Agreements · Send Signals

What Send Signals provides, what the school is responsible for, and how either side ends the subscription.

Send Signals

School Subscription and Data Agreement

Accepted in the Send Signals platform before the platform is used

AGREEMENT DETAILS

Provider	Send Signals Limited, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ (Company No. 17147174)
School name
School address
School contact name
School contact email
Subscription start date
Subscription tier / annual fee

Important: This agreement is accepted together with a Data Processing Agreement (DPA) before any pupil or staff data is entered into the Send Signals platform. The DPA governs the data protection aspects of your use of Send Signals in accordance with UK GDPR Article 28. Both documents form part of your subscription.

1. WHAT THIS AGREEMENT COVERS

This agreement is between Send Signals Limited (the "Provider") and the school named above (the "School"). It sets out the terms on which the School may access and use the Send Signals platform (the "Platform"), including the rights and responsibilities of both parties.

This agreement should be read alongside the Data Processing Agreement, which governs how Send Signals Limited handles personal data on behalf of the School. Where there is any conflict between this agreement and the Data Processing Agreement in relation to data protection matters, the Data Processing Agreement takes precedence.

2. WHAT SEND SIGNALS PROVIDES

The Platform

During the subscription period, Send Signals Limited will provide the School with access to the Send Signals web-based platform, which enables the School to:

Create and manage pupil profiles with relevant labels (SEND type, year group, vulnerability flags)

Set up pre-defined check-in response options for pupils

Collect structured RAG (Red / Amber / Green) check-in responses from pupils

View check-in responses through a staff dashboard

Monitor pupil wellbeing data over time

Support

Send Signals Limited will provide email support at support@sendsignals.co.uk. We aim to respond to all support queries within two working days. Support is available Monday to Friday during UK school term times.

Availability

Send Signals Limited will use reasonable endeavours to ensure the Platform is available during normal school hours. Planned maintenance will be communicated in advance where possible. We cannot guarantee uninterrupted availability and accept no liability for losses arising from temporary unavailability.

Updates

Send Signals Limited may update or improve the Platform from time to time. Where an update materially changes how the Platform works, we will notify the School by email with reasonable notice.

3. SCHOOL RESPONSIBILITIES

Authorised staff

The School is responsible for ensuring that only authorised members of staff are given login access to the Platform. The School must not share login credentials between staff members. When a staff member leaves or changes role, their access must be removed promptly.

Accurate data

The School is responsible for ensuring that the pupil and staff data entered into the Platform is accurate, up to date, and only includes information that the School is legally entitled to process. The School must not enter data about pupils who have not been appropriately informed that the Platform is being used (see the Student Privacy Notice provided by Send Signals Limited).

Sharing the student privacy notice

Before pupils begin using the Platform, the School must share the Send Signals Student Privacy Notice with those pupils (and, where appropriate, with their parents or carers). A copy of the Student Privacy Notice is available from support@sendsignals.co.uk and should be reviewed annually.

Acceptable use

The School agrees to use the Platform only for its intended purpose: collecting structured pupil check-in responses for the purposes of pastoral care, SEND support, and pupil wellbeing monitoring. The School must not use the Platform to:

Process data for any purpose unrelated to pupil wellbeing and support

Enter free-text or unstructured personal data about pupils beyond the fields provided

Attempt to access data belonging to another school or organisation

Circumvent any security measures or access controls

Share access credentials with any party outside the School

Compliance with data protection law

The School remains the data controller for all personal data entered into the Platform. The School is responsible for ensuring it has an appropriate lawful basis for processing pupil and staff data, for maintaining its own data protection policies, and for handling data subject rights requests. Send Signals Limited will assist the School in this where required under the terms of the Data Processing Agreement.

4. SUBSCRIPTION AND PAYMENT

The School's subscription fee and payment terms are as agreed at the point of sign-up and confirmed in the Agreement Details table at the top of this document. The subscription covers the period stated and renews annually unless either party gives written notice of cancellation at least 30 days before the renewal date.

Invoices will be sent by email to the School contact named above. Payment is due within 30 days of the invoice date. Send Signals Limited reserves the right to suspend access to the Platform if a subscription fee remains unpaid after 30 days, with 7 days prior written notice.

