These are the standard terms on which College of Human and Business Efficiency Ltd provides ANAX Schools. They are business terms: the Customer is a school, academy trust, independent school or college acting in its organisational capacity, not a consumer. They apply when the Customer signs an Order Form that refers to them; the Order Form states what the Customer has ordered, the fees, the term and the other commercial details that these Terms leave to it.
1. Who we are and what these Terms cover
1.1 "ANAX", "we", "us": College of Human and Business Efficiency Ltd, company number 13201707, registered office 1-2 Rhodium Point, Hawkinge Business Park, Spindle Close, Hawkinge, Folkestone, Kent CT18 7TQ. Contact: contact@viccaone.com.
1.2 "Customer", "you": the maintained school, academy trust, independent school or college named in an Order Form. Where the Customer is a trust, "your schools" are the schools the trust sets up on the Service.
1.3 These Terms, the Order Form, the Data Processing Agreement, the Acceptable Use Policy, the Security and Assurance Schedule and the Support Policy (both available on request; the security page and the contact page summarise them) and the Privacy Notice together form the contract ("Agreement"). If they conflict, the Order Form prevails, then the Data Processing Agreement for processing of Customer Content, then these Terms, then the other documents.
1.4 These Terms are for organisations, not consumers. The Service is not offered to individuals. If ANAX ever offers it to individuals, these Terms will not apply to that offer until they have been reviewed for consumer law.
2. The Service
2.1 The Service is ANAX Schools: (a) the AI Tool Governance Assessment — an engagement code; a web form of 62 questions about one AI tool and the Customer's governance of it; an automated assessment against the published pack edu_ai_uk (edition stated in the Order Form); a human review hold; and a Decision Passport that is publicly verifiable at verify.anaxstandard.ai; and (b) the Register — a signed-in service on which the Customer keeps its register of AI tools and intended uses, starts assessments, records its own decisions, tracks actions, sets review dates, and (for a trust) sees its schools together, with a downloadable governance summary. The Order Form states which parts the Customer has ordered.
2.2 What the Service is not. The assessment is an attestation of the Customer's own answers against a published pack, and a decision recorded on the Register is the Customer's own decision. The Service is not legal advice, not a safeguarding audit, not a data protection impact assessment, and not a substitute for the Customer's Designated Safeguarding Lead, Data Protection Officer, governors or legal advisers. No outcome and no recorded decision certifies that the Customer or any tool is "compliant" with any law or guidance, makes any tool safe, or carries any approval by the Department for Education or the Information Commission. The Customer keeps its statutory responsibilities and the people it authorises keep responsibility for the decisions they record.
2.3 How the result is produced. The 34 control results, the outcome and the required actions are computed deterministically from the Customer's answers by the published pack, by fixed rules: the same answers produce the same result. No artificial-intelligence or large-language-model service takes part in evaluating the controls, producing the outcome or verifying a Passport. Every run is held for a person to review and release. The Register makes no use of any model service.
2.4 The published pack states the source of each check. Packs are versioned and immutable; a Passport records the edition used.
3. Access: codes, accounts and roles
3.1 We issue one engagement code per assessment engagement to the Customer's named contact, or the Customer starts assessments from its Register. The Customer decides who within the Customer uses a code and is responsible for their use. Codes may be revoked where the Acceptable Use Policy is breached or where we reasonably suspect misuse.
3.2 Access to the Register is by invitation only. We set up the Customer's organisation and issue its first administrator invitation; the Customer's administrators then invite people in one of three roles — trust administrator, school administrator or school member — and remove access when it should end. The Customer is responsible for who it invites, for the accuracy of their roles, and for everything done under an access it granted until it removes that access. People sign in by an emailed link through our authentication provider; we store no password.
3.3 When a person accepts an invitation they confirm acceptance of these Terms, the Data Processing Agreement and the Acceptable Use Policy on behalf of the Customer (an administrator) or their own adherence to the Acceptable Use Policy (a member), and the versions accepted are recorded. That confirmation supplements, and does not replace, the Customer's acceptance of the Agreement under the Order Form.
3.4 Access is through a web browser; no software is installed.
4. The Customer's responsibilities
4.1 Answer truthfully and on the Customer's authority; record decisions only through people the Customer has authorised to make them. The Passport prints that the outcome rests on the Customer's own attestation.
4.2 Do not enter pupil data, safeguarding case details, health or SEND information, or any personal data that is not necessary (none is necessary); people are identified by role.
4.3 Decide whether your own privacy notice or records of processing need to mention this service (staff contact details and accounts).
4.4 Keep engagement codes and invitation links confidential within the Customer. Evidence the Customer supplies in its answers is the Customer's own; we do not verify it against the tool or its supplier.
4.5 Comply with the Acceptable Use Policy and ensure the people you give access to do so.
5. Our responsibilities and support
5.1 Provide the Service with reasonable skill and care and in accordance with the Security and Assurance Schedule.
5.2 Hold every assessment result for human review before release and release it within the time stated in the Support Policy (3 working days).
5.3 Keep the verification record available for the Passport's validity period and as an archive thereafter, and keep the Customer's Register records available to it for the term of the Agreement without overwriting their history.
