Terms of Service

These Terms of Service ("Terms") govern your access to and use of the MosaicEd platform and related services (the "Service") provided by Robarts Fox LTD ("we", "us", or "our").

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you are entering into these Terms on behalf of an organisation (such as a school or alternative provision), you represent that you have authority to bind that organisation to these Terms.

MosaicEd is a cloud-based management platform designed for UK Alternative Provision settings, academies, and specialist educational organisations. The Service includes tools for:

• Student record management and timetabling
• Attendance tracking and registers
• Behaviour logging and incident management
• Attainment recording and learning targets
• Safeguarding records
• Staff management and rota planning
• Reward and merit point systems
• Reporting and document storage

We reserve the right to modify, add, or remove features of the Service at any time. We will provide reasonable notice of material changes where possible.

To use MosaicEd you must:

• Be at least 18 years of age.
• Register for an account with accurate, complete, and up-to-date information.
• Create or join an organisation (school or provision) during onboarding.
• Keep your login credentials confidential and not share them with others.

You are responsible for all activity that occurs under your account. If you suspect unauthorised access, you must notify us immediately at hello@mosaiced.co.uk.

You agree to use MosaicEd only for lawful purposes and in accordance with these Terms. You must not:

• Use the Service to process data in violation of UK GDPR, the Data Protection Act 2018, or any other applicable law.
• Upload or transmit data relating to individuals without appropriate authority or consent.
• Attempt to gain unauthorised access to any part of the Service, its infrastructure, or another user's data.
• Use the Service to store, transmit, or distribute unlawful, defamatory, or harmful content.
• Reverse engineer, decompile, or attempt to extract the source code of the platform.
• Use automated tools (bots, scrapers) to access or extract data from the platform without our prior written consent.
• Resell or sublicence access to the Service without our express written permission.
• Impersonate any person or organisation or misrepresent your affiliation.

Your use of MosaicEd involves the processing of personal data, including sensitive data relating to pupils. Our Privacy Policy explains how we handle personal data and forms part of these Terms.

Where you enter personal data about pupils into MosaicEd, you act as the data controller for that data, and Robarts Fox LTD acts as a data processor on your behalf. You are responsible for ensuring you have a lawful basis for processing and for complying with your obligations under UK GDPR.

You retain ownership of all data you input into the platform. We will not use your data for any purpose other than providing and improving the Service.

MosaicEd provides tools to assist with safeguarding record-keeping. However, the platform is a tool only — it does not replace professional safeguarding procedures, policies, or the statutory duties of educational providers and Designated Safeguarding Leads (DSLs).

You are solely responsible for ensuring that safeguarding records are maintained, acted upon, and shared appropriately in accordance with your statutory obligations, Keeping Children Safe in Education (KCSiE), and your own safeguarding policies.

MosaicEd and Robarts Fox LTD accept no liability for failures in safeguarding arising from reliance on the platform.

Access to the full features of MosaicEd is subject to a paid subscription. Pricing, billing cycles, and payment terms are set out at the time of purchase and/or in any separate order form or agreement.

• Subscriptions are billed in advance on a monthly or annual basis.
• All prices are exclusive of VAT unless stated otherwise.
• Failure to pay may result in suspension or termination of your account.
• Refunds are not available for partial billing periods unless required by law.

All intellectual property rights in the MosaicEd platform — including software, design, trademarks, and documentation — are owned by or licensed to Robarts Fox LTD. These Terms do not grant you any rights in our intellectual property other than a limited licence to use the Service as described herein.

You retain all intellectual property rights in data and content you upload to the platform.

We will use reasonable endeavours to maintain the availability of the Service. However, we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, infrastructure issues, or events outside our control.

We will aim to provide advance notice of planned maintenance where reasonably practicable.

To the fullest extent permitted by applicable law:

• The Service is provided "as is" without warranty of any kind, express or implied.
• Robarts Fox LTD shall not be liable for any indirect, incidental, special, or consequential loss or damage arising from your use of the Service.
• Our total aggregate liability to you in any 12-month period shall not exceed the total fees paid by you to us in that period.
• Nothing in these Terms excludes our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by English law.

Either party may terminate the agreement by providing written notice. Upon termination:

• Your access to the platform will be suspended at the end of the current billing period.
• You may request a full data export within 60 days of termination.
• After 60 days, all your data will be permanently deleted from our systems.

We may suspend or terminate your account immediately if you materially breach these Terms, engage in unlawful activity, or fail to pay any sums due.

We may update these Terms from time to time. We will notify you of material changes by email and via a notice within the platform at least 14 days before the changes take effect. Continued use of the Service after that date constitutes your acceptance of the updated Terms.

If you have any questions about these Terms, please contact: