YEDS TERMS & CONDITIONS

Your Education Digital Solutions

One Platform. Endless Possibilities.

Simplifying Education. Transforming Possibilities.

Last Updated: 15 September, 2026

Welcome to YEDS

Welcome to YEDS (Your Education Digital Solutions).

These Terms & Conditions (“Terms”) govern your access to and use of the YEDS websites, applications, platforms, systems, digital resources, and related products and services (collectively, the “Services”).

YEDS provides integrated digital solutions designed to support educational institutions and their communities, including school management, academic management, assessments and reporting, school fees management, timetabling, electronic voting, library management, digital libraries, document management, communication, online learning, school websites, publishing, and other education-related digital services.

By accessing, registering for, or using any YEDS Service, you acknowledge that you have read, understood, and agree to be bound by these Terms.

If you do not agree with these Terms, you should not access or use the relevant YEDS Service.

1. Definitions

For purposes of these Terms:

“YEDS,” “we,” “us,” or “our” means YEDS and the entity operating the relevant YEDS Service, currently associated with YEDS Learning Hub, subject to applicable registration and legal requirements.

“Platform” means the websites, applications, software systems, portals, databases, digital environments, and related technologies operated or provided by YEDS.

“Institution” means a school, college, university, training institution, organization, or other educational body that subscribes to or uses YEDS Services.

“Institution Administrator” means a person authorized by an Institution to administer its YEDS account and manage users, information, permissions, and settings.

“User” means any person who accesses or uses a YEDS Service, including administrators, teachers, staff, students, parents, guardians, trustees, and other authorized users.

“Institution Data” means information submitted, uploaded, generated, or managed through YEDS on behalf of an Institution.

“User Content” means information, documents, files, comments, educational materials, assignments, results, images, or other content submitted or uploaded by a User.

2. Acceptance of These Terms

By using YEDS Services, you agree to comply with these Terms and all applicable laws and regulations.

If you are accessing YEDS on behalf of a school, organization, or other institution, you confirm that you have the authority to accept these Terms on behalf of that institution.

Where an Institution subscribes to YEDS Services, the Institution may establish additional rules governing how its Users access and use the Services.

In the event of a conflict between these Terms and a separate written agreement between YEDS and an Institution, the specific written agreement will prevail to the extent of the conflict.

3. YEDS Services

YEDS provides digital solutions for educational institutions and their communities.

Our Services may include, but are not limited to:

4. Account Registration and Access

Certain YEDS Services require Users or Institutions to create an account.

Users agree to:

5. Institutional Responsibilities

An Institution using YEDS Services is responsible for:

Providing accurate information to YEDS and its Users.

Ensuring that authorized personnel use the Platform appropriately.

Managing User accounts and permissions.

Ensuring that information uploaded into the Platform is accurate and lawful.

Obtaining any necessary permissions, notices, or consents required for information supplied to YEDS.

Ensuring that Users comply with applicable institutional policies.

Maintaining appropriate internal procedures for the use of YEDS Services.

Reviewing important records and reports before relying on them for official institutional decisions.

YEDS provides technology and digital infrastructure to support institutional operations. Unless expressly agreed otherwise, the Institution remains responsible for decisions made using information entered, approved, or published by the Institution.

6. User Responsibilities

Users agree to use YEDS Services responsibly and lawfully.

Users must not:

7. Students and Parents

Students and parents or guardians may access YEDS Services through accounts provided or authorized by an Institution.

Students and parents agree to:

Use the Platform primarily for legitimate educational and school-related purposes.

Keep account credentials secure.

Respect teachers, staff, students, parents, and other Users.

Not attempt to access another person's information.

Not interfere with academic, voting, financial, library, or administrative processes.

Report suspected security or account problems to the Institution or YEDS.

The Institution determines which information and Services are available to individual students and parents.

Where a User is a minor, use of YEDS Services may be subject to the authorization, supervision, and policies of the relevant Institution and, where applicable, a parent, guardian, or other person legally responsible for the User.

8. Data Protection and Privacy

YEDS recognizes the importance of protecting personal information.

Personal information may include names, contact details, student records, academic results, attendance records, financial information, photographs, communications, and other information processed through the Services.

YEDS will process personal information in accordance with applicable data-protection and privacy laws and its Privacy Policy.

Our Privacy Policy explains:

What information we collect.

Why information is collected.

How information is used.

How information is stored and protected.

When information may be shared.

Data retention practices.

Applicable rights of data subjects.

How Users may raise privacy concerns or requests.

Where YEDS processes personal information on behalf of an Institution, the Institution may determine the purposes and means of processing while YEDS provides the relevant technology and processing services, subject to applicable law and contractual arrangements.

