NoteArch

School / Institution Terms

School Terms & Conditions

Effective Date: August 23, 2025

Welcome to NoteArch, an AI-powered Intelligent Academic Lifecycle Management System (IALMS) designed to help schools, colleges, universities, and other educational institutions manage academic records, learning resources, institutional workflows, and collaboration throughout the educational lifecycle.

These School Terms & Conditions ("School Terms") govern the use of NoteArch by educational institutions ("Institution," "School," "you," or "your"). By creating an institutional account or using NoteArch, you agree to comply with these School Terms, together with our:

  • General Terms & Conditions

  • System Privacy Policy

  • Student & Parent Privacy Policy

  • Teacher & Staff Privacy Policy

  • Refund & Cancellation Policy

  • Any applicable Institutional Service Agreement

If your institution does not agree with these terms, you must not use the Services.

1. Scope

These School Terms apply to educational institutions and their authorized users, including:

  • School administrators

  • Teachers

  • Academic staff

  • Department heads

  • Program coordinators

  • Institutional IT administrators

  • Authorized employees acting on behalf of the institution

These Terms govern access to the NoteArch web platform, mobile applications, APIs, integrations, AI services, and all related educational services.

2. Eligibility

To use NoteArch, an institution must:

  • Be a legally recognized educational institution or organization.

  • Have authority to enter into legally binding agreements.

  • Appoint one or more authorized administrators to manage the institution's NoteArch account.

  • Comply with all applicable education, privacy, and data protection laws.

The institution represents that all information provided during registration is accurate and kept up to date.

3. Institutional Account Responsibilities

The institution is responsible for:

  • Managing administrator accounts.

  • Creating and managing user accounts.

  • Assigning appropriate permissions.

  • Protecting login credentials.

  • Ensuring users comply with applicable NoteArch policies.

The institution must immediately notify NoteArch if it becomes aware of:

  • Unauthorized account access

  • Security incidents

  • Misuse of institutional accounts

  • Suspected data breaches

4. User Management

Schools are responsible for managing all users within their organization, including:

  • Students

  • Teachers

  • Administrative staff

  • Parents (where applicable)

  • External collaborators authorized by the institution

The institution agrees to ensure users comply with:

  • Student Terms & Conditions

  • Teacher Terms & Conditions

  • Applicable Privacy Policies

  • Institutional policies

5. Acceptable Use

Institutions may use NoteArch to:

  • Manage academic records

  • Create and distribute learning materials

  • Conduct assessments

  • Manage grading

  • Support Outcome-Based Education (OBE)

  • Track student progress

  • Manage accreditation documentation

  • Collaborate with parents and authorized stakeholders

  • Utilize AI-powered educational tools

Institutions agree not to:

  • Use NoteArch for unlawful activities.

  • Share accounts between unauthorized users.

  • Circumvent platform security.

  • Upload malicious software.

  • Violate intellectual property rights.

  • Use the platform for unrelated commercial advertising.

  • Access data without authorization.

6. Intellectual Property

NoteArch Property

All software, technology, AI systems, designs, documentation, branding, and platform features remain the exclusive property of NoteArch.

The institution receives a limited, non-exclusive, non-transferable license to use the Services during the subscription period.

Institutional Content

Academic content uploaded by the institution or its users remains the property of the institution or the original content owner.

By using NoteArch, the institution grants NoteArch permission to host, process, store, and securely share such content as necessary to provide the Services.

7. Privacy & Data Protection

NoteArch is committed to protecting institutional, staff, and student data.

Data protection practices are described in our Privacy Policies.

Security measures include:

  • Encryption of data in transit and at rest

  • Role-based access controls

  • Multi-factor authentication where available

  • Security monitoring

  • Regular security assessments

The institution is responsible for obtaining all required permissions and consents before uploading or processing personal information through NoteArch.

8. Regulatory Compliance

The institution is responsible for complying with applicable laws, including, where relevant:

  • FERPA

  • COPPA

  • GDPR

  • SOPIPA

  • Local education regulations

  • Data protection laws applicable in its jurisdiction

Where parental consent is legally required, the institution is responsible for obtaining and maintaining that consent.

