Terms of Service.

01Who these terms are between

These Terms of Service (the "Terms") form a binding agreement between Concepttolive, a software studio operating from Spintex Road, Accra, Ghana ("Concepttolive", "we", "us", "our"), and the organization that subscribes to or uses our platforms ("Customer", "you", "your").

By subscribing to, accessing or using any RunMy platform, you confirm that you have read and accept these Terms, and that the person accepting them has authority to bind your organization.

02Definitions

Platform / Service

Any hosted software product operated by Concepttolive under the RunMy name, including RunMySchool and RunMyProgram, together with its documentation, updates and associated support.

Subscription

Your paid right to access the Platform for a defined period — annual or per academic term — as set out in your accepted quote.

Customer Data

All data your organization or your Authorised Users enter into, upload to, or generate within the Platform, including student, staff, participant, financial and academic records.

Authorised User

An individual your organization permits to access the Platform under your account — for example an administrator, bursar, teacher, programme officer, parent or guardian.

Quote

The written commercial offer we issue to you setting out fees, subscription period, plan band and any agreed extras. Once accepted, it forms part of this agreement.

Fees

The amounts payable under your accepted Quote, stated in Ghana Cedis (GHS).

03Accounts & eligibility

Our Platforms are sold to organizations, not to consumers. To subscribe you must be an organization — a school, training provider, programme, institution or similar body — lawfully constituted and operating in Ghana or elsewhere in West Africa, and the individual accepting these Terms must be at least 18 years old and authorised to act for that organization.

Your responsibilities for accounts

• You are responsible for all activity that occurs under your organization's account, including the actions of your Authorised Users.
• You must keep login credentials confidential and must not share a single account between multiple individuals — every user who needs access should have their own account, which we do not charge extra for.
• You must notify us promptly at hello@concepttolive.com if you believe an account has been compromised.
• You are responsible for promptly removing access for staff who leave your organization. We provide the tools; the decision is yours.

04The service we provide

Subject to payment of the Fees, we grant you a non-exclusive, non-transferable right to access and use the Platform for your organization's internal operations during your Subscription period. In return, we will:

• Host, operate and maintain the Platform, including security patching and infrastructure management;
• Provide all platform updates and new features released during your Subscription period, at no additional charge;
• Take daily encrypted backups of Customer Data and store them separately from the live system;
• Provide onboarding, data migration for your current academic or programme year, and staff training as described in your Quote;
• Provide support by WhatsApp, telephone and email during our published support hours.

We may improve, modify or reorganise features of the Platform over time. We will not remove a material feature you depend on without giving you at least 30 days' notice and, where reasonably possible, an equivalent alternative.

05Subscriptions, fees & payment

Currency and amounts

All Fees are quoted and payable in Ghana Cedis (GHS). The amount stated in your accepted Quote is fixed for the whole of that Subscription period. We do not apply mid-term increases and we do not pass on exchange-rate movements.

Payment methods

We accept Mobile Money (MTN MoMo, Telecel Cash, AirtelTigo Money), Visa and Mastercard, and direct bank transfer. Card and Mobile Money payments are processed by Paystack Payments Limited, a licensed payment service provider. Concepttolive does not receive, process or store your full card number, CVV, PIN or Mobile Money credentials.

When payment is due

• Fees are payable in advance of the Subscription period they cover.
• Invoices are due within 14 days of issue unless your Quote states otherwise.
• Where a payment is made by bank transfer, your Subscription period begins once the funds clear to our account.

Late payment

If an invoice remains unpaid more than 30 days after its due date we may suspend access to the Platform after giving you at least 7 days' written notice and a reasonable opportunity to pay. Suspension does not delete your data. Access is restored promptly once payment is received. We do not charge late-payment interest or penalty fees.

Taxes

Fees are exclusive of any taxes, levies or duties imposed by Ghanaian law, which will be added where applicable and shown separately on your invoice.

06Renewal, cancellation & refunds

Subscriptions do not renew automatically. We do not store payment credentials for silent re-charging. Before your Subscription period ends we will send a renewal invoice, and your Subscription continues only if you choose to pay it.

If our Fees are changing at renewal, we will tell you in writing at least 30 days before your current period ends. You are free to decline.

You may cancel at any time by writing to hello@concepttolive.com. There is no cancellation fee and no notice period. You retain full access until the end of the period you have already paid for.

