Terms of Service

Last updated: 13 October 2026

Who these terms apply to

These terms apply to anyone who uses ActivityOS — whether you're a school owner, a teacher with access to a school account, or a parent using the parent portal. "You" means the person using the service. "We", "us" and "ActivityOS" means Stephen Butterworth, a sole trader trading as ActivityOS, c/o North Wales Accounting, Apartment 31, St. Trillo's Court, Rhos Promenade, Rhos on Sea, Conwy, LL28 4PY, who operates this service. We are registered with the Information Commissioner's Office (ICO) under registration number ZC271550.

The service

ActivityOS is a studio management platform for independent UK activity schools. It provides tools for managing students, classes, invoices, timetables, competitions and parent communications.

We reserve the right to update, change or discontinue features of the service at any time. Where changes materially affect a paid subscription we will give reasonable notice by email.

Your account

To use ActivityOS as a school owner or teacher you need to create an account with a valid email address. You are responsible for:

• Keeping your login credentials secure
• All activity that takes place under your account
• Ensuring that anyone you invite to your school account (e.g. other teachers) complies with these terms

If you suspect your account has been compromised, contact us immediately at hello@activityos.co.uk.

Free trial

New school accounts receive a free trial for one full term (approximately 12 weeks) from the date of signup. No payment details are required during the trial period.

At the end of the trial period, continued access requires a paid subscription. We will notify you by email before your trial ends.

If you do not subscribe, your account becomes read-only for 30 days after the trial ends. During that time you can sign in, view your records and export your data, but you cannot add or change anything. You can subscribe at any point to restore full access with your data intact. If you have not subscribed by the end of the 30 days, we treat the account as closed: you can still export your data for a further 30 days, and we then delete it from live systems within a further 30 days.

We reserve the right to extend or modify trial terms for individual accounts at our discretion — for example, as part of a partnership or promotional arrangement.

Paid subscriptions

After your free trial, ActivityOS is available on a monthly subscription basis. Current pricing is shown at activityos.co.uk/#pricing.

• Subscriptions are billed monthly in advance
• You can cancel at any time — your access continues until the end of the current billing period
• We do not offer refunds for partial months
• We reserve the right to change pricing with 30 days' notice to active subscribers

Your data

You own the data you enter into ActivityOS — student records, invoices, class information and everything else. We do not claim any rights over it.

You are responsible for ensuring you have the right to enter and store the personal data of students, parents and staff in the platform, and that doing so complies with your own data protection obligations under UK GDPR. This includes being open with parents about how their and their children's data is used, and having a lawful basis (and, where needed, consent) for recording sensitive information such as health details.

On account closure, you can export your data for 30 days, using the CSV export features within the app. We then delete it from our live systems within a further 30 days. Invoices and payment records may be kept for 6 years where the law requires it, and encrypted backups are replaced on a weekly cycle and are gone no later than six weeks after the live data is deleted.

For full details on how we handle data, see our Privacy Policy.

Data Processing Agreement

Where you use ActivityOS as a school, we process personal data (relating to students, parents/guardians and staff) on your behalf and on your instructions. This processing is governed by our Data Processing Agreement, which is incorporated into these terms. You agree to it when you accept these terms at signup, and we keep a record of the version and the date and time you accepted. You do not need to sign a separate copy, though we're happy to provide one for your own records on request.

Acceptable use

You agree not to use ActivityOS to:

• Store or transmit unlawful, harmful or offensive content
• Attempt to gain unauthorised access to any part of the service or another school's data
• Interfere with or disrupt the service or its infrastructure
• Use the service for any purpose other than managing an activity school
• Resell or sublicence access to the service

We reserve the right to suspend or terminate accounts that breach these terms without refund.

Parent portal

Parents access ActivityOS via the parent portal, which is made available to them by their child's school. By using the parent portal you agree to these terms. The school is responsible for inviting parents and ensuring they are aware that their data will be stored in ActivityOS.

Parents can request deletion of their account and data at any time from within the portal settings or by emailing hello@activityos.co.uk.

Availability

We aim to keep ActivityOS available at all times but we do not guarantee uninterrupted access. The service may occasionally be unavailable due to maintenance, updates or circumstances outside our control. We will not be liable for losses resulting from downtime, except where the law does not allow us to exclude that liability.

Limitation of liability

ActivityOS is provided as a management tool to help you run your school more efficiently. Subject to the paragraph below, we are not responsible for:

• Any financial decisions made based on information in the platform
• Errors in data entered by you or your team
• Any losses arising from inability to access the service

Our total liability to you in connection with the service, in any circumstances, is limited to the greater of £100 and the amount you have paid us in the 12 months before the event giving rise to the claim.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that the law does not allow to be limited or excluded. Liability under our Data Processing Agreement is subject to the same limits and exceptions.

Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Changes to these terms

We may update these terms from time to time. We will notify active subscribers by email of any significant changes, giving at least 30 days' notice of material changes to the Data Processing Agreement. Continued use of the service after changes take effect constitutes acceptance of the new terms.

Contact

For any questions about these terms, email us at hello@activityos.co.uk.