Terms and conditions

Last updated: 8 October 2026

These terms govern the use of Sinapsis, a software service for academies and schools provided by Sinapsis, Madrid, Spain (the “Provider”, “we”). By signing an order form, creating an installation or using the service, the organisation you represent (the “Client”, “you”) accepts these terms. Where an order form or a signed agreement says something different, the signed document prevails.

1. Definitions

• Service: the Sinapsis web application and its modules, made available to the Client in its own installation at a subdomain of getsinapsis.com or at a domain of the Client.
• Installation: the Client's dedicated instance of the Service, with its own database, configuration, branding and users.
• Users: staff and teachers of the Client who sign in with an account of the Client's organisation (Google Workspace or Microsoft 365).
• Active student: a student who, on the first day of a calendar month, is enrolled in at least one group or course that is under way in the Installation.
• Client Data: all data the Client and its Users enter into the Installation, including personal data of students, families and staff.
• Modules: functional areas of the Service. Some are included in the base subscription; others are add-ons contracted separately.

2. The Service

We provide the Service as software as a service, hosted and maintained by us. The Client receives a non-exclusive, non-transferable right to use the Service for its own educational activity for the duration of the subscription. We may improve, change or discontinue features, provided the Service as a whole keeps its essential purpose; material changes that reduce functionality are announced at least 30 days in advance.

3. Account, eligibility and access

• The Client must be a legally constituted organisation (an academy, school, educational company or similar) and the person who accepts these terms must be authorised to bind it.
• Access is restricted to accounts of the Client's own organisation. The Client decides which of its accounts are staff, administrators or teachers, and is responsible for keeping that list up to date and for the actions taken through its accounts.
• The Client must not share access with third parties, attempt to access other clients' installations, probe or disrupt the security of the Service, or use it to send unlawful or abusive content.

4. Subscription and billing

• Price per active student. The subscription is billed monthly, in arrears, as the agreed price per active student multiplied by the number of active students on the first day of the month. The count is stored in the Installation, where the Client can see it before the invoice is issued.
• Add-on modules are billed at their own per-student price, from the month in which they are activated.
• Onboarding (data import, configuration and initial training) is included in the base subscription unless the order form states a one-off fee.
• Prices exclude VAT and other applicable taxes. Invoices are payable within 15 days of issue by the agreed payment method. We may suspend access after 30 days of non-payment, with prior notice, and reactivate it once outstanding amounts are settled.
• We may update prices with at least 60 days' notice; the new price applies from the first renewal after the notice.

5. Term and termination

• The subscription runs month to month and renews automatically. There is no minimum term. Either party may terminate at the end of any calendar month by giving notice before that month ends.
• Either party may terminate immediately for a material breach that is not remedied within 15 days of written notice, including repeated non-payment or a serious security violation.
• On termination the Client may export all Client Data in standard formats (CSV and PDF) during the following 30 days. After that period the Installation and its backups are deleted, except where the law requires us to keep specific records.

6. Client Data and data protection

• Client Data belongs to the Client. The Client is the data controller for the personal data in its Installation; we act as data processor on the Client's instructions, under a data processing agreement that forms part of the contract and complies with the General Data Protection Regulation (EU 2016/679).
• The Service is hosted in the European Union. The list of sub-processors (hosting, database, email and AI providers) is available on request and the Client is notified of changes before they take effect.
• We use Client Data only to provide, secure and support the Service. We never sell it, share it with other clients or use it to train artificial intelligence models.
• Features that use artificial intelligence receive only the information strictly necessary for the task, never contact details of families, and the output is always reviewed by a User before it is used.
• The Client is responsible for having a lawful basis for the personal data it enters, for informing data subjects, and for the accuracy of the data.

7. Security, availability and support

• We apply technical and organisational measures appropriate to data about minors: organisation-only sign-in, encryption in transit and at rest, access control per table and per role, a full change log, daily backups and security review of every release.
• We aim for the Service to be available 99.5% of the time each month, excluding scheduled maintenance announced at least 48 hours in advance and causes beyond our reasonable control. If availability falls below that level in a month, the Client may claim a credit of 10% of that month's fee.
• Support is provided by email on working days in Madrid, with a first response within one working day. Incidents that prevent the Client from using the Service are attended with priority.
• The Client must notify us without delay of any suspected unauthorised access. We notify the Client of a personal data breach affecting its Installation without undue delay and within the time required by law.

8. Intellectual property

The Service, its software, design, documentation and trademarks are and remain the property of the Provider. The Client receives only the right of use described in these terms. The Client keeps all rights over Client Data and over its own trademarks and materials uploaded to its Installation, and grants us the licence strictly necessary to display them within the Service.

9. Confidentiality

Each party will keep confidential the non-public information it receives from the other in connection with the Service, use it only for the purposes of the contract, and protect it with at least the care it applies to its own confidential information. This obligation survives termination for five years, and indefinitely for personal data.

10. Liability

• Neither party is liable for indirect or consequential losses, loss of profit or loss of business.
• Our total liability under the contract in any twelve-month period is limited to the amounts paid by the Client for the Service in that period.
• These limits do not apply to liability that cannot be limited by law, to breaches of confidentiality, or to damages caused by wilful misconduct.
• The Service supports the Client's decisions but does not replace them: the Client remains responsible for its grouping rules, timetables, assessments and communications with families.

11. Changes to these terms

We may update these terms. Changes are published on this page and notified to the Client's administrators at least 30 days before they take effect. Continuing to use the Service after that date means acceptance; otherwise the Client may terminate before the changes apply.

12. Governing law and jurisdiction

These terms are governed by Spanish law. Any dispute will be submitted to the courts of Madrid, Spain, without prejudice to mandatory rules that grant jurisdiction elsewhere.

13. Contact

Questions about these terms, orders and invoices: hola@getsinapsis.com.