Combined Terms of Service and Data Processing Agreement – Intelligent Evidence

Effective: July 2025

By using the Intelligent Evidence platform, you agree to the following Terms of Service and Data Processing Agreement (DPA) as a legally binding contract between your organisation and Intelligent Evidence Ltd.

1. Introduction

These Terms govern your access to and use of the Intelligent Evidence software and services (“Service”) provided by Intelligent Evidence Ltd (“we”, “us”, or “our”) and form a binding agreement inclusive of required data protection obligations under the UK GDPR.

If you are entering into this agreement on behalf of a school, multi-academy trust, or other organisation, you confirm that you have the authority to do so.

2. Our Services

We provide:

  • A secure online platform for uploading and analysing documentation
  • Automated insights mapped to Ofsted grade descriptors
  • Data storage, access, and user account management

We may enhance or modify the platform periodically. We do not guarantee specific results or uninterrupted availability

3. User Responsibilities

You agree to:

  • Use the platform lawfully and in accordance with educational best practices
  • Ensure that any uploaded data has been lawfully obtained
  • Avoid sharing credentials and maintain appropriate access controls internally

4. Data Processing Agreement (UK GDPR-Compliant)

4.1. Roles

  • You (the client) act as Data Controller.
  • Intelligent Evidence acts as Data Processor.

4.2. Purpose and Scope

We process data solely to:

  • Analyse school documentation
  • Provide insights and access features
  • Support platform operations

4.3. Types of Data Processed

  • Staff names and contact details
  • Internal documents (e.g. self-evaluations, audit trails)
  • Metadata related to uploaded content

4.4. Data Security Measures

We apply:

  • Encryption in transit and at rest
  • Access controls and secure cloud hosting (Google Workspace / Microsoft Azure)
  • BYOD compliance procedures for our team

4.5. Subprocessors

We use trusted third parties under contract to deliver parts of the service. A current list is available on request. All subprocessors meet equivalent data protection standards.

4.6. International Data Transfers

Intelligent Evidence will not transfer personal data outside the United Kingdom or the European Economic Area (EEA) unless:

  1. Adequacy decision: The destination country has been recognised by the UK Government as providing an adequate level of data protection; or
  2. Appropriate safeguards: The transfer is subject to appropriate safeguards such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses (SCCs), or another lawful transfer mechanism approved under UK GDPR; and
  3. Data subject rights: In all cases, enforceable data subject rights and effective legal remedies for data subjects are ensured

Where international transfers are necessary, Intelligent Evidence shall ensure that:

  • Transfers are limited to what is strictly required for the provision of services;
  • Subprocessors are bound by written contracts incorporating the safeguards described above;
  • Information about such transfers will be made available to the Client on request.

4.7. Breach Notification

We will inform you of any breach without undue delay and assist with required ICO reporting.

4.8. End of Contract

Upon termination, all data will be deleted from our systems within 30 days unless otherwise required by law.

4.9. Audit / Assistance Rights

We will make available all information necessary to demonstrate compliance and allow audits by the Controller or its designated auditor

5. Intellectual Property

All platform code, designs, and underlying technology remain our intellectual property. You retain ownership of your documents but grant us a licence to process them as described.

6. Limitation of Liability

To the fullest extent permitted by law:

  • We exclude all indirect and consequential losses
  • Total liability in any 12-month period is capped at amounts paid for the service (if any)

7. Termination

You may discontinue use at any time. We may suspend access for material breach or platform misuse.

8. Changes to Terms

We may update these Terms from time to time. Continued use constitutes acceptance of the revised version.

9. Contact

For any questions about these Terms or data protection practices, contact us at info@intelligentevidence.co.uk.

10. Paid Subscriptions

10.1. Pricing & Payment

Access to Intelligent Evidence beyond the free trial is subject to payment. The annual subscription fee is displayed on the pricing page and confirmed at checkout. Payment is due in full at the start of the subscription period.

10.2. Auto-Renewal

Your subscription will automatically renew every 12 months unless cancelled with at least 30 days’ notice before the renewal date. You can cancel by contacting info@intelligentevidence.co.uk.

10.3. Refund Policy

We do not offer refunds for unused subscription time, partial use, or early cancellation. You are responsible for cancelling prior to renewal if you no longer wish to use the service.

10.4. Trial to Paid Conversion

By upgrading from a free trial to a paid subscription, you agree to the full Combined Terms and Data Processing Agreement, including the payment terms in this section.

By continuing to use the Intelligent Evidence platform, you confirm your acceptance of these Terms and the integrated Data Processing Agreement.