Terms of Service

These Terms of Service ("Terms") govern your use of WriteTrack, an AI-powered writing assessment platform operated by WriteTrack Assessment Ltd ("we", "us", "our").

By creating an account, subscribing to our service, or using our platform in any way, you agree to be bound by these Terms. If you do not agree, you must not use WriteTrack.

These Terms constitute a legally binding contract between you (individual teacher, school administrator, or educational institution) and WriteTrack Assessment Ltd, registered in England and Wales.

WriteTrack is an AI-powered writing assessment platform designed specifically for UK primary schools (Years 1-6). Our service includes:

• Optical Character Recognition (OCR) of handwritten work using OpenAI's vision-capable large language models
• Schema-driven writing feedback aligned to the UK National Curriculum and DfE Writing Framework
• Per-pupil handwriting profiles to improve OCR accuracy
• Feedback generation for pupils, parents, and teachers
• Handwriting practice guides using clear primary-school handwriting fonts
• Bulk upload and processing of multiple submissions
• PDF and Word document exports
• Class and cohort management tools
• Whole-class feedback summaries
• Support for both handwritten and typed submissions

WriteTrack is a feedback tool, not an automated grading system. All AI-generated outputs should be reviewed by qualified teachers and used to inform professional judgment, not replace it.

Account Registration

• You must provide accurate, complete, and current information when creating an account
• You must be at least 18 years old to create an account
• Individual teacher accounts are for single-teacher use only
• School accounts allow multiple teachers under a single school license
• You are responsible for maintaining the security of your account password
• You must notify us immediately of any unauthorized access or security breach

User Obligations

• Comply with all applicable laws, including UK GDPR and Data Protection Act 2018
• Obtain necessary consents from parents/guardians before uploading children's work
• Use WriteTrack only for legitimate educational purposes
• Ensure uploaded content does not infringe on third-party rights
• Maintain professional standards when using the platform
• Keep account information up to date
• Not share account credentials with unauthorized individuals

Children's Data Responsibilities

• Schools/teachers act in loco parentis when using WriteTrack
• You confirm you have lawful basis to process pupil data
• You must inform parents about AI usage and data processing
• You must respond promptly to parental requests for data access or deletion

You agree NOT to:

Prohibited Activities

• Reverse engineer, decompile, or disassemble any part of WriteTrack
• Attempt to gain unauthorized access to our systems or other users' accounts
• Use automated scripts, bots, or scraping tools without permission
• Resell, sublicense, or commercially exploit our service
• Upload malware, viruses, or malicious code
• Interfere with or disrupt the service or servers
• Remove or obscure any copyright, trademark, or proprietary notices
• Use WriteTrack, its outputs, or any publicly shared materials (including marketing screenshots, videos, demos, or generated documents) to create, train, inform, or support a competing assessment, feedback, or reporting product
• Use WriteTrack for any unlawful purpose

Content Standards

• Do not upload offensive, inappropriate, or illegal content
• Do not upload content that violates intellectual property rights
• Do not upload personally identifiable information beyond what is necessary
• Ensure all uploaded pupil work has been submitted with appropriate consent

We reserve the right to suspend or terminate accounts that violate this Acceptable Use Policy, with or without notice.

Plan Types

Individual Teacher Plans:

• Monthly or annual billing
• Maximum 35 pupils per teacher
• Maximum 1 class
• Years 1-6 only (Nursery and Reception excluded)
• 14-day free trial (one-time use)

School Plans:

• Annual billing only
• Banded by Form Entry (1FE, 2FE, 3FE, 4FE)
• Maximum pupils per teacher: 35
• Teacher and class limits based on FE band
• School admin dashboard included
• Years 1-6 only
• 14-day free trial for the entire school

Pricing

Individual teacher plans (incl. VAT):

• Monthly: £25/month
• Yearly: £250/year

School plans (annual only, +VAT):

• 1FE: £1,250/year — up to 6 teachers, 6 classes
• 2FE: £2,500/year — up to 12 teachers, 12 classes
• 3FE: £3,750/year — up to 18 teachers, 18 classes
• 4FE: £5,000/year — up to 24 teachers, 24 classes

Every plan includes a cap of 30 distinct writing tasks analysed per class per subscription cycle. We will give at least 30 days' notice before any price change at renewal.

