Terms and conditions – School Passport

School Passport Terms and Conditions

Last updated: September 2026

1. About These Terms

These Terms and Conditions (“Terms”) govern access to and use of School Passport, including the School Passport website, online platform, software, content, resources and associated services (“School Passport” or the “Service”).

School Passport is provided by PE PASSPORT LIMITED, company number 09311471, registered in England and Wales.

By creating an account, accessing School Passport, purchasing or accepting a subscription, commencing a trial or otherwise using the Service, you agree to these Terms.

Where you access School Passport on behalf of a school, academy trust, local authority, educational organisation, company or other organisation (“Customer”), you confirm that you have authority to accept these Terms on its behalf.

References to “you” and “your” include both the Customer and its authorised users where appropriate.

These Terms should be read alongside:

our Privacy Policy;
our Cookie Policy;
our Data Processing Agreement, where applicable;
any Order Form, quotation or subscription agreement entered into with you; and
any acceptable-use, security or other policies we make applicable to the Service.

If an Order Form or separately signed agreement expressly conflicts with these Terms, the terms of that document will take precedence to the extent of the conflict.

2. About Us

School Passport is operated by:

PE PASSPORT LIMITED
Company number: 09311471

Registered office:
Westminster House
10 Westminster Road
Macclesfield
Cheshire
SK10 1BX
United Kingdom

Website: www.schoolpassport.co.uk

For general enquiries, please contact us using the contact details displayed on our website.

3. The School Passport Service

School Passport is an online educational platform designed to support schools and educational organisations with curriculum-related planning, resources, assessment, evidence, reporting, tracking and other educational activities and features that we may make available from time to time.

The exact features available to a Customer will depend upon:

the subscription purchased;
the subjects or modules selected;
any additional features purchased;
any trial or free access provided; and
the terms set out in the relevant quotation or Order Form.

We may improve, develop, update or modify the Service from time to time.

We will not deliberately remove a material paid-for feature during a fixed subscription period without a reasonable business, technical, security or legal reason.

4. Licence to Use School Passport

Subject to these Terms and payment of any applicable fees, we grant the Customer a limited, non-exclusive, non-transferable and non-sublicensable licence to access and use School Passport during the applicable subscription period.

The licence is for the Customer’s internal educational and administrative purposes only.

Unless otherwise agreed by us in writing, a subscription is licensed to the individual school, organisation or other setting identified when the subscription is purchased.

Schools or establishments within a multi-academy trust, federation, group, chain or similar organisation may require separate licences unless a group or multi-site licence has expressly been agreed with us.

The licence does not transfer ownership of School Passport or any of our intellectual property to the Customer.

5. Authorised Users and Accounts

The Customer may permit members of staff and other persons authorised by the Customer to use School Passport (“Authorised Users”).

The Customer is responsible for:

determining who should have access to its account;
ensuring that Authorised Users are appropriately authorised;
removing access when a person no longer requires it;
maintaining accurate account information;
keeping usernames, passwords and other login credentials confidential;
using appropriate password and account-security practices; and
notifying us promptly if it becomes aware of unauthorised access or a security compromise.

The Customer is responsible for activity carried out through its accounts unless that activity results directly from a security failure for which we are responsible.

We may require passwords to be reset or accounts to be temporarily restricted where we reasonably believe this is necessary to protect the security of School Passport or its users.

6. Subscriptions, Fees and Payment

The price, subscription period, features and payment arrangements applicable to a Customer will be set out in the relevant quotation, Order Form, invoice or purchasing agreement.

Unless stated otherwise, quoted prices are exclusive of VAT, which will be charged where applicable.

Payment must be made by the due date shown on our invoice or other payment documentation.

If an undisputed payment becomes overdue, we may:

contact the Customer regarding payment;
suspend access to paid features after providing reasonable notice; and
exercise any rights available to us under applicable law, including rights relating to late commercial payments.

We will not suspend access because of a genuinely disputed invoice while the parties are working reasonably and in good faith to resolve the dispute.

Subscriptions will renew only in accordance with the renewal arrangements communicated to and agreed with the Customer.

7. Free Access and Trials

We may offer free accounts, free features, demonstrations, promotional access or trial subscriptions.

Unless we expressly agree otherwise:

free or trial access may contain reduced functionality;
certain features may only be available with a paid subscription;
we may change the features included in free access;
free or trial access may be withdrawn on reasonable notice; and
promotional or trial access does not guarantee continued availability of those features free of charge.

Where a trial converts into a paid subscription, the applicable price and conversion arrangements will be made clear before the Customer becomes liable for payment.

8. Acceptable Use

You must use School Passport lawfully and responsibly.

You must not:

copy, reproduce, sell, resell, rent, lease, sublicense or commercially exploit School Passport except where expressly authorised by us;
give unauthorised third parties access to the Service;
attempt to reverse engineer, decompile, disassemble or discover the source code of the Service except where such restriction is prohibited by law;
circumvent or attempt to circumvent security or access controls;
gain or attempt to gain unauthorised access to another Customer’s account, data or systems;
interfere with or disrupt the operation or security of School Passport;
introduce viruses, malware, ransomware or other malicious material;
use automated systems, bots, scraping tools or similar technologies to extract substantial amounts of content or data without our written permission;
use School Passport to infringe another person’s intellectual property, confidentiality, privacy or data-protection rights;
upload unlawful, defamatory, discriminatory, abusive or otherwise prohibited content;
use the Service for fraudulent or illegal purposes; or
use School Passport in a manner that is likely to damage our systems, reputation or ability to provide the Service to others.

Reasonable downloading, printing and use of materials for the Customer’s own educational purposes is permitted where the relevant content or feature is designed to allow it.

9. Customer Content and Data

The Customer retains ownership of the information, documents, images, videos, assessment information, evidence and other content that it or its Authorised Users upload to School Passport (“Customer Content”).

The Customer grants us a limited right to host, copy, transmit, process, back up and otherwise use Customer Content solely to the extent necessary to provide, secure, support and maintain School Passport and fulfil our contractual and legal obligations.

The Customer is responsible for ensuring that:

it has the right to upload and use Customer Content;
its processing of personal information is lawful;
appropriate privacy information has been provided where required;
any necessary permissions or other lawful authority exist for photographs, videos and other evidence;
information entered into School Passport is sufficiently accurate for the Customer’s purposes; and
Customer Content does not infringe applicable laws or third-party rights.

We do not acquire ownership of pupil, staff or school data by virtue of it being stored in School Passport.

10. Data Protection

Each party must comply with applicable data-protection legislation when using or providing School Passport.

Applicable legislation includes, as amended from time to time:

the UK General Data Protection Regulation (“UK GDPR”);
the Data Protection Act 2018;
the Data (Use and Access) Act 2025;
the Privacy and Electronic Communications Regulations 2003 (“PECR”), where applicable; and
any replacement or successor UK data-protection legislation.

Where the Customer uses School Passport to process personal information relating to pupils, staff or other individuals, the Customer will normally act as the data controller and PE PASSPORT LIMITED will normally act as a data processor.

The processing of such information will be governed by our Data Processing Agreement.

As a processor, we will, among other things:

process personal information only on documented instructions from the Customer unless otherwise required by law;
implement appropriate technical and organisational security measures;
ensure persons authorised to process personal information are subject to appropriate confidentiality obligations;
notify the Customer without undue delay after becoming aware of a personal data breach affecting Customer data;
assist the Customer with relevant data-subject requests and regulatory obligations as required by applicable law and our Data Processing Agreement;
impose appropriate contractual obligations upon sub-processors;
apply appropriate safeguards to restricted international transfers where required; and
delete or return personal information at the end of the relevant services in accordance with our Data Processing Agreement and applicable law.

Detailed information concerning the nature and purpose of processing, categories of personal information, categories of data subjects, retention and sub-processors should be contained in the applicable Data Processing Agreement rather than duplicated within these Terms.

