1. Interpretation & Definitions
In these Terms and Conditions, the following definitions apply:
- "Agreement"means These Terms and Conditions together with any order form, statement of work or other document incorporated by reference.
- "eGOV Solutions / We / Us / Our"means eGOV Solutions Limited, a company registered in England and Wales (Company No. 11651414), with registered office at Zurich House, United Kingdom.
- "Platform / Services"means The eGOV Cloud™ software platform, associated applications, APIs, and any related services made available by eGOV Solutions.
- "Client / You / Your"means The local authority, organisation or individual that has entered into an agreement for the use of the Platform.
- "User"means Any individual authorised by the Client to access and use the Platform.
- "Content"means Any data, information or material uploaded, submitted or otherwise made available through the Platform by the Client or its Users.
- "Personal Data"means Has the meaning given in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Acceptance of Terms
2.1
By accessing or using the Platform, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions in full. If you do not agree with any part of these terms, you must not use the Platform.
2.2
Where the Client is an organisation, the individual accepting these terms on its behalf warrants that they have full authority to bind that organisation to this Agreement.
2.3
These Terms and Conditions apply in addition to any separate written contract between eGOV Solutions and the Client. In the event of any conflict, the terms of the written contract shall prevail.
2.4
Continued use of the Platform following notification of any changes to these Terms and Conditions shall constitute acceptance of those changes.
3. Our Services
3.1
Platform Access
eGOV Solutions grants the Client a non-exclusive, non-transferable, revocable licence to access and use the Platform solely for the Client's internal purposes in connection with the management and support of vulnerable children in their care, subject to the terms of this Agreement.
3.2
Scope of Services
The Platform includes, but is not limited to: electronic Personal Education Plans (ePEP), attendance monitoring, pupil premium tracking, reporting and analytics dashboards, EHCP management, CIN PEP, Squiddle pupil voice, SEN support tools, and related integrations.
3.3
Updates and Development
eGOV Solutions reserves the right to update, modify, enhance or discontinue any feature of the Platform at any time. Where changes materially affect the Client's use of the Platform, reasonable notice will be provided.
3.4
Third-Party Integrations
The Platform may integrate with third-party systems including MIS providers (e.g. SIMS, Bromcom, Arbor, Civica) and the Wonde API. eGOV Solutions is not responsible for the availability or accuracy of third-party data sources.
3.5
G-Cloud Procurement
The Platform is available for procurement via the UK Government Digital Marketplace under G-Cloud 14. Public sector organisations procuring through this route are bound by both these Terms and the G-Cloud framework terms.
4. User Accounts
4.1
The Client is responsible for maintaining the confidentiality of all user credentials and for ensuring that access to the Platform is restricted to authorised Users only.
4.2
Each User must be individually named and credentialed. Sharing of login credentials is strictly prohibited. The Client must promptly revoke access for any User who leaves the organisation or no longer requires access.
4.3
The Client is fully responsible for all activities that occur under its account and the accounts of its Users. eGOV Solutions must be notified immediately of any suspected unauthorised use or security breach.
4.4
eGOV Solutions reserves the right to suspend or terminate any account that is, or is reasonably suspected to be, the subject of misuse, security concerns or a breach of this Agreement.
5. Acceptable Use
The Client and its Users agree not to use the Platform to:
5.1
Upload, transmit or store any Content that is unlawful, harmful, threatening, abusive, defamatory, obscene or otherwise objectionable.
5.2
Process, store or transmit any Personal Data in a manner inconsistent with applicable data protection legislation, including the UK GDPR and Data Protection Act 2018.
5.3
Attempt to gain unauthorised access to any part of the Platform, its infrastructure, or the data of other clients or users.
5.4
Introduce any viruses, malware, ransomware or other malicious code into the Platform or its underlying systems.
5.5
Reverse engineer, decompile, disassemble, or attempt to derive the source code of the Platform or any component thereof.
5.6
Use the Platform in any way that violates applicable local, national or international laws or regulations.
5.7
Resell, sublicense or otherwise make the Platform available to any third party without the prior written consent of eGOV Solutions.