Automatic Renewal

• Subscriptions renew automatically at the end of each billing period
• You will be charged the then-current rate unless you cancel
• We will notify you 30 days in advance of any price changes
• Cancel anytime before renewal to avoid charges

Account Limits

Limits are enforced at the API level to ensure fair use:

• Exceeding limits will prevent new pupil/class creation
• Upgrade your plan to increase limits
• No refunds for unused capacity

• All new users are eligible for a 14-day free trial
• Free trial is a one-time offer per email address/school
• You must provide payment details to start a trial
• You will NOT be charged during the trial period
• Cancel anytime during the trial to avoid charges
• If not cancelled, you will be charged at the end of the trial
• We will send a reminder email 3 days before trial ends
• Full access to all features during trial (subject to plan limits)

Payment Processing

• All payments are processed securely through Stripe
• We accept major credit and debit cards
• Prices are in GBP (£) and include VAT where applicable
• Payment is due at the start of each billing period
• We do NOT store your full card details

Failed Payments

• If payment fails, we will notify you by email
• We will retry payment up to 3 times over 7 days
• Your account will be suspended if payment is not received
• Data is retained for 30 days after suspension
• Update payment details in Settings → Billing

Refund Policy

• No refunds: Subscriptions are non-refundable once charged
• Cancel anytime: You can cancel before the next billing period to stop future charges
• Pro-rata credits: Not available
• Exceptional circumstances: Refunds may be granted at our discretion (contact support)

Price Changes

• We will notify you 30 days before any price increase
• New prices apply from your next renewal date
• Cancel before renewal if you do not accept the new price
• Founding year pricing holders locked in until December 2026

WriteTrack Ownership

We own all rights to:

• The WriteTrack platform (software, design, code)
• The writing skills schema (70+ skills configuration)
• Handwriting guide templates and layouts
• Feedback generation prompts and Teacher Voice Charter
• WriteTrack name, logo, and branding
• All documentation and educational materials

Your Ownership

You retain all rights to:

• Pupil work uploaded to WriteTrack (handwritten and typed)
• OCR transcriptions of pupil work
• Your school's data (classes, cohorts, tasks)

AI-Generated Feedback Ownership

• AI-generated feedback is co-owned by you and WriteTrack
• You have a perpetual, royalty-free license to use feedback for educational purposes
• You may share feedback with pupils, parents, and other teachers
• You may not sell or commercially exploit feedback generated by WriteTrack

License Grant

You grant WriteTrack a limited license to:

• Process pupil work through our AI pipeline
• Store submissions for the duration of your subscription
• Generate OCR transcriptions and feedback
• Improve our service using anonymized, aggregated data

We will NOT use pupil work to train AI models or for any purpose beyond providing our service.

The WriteTrack Workflow — Proprietary Process

The WriteTrack Workflow — including the upload and auto-assign process, QR-code pupil matching, handwriting profile creation and matching, the schema-driven feedback engine, the skills tracker and skills analysis, the structure and visual layout of all generated reports (pupil, parent, teacher, and whole-class), and the way these components interconnect — is the proprietary intellectual property of WriteTrack Assessment Ltd.

You may not, directly or indirectly, copy, reproduce, adapt, reverse-engineer, decompile, observe-and-recreate, or otherwise use any part of the WriteTrack workflow, outputs, templates, prompts, schema, report formats, look and feel, or publicly shared examples (including screenshots, videos, demos, and generated documents) to design, build, train, market, operate, or support any product or service that competes with WriteTrack, whether in whole or in part.

The writing skills schema, AI prompts, report wording, assessment framework, and reporting formats are confidential to WriteTrack Assessment Ltd and constitute trade secrets under applicable UK law. This restriction applies to all users, schools, third-party developers, and any other party who accesses WriteTrack or any material generated by it.

WriteTrack uses OpenAI's vision-capable large language models for AI processing. For full details, see our AI Use and Transparency Statement.