07Acceptable use

You agree that you and your Authorised Users will not:

• Use the Platform for any unlawful purpose, or in breach of any applicable Ghanaian law including the Data Protection Act, 2012 (Act 843) and the Electronic Transactions Act, 2008 (Act 772);
• Upload personal data you have no lawful basis to hold, or that you were not authorised by the individual (or their parent or guardian) to provide;
• Attempt to gain unauthorised access to the Platform, other customers' accounts, or our underlying infrastructure;
• Probe, scan or test the vulnerability of the Platform without our prior written consent, or circumvent any authentication or rate-limiting measure;
• Copy, reverse-engineer, decompile or attempt to derive the source code of the Platform, except to the extent Ghanaian law expressly permits;
• Resell, sublicense, rent or otherwise make the Platform available to any third party outside your organization, without our written agreement;
• Upload malicious code, or use the Platform to distribute spam, malware or unlawful content;
• Use the Platform in a way that places an unreasonable load on our infrastructure or degrades service for other customers;
• Use the Platform, or data extracted from it, to build a competing product.

If we believe your use breaches this section, we will normally contact you first and give you an opportunity to fix it. Where a breach is serious, ongoing, or presents a risk to other customers or to individuals' data, we may suspend access immediately — see section 13.

08Your data & ownership

You own your data

All Customer Data belongs to your organization. Nothing in these Terms transfers ownership of it to us. We hold and process it solely to provide the Platform to you, on your instructions, as a data processor.

What we will never do

• We will never sell, rent or trade your Customer Data.
• We will never share it with advertisers or data brokers.
• We will never use it to train third-party artificial intelligence models.
• We will never use identifiable student, participant or staff records for our own marketing.

We may generate and use aggregated, fully anonymised statistics — figures that cannot identify your organization or any individual — to understand how the Platform is used and to improve it.

Export and portability

You may export your complete Customer Data in open, standard formats (CSV and PDF) at any time from within the Platform, including after cancellation. We do not use proprietary formats designed to make leaving difficult, and we will not withhold your data as leverage in a commercial dispute.

Retention after termination

Following termination of your Subscription we retain your Customer Data for 90 days so you can retrieve it or reinstate the account, then delete it from live systems. Encrypted backups age out within a further 90 days. You may ask us in writing to delete everything sooner, and we will do so.

If we ever cease operating

If Concepttolive ceases to operate the Platform for any reason, we commit to giving affected customers at least 90 days' written notice and providing a full export of Customer Data in open formats before service ends.

How we handle personal data specifically — including children's data — is set out in our Privacy Policy.

09Intellectual property

The Platform itself — its software, source code, design, interface, documentation, the Concepttolive name and the RunMy family of names and marks — is and remains our property. Your Subscription grants you a right to use it, not any ownership interest in it.

If you send us feedback, suggestions or feature requests, we may act on them freely and without obligation or payment to you. This does not give us any right to your Customer Data.

10Availability & support

Target availability

We target 99% availability of the Platform in each calendar month, excluding announced maintenance windows and events outside our reasonable control. Where we fall short, you may be entitled to a service credit as set out in our Refund & Cancellation Policy.

Maintenance

Planned maintenance is scheduled outside Ghanaian school and office hours wherever possible, and announced in advance. Emergency security patching may occasionally be applied without notice; we will tell you afterwards.

Support

Support is included in every Subscription at no extra cost, by WhatsApp, telephone and email, Monday to Friday 08:00–18:00 GMT and Saturday 09:00–13:00 GMT. We aim to acknowledge every request within one business day, and treat issues that prevent your whole organization from operating as priority.

11Third-party services

The Platform relies on a small number of reputable third-party providers — including our cloud hosting provider, Paystack for payment processing, and messaging providers for SMS and email notifications. These are listed, with their roles, in our Privacy Policy.

Where you choose to connect the Platform to a third-party service of your own, that service is governed by its own terms and we are not responsible for it.

12Confidentiality

Each party may receive information from the other that is confidential. We will treat your Customer Data, financial information and operational details as confidential, and you will treat our non-public pricing, documentation and technical information the same way.

Neither party will disclose the other's confidential information except to staff or contractors who need it and are bound by equivalent obligations, or where disclosure is required by law or a court of competent jurisdiction — in which case, where lawful, we will tell you first.

