Terms of Service

Last updated: 9 November 2026

1. About these terms

These terms cover your academy’s use of Academexa. By creating an account or starting a trial, you agree to them. If you accept on behalf of a business, you confirm you have authority to do so.

What we mean

• Academexa, we, us and our mean Academexa LTD, registered in England and Wales under company number 17271698, registered office 4 Cornhouse Buildings, Claydons Lane, Rayleigh, Essex, SS6 7UP.
• Academy, you and your mean the business that creates an account and chooses a plan.
• Student means anyone the academy enrols in its portal.
• Team member means anyone the academy invites to help run its portal, such as tutors, assessors, IQAs, EQAs and admin staff.
• Portal means the Academexa software, the branded portal we run for the academy, and our related services.
• Course content means the courses, course materials, assessments, quizzes and exams we supply, including courses we build for an academy.
• Student data means personal information about students, and about the clients named in their consent forms, held in the portal.
• Terms means these terms together with the Data Processing Agreement in Schedule 1.

2. What Academexa does, and what it doesn’t

What we provide

Academexa provides an online portal for delivering theory, assessments and course administration, and optional course content. We provide the technology and, where you choose it, the written course material.

What we don’t provide

We do not provide practical or hands on training. We do not assess or certify any student’s practical competence or fitness to practise. Academexa is not an awarding organisation and does not issue regulated qualifications. We have no contract with your students about their training or results.

Your responsibilities as an academy

You are responsible for:

• all practical training and assessing each student’s competence
• issuing your own certificates and qualifications
• making sure your tutors, assessors and quality assurers hold the right qualifications, insurance and registrations
• your awarding body approvals, centre requirements and quality assurance
• deciding whether our course content suits your courses and students, and checking it against your awarding body’s current requirements
• the accuracy of anything you upload or write in the portal

No guaranteed results

We can’t guarantee that any student will pass, gain a qualification, get insured or be able to practise. Completing theory in the portal does not by itself qualify anyone to carry out a treatment.

Keeping content up to date

Our courses are written by academy owners who deliver accredited qualifications, and we review them regularly as regulations change. Practice and regulations still change between reviews, so you remain responsible for using your own professional judgement. We may update, replace or withdraw course content at any time.

3. Course content and ownership

Our course content and the portal software belong to Academexa or the people we license them from. Nothing in these terms transfers ownership to you.

Your licence

While your plan is active, we give you a non exclusive, non transferable licence to use our course content with your enrolled students through the portal. This covers the courses included in your plan and any you buy separately.

You can duplicate and edit library courses for your own academy. Edited copies stay covered by this licence, and end when your plan ends.

Courses we build for you

If you ask us to build a course for you, we agree the brief, price and timescale before we start. It is built inside your portal and licensed to you in the same way as our other course content, for as long as your plan is active. Because it only exists as a course in the portal, we can’t hand it over as a separate file or move it elsewhere if you leave.

What you can’t do

You must not, and must not let anyone else:

• copy, download or share our course content outside the portal
• resell, sub licence or pass our course content to another business
• use our course content to create competing training material
• use our course content to train or build any artificial intelligence system
• scrape or extract content by automated means
• share logins or let anyone use an account that isn’t theirs

Your own material

Anything you upload or write yourself stays yours. You give us permission to store, display and send it as needed to run your portal. You confirm you have the right to use everything you upload, and that it doesn’t infringe anyone else’s rights.

Your branding

You give us permission to use your academy name, logo and brand in your portal. We will only use them in our own marketing, such as case studies or social media, if you agree in writing.

Ideas and feedback

If you suggest an improvement, we may use it freely without paying you.

4. Plans, payment and refunds

Plans

Our plans, what each includes and their limits on students and courses are set out on our pricing page at the time you sign up. Enterprise plans are agreed in a written quote.

Trials and introductory offers

From time to time we may offer trials or introductory prices. The details shown when you sign up apply. When a trial or offer ends, your chosen plan continues at its normal monthly price unless you cancel before it ends.

Billing

Plans are billed monthly in advance, on the same date each month. All prices are in pounds sterling. Payments are taken by Stripe, and by subscribing you authorise us to charge your payment method until you cancel.

We are not currently VAT registered, so no VAT is charged. If that changes, we will tell you before VAT is added.

Optional extras

Course writing and supplied course materials are optional and priced separately from your plan. We agree the price with you before any work starts.

Failed payments

If a payment fails, you have 14 days to pay it. If it is still unpaid after 14 days, access for your academy and students is suspended until it is paid. If it stays unpaid, we may end your account, and section 8 applies.

Late payment

We may charge interest on overdue amounts under the Late Payment of Commercial Debts (Interest) Act 1998.

Price changes

We will give you at least 30 days’ notice by email of any price change. If you don’t want to continue at the new price, you can cancel before it takes effect.

Changing plans

You can upgrade at any time, and the change applies straight away with the difference charged for the rest of the month. Downgrades apply from your next billing date. If a downgrade means you would be over the new plan’s limits, you need to bring your usage within them first.