9. AI Services

NoteArch provides AI-powered educational features, including:

  • Automated grading assistance

  • Learning analytics

  • Academic recommendations

  • Institutional reporting

  • Academic insights

  • Workflow automation

The institution acknowledges that:

  • AI outputs are recommendations only.

  • Human review remains essential.

  • Final academic decisions remain the responsibility of educators and administrators.

10. Third-Party Services

NoteArch may integrate with trusted third-party providers to support:

  • Cloud infrastructure

  • Authentication

  • Storage

  • Communication services

  • Payment processing

  • Educational integrations

These providers are required to maintain appropriate privacy and security standards.

11. Subscription & Payment

Institutional access may be provided through:

  • Institutional licenses

  • Enterprise agreements

  • Annual subscriptions

  • Multi-year contracts

  • Customized service agreements

Subscription fees, payment schedules, renewal terms, and included services are defined within the applicable agreement.

Refunds and cancellations are governed by the NoteArch Refund & Cancellation Policy and any institutional contract.

12. Suspension & Termination

An institution may terminate its use of NoteArch according to its service agreement.

NoteArch may suspend or terminate access if the institution:

  • Violates these Terms

  • Fails to pay applicable fees

  • Compromises platform security

  • Misuses the Services

  • Violates applicable laws

Upon termination:

  • Access to Services may be revoked.

  • Institutional data will be handled according to applicable Privacy Policies and contractual obligations.

  • Data exports may be provided where permitted.

13. Service Availability

While NoteArch strives for high availability and reliability, uninterrupted access cannot be guaranteed.

Maintenance, upgrades, network failures, or circumstances beyond our reasonable control may temporarily affect service availability.

14. Disclaimer

The Services are provided on an "as available" and "as is" basis.

To the fullest extent permitted by law, NoteArch disclaims all warranties, including warranties of:

  • Merchantability

  • Fitness for a particular purpose

  • Non-infringement

  • Continuous availability

  • Accuracy of AI-generated recommendations

15. Limitation of Liability

To the maximum extent permitted by law, NoteArch shall not be liable for:

  • Indirect damages

  • Consequential damages

  • Loss of institutional data

  • Business interruption

  • Loss of revenue

  • Loss of academic opportunities

Total liability shall not exceed the total fees paid by the institution during the twelve (12) months immediately preceding the event giving rise to the claim.

16. Indemnification

The institution agrees to defend, indemnify, and hold harmless NoteArch and its employees, affiliates, and partners from claims arising from:

  • Violation of these Terms

  • Misuse of the Services

  • Violation of applicable laws

  • Unauthorized use of educational records

  • Intellectual property infringement

  • Improper handling of personal data

17. Governing Law

These School Terms shall be governed by the laws specified in the applicable institutional agreement.

Any dispute shall first be resolved through good-faith negotiation.

If unresolved, disputes may proceed through mediation, arbitration, or the courts as permitted under the governing agreement and applicable law.

18. Changes to These Terms

We may update these School Terms from time to time to reflect:

  • New features

  • Regulatory requirements

  • Security improvements

  • Service enhancements

  • Business changes

Institutions will be notified of material changes through email, administrative notices, or the NoteArch platform.

Continued use of the Services after the effective date constitutes acceptance of the revised Terms.

19. Contact Us

For institutional support or questions regarding these Terms, please contact:

NoteArch Support

Email: support@notearch.com

Website: https://notearch.com

For partnership inquiries:

Email: partnerships@notearch.com

For privacy-related inquiries:

Privacy Office

Email: privacy@notearch.com

Address: NoteArch Headquarters (Official address to be updated)

20. General Provisions

These School Terms, together with the applicable Institutional Agreement and related NoteArch policies, constitute the complete agreement between the institution and NoteArch.

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Failure by NoteArch to enforce any provision shall not constitute a waiver of that provision.

The institution may not transfer or assign its rights under these Terms without prior written consent from NoteArch.

Our Commitment

NoteArch is committed to helping educational institutions digitally transform the entire academic lifecycle through secure, intelligent, and collaborative technology. We work alongside schools, colleges, universities, and educational organizations to improve learning, streamline administration, and protect institutional data with the highest standards of security, privacy, and compliance.