Terms and Conditions

1. Introduction

These Terms and Conditions ("Terms") govern your access to and use of the Apply Intelligence platform, including the agent dashboard at app.applyintel.ai, the admissions portal at admissions.applyintel.ai, and the website at applyintel.ai (collectively, the "Service").

The Service is operated by Apply Intelligence Ltd, a company registered in England and Wales ("we", "us", "our", or "Apply Intelligence").

By creating an account or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation.

2. Definitions

• "Agent" — an education agent or consultant who uses the Service.
• "Agency" — the education agency the Agent represents.
• "School" — the educational institution receiving student introductions.
• "Student" — the prospective student whose data is managed through the Service.
• "Family" — the parent, guardian, or legal representative of a Student.
• "Content" — any data, documents, text, images, or material uploaded to the Service.

3. Eligibility

To use the Service, you must:

• Be at least 18 years old.
• Be an authorised representative of a registered education agency or school.
• Have the legal authority to enter into these Terms on behalf of your organisation.
• Provide accurate and complete registration information.

The Service is not intended for direct use by students or their families.

4. Account Registration and Security

You are responsible for:

• Maintaining the confidentiality of your login credentials.
• All activity that occurs under your account.
• Notifying us immediately at [email protected] if you suspect unauthorised access.

Agency administrators can invite team members, assign roles, and manage permissions. The Agency is responsible for ensuring only authorised personnel access student data.

5. Permitted Use

You may use the Service to:

• Manage student profiles and application records.
• Upload and store documents related to student applications.
• Share student introductions with schools.
• Track application statuses and manage enrolments.
• Communicate with schools and families regarding applications.
• Manage commissions and financial records.

6. Prohibited Use

You must not:

• Use the Service for any unlawful purpose.
• Upload fraudulent, misleading, or defamatory content.
• Attempt to gain unauthorised access to any part of the Service.
• Use the Service to send unsolicited communications.
• Reverse engineer, decompile, or disassemble any part of the Service.
• Use automated tools, bots, or scrapers without prior written consent.
• Share student data with unauthorised third parties.
• Process student data for purposes other than education applications.
• Share your account credentials with any third party.

7. Data Protection Obligations

7.1 Your role as a data controller

When you enter student and family data, you act as a data controller under UK GDPR and EU GDPR. You are responsible for:

• Having a lawful basis for collecting and processing personal data.
• Obtaining appropriate consent from families before entering their data.
• Ensuring data is accurate, relevant, and not excessive.
• Informing families about how their data will be processed.
• Responding to data subject access requests.

7.2 Consent for data sharing

Before sharing a student application with a school, you must ensure appropriate consent has been obtained from the parent, guardian, or student (if over the applicable age of consent).

7.3 Children's data

You acknowledge that children's data requires enhanced protection and agree to:

• Obtain parental consent for students under the applicable age of digital consent.
• Only collect the minimum data necessary for the application.
• Not use student data for marketing, profiling, or unrelated purposes.

8. Content and Intellectual Property

Your content: You retain ownership of all Content you upload. You grant us a limited licence to store, process, and display it for providing the Service.

Our IP: The Service, including design, features, code, and branding, is owned by Apply Intelligence Ltd and protected by intellectual property laws.

Feedback: Suggestions or feedback you provide may be used by us to improve the Service without obligation to you.

9. Subscriptions and Payment

• The Service is available under Free, Professional, and Enterprise plans.
• Paid subscriptions are billed in advance via Stripe on a monthly or annual basis.
• You may cancel at any time; cancellation takes effect at the end of the current billing period.
• No refunds for partial billing periods.
• Price changes require at least 30 days' notice.

10. Commissions

The commission tracking feature is a convenience tool only. Commission agreements are between the Agent/Agency and the School. Apply Intelligence does not guarantee, mediate, or take responsibility for commission payments.

11. Service Availability

We aim for reliable access but do not guarantee uninterrupted operation. Access may be temporarily suspended for maintenance, updates, or security. Material changes to the Service will be communicated with reasonable notice.

12. Limitation of Liability

The Service is provided "as is" and "as available". To the maximum extent permitted by law:

• Our total liability shall not exceed fees paid by you in the preceding 12 months.
• We are not liable for indirect, incidental, special, or consequential damages.
• We are not liable for actions of schools, students, families, or other third parties.
• We are not liable for the accuracy of data entered by Agents.

Nothing excludes liability for death or personal injury from negligence, fraud, or other non-excludable liability.

13. Indemnification

You agree to indemnify Apply Intelligence from claims arising from:

• Your breach of these Terms.
• Your violation of data protection laws.
• Failure to obtain required consents.
• Content you upload.
• Disputes between you and schools, students, or families.

14. Termination

By you: Stop using the Service and request account closure at [email protected].

By us: We may suspend or terminate access for breach of Terms, legal requirements, security risks, or extended inactivity.

Effect: Access ceases. You may request data export within 30 days. Data is deleted per our Privacy Policy.

15. Governing Law

These Terms are governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales. We encourage informal resolution first via [email protected].

16. General

• These Terms and our Privacy Policy constitute the entire agreement.
• If any provision is unenforceable, the rest remains in effect.
• Failure to enforce a right does not waive it.
• You may not assign your rights without our consent.
• Notices to you go to your account email; notices to us go to [email protected].

17. Changes

Material changes require 30 days' notice via email or in-app. Continued use constitutes acceptance.

18. Contact

[email protected]
Apply Intelligence Ltd, United Kingdom