Refunds

Plan fees are not refundable. If you cancel, you keep access until the end of the month you have paid for, and no partial refund is given.

You are a business customer

You use Academexa as a business. Consumer cancellation rights, including the 14 day cooling off period for online purchases, do not apply.

Chargebacks

If a payment is reversed or charged back, we may pause access straight away and recover the amount and any fees.

5. Accounts, team and students

Your account

You are responsible for everything done under your academy’s account and for keeping logins safe. Each team member and student has their own login, which must not be shared. Tell us straight away if you think an account has been accessed without permission. We may pause an account if we believe its security is at risk.

Your team

You decide who joins your portal and what each role can see and do. You are responsible for your team members’ use of the portal, and for removing access when someone leaves.

Your students

Your students’ training relationship is with you, not with us. You are responsible for enrolling them, telling them how the portal works, and telling them what happens to their access if your plan ends. We provide technical help with the portal only. Questions about courses, marking, deadlines or qualifications are for you, and we may send students back to you.

Using the portal properly

The portal must not be used to store, send or post anything unlawful, offensive, defamatory or infringing, to harass anyone, to upload malware, to test or get around our security, or to extract content automatically. We may look into suspected misuse, pause access while we do, and close accounts for serious or repeated misuse.

6. Consent forms, community and advertisements

Consent forms and health details

Consent forms can hold clients’ health details and photos, which the law treats as special category data. Before your students use them, you must:

• have a lawful basis and the extra legal condition needed for health details, usually the client’s explicit written consent
• give clients the privacy information the law requires
• only collect what you genuinely need for the treatment and assessment
• make sure only the right team members can see completed forms

We process these forms only on your instructions, as set out in Schedule 1.

Community

If you switch on the community feed, you are responsible for what is posted in it, including moderating posts and comments and removing anything inappropriate. Students must not share clients’ personal details or photos in the feed.

Advertisements

If you show advertisements in your portal, you are responsible for them and for the products, offers and websites they link to. They must be accurate and lawful and must not mislead your students. We may remove any advertisement that breaks these terms.

7. Data, availability and changes

Data protection

For student data, including consent forms, you are the controller and we are the processor. Schedule 1 sets out how we handle it and forms part of these terms, with no separate signature needed. For your own account, billing and support information, we are the controller, and our Privacy Policy applies. Data protection questions go to info@academexa.com.

Availability and support

We aim to keep the portal running smoothly but can’t promise it will never be interrupted. We will give notice of planned maintenance where we reasonably can. Support is by email during UK business hours at info@academexa.com.

Changes to the portal

We may add, change or remove features. If a change significantly reduces what you get, we will give you reasonable notice and you can cancel before it takes effect. Features marked as coming soon, such as bookings, are not part of your plan until they launch.

Services we rely on

The portal relies on other providers, including hosting and payment processing. We are not responsible for their failures where these are beyond our reasonable control.

8. Cancelling and ending your account

Cancelling

Your plan runs month to month until cancelled. You can cancel at any time from your account or by email, and cancellation takes effect at the end of the month you have paid for.

When we can end your account

We may end your account straight away by email if you:

• don’t pay within the time set out in section 4
• seriously break these terms and don’t put it right within 14 days of us asking
• break the course content restrictions in section 3
• give false information or misrepresent your relationship with Academexa or any awarding organisation
• become insolvent

We may also end your account for any reason with 60 days’ notice, refunding anything you have paid for time after it ends. We may pause access instead of ending your account while we look into unpaid fees, suspected misuse, or a security or legal issue.

What happens to your data

When your account ends, your portal and all student access close the same day. We keep your academy’s and students’ data in archive for 90 days. During that time you can come back and pick up where you left off, or ask us for an export. After 90 days it is permanently deleted and can’t be recovered.

You are responsible for downloading any records you need to keep for your awarding body, audits or inspections before the 90 days end.

9. Liability and the legal bits

Our promise

We will provide the portal with reasonable skill and care. Apart from what these terms say, the portal and course content are provided as they are. We don’t promise the portal will be error free or meet every one of your needs, and we exclude other implied terms as far as the law allows.

Your indemnity

You will cover us for any claims arising from your practical training, your assessment of competence, the conduct of your team and students, consent forms collected without the right consent, your advertisements, and anything you upload.

Limit on our liability

Our total liability to you in any 12 months is limited to the fees you paid us in those 12 months. We are not liable for lost profits, lost students, damage to reputation or any indirect loss. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow us to limit.

Confidentiality

We both keep each other’s confidential information private, use it only for this agreement, and share it only with people who need it and who are bound to keep it confidential. This doesn’t apply to information that is already public, already known, developed independently or that the law requires us to share. This lasts for 3 years after the agreement ends.

Events beyond our control

Neither of us is liable for delays or failures caused by things outside our reasonable control, such as a cyber attack, power or internet failure, war or a pandemic. If it lasts more than 60 days, either of us can end the agreement by email.