6. Data Protection
6.1
Roles
For the purposes of the UK GDPR, the Client acts as Data Controller in respect of any Personal Data relating to children and other individuals entered into the Platform. eGOV Solutions acts as Data Processor when processing such data on the Client's behalf.
6.2
Data Processing Agreement
The parties shall enter into a Data Processing Agreement (DPA) which governs the processing of Personal Data. The DPA forms part of this Agreement and takes precedence over these Terms in respect of data protection matters.
6.3
UK Hosting
All data processed by eGOV Solutions is hosted exclusively on UK-based servers. Data will not be transferred outside the United Kingdom without the Client's prior consent and appropriate safeguards in place.
6.4
Security
eGOV Solutions maintains ISO 27001 certification (independently held) and Cyber Essentials Plus certification. Full details of our technical and organisational security measures are available upon request.
6.5
Data Retention
Client data will be retained and deleted in accordance with the agreed data retention policy. Unless otherwise agreed, data will be retained for seven years from the end of the contractual relationship.
6.6
For further information on how we handle personal data, please refer to our Privacy Policy.
7. Intellectual Property
7.1
All intellectual property rights in the Platform, including but not limited to software, code, design, databases, documentation and trade marks (including eGOV Cloud™ and ePEP™), are and shall remain the exclusive property of eGOV Solutions or its licensors.
7.2
The Client retains all intellectual property rights in its own Content. By uploading Content to the Platform, the Client grants eGOV Solutions a limited, non-exclusive licence to use such Content solely to the extent necessary to provide the Services.
7.3
Nothing in this Agreement shall be construed as transferring or assigning any intellectual property rights from one party to the other.
7.4
The Client must not remove, alter or obscure any proprietary notices, trademarks or labels appearing on or within the Platform.
8. Service Availability
8.1
eGOV Solutions will use reasonable endeavours to ensure the Platform is available 24 hours a day, 365 days a year. However, availability may be affected by scheduled maintenance, emergency maintenance, or circumstances beyond our reasonable control.
8.2
Where scheduled maintenance is required, eGOV Solutions will endeavour to provide reasonable advance notice and to schedule such maintenance outside of peak usage hours.
8.3
eGOV Solutions does not warrant that the Platform will be error-free or uninterrupted, or that any defects will be corrected within a specific timeframe. Service level commitments, where applicable, are set out in a separate Service Level Agreement (SLA).
9. Limitation of Liability
9.1
Nothing in this Agreement shall limit or exclude either party's liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by applicable law.
9.2
Subject to clause 9.1, eGOV Solutions shall not be liable for any indirect, incidental, special, consequential or punitive damages, loss of profits, loss of revenue, loss of data, or business interruption, whether arising in contract, tort (including negligence), or otherwise, even if advised of the possibility of such damages.
9.3
Subject to clause 9.1, eGOV Solutions' total aggregate liability to the Client under or in connection with this Agreement shall not exceed the total fees paid by the Client to eGOV Solutions in the twelve (12) months immediately preceding the event giving rise to the claim.
9.4
The Client is solely responsible for ensuring that its use of the Platform and any Content uploaded thereto complies with all applicable laws and regulations, including safeguarding obligations and data protection legislation.
10. Indemnity
10.1
The Client shall indemnify, defend and hold harmless eGOV Solutions and its officers, directors, employees and agents from and against any claims, liabilities, damages, losses and expenses (including reasonable legal fees) arising out of or in connection with: (a) the Client's or its Users' use of the Platform; (b) any breach by the Client of this Agreement; or (c) any Content uploaded or processed by the Client through the Platform.
10.2
eGOV Solutions shall promptly notify the Client of any such claim and shall provide reasonable cooperation in its defence. The Client shall have sole control of the defence of any such claim, subject to eGOV Solutions' right to participate with counsel of its choosing at its own expense.
11. Termination
11.1
Either party may terminate this Agreement by giving written notice as specified in the relevant order form or contract. In the absence of a specific notice period, thirty (30) days' written notice is required.
11.2
eGOV Solutions may suspend or terminate access to the Platform immediately and without notice if: (a) the Client materially breaches this Agreement; (b) the Client fails to pay any amounts due; (c) the Client becomes insolvent or enters administration; or (d) continued provision of the Service would expose eGOV Solutions or any third party to legal risk.
