limits liability that cannot be excluded or limited under applicable law.

11. Indemnification

You will defend and indemnify Udooku against claims arising from your Customer Data, your use of the Service in violation of these Terms, or your violation of law or the rights of a third party.

12. Suspension & termination

We may suspend or terminate your access if you materially breach these Terms, fail to pay, or use the Service in a way that risks harm to the Service or others. Where practical we will give notice and an opportunity to cure. On termination, the data-handling process in Section 6 applies.

13. Changes to these Terms

We may update these Terms from time to time. We will post the updated version here with a new "Last updated" date and, for material changes, provide reasonable notice. Continued use after changes take effect constitutes acceptance.

14. Governing law

These Terms are governed by the laws of the State of California, USA, without regard to its conflict-of-laws rules, and the parties submit to the courts located there, unless otherwise required by applicable law.

15. Contact

Questions about these Terms? Email support@udooku.com.