Institutions are responsible for ensuring that their collection and submission of personal information to YEDS is lawful and appropriately authorized.

YEDS does not sell personal information to third parties.

YEDS may use aggregated, statistical, or appropriately de-identified information for legitimate purposes such as service improvement, system performance analysis, research, reporting, planning, and product development, provided that such information does not identify individual Users unless permitted by law or otherwise appropriately authorized.

9. Cookies and Similar Technologies

YEDS may use cookies and similar technologies to:

Enable essential Platform functionality.

Maintain secure sessions.

Remember preferences.

Understand how our Services are used.

Improve performance and user experience.

Analyze traffic and system usage.

Where applicable, Users may be provided with choices regarding optional cookies.

Additional information about cookies and similar technologies may be provided in our Cookie Policy.

10. User Content

Users and Institutions retain ownership of content they lawfully own and submit to YEDS.

By uploading or submitting content to YEDS, the User or Institution grants YEDS the limited rights necessary to host, store, process, reproduce, display, transmit, back up, and otherwise handle that content solely as reasonably required to provide, maintain, secure, and improve the relevant Services.

This permission does not transfer ownership of the User's or Institution's underlying content to YEDS.

Users are responsible for ensuring that content they upload:

Is accurate where accuracy is required.

Does not unlawfully infringe the rights of others.

Is submitted with any necessary authorization.

Does not contain malicious software.

Complies with these Terms and applicable laws.

YEDS may remove, restrict, or disable access to content where reasonably necessary to comply with law, protect Users, protect the Platform, or enforce these Terms.

11. YEDS Intellectual Property

Unless otherwise stated, the YEDS name, trademarks, logos, software, Platform architecture, interface designs, databases, documentation, graphics, text, functionality, and other materials provided by YEDS are owned by or licensed to YEDS and are protected by applicable intellectual-property laws.

Use of YEDS Services does not transfer ownership of YEDS intellectual property to Users or Institutions.

Subject to these Terms, YEDS grants authorized Users a limited, non-exclusive, non-transferable right to use the Services for their intended educational or institutional purposes.

Users must not, without appropriate authorization:

Copy or reproduce YEDS software or proprietary materials.

Sell, sublicense, lease, or redistribute YEDS Services.

Reverse engineer or attempt to extract source code from the Platform where prohibited by law.

Remove proprietary notices or trademarks.

Create unauthorized derivative versions of YEDS software.

Use YEDS intellectual property to create a competing service.

12. Educational Content and Third-Party Materials

YEDS may provide or facilitate access to educational resources, documents, books, learning materials, links, publishing services, or other third-party content.

Availability of such content does not necessarily mean that YEDS owns or endorses all third-party materials.

Users must respect applicable copyright, licensing, intellectual-property, and usage restrictions.

YEDS may remove or restrict access to content where it receives a legitimate complaint, legal notice, or otherwise determines that action is appropriate.

13. Electronic Voting and Institutional Elections

Where YEDS provides electronic voting or election-management services, the Institution is responsible for defining the election rules, eligible voters, candidates, voting periods, and other institutional requirements.

YEDS provides the technological infrastructure used to facilitate the election process.

Institutions and authorized administrators are responsible for ensuring that election configurations and voter information are accurate before an election begins.

Users must not attempt to manipulate, interfere with, disrupt, or gain unauthorized access to an election.

YEDS will make reasonable efforts to maintain the integrity and availability of its electronic voting services but cannot be responsible for circumstances outside its reasonable control.

14. School Records, Results and Financial Information

YEDS may provide tools for managing student records, academic results, school fees, receipts, balances, attendance, reports, and related information.

The Institution remains responsible for verifying information entered into the Platform and for official decisions based on that information.

YEDS is not responsible for inaccuracies resulting from incorrect, incomplete, outdated, or unauthorized information entered by an Institution or User.

Where calculations, reports, rankings, balances, or other outputs are generated automatically, Institutions should review and verify important information before using it for official purposes.

15. Service Availability

YEDS aims to provide reliable and accessible Services.

However, uninterrupted availability cannot be guaranteed.

Services may occasionally be unavailable or limited because of:

Scheduled maintenance.

Software updates.

Security measures.

Hardware or infrastructure problems.

Internet or telecommunications failures.

Third-party service interruptions.

Cybersecurity incidents.

Power failures.

Natural disasters.

Government actions or legal requirements.

Other circumstances beyond YEDS's reasonable control.

YEDS will make reasonable efforts to restore affected Services and, where reasonably practicable, provide notice of significant planned interruptions.

16. Updates and Changes to Services

YEDS is continuously developing its Services.

We may:

Add new features.

Improve existing features.

Modify interfaces.

Change technical requirements.

