EduHub GH Privacy Policy

Terms of Service

Version 1 · Last updated 23 Oct 2026 · FDB WEB SERVICES

These Terms of Service ("Terms") are an agreement between FDB WEB SERVICES ("we", "us", "our"), of Achimota, Accra - Ghana, and the school that subscribes to EduHub GH (the "School", "you"). They apply to the School and to every person the School allows to use the service.

By creating an account, or by ticking "I agree" when signing in as a school administrator, you confirm that you have read these Terms and our Privacy Policy, and that you are authorised to accept them on behalf of the School.

1. The service

EduHub GH is an online school management system for schools in Ghana, from Creche to JHS 3. It covers admissions, guardians, classes, staff, attendance, staff clock-in, exams, terminal reports, promotions, fees, receipts, SMS and, on plans that include it, a parent portal with online fee payment.

New schools may receive a free trial. Some features are only available on certain plans, as shown on the subscription page.

2. Accounts and security

  • The School decides who gets an account and what each person can do, using the roles and privileges in the system.
  • The School is responsible for everything done through its accounts. Staff must keep their passwords and one-time codes private.
  • Tell us immediately at admin@fdbwebservices.net if you suspect that an account has been used without permission.
  • The person who created the School's account (the owner) and anyone with the Administrator role can manage the School's settings and subscription.

3. Subscriptions and payment

  • Plans are priced per student, per term, with a minimum charge per term. You may pay termly or yearly; yearly payment may include a discount.
  • You pay for a number of student places ("seats"). New admissions stop when the seats are full until more are added.
  • Upgrades and extra seats added during a term are charged for the remaining part of the term only.
  • Payments are made in advance through Paystack, Hubtel or any other method we accept. A subscription starts or is extended once payment is confirmed.
  • Prices are shown in Ghana cedis (GHS). We may change prices by giving at least 30 days' notice; new prices apply from your next renewal, not to time already paid for.
  • Fees already paid are not refundable for part of a term, except where the law requires a refund or we end the service without cause. SMS credits are not refundable.

4. When a subscription ends

If a subscription is not renewed, the account may become read-only (records can be viewed and printed but not changed) or locked until payment is made, after any grace period. The School's data is not deleted when a subscription ends. The School administrator can still download a full copy of the School's data at any time.

What happens to data after an account stops being used is explained in section 8 and in our Privacy Policy.

5. Online fee payments by parents

Where the School switches on online fee payment:

  • Parents pay through Paystack or Hubtel, and the money goes to the School's own merchant account. We are not a bank and do not hold school fees.
  • The School is responsible for its merchant account, for agreeing fees with parents, and for any refunds to parents.
  • A service or convenience fee may apply. It is shown to the parent before they pay.
  • Parents can still pay fees at the School in the usual way.

6. SMS messages

  • SMS may only be sent to the School's own parents, guardians and staff, for school purposes.
  • The School must not send marketing for third parties, unlawful content or messages to people who have asked not to receive them, and must follow the rules of the National Communications Authority and the SMS provider, including for sender IDs.

7. School data and how we process it

This section is the data processing agreement between the School and us, as required by the Data Protection Act, 2012 (Act 843).

  • The School owns its data. This includes pupil, guardian and staff records, results, attendance, fees and uploaded files.
  • The School is the data controller. It decides what personal data is collected and why. The School confirms that it has a lawful basis for the data it records, that it has told parents, guardians and staff how their data is used, and that it obtains consent where the law requires it.
  • We are the data processor. We only use School data to provide, secure, support and improve the service, and as the School instructs through the system. We never sell it or use it for advertising.
  • Confidentiality. Anyone who works for us and can access School data is bound to keep it confidential and only accesses it when needed, for example to answer a support request.
  • Security. We keep appropriate technical and organisational measures in place, as described in our Privacy Policy.
  • Service providers. We use service providers for hosting, email, SMS and payments, listed in our Privacy Policy. They only receive the data they need. We will tell the School before adding a provider that receives School data.
  • Requests from individuals. If a parent, guardian, pupil or staff member asks us to see, correct or delete their data, we will pass the request to the School and help the School respond.
  • Data breaches. If we become aware of a breach affecting School data, we will tell the School without undue delay, and in any case within 72 hours, with the information we have, and we will help the School meet its own obligations.
  • Information. On reasonable request we will provide information the School needs to show that it complies with data protection law.

8. Ending the agreement

  • The School may stop using the service at any time by not renewing.
  • We may suspend or close an account for non-payment, a serious breach of these Terms, or to protect the service or other schools. Where possible we will give notice first and a chance to put things right.
  • After an account ends, the School can still request a copy of its data. On the School's written request we will delete its data within 30 days, and copies in backups within a further 14 days.
  • If an account has been expired for more than 12 months, we will contact the School and, if we receive no reply within 30 days, we may delete its data permanently.
  • Billing and payment records may be kept for longer where tax or accounting law requires.

9. Acceptable use

The School and its users must not:

  • use the service for anything unlawful, or to record data without a lawful basis;
  • try to access another school's data, or test, probe or bypass the service's security;
  • upload harmful files, or interfere with the service or its other users;
  • copy, resell or rent the service, or access it with automated tools that put unreasonable load on it.

10. Availability, support and backups

We aim to keep the service available at all times, but cannot promise it will never be interrupted. We will try to give notice of planned maintenance. Support is provided by email at admin@fdbwebservices.net; plans that include priority support receive faster responses.

We back up the system every day and keep backups for 14 days. Backups protect against loss of the whole system and are not a way to undo a single change. We recommend that the School downloads a copy of its data regularly.

11. Ownership of the software

The software, design and content of EduHub GH, other than School data, belong to FDB WEB SERVICES. While its subscription is active, the School has a non-exclusive, non-transferable right to use the service for its own school purposes. Suggestions you send us may be used to improve the service.

12. Responsibility and liability

  • The School is responsible for checking the accuracy of what it records and prints, including grades, positions, attendance and fee balances.
  • The service is provided as it is and as available. Apart from what these Terms say, we give no other promises, to the extent the law allows.
  • We are not liable for indirect losses, such as lost profits or lost opportunities.
  • Our total liability to the School for any claims relating to the service is limited to the amount the School paid us in the 12 months before the claim.
  • Nothing in these Terms limits liability that cannot be limited under the laws of Ghana.

13. Changes to these Terms

We may update these Terms. We will show the date and version at the top. If a change is significant, the School's administrator will be asked to accept the new version when they next sign in. If you do not agree to a change, you may stop using the service before it applies.

14. Law and disputes

These Terms are governed by the laws of the Republic of Ghana. If a dispute arises, we will first try to settle it in good faith by discussion. If that fails, the courts of Ghana will have jurisdiction.

15. Contact

FDB WEB SERVICES
Achimota, Accra - Ghana
Email: admin@fdbwebservices.net

© 2026 FDB WEB SERVICES