11.3
On termination, all licences granted under this Agreement shall immediately cease. The Client shall promptly return or destroy all confidential information and materials belonging to eGOV Solutions, and eGOV Solutions will handle Client data in accordance with the agreed data retention policy.
11.4
Clauses that by their nature should survive termination (including but not limited to intellectual property, liability, indemnity, and governing law) shall continue in full force and effect.
12. Changes to These Terms
12.1
eGOV Solutions reserves the right to update these Terms and Conditions at any time. We will notify Clients of any material changes by email or by prominent notice within the Platform.
12.2
Changes will take effect thirty (30) days after notification unless the Client notifies eGOV Solutions in writing of its objection within that period. Continued use of the Platform after the effective date shall constitute acceptance of the revised terms.
12.3
The current version of these Terms and Conditions is always available at egovcloud.com/terms-and-conditions.
13. Governing Law & Jurisdiction
13.1
This Agreement and any dispute or claim arising out of or in connection with it (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.
13.2
The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement, except that: (a) residents of Northern Ireland may also bring proceedings in Northern Ireland; and (b) residents of Scotland may also bring proceedings in Scotland.
14. Privacy Statement
eGOV Solutions Limited is committed to protecting and respecting your privacy. This section summarises how we handle personal data in connection with these Terms and Conditions. Our full Privacy Policy sets out complete details of our data practices.
14.1
Who We Are
We are eGOV Solutions Limited (Company No. 11651414), registered in England and Wales. We are the Data Controller for personal data collected through our website and the Data Processor for personal data processed on behalf of our clients through the eGOV Cloud™ platform.
14.2
What Data We Collect
We may collect and process the following categories of personal data: contact information (name, email address, telephone number, postal address); account credentials and usage data; system and technical data (IP addresses, browser/device information, access logs); and, where provided by clients, data relating to children and other third parties for the purposes of service delivery.
14.3
How We Use Your Data
Personal data is used to: deliver and manage our services and contractual obligations; respond to enquiries and provide customer support; send service-related communications and updates; comply with legal and regulatory requirements; and improve our platform and services. We do not sell personal data to third parties.
14.4
Lawful Basis
We process personal data on the following lawful bases under UK GDPR: performance of a contract; compliance with a legal obligation; our legitimate interests (where these are not overridden by your rights); and, where required, your consent. You may withdraw consent at any time by contacting dpo@egovcloud.com.
14.5
Data Sharing
We may share personal data with: authorised sub-contractors and service providers who process data on our behalf under appropriate data processing agreements; regulatory or law enforcement bodies where required by law; and any successor organisation in the event of a business transfer or acquisition. We do not share data with third parties for their own marketing purposes.
14.6
Data Storage & Security
All personal data is stored exclusively on UK-based servers. We hold independent ISO 27001 certification and Cyber Essentials Plus certification. We implement robust technical and organisational measures to protect personal data against unauthorised access, loss or destruction.
14.7
Retention
We retain personal data for a period of seven years from the end of our relationship with you, unless a longer period is required by law or agreed in writing. Data is securely deleted or anonymised once it is no longer needed.
14.8
Your Rights
Under UK GDPR, you have the right to: access the personal data we hold about you; request correction of inaccurate data; request erasure of your data (subject to legal obligations); object to or restrict processing; and lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk/concerns. To exercise any of these rights, contact our Data Protection Officer at dpo@egovcloud.com.
14.9
Cookies
Our website uses cookies to ensure functionality and analyse usage. By continuing to use our website, you consent to our use of cookies in accordance with our Cookie Policy. You can adjust cookie preferences through your browser settings at any time.
For full details, please read our Privacy Policy →
15. Modern Slavery and Human Trafficking Statement
In accordance with Section 54 of the Modern Slavery Act 2015
Company Name: eGOV Solutions Ltd
Business Type: UK-based technology and software provider
Services: Secure cloud-hosted platforms supporting Local Authorities, schools, and education services
Geographical Operation: United Kingdom
15.1
Statement of Commitment
eGOV Solutions Ltd is committed to preventing modern slavery, forced labour, child labour, and human trafficking within our business operations and third-party supplier relationships. We operate a zero-tolerance approach and are committed to ethical conduct, legal compliance, and continual improvement. This commitment is embedded within our ISO 27001 Information Security Management System (ISMS) and ISO 9001 Quality Management System (QMS).