Introduce new Services.

Remove or discontinue features where reasonably necessary.

Where a material change substantially affects an Institution's use of the Services, YEDS will make reasonable efforts to provide appropriate notice.

17. Fees, Subscriptions and Payments

Certain YEDS Services may require payment.

Where applicable:

Pricing and subscription terms will be communicated to the relevant Institution or User.

Fees must be paid according to the agreed payment terms.

Failure to meet payment obligations may result in restriction, suspension, or termination of Services.

Additional Services or features may be subject to separate charges.

Taxes, transaction charges, or third-party payment charges may apply where applicable.

Refunds will be handled according to the applicable subscription or service agreement and applicable law.

Where an Institution has a separate written agreement with YEDS, that agreement will govern the applicable commercial terms.

18. Backups and Data Recovery

YEDS may maintain backups and other technical measures intended to support service continuity and data recovery.

However, no backup or storage system can guarantee complete protection against every possible form of loss, corruption, unauthorized access, or technical failure.

Institutions remain responsible for maintaining appropriate records and following any backup or data-export procedures provided by YEDS.

Where data export is available, Institutions should periodically maintain appropriate copies of important institutional records in accordance with their own legal and administrative requirements.

19. Third-Party Services

YEDS Services may integrate with or depend upon third-party services, including payment providers, hosting providers, communications services, authentication services, internet services, or other external technologies.

YEDS is not responsible for failures caused solely by third-party services outside YEDS's reasonable control.

Use of third-party services may also be subject to the third party's own terms and privacy policies.

20. Security

YEDS takes reasonable measures designed to protect the Platform and information processed through it.

However, no digital system can be guaranteed to be completely secure.

Users and Institutions are responsible for maintaining appropriate account security and following security instructions provided by YEDS.

Any suspected unauthorized access, security vulnerability, data breach, or other security incident should be reported to YEDS or the relevant Institution as soon as reasonably possible.

21. Suspension and Termination

YEDS may suspend or restrict access to Services where reasonably necessary to:

Protect the Platform or Users.

Investigate suspected misuse.

Prevent fraud or unauthorized access.

Comply with legal requirements.

Address security risks.

Enforce these Terms.

Address overdue payment obligations where applicable.

Where reasonably practicable, YEDS will provide notice before suspension unless immediate action is necessary to protect the Platform, Users, data, or legal interests.

An Institution may terminate its use of YEDS in accordance with its applicable service or subscription agreement.

Upon termination, access to Services may cease and applicable data-retention, export, deletion, and legal obligations will apply.

22. Data After Termination

Following termination of an Institution's use of YEDS Services, data may be retained for a reasonable period where necessary for:

Legal compliance.

Legitimate business records.

Security and fraud prevention.

Backup and disaster recovery cycles.

Resolution of disputes.

Other purposes permitted or required by applicable law.

Where applicable and technically available, YEDS may provide an Institution with a reasonable opportunity to export its data before permanent deletion, subject to the applicable service agreement.

23. Disclaimer

YEDS Services are provided to support educational and administrative activities.

While we aim to provide accurate, reliable, and useful technology, YEDS does not guarantee that:

The Services will always be available.

Every feature will meet every Institution's specific requirements.

Information entered by Users or Institutions will always be accurate.

The Platform will be completely free from errors or interruptions.

External internet or third-party services will always be available.

Every output generated by the Platform will be suitable for every institutional decision without verification.

Institutions remain responsible for reviewing important information and exercising appropriate professional and administrative judgment.

24. Limitation of Liability

To the maximum extent permitted by applicable law, YEDS will not be responsible for indirect, incidental, special, consequential, or unforeseeable losses arising from the use of the Services.

This may include losses arising from:

Temporary service interruption.

Internet or device failure.

Incorrect information entered by Users or Institutions.

Unauthorized actions of Users.

Third-party service failures.

Events beyond YEDS's reasonable control.

Nothing in these Terms is intended to exclude or limit liability that cannot lawfully be excluded or limited under applicable law.

25. Indemnity

To the extent permitted by applicable law, an Institution or User may be responsible for losses, claims, liabilities, or reasonable costs arising from their unlawful use of YEDS Services, violation of these Terms, unauthorized access, or infringement of another person's rights.

This provision does not apply to the extent that the relevant loss was caused by YEDS's own unlawful conduct or liability that cannot legally be transferred.

26. Confidentiality

YEDS and Institutions may receive confidential information belonging to one another in connection with the Services.

Each party should take reasonable steps to protect confidential information and use it only for legitimate purposes related to the Services.

Confidentiality obligations do not normally apply to information that:

Is publicly available without breach of an obligation.

Was already lawfully known.

Is independently developed.

