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Effective Date: 3 August 2026
Company: Teachers Guide Ltd
Registered Office: 124 City Road, London, EC1V 2NX
Company Number: 16776662
Email: admin@teachers.guide
Website: www.teachers.guide
These terms apply to schools and multi-academy trusts using Teachers.guide, whether under a free pilot/trial or a paid school/trust subscription. They sit alongside, and where they differ they override, the standard individual-user Terms & Conditions and are read together with the school's signed Data Processing Agreement (DPA).
1.1 These Terms govern use of the Teachers.guide platform under a school trial account ("the Trial"), operated by Teachers Guide Ltd ("we", "us", "our").
1.2 By accessing the Trial, the school’s senior leadership team ("SLT") confirms it is authorised to bind the school to these Terms.
1.3 We may amend these Terms from time to time. Changes take effect when posted; continued use of the Trial constitutes acceptance.
2.1 Trial. A pilot gives the school a ring-fenced area of the platform with shared trial credits, SLT oversight tools, classroom features, student and caregiver access, and the Custom AI Module Builder. Trial credits are provided at our discretion, are non-transferable, non-refundable and have no cash value. We may modify, extend or end the Trial at any time; where the Trial ends and the school does not convert to a paid plan, access will be soft-blocked and data handled in line with clause 9.
2.2 Paid school / trust plan. Schools and multi-academy trusts may subscribe on a per-seat basis (currently £4 per seat per month, billed monthly in advance in GBP, exclusive of VAT). SLT manages seat allocation up to the purchased seat limit, and may add or remove seats subject to the current billing cycle. Cancellation takes effect at the end of the current billing period; no refunds are issued for the remainder of a paid period.
2.3 Ring-fencing. Both trial and paid plans operate in an isolated per-school workspace; school content is never combined with other schools' data or used for AI model training (see clauses 7 and the DPA).
3.1 Staff accounts are issued by SLT via login codes. The school is responsible for all activity under those codes.
3.2 SLT must promptly deactivate codes for staff who leave the school or no longer require access.
3.3 Staff must keep their codes confidential and must not share access with anyone outside the school.
3.4 Roles. SLT may assign additional roles (e.g. Safeguarding Lead) which unlock further tools. Role assignment and revocation are the school's responsibility.
4.1 The school operates from a shared credit pool. AI features consume credits from that pool as published in-app.
4.2 Trial credits cannot be topped up with cash and are not refundable. Paid-plan schools may top up additional credits, which are non-refundable and do not expire.
4.3 The Custom AI Module Builder and other premium features are included at no additional charge.
5.1 The school may upload its own institutional information into its ring-fenced area, including but not limited to:
5.2 By uploading, the school confirms it has the legal authority and any necessary permissions to share the content with Teachers.guide for processing under these Terms.
5.3 Uploaded content is stored against the school account, used only to power the school’s own tools and outputs, and is never used to train AI models.
Subject to clause 6A below, the school and its staff must NOT upload or input:
Where pupil work is referenced, identifiers must be removed or pseudonymised (e.g. “Pupil A”).
6A.1 The blanket prohibition on identifiable pupil names in clause 6 does not apply where BOTH: (a) the school has signed the current DPA, AND (b) SLT has explicitly enabled the “Real Names” unlock inside the platform.
6A.2 When enabled, real pupil names may be entered only in designated modules (currently SEND modules). All other modules continue to require anonymised or pseudonymised identifiers.
6A.3 The school remains Data Controller and warrants it has a lawful basis and any required consents for the pupils named. Unlock events are logged. SLT may disable the unlock at any time; disabling it does not remove content already generated.
6A.4 All other prohibitions in clause 6 (safeguarding records, medical files, special category data, unlawful data) continue to apply in full.
6B.1 SLT may provision student accounts using 4-digit login codes and may issue scoped caregiver / parent access to a single pupil's helper view. Student and caregiver activity falls within the school's ring-fenced area.
6B.2 The school is responsible for obtaining any parental consent required by law or its own policies before enabling student or caregiver access, and for age-appropriate use.
6B.3 Students must not upload personal data of peers, staff or family members. The school is responsible for supervising student use.
The Teachers.guide Chrome extension is available to school-account staff and consumes credits from the school pool when used under a school login. Use of the extension is additionally governed by the Extension Terms and Extension Privacy Policy.
6D.1 Where the school has signed the current DPA, staff may record rewards, sanctions and detentions against named pupils, write and route pupil reports through the school's review workflow (teacher, Head of Year, senior leadership, release to caregivers), and view pupil work in progress in real time in Zones. To that extent, and only within these features, the clause 6 prohibition on identifiable pupil records does not apply.
6D.2 The school remains Data Controller for all such records and warrants that it has a lawful basis, and has issued any privacy notices required, for recording behaviour, producing reports and monitoring classroom work.
6D.3 The school is responsible for ensuring these features are used in line with its behaviour, reporting, safeguarding, monitoring and privacy policies, and for deciding which staff roles and which caregivers may view each type of record.
6D.4 Live monitoring in Zones is limited to pupil work on tasks assigned within the platform and on-screen messages sent by the teacher. It does not access a pupil's device, camera, microphone or files outside the Service.