11. Pupil Information, Evidence and Safeguarding

Schools may use School Passport to store information relating to children and young people.

The Customer remains responsible for deciding what pupil information should be collected and entered into School Passport and the lawful basis upon which it is processed.

Where photographs, videos, assessment information, special-category personal information or other sensitive information are uploaded, the Customer must ensure that its use of that information complies with:

applicable data-protection legislation;
its own privacy notices and policies;
applicable safeguarding requirements; and
any other legal or regulatory obligations applicable to the Customer.

School Passport does not replace a school’s safeguarding policies, professional judgement or statutory safeguarding responsibilities.

Where evidence includes identifiable pupils, Customers should ensure that access is restricted to appropriate Authorised Users.

12. Intellectual Property

School Passport and all intellectual property rights in the Service are owned by or licensed to PE PASSPORT LIMITED.

This includes, where applicable:

software;
source and object code;
website and platform design;
databases;
graphics;
illustrations;
icons;
branding;
trademarks;
lesson plans;
curriculum resources;
schemes of work;
assessment materials;
documents;
videos;
audio;
animations;
training resources; and
other content supplied through the Service.

These materials are protected by applicable intellectual-property laws, including the Copyright, Designs and Patents Act 1988.

Customers may use School Passport resources internally for legitimate educational purposes during their authorised use of the Service.

Unless expressly permitted by us, resources must not be:

resold;
republished commercially;
uploaded to public resource-sharing websites;
redistributed outside the licensed organisation;
incorporated into a competing commercial product or service; or
reproduced substantially for commercial exploitation.

Nothing in these Terms transfers ownership of our intellectual property to the Customer.

13. Educational Content and Professional Judgement

School Passport provides educational resources, guidance, tools and functionality designed to support teachers and educational organisations.

We take reasonable care when producing and maintaining our content. However, educational curricula, statutory guidance, inspection frameworks, best practice and individual pupil needs may change.

The Customer remains responsible for:

deciding whether content is suitable for its pupils;
adapting teaching and learning appropriately;
complying with applicable curriculum and statutory requirements;
carrying out appropriate risk assessments;
making professional judgements about pupils;
determining appropriate assessment decisions; and
checking that information used for regulatory or compliance purposes remains current.

School Passport should therefore be used as a professional support tool rather than as a substitute for teacher judgement, school policies or specialist professional advice.

We do not guarantee any particular educational, inspection, assessment or pupil outcome from use of the Service.

14. AI-Assisted Features

School Passport may from time to time make artificial-intelligence-assisted or automated features available.

Where such features are provided:

outputs may contain inaccuracies or omissions;
outputs should be reviewed by an appropriately qualified member of staff before being relied upon;
users remain responsible for determining whether generated content is appropriate for their intended educational purpose;
AI-generated material should not be treated as professional, legal, medical or safeguarding advice; and
Customers should not enter personal, confidential or special-category information into an AI feature unless that feature is expressly designed and authorised for such processing.

Unless we expressly state otherwise, AI-assisted features are intended to support rather than replace meaningful human judgement.

Customers must not rely solely upon an automated output to make a decision having a significant effect on a pupil or other individual without ensuring that the use is lawful and that appropriate human oversight and safeguards are in place.

We may change the AI models, technologies or suppliers used to provide these features, subject to our contractual and data-protection obligations.

15. Availability of the Service

We aim to make School Passport available reliably but do not guarantee uninterrupted or error-free availability.

Access may occasionally be unavailable because of:

planned maintenance;
emergency maintenance;
software updates;
infrastructure or internet failures;
third-party service failures;
cyber-security incidents;
circumstances outside our reasonable control; or
other technical problems.

Where reasonably possible, we will seek to minimise disruption and provide appropriate notice of significant planned maintenance.

We will use reasonable care and skill in providing the Service.

16. Updates and Changes to School Passport

We may update School Passport to:

improve functionality;
add new features;
enhance security;
correct errors;
meet technical requirements;
comply with changes in law or regulatory guidance;
update curriculum or educational content; or
respond to developments in technology.

