Terms of service

1. The service

Sendiphany is software that helps schools in England manage SEND administration: a pupil register, statutory deadlines and reminders, a local authority communication log, safeguarding alerts, evidence documents, targets and progress, parent and staff contribution forms, and AI-assisted drafting of the school’s contribution to an EHC plan. It is a tool for school staff. It does not make decisions, provide legal advice, or replace the professional judgement of the SENCO or the statutory duties of the school or local authority.

Sendiphany is a new service and features will change. We tell account owners about significant changes and we do not remove a feature a school relies on without notice.

2. Accounts and access

Accounts are provided per school. The person who creates the school account is its owner and is responsible for inviting colleagues, assigning roles and revoking access when someone leaves. Each user must keep their credentials confidential, must not share an account, and should enable two-factor authentication. Tell us promptly at hello@sendiphany.co.uk if you suspect unauthorised access. The number of staff accounts is set by your plan.

3. Acceptable use

You agree not to:

• Use Sendiphany for any purpose other than legitimate SEND administration for your school or trust.
• Attempt to access data belonging to another school, or to a pupil you are not authorised to see.
• Upload unlawful content or content you do not have the right to process.
• Enter personal data into the public contact or demo forms about pupils or other third parties.
• Interfere with, reverse-engineer, probe or attempt to bypass the platform’s security controls, or use automated means to extract data at scale.

4. AI-generated content

Where a school chooses to use AI-assisted drafting, the output is a draft of the school’s contribution for professional review. It is produced from the evidence the school supplies and is not a legal document, is not the EHC plan, and must not be described as compliant, final or approved. A qualified member of school staff must review, verify and edit every draft before it is relied upon or shared. The school remains responsible for the content it submits to a local authority or shares with families. Sendiphany is not liable for inaccuracies in a draft that are not corrected during that review. AI drafting is available only for pupils where the school has recorded its lawful basis and consent, and the school is responsible for the accuracy of that record.

5. Data protection

The school is the data controller for pupil and contribution data and Sendiphany is the processor. Our respective obligations are set out in the data processing agreement and the privacy policy, both of which form part of these terms. The school is responsible for having a lawful basis for the data it records, for its privacy notices to pupils, parents and staff, and for the accuracy of the information it enters.

6. Trials, subscriptions and billing

• Each school gets one free trial of 30 days with full access. No payment details are needed to start it. When it ends, the account becomes read-only on Starter limits until a plan is chosen; nothing is charged automatically.
• Starter and Pro are paid by card through Stripe, monthly or annually in advance. Prices are per school and exclude VAT, which is added to the invoice. Current prices are on the pricing page; we give at least 30 days’ notice of any price change, which takes effect at your next renewal.
• MAT Enterprise is billed annually by invoice under a written agreement with the trust.
• You can change plan or cancel at any time from the billing page. Access continues until the end of the paid period. We do not refund part-periods except where the law requires.
• If a payment fails, we keep the account active while Stripe retries and tell the owner; if it is not resolved, the account becomes read-only until payment is made.

7. Availability and changes

We work to keep Sendiphany available and will tell account owners about planned maintenance. We do not promise uninterrupted availability. You can export your data at any time, and we recommend keeping copies of any document you submit to a local authority.

8. Liability

Nothing in these terms limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud. Subject to that, Sendiphany’s total liability to a school arising from use of the service in any twelve-month period is limited to the fees that school paid in the twelve months before the claim, and we are not liable for indirect or consequential loss, or for loss arising from decisions made in reliance on a draft that was not reviewed as required by section 4.

9. General

These terms are governed by the law of England and Wales and the courts of England and Wales have jurisdiction. We may update these terms; the review date is shown at the top of this page and material changes are notified to account owners before they take effect. If any part of these terms is found unenforceable, the rest continues to apply. Questions to hello@sendiphany.co.uk.

These terms do not constitute legal advice to your school.