15.2
Organisational Context
eGOV Solutions Ltd operates exclusively within the UK, delivering secure, cloud-hosted digital platforms to Local Authorities and education partners. Our services support vulnerable children and young people, placing strong emphasis on governance, assurance, and compliance. Any limited international supplier engagement is subject to defined governance, risk assessment, and supplier assurance processes.
15.3
Governance and Accountability
Senior leadership holds responsibility for ensuring ethical, legal, and social responsibilities are embedded into organisational operations. Oversight of modern slavery risk forms part of our wider organisational risk management framework, aligned with ISO 27001 and ISO 9001 requirements. Roles and responsibilities are clearly defined and reviewed as part of management governance processes.
15.4
Policies and Controls
We maintain documented policies and controls to mitigate modern slavery risks, including:
- Ethical business conduct standards
- Fair and transparent recruitment practices
- Right-to-work verification procedures
- Whistleblowing and confidential reporting mechanisms
- Supplier contractual requirements for legal and ethical compliance
Controls are reviewed regularly through management system reviews.
15.5
Third-Party Risk and Due Diligence
We apply a proportionate, risk-based approach to third-party supplier management. Our supplier base includes cloud hosting and infrastructure providers, software and technology suppliers, and professional and support service providers. Due diligence activities include:
- Supplier selection based on compliance and reputation
- Contractual compliance obligations
- Ongoing supplier performance monitoring
- The right to remediate or terminate relationships if ethical concerns arise
The inherent risk of modern slavery within our direct operations is assessed as low.
15.6
Training and Awareness
Relevant personnel receive awareness of modern slavery risks and indicators, ethical responsibilities, and escalation and reporting procedures. This supports our culture of accountability, compliance, and quality.
15.7
Incident Management
Concerns relating to modern slavery or unethical conduct are managed through formal incident management and escalation procedures aligned with our ISO frameworks. Corrective actions are implemented where required.
15.8
Monitoring and Review
This statement is reviewed annually, updated in response to regulatory or legislative change, and managed through continual improvement principles.
Approval
This statement has been approved by senior management and reflects our ongoing commitment to ethical and responsible operations.
Name: Gary Daniels
Title: Managing Director
Date: 29 January 2026
eGOV Solutions Ltd. Registered in England No. 11651414. Registered office: Zurich House, Hulley Road, Macclesfield, Cheshire, SK10 2SF
16. Carbon Reduction Plan
Organisation: eGov Solutions
Plan Period: 27 May 2026 – 27 May 2027
Baseline Year: 2025
Approved by: Gary Daniels, Managing Director
Expiry Date: 27 May 2027
16.1
Purpose
eGOV Solutions is committed to reducing greenhouse gas (GHG) emissions attributable to software suppliers on Education contracts by setting measurable actions, governance and verification.
16.2
Targets
The following targets apply by 27 May 2027, measured against the 2025 baseline:
- −10% absolute emissions versus the 2025 baseline.
- 100% of key suppliers (>£50k p.a.) with a public carbon commitment and annual emissions data by 31 March 2027.
- −15% energy intensity per transaction or per CPU-hour versus the 2025 baseline.
- −30% supplier travel kilometres versus the 2025 baseline.
16.3
Residual Offsetting
Reduction will be prioritised over compensation. Any residual emissions will only be compensated through verified carbon removals meeting a recognised standard (such as VCS or Gold Standard), subject to Board approval.
16.4
Verification
eGOV Solutions will engage an external verifier using ISO 14064 or an equivalent recognised standard to provide limited assurance of the 2025 baseline and relevant supplier emissions data, with a target verification completion date of 30 September 2026.
17. Contact Us
If you have any questions about these Terms and Conditions, please contact us:
eGOV Solutions Limited
Zurich House, United Kingdom
Registered in England and Wales · Company No. 11651414
VAT No. 971 4795 79
Email: office@egovcloud.com
DPO: dpo@egovcloud.com
Phone: 0333 772 0944
See also our Privacy Policy for information on how we handle your personal data.