Terms of use

1. Who may use the service

The service is intended for schools, trusts, language centres, and similar organisations. The person who registers must be authorised to bind the organisation. Users must be staff aged 18 or over (or the minimum age required in your jurisdiction to enter contracts for your organisation). You are responsible for invitations you send and for how your users behave under these terms.

2. The service

Report-O-Matic provides tools to manage classes, pupils, timetables, and school reports, including optional AI-assisted drafting of report comments and export to PDF. Features may change over time. We do not guarantee uninterrupted availability; maintenance and outages may occur.

3. Report credits and payment

• Report generation that uses the AI assist and saves a comment typically consumes one report credit per successful run, as shown in the product.
• Credits are sold in prepaid packs. Prices are shown in GBP on our pricing page; checkout is via Paddle when card payments are enabled. Applicable tax is calculated and collected by Paddle at checkout.
• Refunds and cancellation are governed by our Refund & cancellation policy. If you are a UK consumer, you have statutory rights (including a 14-day cancellation right and rights where digital content is faulty) which are not limited by these terms.
• Business customers (schools and organisations) should read the business-customer section of that refund policy. Unused prepaid credits are not normally refundable outside statutory or agreed remedies.
• Test or promotional credits may be offered at our discretion and may expire or be withdrawn.
• Commercial receipts and banking may be processed through our payment providers and business accounts (including Paddle and Wise).

4. Acceptable use

You must not:

• use the service unlawfully or enter data you are not permitted to process;
• share passwords or allow unauthorised access to your organisation's workspace;
• attempt to bypass security, credit limits, or technical restrictions;
• use the service to generate harmful, discriminatory, or misleading content;
• reverse engineer or scrape the service except as permitted by law.

Your organisation remains the data controller for pupil information you enter. You must have a lawful basis and appropriate safeguards (including staff training and parent-facing transparency) before processing pupil data in the service.

5. AI-assisted features

AI-generated text is a draft based on numeric rubric data and limited identifiers (for example pupil first name — not surname). You must review and approve content before sharing with parents or pupils. We do not warrant that AI output is accurate, complete, or free from bias. Report-O-Matic Ltd is not liable for reports you send after review. See the privacy notice and subprocessor list for how AI providers process data.

6. Data protection

Personal data is handled as described in our data protection overview, privacy notice, and Data Processing Agreement. Schools processing pupil data should rely on the DPA with Report-O-Matic Ltd as processor.

7. Intellectual property

We own the software, branding, and documentation. You own content you enter. You grant us a limited licence to host and process that content solely to provide the service (including optional AI features). Exported PDFs and reports remain your responsibility once outside the platform.

8. Support

Support is provided on a reasonable-efforts basis by email at support@report-o-matic.online. We do not guarantee a particular response time unless agreed in a separate written contract.

9. Liability

To the fullest extent permitted by law, Report-O-Matic Ltd is not liable for indirect, consequential, or special damages, or for loss of profits, data, or goodwill. Our total liability arising from the service in any twelve-month period is limited to the fees you paid to us for the service in that period (or £100 if none). Nothing in these terms limits or excludes liability that cannot be limited or excluded by law, including liability for death or personal injury caused by negligence, fraud, or your statutory rights as a consumer under the Consumer Rights Act 2015 and related UK legislation.

10. Suspension and termination

We may suspend or terminate access for breach of these terms, non-payment, security risk, or legal requirement. You may stop using the service at any time. On termination, export data where the product allows; we will delete or retain data as described in the privacy notice and DPA, subject to legal retention obligations.

11. Changes

We may update these terms. Material changes will be posted on this page with an updated date. Continued use after changes take effect constitutes acceptance where permitted by law.

12. Governing law

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, subject to mandatory consumer or employment rights that cannot be excluded.

13. Contact

Questions about these terms: see our contact page or email privacy@report-o-matic.online.