The visual appearance, workflows and individual features of the Service may therefore change over time.

Where a change would materially reduce the principal functionality of a paid subscription, we will seek to provide reasonable notice where practicable.

17. Third-Party Services

School Passport may integrate with or provide links to services operated by third parties.

We are not responsible for third-party websites or services that are outside our control.

Use of a third-party service may be subject to separate terms and privacy information issued by that provider.

Where we appoint third parties to process Customer personal information on our behalf, those arrangements will be managed in accordance with our Data Processing Agreement and applicable data-protection law.

18. Support and Account Access

We may access a Customer account where reasonably necessary to:

provide technical support requested by the Customer;
investigate faults;
maintain or secure the Service;
investigate suspected misuse;
comply with legal requirements; or
protect School Passport, its Customers or its users.

Access by our personnel will be limited to persons who require it for legitimate purposes and will be subject to appropriate confidentiality and security requirements.

We will not access Customer Content for unrelated commercial purposes.

19. Suspension

We may temporarily suspend all or part of a Customer’s access where reasonably necessary because:

undisputed fees remain overdue after reasonable notice;
there is a serious or repeated breach of these Terms;
we reasonably suspect unauthorised, fraudulent or unlawful use;
continued access creates a material security risk;
suspension is required by law or a competent authority; or
immediate action is necessary to protect users, systems or data.

Where appropriate, we will notify the Customer and provide an opportunity to remedy the issue before suspension.

Where immediate suspension is necessary for security or legal reasons, notice may be provided afterwards.

20. Term and Termination

A paid subscription will continue for the subscription period set out in the applicable Order Form, quotation or other purchasing documentation.

Either party may terminate the agreement if the other party commits a material breach and, where the breach is capable of remedy, fails to remedy it within a reasonable period after receiving written notice.

We may terminate or suspend access immediately where continued provision of the Service would be unlawful or would create a serious security risk.

Termination does not affect any rights or liabilities that arose before termination.

Fees already due remain payable.

21. Customer Data Following Termination

Customers should export or download information they wish to retain before their access to School Passport ends.

Following termination or expiry, Customer personal information will be retained, returned, anonymised or deleted in accordance with:

our Data Processing Agreement;
our published retention arrangements;
the Customer’s documented instructions where applicable; and
legal or regulatory retention requirements.

We will not retain identifiable pupil information indefinitely simply because a subscription has ended.

After the applicable retention period expires, information may be permanently deleted and may no longer be recoverable.

22. Backups and Data Recovery

We take reasonable technical measures to protect the availability and integrity of data stored within School Passport and may maintain system backups as part of our disaster-recovery and business-continuity arrangements.

Backups are primarily maintained for restoration of the Service and should not necessarily be treated as a Customer-controlled archive.

Customers should therefore use available reporting, download or export facilities where information needs to be retained independently for a particular statutory, administrative or operational period.

23. Confidentiality

Each party must keep confidential information received from the other party confidential and must use it only for purposes connected with the provision or use of School Passport.

This obligation does not apply to information that:

is or becomes publicly available other than through a breach of confidentiality;
was lawfully known to the receiving party before disclosure;
is lawfully received from a third party without a confidentiality obligation;
is independently developed without use of the confidential information; or
must be disclosed by law, a court or regulatory authority.

These confidentiality obligations will continue after the agreement ends where appropriate.

24. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for:

death or personal injury caused by negligence;
fraud or fraudulent misrepresentation; or
any other liability that cannot legally be excluded or limited.

Subject to the above, neither party will be liable to the other for indirect or consequential losses.

To the extent permitted by law, we will not be liable for loss of:

profits;
anticipated savings;
revenue;
business opportunities;
goodwill; or
reputation,

where such loss is indirect or consequential.

Subject to any liability that cannot legally be limited, our aggregate liability arising from or in connection with School Passport during any subscription year will not exceed the total fees paid or payable by the Customer for School Passport during that subscription year.

Where no fee has been paid for free access, our liability will be limited to the extent permitted by law.

The limitations in this section apply only to the extent that they are fair, reasonable and enforceable under applicable law.

Nothing in these Terms removes any statutory right that cannot lawfully be excluded.

25. Responsibility for Customer Actions

The Customer is responsible for its own use of School Passport and the use of the Service by its Authorised Users.

We will not be responsible for loss resulting from:

inaccurate information supplied by the Customer;
unauthorised sharing of Customer login credentials;
the Customer failing to remove access for former staff or unauthorised users;
the Customer’s unlawful processing of personal information;
the Customer uploading content it has no right to use; or
use of School Passport in breach of these Terms,

except to the extent that the loss was also caused by our own breach, negligence or other responsibility.

26. Events Outside Our Reasonable Control

Neither party will be liable for delay or failure to perform its obligations where caused by circumstances outside its reasonable control.

Such events may include serious internet or telecommunications failures, power failures, natural disasters, industrial disputes, war, terrorism, civil emergencies, epidemics, acts of government or significant failure of essential third-party infrastructure.

This clause does not excuse an obligation to pay fees that had already fallen due before the relevant event.

27. Changes to These Terms

We may update these Terms where reasonably necessary because of:

changes to School Passport;
changes in applicable law;
regulatory requirements;
security requirements;
changes to our business or technical arrangements; or
the introduction of new features.

The current version will be published on our website.

Where a change materially affects an existing paid Customer’s rights or obligations during a current subscription period, we will provide reasonable notice where practicable.

Minor, administrative or legally required changes may take effect immediately upon publication.

28. Assignment

The Customer may not transfer its rights or obligations under these Terms to another organisation without our prior written consent.

We may transfer our rights and obligations where School Passport or PE PASSPORT LIMITED is restructured, sold or transferred as part of a business transaction, provided that this does not materially reduce the Customer’s contractual or data-protection rights.

29. Entire Agreement

These Terms, together with any applicable:

Order Form;
quotation;
Data Processing Agreement; and
other document expressly incorporated into the agreement,

constitute the agreement between the parties relating to School Passport.

Each party acknowledges that it has not relied upon any statement or representation that is not contained in or expressly incorporated into the agreement, except that nothing in this section limits liability for fraud or fraudulent misrepresentation.

30. Severability

If any provision of these Terms is found by a court or competent authority to be invalid, unlawful or unenforceable, that provision will be treated as modified to the minimum extent necessary to make it enforceable.

If modification is not possible, the relevant provision will be treated as deleted.

The remaining provisions will continue in full force.

31. No Waiver

If either party does not immediately exercise a right under these Terms, this does not mean that the right has been waived.

A waiver of one breach will not automatically constitute a waiver of a later breach.

32. Third-Party Rights

Unless expressly stated otherwise, a person who is not a party to the agreement has no right to enforce any provision of these Terms under the Contracts (Rights of Third Parties) Act 1999.

33. Consumer Rights

School Passport is primarily supplied to schools and other organisations for professional and educational use.

If an individual purchases School Passport wholly or mainly for purposes outside their trade, business, craft or profession and therefore qualifies as a consumer, nothing in these Terms affects rights that cannot legally be excluded, including applicable rights under the Consumer Rights Act 2015 and other consumer-protection legislation.

34. Governing Law and Jurisdiction

These Terms and any dispute or claim arising from them are governed by the laws of England and Wales.

Where the Customer is acting in the course of a business or professional activity, the courts of England and Wales will have exclusive jurisdiction to determine any dispute arising from or connected with these Terms.

Where mandatory consumer law applies, this section does not remove any jurisdictional rights that the consumer is legally entitled to exercise.

35. Contact

Questions concerning these Terms should be sent to:

PE PASSPORT LIMITED

Westminster House
10 Westminster Road
Macclesfield
Cheshire
SK10 1BX
United Kingdom

Company number: 09311471

Website: www.schoolpassport.co.uk