Subscription fees are non-refundable except where Send Signals Limited has materially failed to deliver the Platform in accordance with this agreement, or as otherwise required by law.

All fees stated in this agreement are exclusive of Value Added Tax. Where VAT is chargeable, it will be added at the prevailing rate and shown separately on each invoice, together with Send Signals Limited's VAT registration number.

5. CONFIDENTIALITY

Each party agrees to keep confidential any information shared by the other party that is marked as confidential or that a reasonable person would understand to be confidential. Neither party will disclose such information to any third party without the other party's prior written consent, except as required by law.

This clause does not apply to information that is or becomes publicly available other than through a breach of this agreement, or that was already known to the receiving party at the time of disclosure.

6. INTELLECTUAL PROPERTY

The Platform and all intellectual property rights in it (including the software, design, content, and any improvements) remain the property of Send Signals Limited. This agreement grants the School a limited, non-exclusive, non-transferable licence to use the Platform during the subscription period for the purposes described in this agreement.

The School retains all rights to the data it enters into the Platform. Send Signals Limited does not claim any ownership over pupil or staff data and will not use it for any purpose other than operating the Platform on the School's behalf.

7. LIABILITY

Send Signals Limited will not be liable for any indirect, consequential, or special losses arising from the School's use of the Platform, including but not limited to loss of data, loss of revenue, or reputational damage.

Send Signals Limited's total liability to the School under this agreement in any twelve-month period will not exceed the total subscription fees paid by the School in that period.

Nothing in this agreement limits liability for fraud, death or personal injury caused by negligence, or any liability that cannot be limited by law.

8. TERM AND TERMINATION

Duration

This agreement begins on the subscription start date stated above and continues for the subscription period. It renews automatically at the end of each subscription period unless either party gives 30 days written notice of termination before the renewal date.

Termination for cause

Either party may terminate this agreement immediately on written notice if:

The other party commits a material breach of this agreement and fails to remedy it within 14 days of written notice

The other party becomes insolvent, enters administration, or ceases to trade

The other party's actions put pupils' personal data at serious risk

Effect of termination

On termination of this agreement, which includes the School's subscription ending because it is cancelled, lapses for non-payment or ends in any other way:

The School's access to the Platform will be suspended

Off-boarding starts automatically on the day of termination. That day, Send Signals Limited emails the School's billing contact and administrators to tell them that the subscription has ended and to offer the School an export of its data. The School may ask for the export or tell Send Signals Limited that it does not need it

During the 30 days after termination, the School may request an export of its data by contacting support@sendsignals.co.uk

Send Signals Limited will securely delete the School's data within 30 days after termination, after which it cannot be recovered. Deletion is a deliberate action by Send Signals Limited, which becomes possible from day 23 after termination. If the data must be kept for a legal reason, for example a legal claim, Send Signals Limited places it on legal hold, which pauses deletion until the hold is lifted. Send Signals Limited keeps only the following, for its own legal and accounting purposes, as described in its privacy notice: the School's name and contact details, for six years after termination; billing records and invoices, for at least six years for tax purposes (Send Signals Limited's copies of invoices are not deleted); and the record of the School's acceptance of this agreement, for six years after the School's data is deleted

Clauses relating to confidentiality, intellectual property, liability, and data protection obligations shall survive termination of this agreement.

9. CHANGES TO THIS AGREEMENT

Send Signals Limited may update this agreement from time to time. Where changes are material, we will notify the School by email at least 30 days before the changes take effect. If the School does not accept the changes, it may terminate the agreement before the changes take effect by giving written notice.

10. GENERAL

This agreement is governed by the laws of England and Wales. Any disputes arising from this agreement will be subject to the exclusive jurisdiction of the courts of England and Wales.

If any part of this agreement is found to be unenforceable, the remaining parts will continue in full force. A failure to enforce any provision of this agreement does not constitute a waiver of that provision.

This agreement, together with the Data Processing Agreement, represents the entire agreement between the parties in relation to the School's use of the Send Signals platform and supersedes any previous agreements or understandings.

ACCEPTANCE

The School accepts this agreement electronically in the Send Signals platform, through a person who confirms that they are authorised to agree it on the School's behalf. Send Signals Limited agrees to it on the date the School accepts it. A filled-in copy, with a record of who accepted it and when, is kept in the platform and sent by email to the person who accepted it.