6D.5 Safeguarding records, medical files and other special category data remain prohibited under clause 6 and must not be entered into behaviour records or reports.
6E.1 Where enabled, pupils and caregivers may use read aloud, dictation and a live spoken conversation about set work. Microphone access is requested only at the point of use and only for that session.
6E.2 Audio and the accompanying task text are sent to our voice sub-processor solely to produce the response. We do not retain conversation audio recordings, and neither we nor our sub-processor use school content to train AI models.
6E.3 The school is responsible for obtaining any consent required for pupil use of voice features and for informing pupils and caregivers that spoken input is processed by a third-party provider.
SLT may upload school policies, vision statements and similar documents so AI output reflects the school's own context. These are stored in the school's ring-fenced area, used only for that school's outputs, and never used to train AI models. Clause 6 continues to apply to their contents.
Where the school connects its management information system, school, class and pupil records may be synchronised into the school's ring-fenced area. The school authorises this transfer, is responsible for the accuracy and scope of the data shared by its MIS provider, and may disconnect the integration at any time.
7.1 Controller and Processor. The school is the Data Controller in respect of all content uploaded to, generated within, or processed through its ring-fenced trial area. Teachers Guide Ltd is the Data Processor acting on the school’s behalf.
7.2 Processing on instructions. All processing is undertaken solely on behalf of the school and only on the school’s documented instructions, including those set out in these Terms and in the school’s in-platform actions.
7.3 Purpose limitation. The school’s data is used only to provide the contracted service to that school. Specifically, the school’s data:
7.4 Security & confidentiality. We apply appropriate technical and organisational measures to protect the school’s data, including encryption in transit and at rest, role-based access controls, isolated per-school storage, and confidentiality obligations on all personnel.
7.5 Sub-processors. We currently engage the following sub-processors to deliver the service, each bound by equivalent processor obligations: Supabase Inc. (database, authentication, storage and edge compute), Google LLC (Gemini API – model inference only; Google contractually does not train on API inputs), ElevenLabs (speech synthesis, speech-to-text and real-time conversational voice, where the school uses voice features), Wonde (MIS interoperability, where the school connects its management information system), Resend (transactional email), and Stripe (payments, where applicable). We will notify the school of material changes to this list on request to admin@teachers.guide.
7.6 Assistance & rights. We will provide reasonable assistance to the school in responding to data subject rights requests, regulator enquiries, DPIAs and security incidents, taking into account the nature of processing and the information available to us.
7.7 Breach notification. We will notify the school without undue delay (and in any event within 72 hours of becoming aware) of any personal data breach affecting the school’s data.
7.8 Deletion on instruction. The school may instruct deletion of its content at any time via the platform or by written request to admin@teachers.guide, and we will action such instructions in accordance with clause 9.
7.9 Pre-agreement processing. The parties confirm that no personal data was processed under this arrangement before this agreement was executed; this clause records and governs the processing arrangement from its effective date onwards.
7.10 Compliance. The school is responsible for ensuring its own use of the platform complies with UK GDPR, the Data Protection Act 2018, the Keeping Children Safe in Education guidance and its own internal policies.
7.11 Advisory outputs. AI outputs are advisory. The school retains professional responsibility for any decisions taken using the platform.
The school agrees not to:
9.1 Documents and AI outputs created by school accounts (trial or paid) are retained for the duration of the school's access. The 24-hour auto-deletion that applies to standalone individual teacher accounts does NOT apply to school accounts.
9.2 SLT may delete content at any time via the platform.
9.3 Within 30 days of the school's access ending (trial expiry without conversion, or termination of a paid plan), the school's ring-fenced content will be deleted. The school is responsible for exporting anything it wishes to retain before that date.
9.4 Behaviour records (merit points, sanctions and detentions), pupil reports and live monitoring activity created under clause 6D follow the same retention path: retained inside the school's ring-fenced area for the period set out in the school's DPA and deleted within 30 days of the school's access ending. The 24-hour auto-purge does not apply.
9.5 Voice audio is processed transiently to fulfil each request and is not stored by us as a recording. Application error and security logs are retained for no longer than 12 months.
10.1 All intellectual property rights in the platform remain with Teachers Guide Ltd or its licensors.
10.2 Content created by the school using the platform (lesson plans, resources, custom modules) belongs to the school, provided it does not infringe third-party rights.
10.3 The school grants us a limited, non-exclusive licence to process its uploads solely to provide the service.
11.1 School content is stored in an isolated school account and is not visible to other schools or to individual subscribers.
11.2 Access controls within the platform allow SLT to manage which modules are available to staff.
12.1 The service is provided "as is" and "as available". For trial accounts, our total liability arising from or related to the Trial is limited to £100. For paid school/trust plans, our total liability arising from or related to the service is limited to the fees paid by the school in the 12 months preceding the claim.
12.2 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or any liability that cannot be excluded by law.
We may suspend or end access at any time, including for breach of these Terms. The school may withdraw at any time by notifying admin@teachers.guide; for paid plans, cancellation takes effect at the end of the current billing period.
These Terms are governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales.
If you have any questions, please contact us at:
Email: admin@teachers.guide
Address: Teachers Guide Ltd, 124 City Road, London, EC1V 2NX