Terms of service

1. About these terms

Last updated: 10 October 2026.

These terms are between Oxford City Academy for Education and Development (OAED), of which Oxonia Academy is part ("Oxonia", "we", "us"), and the university, college, federation, regulator or other institution named in the order form (the "Customer"). Oxonia Academy is part of Oxford City Academy for Education and Development (OAED), registered in England and Wales, company number 05216710, established 2004, Oxford. Our registered office is [Registered office address].

The agreement is made up of the order form, these terms, the data processing agreement (DPA), the service level agreement, the support policy, the acceptable use policy and the responsible AI policy. If they conflict, this order applies: the order form, then the DPA (for personal data), then these terms, then the other documents.

The Customer's staff and students who use the services are "Users". Content and data that the Customer or its Users put into the services, and the outputs the services produce from it, are "Customer Data".

2. The services

We provide an online platform for universities, sold as five suites (Lead, Operate, Teach, Learn and Discover) and the products in them, together with the Oxonia Academy ID sign-in, the app launcher and the university admin console (the "Services"). The order form lists the products, the number of students, departments or seats covered, any add-ons and the subscription term.

We may improve and change the Services. We will not make a change during a term that materially reduces the main functions of a product the Customer has paid for, unless the law or a security need requires it, in which case we will tell the Customer as early as we can. Features labelled as preview or early access are provided as they are and may change or be withdrawn.

3. Accounts and Users

1. The Customer decides who may use the Services and gives them roles through the admin console.
2. Users sign in through the Oxonia Academy ID, with the Customer's own single sign-on where it is set up.
3. The Customer is responsible for its Users' use of the Services, for keeping its admin accounts secure, and for making sure Users follow the acceptable use policy.
4. The Customer must tell us promptly at security@oxonia.ai if it believes an account has been misused.

4. The Customer's responsibilities

• Have a lawful basis, and give Users the notices the law requires, for the personal data it puts into the Services, including recordings of lectures, tutorials and meetings.
• Get any consent, or give any notice, that the law or its own policies require before people are recorded.
• Have the rights it needs in content it uploads, such as recordings, readings, theses and exam papers.
• Keep its own copies of records it must hold by law, such as signed minutes and released results.
• Use the Services in line with the law that applies to it.

5. AI features and human approval

Every Oxonia product has AI features. AI output can be wrong, incomplete or out of date. The Services are designed so that anything that becomes an official record, such as marks, minutes, policies and regulator returns, waits for a named person at the Customer to approve it. No setting turns this off.

The Customer remains responsible for academic and administrative decisions, including marks, progression, results, minutes, policies and returns. We do not make those decisions. See How AI drafts are approved and the responsible AI policy.

6. Customer Data and data protection

1. The Customer owns Customer Data. It gives us the right to use Customer Data only to provide, secure, support and improve the Services for the Customer, and as the DPA allows.
2. Where Customer Data includes personal data, the Customer is the controller and we are its processor, and the DPA applies.
3. We do not use Customer Data to train or fine-tune AI models, ours or anyone else's, unless the Customer agrees in writing in its order form. We may use aggregated statistics that identify neither the Customer nor any person to run and improve the Services.
4. We do not sell Customer Data or use it for advertising.
5. Our sub-processors are listed on the sub-processors page.

7. Intellectual property

The Services, their software, design and documentation belong to us or our licensors. We give the Customer a non-exclusive, non-transferable right for its Users to use the Services for the Customer's own education, research and administration during the term. The Customer may not resell the Services, copy them, use them to build a competing product, or reverse-engineer them except where the law allows.

If the Customer gives us suggestions or feedback, we may use them without any obligation to the Customer.

8. Fees and payment

1. Fees, currency and payment intervals are set out in the order form. Our published prices are on our pricing page.
2. Fees exclude VAT and other taxes, which the Customer pays where they apply.
3. Invoices are payable within 30 days unless the order form says otherwise. The Customer may pay by card, Paystack, bank transfer, or invoice and purchase order.
4. We may change fees for a renewal term by giving at least 60 days' notice before it starts. Fees do not change during a committed term.
5. Refunds are covered by the refund and cancellation policy.

9. Suspension

We may suspend all or part of the Services, limited to what is necessary, if undisputed fees are still overdue 14 days after written notice, if a User's use puts the Services or other people at serious risk, or if the law requires it. We will give notice where we can and restore access as soon as the reason is resolved.

10. Term, renewal and ending the agreement

1. The agreement starts on the date in the order form and runs for the initial term stated there.
2. It then renews for periods of the same length unless either party gives at least 30 days' written notice before the end of the current term, or the order form says otherwise.
3. Either party may end the agreement at once by written notice if the other commits a material breach that it does not put right within 30 days of being asked to, or becomes insolvent.
4. For 30 days after the agreement ends, the Customer may export Customer Data using the Services' tools. We then delete it within a further 30 days, as set out in the DPA, unless the law requires us to keep it.

11. Warranties

We will provide the Services with reasonable skill and care and in line with the DPA and the SLA. Apart from that, and to the extent the law allows, the Services are provided without other promises, including any promise that they will be free of errors or that AI output will be accurate or suitable for a particular purpose.

12. Liability

1. Nothing in the agreement limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow to be limited.
2. Subject to that, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.
3. Subject to point 1, each party's total liability in any 12-month period is limited to the fees paid and payable by the Customer for that period. The order form may set a separate cap for data protection claims.
4. The Customer's obligation to pay fees is not limited by this section.

13. Confidentiality

Each party will keep the other's confidential information secret, use it only for the agreement, and share it only with staff and advisers who need it and are bound by similar duties. This includes unpublished minutes, exam content, pricing and security information. It does not apply to information that is public through no fault of the receiving party, or that the law requires to be disclosed.

14. General

1. Neither party is liable for delay caused by events beyond its reasonable control, except for payment obligations.
2. Neither party may transfer the agreement without the other's consent, which will not be unreasonably withheld, except that we may transfer it to another company in the OAED group or to a buyer of the business on notice.
3. We may update these terms. We will give at least 30 days' notice before a change that materially reduces the Customer's rights takes effect during a term.
4. Both parties will comply with anti-bribery and anti-slavery laws. See our anti-bribery policy and modern slavery statement.
5. Notices must be in writing to the addresses in the order form, or to legal@oxonia.ai for us.
6. The agreement, and any dispute about it, is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, unless the order form chooses another law or forum, such as arbitration, for a particular Customer.

15. Contact

Questions about these terms: legal@oxonia.ai. Contract and billing questions: your account contact or support@oxonia.ai. These terms apply to institutions. The use of our public website is covered by the website terms of use.