Changes to these terms

We may update these terms. If a change significantly affects you, we will give at least 30 days’ notice by email or in the portal. If you don’t accept it, you can cancel before it takes effect. Using the portal after that date means you accept the new terms.

Notices

Notices to us go to info@academexa.com or our registered office. Notices to you go to the email on your account, so please keep it up to date. Emails count as received the next working day.

Transferring this agreement

You can’t transfer this agreement without our written consent. We may transfer it to a new owner if our business is sold, and will let you know.

General

These terms, Schedule 1 and the documents they mention are the whole agreement between us. If any part can’t be enforced, the rest still applies. Not enforcing something straight away doesn’t mean we give up the right to. Nothing here creates a partnership or agency. No one else has rights under the Contracts (Rights of Third Parties) Act 1999. Sections 2, 3, 7, 8 and 9 and Schedule 1 continue after the agreement ends.

Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute.

Complaints and contact

If something isn’t right, please email info@academexa.com so we can sort it out. Academexa LTD, 4 Cornhouse Buildings, Claydons Lane, Rayleigh, Essex, SS6 7UP, company number 17271698.

Schedule 1: Data Processing Agreement

This schedule forms part of the Academexa Terms of Service and applies as soon as the academy accepts them. No separate signature is needed. Words such as controller, processor, personal data, special category data and personal data breach have the meanings given in UK data protection law, meaning the UK GDPR and the Data Protection Act 2018.

Roles

For student data, the academy is the controller and Academexa is the processor. For the academy’s own account, billing and support data, Academexa is a controller and its Privacy Policy applies instead.

What we will do

1. Process student data only on the academy’s documented instructions, which are these terms and the settings and actions the academy uses in the portal, unless the law requires otherwise.
2. Make sure everyone who handles student data is bound to keep it confidential.
3. Keep appropriate technical and organisational security measures in place, as set out in Annex B.
4. Only use sub processors as set out below.
5. Help the academy respond to people exercising their data rights.
6. Help the academy meet its duties on security, breach reporting and data protection impact assessments, particularly for health details in consent forms.
7. Delete or return student data when the agreement ends, as set out below.
8. Give the academy the information it needs to show we are meeting this schedule.

We will tell the academy straight away if we believe an instruction breaks data protection law.

What the academy confirms

The academy confirms that it has a lawful basis for all student data it asks us to process, and for health details, the extra legal condition required, usually explicit consent. It also confirms it has given students and clients the privacy information they need, that the data is accurate and limited to what is needed, and that its instructions comply with the law. The academy responds to its students’ and clients’ data requests, with our help.

Sub processors

The academy gives us general permission to use sub processors to run the portal. Our current list is available on request from info@academexa.com. We will give at least 30 days’ notice before adding or replacing one. If the academy has a reasonable data protection objection that we can’t resolve, it may end the agreement and receive a refund for any period after it ends. Each sub processor will have data protection obligations at least as strong as these, and we remain responsible for them.

Where data is held

Student data, including consent forms, photos and backups, is hosted in the United Kingdom. If any is transferred outside the UK, for example by a sub processor providing technical support, we will make sure a safeguard recognised by UK law is in place, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

Data breaches

We will tell the academy without undue delay, and within 48 hours, of becoming aware of a personal data breach affecting student data. We will explain what happened, the data and people affected as far as we know, the likely consequences, what we are doing about it, and who to contact. We will help the academy with its own reporting to the ICO and to the people affected. Telling the academy about a breach is not an admission of fault.

Requests from students and clients

If a student or client contacts us directly about their data, we will confirm we have received it, pass it to the academy without undue delay, and help the academy respond, including by providing exports.

Audits

The academy can ask for an audit with at least 30 days’ written notice, no more than once a year unless the ICO requires it or after a breach, during business hours and without disrupting our business. We may meet the request with up to date security information or a completed questionnaire. Each side pays its own costs, and the academy pays our reasonable costs of supporting an audit.

Deleting and returning data

When the agreement ends, we keep student data in archive for 90 days so the academy can export it or come back. After that we permanently delete it, unless the law requires us to keep it. Backups are cleared in line with our normal backup cycle.

Liability and conflicts

Liability under this schedule follows the limits in the terms. If this schedule and the terms conflict about student data, this schedule wins.

Annex A: Details of processing

Annex B: How we keep data secure

• Encryption: data encrypted in transit and at rest
• Access: production systems limited to named people who need access, with multi factor authentication
• Logging: portal access and admin actions recorded, including the academy’s audit log
• Video files: kept private, with a fresh playback link each time a student presses play
• Hosting: in the United Kingdom, with a provider holding recognised security certifications
• Backups: taken regularly, stored encrypted and held in the United Kingdom
• People: everyone with access bound by confidentiality
• Updates: software and infrastructure patched regularly
• Incidents: a written process for spotting, investigating and reporting breaches