13Suspension & termination

You may terminate

At any time, for any reason, by written notice to us. See section 6 and our Refund & Cancellation Policy for what happens next.

We may suspend

We may suspend your access where:

• An invoice remains unpaid more than 30 days past due, after 7 days' written notice;
• Your use breaches section 7 in a way that risks other customers, our infrastructure, or individuals' personal data;
• We are required to do so by law.

Suspension is a pause, not a deletion. We restore access as soon as the cause is resolved.

We may terminate

We may terminate this agreement on 30 days' written notice if you materially breach these Terms and fail to remedy the breach within that period, or immediately if you become insolvent or cease to operate.

What survives

Sections 8 (your data), 9 (intellectual property), 12 (confidentiality), 14–16 (warranties, liability, indemnity) and 18 (governing law) survive termination.

14Warranties & disclaimers

We warrant that:

• We will provide the Platform with reasonable skill and care, in a professional manner;
• We have the right to grant you the rights set out in these Terms;
• We will comply with applicable Ghanaian data protection law in handling personal data on your behalf.

Beyond those warranties, and to the maximum extent permitted by Ghanaian law, the Platform is provided "as is". We do not warrant that it will be uninterrupted, entirely error-free, or that it will meet every requirement of your organization. Software has defects; we commit to fixing them promptly, not to their absence.

You remain responsible for the accuracy of the data you enter and for decisions your organization makes on the basis of it. The Platform is a record-keeping and administration tool; it does not replace your professional, financial or regulatory judgement.

15Limitation of liability

Nothing in these Terms limits or excludes either party's liability for:

• Death or personal injury caused by negligence;
• Fraud or fraudulent misrepresentation;
• Any liability that cannot lawfully be limited under the laws of Ghana.

Subject to that:

• Neither party is liable for indirect, incidental, special or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.
• Our total aggregate liability arising out of or in connection with this agreement in any 12-month period is limited to the total Fees you paid us in the 12 months immediately preceding the event giving rise to the claim.

We are not liable for loss caused by your failure to maintain your own records, by inaccurate data entered by your Authorised Users, or by your failure to secure account credentials.

16Indemnity

You agree to indemnify us against claims, losses and reasonable costs arising from your use of the Platform in breach of section 7, or from Customer Data you had no lawful right to upload or process.

We agree to indemnify you against third-party claims that the Platform itself infringes that third party's intellectual property rights, provided you notify us promptly and let us handle the defence.

17Changes to these terms

We may update these Terms as the Platform and the law evolve. Where a change materially affects your rights or obligations, we will give you at least 30 days' written notice by email before it takes effect.

If you do not accept a material change, you may terminate before it takes effect and we will refund the unused portion of your current Subscription period on a pro-rata basis. Continuing to use the Platform after the effective date means you accept the updated Terms.

Minor clarifications that do not affect your rights take effect on publication, with the "last updated" date amended.

18Governing law & disputes

These Terms and any dispute arising from them are governed by the laws of the Republic of Ghana.

If a dispute arises, both parties agree to first attempt to resolve it in good faith by discussion — in practice, a phone call and an email usually settles it. If that fails within 30 days, the parties may refer the matter to mediation under the Alternative Dispute Resolution Act, 2010 (Act 798).

Failing resolution, the courts of Ghana sitting in Accra have exclusive jurisdiction.

19General provisions

• Entire agreement. These Terms, your accepted Quote, the Privacy Policy and the Refund & Cancellation Policy form the entire agreement between us and supersede prior discussions.
• Severability. If any provision is held unenforceable, the rest remains in force.
• No waiver. Failure to enforce a provision is not a waiver of the right to enforce it later.
• Assignment. You may not assign this agreement without our written consent, which we will not unreasonably withhold. We may assign it as part of a transfer of our business, on notice to you.
• Force majeure. Neither party is liable for failure to perform caused by events beyond reasonable control, including national power or telecommunications failures, natural disasters, or government action.
• Notices. Written notice may be given by email to the address on your account, or to hello@concepttolive.com for notices to us.

20How to contact us

Questions about these Terms, or anything in them you'd like explained before signing:

Email

hello@concepttolive.com

Phone / WhatsApp

+233 50 918 8506

Post

Concepttolive, Spintex Road, Accra, Greater Accra Region, Ghana

Response time

Within one business day, Monday–Friday