AI Usage

• OCR transcription of handwritten work
• Writing analysis against UK National Curriculum schema
• Feedback generation for pupils, parents, and teachers
• Handwriting pattern recognition

No Automated Decision-Making

• WriteTrack does NOT make automated grading decisions
• All AI outputs are advisory and require teacher review
• Teachers retain full professional judgment and control
• AI is a tool to support, not replace, teacher expertise

AI Training

• Pupil work is NOT used to train OpenAI's AI models, in line with OpenAI's API data usage policy
• Data is sent to OpenAI for processing only, governed by OpenAI's API terms

Human Review

• Low-confidence OCR is flagged for teacher review
• Teachers can regenerate or edit feedback
• Manual transcription available if OCR fails

"As Is" Service

WriteTrack is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to:

• Accuracy or reliability of AI-generated feedback
• Uninterrupted or error-free service
• Fitness for a particular purpose
• Non-infringement of third-party rights

No Guarantee of Educational Outcomes

• We do NOT guarantee improved writing skills or exam results
• WriteTrack is a feedback tool, not a comprehensive teaching program
• Educational outcomes depend on many factors beyond our control
• Teacher professional judgment is essential

Limitation of Damages

To the fullest extent permitted by UK law, WriteTrack Assessment Ltd's total liability for any claims arising from these Terms or your use of our service is limited to:

• The amount you paid for your subscription in the 12 months immediately preceding the claim
• Or £100, whichever is greater

Excluded Damages

We are NOT liable for indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of data, revenue, or profits
• Loss of use or business opportunities
• Reputational damage
• Educational setbacks or exam failures

Exceptions

Nothing in these Terms excludes or limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be excluded under UK law

You agree to indemnify, defend, and hold harmless WriteTrack Assessment Ltd, its directors, employees, and agents from any claims, liabilities, damages, losses, or expenses (including legal fees) arising from:

• Your violation of these Terms
• Your violation of any laws or third-party rights
• Your use or misuse of WriteTrack
• Content you upload (including infringement claims)
• Failure to obtain necessary parental consents
• Unauthorized access to pupil data by third parties due to your negligence

Uptime Commitment

• We strive for 99.9% uptime on a monthly basis
• Scheduled maintenance will be announced in advance
• Emergency maintenance may occur without notice

Service Interruptions

We are NOT liable for service interruptions caused by:

• Third-party service failures (Supabase, OpenAI, Stripe)
• Internet connectivity issues
• Force majeure events (natural disasters, strikes, war)
• DDoS attacks or security incidents
• Your device or browser incompatibility

Data Backups

• We perform regular automated backups
• Backups retained for 30 days
• We are NOT responsible for data loss
• You should maintain your own backups of critical data

Termination by You

• Cancel anytime: Settings → Billing → "Cancel Subscription"
• Cancellation takes effect at the end of the current billing period
• No refunds for unused time
• Access continues until the end of the billing period
• Delete account: Settings → Danger Zone → "Delete Account" (permanent deletion of all data within 30 days)

Termination by WriteTrack

We may suspend or terminate your account if:

• You violate these Terms or our Acceptable Use Policy
• Payment fails after multiple retry attempts
• We detect fraudulent or abusive activity
• Required by law or regulatory authority
• We discontinue the service (with 90 days notice)

Effect of Termination

• Access to WriteTrack immediately ceases (or at end of billing period)
• All data retained for 30 days (grace period)
• After 30 days, all data permanently deleted
• Export data before termination if needed
• Financial records retained for 7 years (legal requirement)

These Terms are governed by the laws of England and Wales, without regard to conflict of law principles.

You agree to submit to the exclusive jurisdiction of the courts of England and Wales for any disputes arising from these Terms or your use of WriteTrack.

Informal Resolution

Before initiating legal proceedings, please contact us at support@writetrackassessment.co.uk to attempt an informal resolution. We commit to responding within 5 business days and working in good faith to resolve disputes.

Formal Proceedings

If informal resolution fails, disputes will be resolved in the courts of England and Wales.

We may modify these Terms from time to time to reflect changes in our service, legal requirements, or business practices.

• Minor changes: Updated "Last updated" date, no notification
• Material changes: Email notification 30 days before changes take effect
• Acceptance: Continued use after changes constitutes acceptance
• Rejection: Cancel your subscription if you do not agree to new Terms

Review Terms periodically to stay informed about your rights and obligations.

For questions about these Terms or our service: