Terms of Service

GMT-SAMS is a school administration and compliance management platform built for South African public schools. It operates alongside SA-SAMS and CEMIS and does not replace those systems. The Platform includes tools for attendance tracking, mark capture, conduct management, timetabling, finance management, and compliance reporting.

Access to the Platform is provided on a subscription basis to registered schools. Each school is assigned an isolated account identified by a unique school identifier. Data from one school is never accessible to another.

The principal or designated administrator is responsible for managing user accounts within their school. This includes creating and deactivating accounts for teachers and administrators, and ensuring that login credentials are kept secure.

You must not share login credentials between users. Each user must have their own account. GMT-SAMS is not liable for any unauthorised access resulting from shared or compromised credentials.

We reserve the right to suspend or terminate access to any account that is found to be in breach of these terms, used fraudulently, or associated with unpaid subscription fees.

Access to the Platform is billed on an annual basis. Subscription fees are determined by the number of learners enrolled at your school and are set out in the pricing schedule agreed to at the time of sign-up.

Annual invoices are issued at the start of each academic year and are payable within 30 days of the invoice date. Payment may be made by electronic funds transfer (EFT) to the banking details provided on the invoice.

Per-term billing

Per-term billing is available on request for schools that require a payment schedule aligned to the South African school calendar. Per-term billing is subject to a 10% premium on the equivalent annual subscription fee. This premium covers the additional billing administration and does not affect the features or support included in your plan.

Requests for per-term billing must be made before the start of the academic year. Per-term invoices are issued at least 14 days before the start of each term and are payable within 14 days of the invoice date.

Late payment

Accounts with overdue invoices may have their access suspended until payment is received. We will notify the school by email at least 7 days before suspending access. GMT-SAMS is not liable for any disruption to school operations resulting from a suspension due to non-payment.

Price changes

We will give at least 60 days written notice of any change to subscription fees. Price changes take effect at the start of the next annual billing period.

All data entered into the Platform by your school, including learner records, attendance data, marks, and financial records, remains the property of your school. GMT-SAMS acts as a data processor on your behalf and does not claim ownership of your data.

We process school data in accordance with the Protection of Personal Information Act, 2013 (POPIA). Your school, as the responsible party, is accountable for ensuring that learner and staff data is captured and used lawfully.

We do not sell, share, or disclose your school's data to third parties, except where required by law or where you have explicitly authorised it.

On termination of your subscription, you may request an export of your school's data in a standard format within 30 days of termination. After 60 days, data may be permanently deleted from our systems.

You agree not to:

• Use the Platform for any purpose other than school administration
• Attempt to access data belonging to another school
• Reverse engineer, copy, or redistribute any part of the Platform
• Upload malicious code, scripts, or harmful content
• Use the Platform to store or transmit content that is unlawful or harmful to learners or staff

We aim to keep the Platform available at all times but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance where possible. We are not liable for any loss or inconvenience caused by downtime, whether planned or unplanned.

The teacher mobile application includes offline functionality that allows data to be captured without an internet connection. Data captured offline is queued and synced to the Platform when a connection is restored. GMT-SAMS is not responsible for data loss resulting from a device being lost, damaged, or reset before a sync has completed.

The Platform, including its design, code, and content, is the intellectual property of GMT-SAMS (Pty) Ltd. Nothing in these terms transfers any ownership of the Platform or its underlying technology to your school.

You may not copy, modify, distribute, or create derivative works from any part of the Platform without our prior written consent.

To the maximum extent permitted by South African law, GMT-SAMS is not liable for any indirect, incidental, or consequential loss arising from your use of the Platform. This includes, but is not limited to, loss of data, loss of revenue, or failure to meet a compliance deadline.

Our total liability to your school for any claim arising under these terms is limited to the subscription fees paid by your school in the 12 months preceding the claim.

Either party may terminate the subscription at the end of the current billing period by giving 30 days written notice. Early termination of an annual subscription does not entitle the school to a refund of fees already paid.

GMT-SAMS may terminate access immediately if a school is found to be in material breach of these terms and has not remedied the breach within 14 days of written notice.

These terms are governed by the laws of the Republic of South Africa. Any disputes arising from these terms will be subject to the jurisdiction of the South African courts.

We may update these terms from time to time. We will notify registered schools by email at least 30 days before any material changes take effect. Continued use of the Platform after that date constitutes acceptance of the updated terms.

If you have questions about these terms, please contact us at hello@gmt-sams.co.za.