Must be disclosed by law or a lawful authority.

27. Reporting Misuse or Concerns

If you believe that another User is misusing YEDS, accessing information without authorization, violating these Terms, or creating a security or privacy concern, you should report the matter to the relevant Institution administrator or YEDS.

YEDS may investigate reported concerns and take reasonable action where appropriate.

28. Changes to These Terms

YEDS may update these Terms from time to time to reflect:

Changes in our Services.

Changes in technology.

Changes in applicable laws or regulations.

Changes in our business practices.

Improvements to user protection and security.

The updated Terms will be published on the relevant YEDS website or Platform.

Where required by applicable law, we will provide additional notice of material changes.

Your continued use of YEDS Services after the effective date of updated Terms constitutes acceptance of the updated Terms, subject to applicable law.

29. Governing Law

These Terms shall be governed by and interpreted in accordance with the laws applicable in the jurisdiction in which the relevant YEDS entity operates and provides the Services, unless a separate written agreement provides otherwise.

For services provided in Uganda, the applicable laws of Uganda will generally govern, subject to mandatory legal requirements and any applicable written agreement.

30. Dispute Resolution

YEDS encourages Users and Institutions to resolve disputes through good-faith communication.

Where a dispute arises, the parties should first attempt to resolve the matter amicably.

Where appropriate, the parties may pursue mediation or other alternative dispute-resolution procedures before resorting to formal legal proceedings.

Nothing in these Terms prevents a party from seeking urgent legal relief where such relief is legally available and necessary.

31. Severability

If any provision of these Terms is determined to be invalid, unlawful, or unenforceable, that provision will be interpreted or modified to the extent necessary to make it enforceable where legally possible.

The remaining provisions will continue to apply.

32. No Waiver

Failure by YEDS to enforce any provision of these Terms does not constitute a waiver of its right to enforce that provision in the future.

33. Entire Agreement

These Terms, together with any applicable Privacy Policy, Cookie Policy, Acceptable Use Policy, Service Agreement, subscription terms, and other agreements expressly incorporated into them, form the applicable agreement governing use of the relevant YEDS Services.

34. Contact Us

If you have questions, concerns, complaints, or requests regarding these Terms or YEDS Services, please contact us through the official YEDS contact channels provided on our website.

YEDS Learning Hub
YEDS — Your Education Digital Solutions
Email: yedslearninghub@gmail.com
Website: www.yedssystems.com

Service Categories and User Requirements

Depending on the Services subscribed to or made available by an Institution, YEDS may support the following areas:

·         School and institution management.

·         Student and staff management.

·         Academic records and assessment management.

·         Examination and results processing.

·         Report cards and marksheets.

·         School fees and financial management.

·         Timetable management.

·         Attendance management.

·         Electronic voting and election management.

·         Digital and physical library management.

·         Online learning and virtual school services.

·         Digital educational resources.

·         Document and records management.

·         School websites and communication services.

·         Educational publishing.

·         Reports, analytics, and administrative tools.

·     Other education-related digital solutions developed or introduced by YEDS.

YEDS may add, modify, suspend, replace, or discontinue particular features or Services from time to time.

Account Security Requirements

·         Provide accurate and complete information when registering.

·         Keep registration information reasonably current.

·         Protect usernames, passwords, PINs, authentication codes, and other account credentials.

·         Not knowingly allow unauthorized persons to use an account.

·         Notify YEDS or the relevant Institution promptly if unauthorized access is suspected.

·         Log out of accounts when using shared or public devices.

·         Follow reasonable security instructions provided by YEDS.

Prohibited Uses

·         Provide knowingly false or misleading information.

·         Share account credentials without authorization.

·         Access accounts, records, or information without authorization.

·         Attempt to bypass security or access controls.

·         Attempt to interfere with the operation of the Platform.

·         Upload malicious software, harmful code, or files intended to damage the Platform.

·         Attempt to gain unauthorized access to YEDS systems or another User's account.

·         Use the Platform for fraudulent, unlawful, abusive, or harmful purposes.

·         Harass, threaten, bully, or discriminate against other Users.

·         Upload content that unlawfully infringes another person's intellectual property or privacy rights.

·         Use YEDS to distribute unlawful, harmful, defamatory, or inappropriate material.

·         Manipulate examination results, voting processes, financial records, attendance records, or other institutional information without authorization.

·         Use YEDS Services for unrelated purposes where such use is prohibited by YEDS or the Institution.

YEDS reserves the right to investigate suspected misuse and take appropriate action.

Our Commitment

At YEDS, we believe technology should make education simpler, more connected, and more effective.

One Platform. Endless Possibilities.

Simplifying Education. Transforming Possibilities.

Thank you for choosing YEDS.