5.4 Process personal data in accordance with the Data Processing Agreement and the Privacy Notice.
5.5 Support. By email as set out on the contact page: assessment support acknowledged within 1 working day; access and invitation help acknowledged within 1 working day; data rights and deletion as stated there. We explain what a question or a state means; we do not tell the Customer what to answer or what to decide.
5.6 Availability and incidents. We do not promise a particular level of availability. The service runs on two machines per application in single regions; if it is unavailable, your drafts and your Register records are preserved on our servers. We tell affected Customers about incidents by email as set out on our status page, and about any personal data breach affecting Customer Content within 24 hours of becoming aware of it.
5.7 Security. The controls in force are stated on our security page and in the Security and Assurance Schedule as measured, with what is not in place stated plainly.
6. Term, renewal and fees
6.1 The Agreement starts on the date in the Order Form and runs for the term stated there. It renews only if, and as, the Order Form provides.
6.2 Fees are as stated in the Order Form.
6.3 Invoices are payable within 30 days of the invoice date. Interest on late payment accrues under the Late Payment of Commercial Debts (Interest) Act 1998. We may suspend access under clause 12.2 where an undisputed invoice is more than 30 days overdue after a written reminder.
6.4 Prices are exclusive of VAT where applicable. VAT will be added only where legally required. College of Human and Business Efficiency Ltd is not currently registered for VAT, so no VAT number is stated.
7. Intellectual property
7.1 We own the Service, the packs, the Passport format, the verification service and the Register software. The Customer owns its answers, its decisions and the records it keeps on the Register ("Customer Content").
7.2 We grant the Customer a non-exclusive, perpetual licence to use, reproduce and publish its Decision Passports and verification links, and a non-exclusive licence for the term to use the Register and to use and reproduce its governance summaries for its own governance purposes.
7.3 The Customer grants us a licence to process Customer Content to provide the Service and to derive anonymous aggregate statistics that identify no school.
8. Confidentiality and freedom of information
8.1 Each party keeps the other's confidential information confidential, except as required by law. The Customer's Register records are confidential to the Customer: no other customer can see them.
8.2 The Customer may be a public authority under the Freedom of Information Act 2000. Nothing in this Agreement prevents the Customer from disclosing information it is required to disclose; we ask to be consulted before disclosure of our confidential information where practicable.
8.3 The Decision Passport is by design public. The Register is not.
9. Withdrawal and correction
9.1 If an answer was wrong, the Customer may ask us to withdraw its Passport. Withdrawal is carried out by the operator within 5 working days and confirmed in writing. From then on the result is no longer shown as the Customer's current Passport on the assessment page or in the Register; a Passport that had been released is shown as withdrawn on the public verification page, and one that had not been released never becomes public. We check what the verification page shows and tell the Customer. There is no automatic withdrawal.
9.2 We may withdraw a Passport where we have reasonable grounds to believe the attestation was false or the pack edition contained a material error, and we will tell the Customer why.
9.3 A decision recorded on the Register is corrected by recording a new decision; the earlier one stays in the history. We do not edit the Customer's records except on its written instruction under the Data Processing Agreement.
10. Warranties and disclaimers
10.1 We warrant that the Service will materially conform to its description in clause 2 and that we have the right to grant the licences in clause 7.
10.2 Except as stated, all other warranties and conditions are excluded to the extent permitted by law. The outcome of an assessment depends on the Customer's answers, and a decision depends on the Customer's judgement; we do not warrant any regulatory, inspection, safeguarding or legal result.
11. Liability
11.1 Nothing limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by law.
11.2 Subject to 11.1, neither party is liable for indirect or consequential loss, loss of profit or loss of data (other than our obligations under the Data Processing Agreement).
11.3 Subject to 11.1, our total liability under the Agreement in any 12-month period is limited to the greater of (a) the fees paid in that period and (b) the amount, if any, stated for this purpose in the Order Form.
12. Suspension, termination and cancellation
12.1 Termination for breach. Either party may terminate the Agreement for material breach not remedied within 30 days of written notice, or on the other's insolvency.
12.2 Suspension. We may suspend access, in whole or for a person or a code, where necessary for security, where the Acceptable Use Policy is breached, or under clause 6.3, telling the Customer's administrator as soon as practicable and lifting the suspension when the cause is resolved. Suspension does not extend the term or reduce fees except where it results from our breach.
12.3 Cancellation by the Customer. The Customer may cancel for convenience by written notice at any time; cancellation takes effect at the end of the current term unless the Order Form provides a shorter notice period, and fees for the current term remain payable.
12.4 Service failure. If the Service materially fails to conform to clause 2 and we do not remedy the failure within 30 days of written notice, the Customer may terminate the affected part of the Agreement and we will refund the fees paid for the unexpired part of the current term for that part, or at the Customer's choice credit them against a future term. This is the Customer's remedy for a service failure short of material breach under clause 12.1.
12.5 Refunds otherwise. Fees are not refundable except as this clause provides, as the Order Form provides, or as the law requires. Nothing in this Agreement gives a Customer a consumer cooling-off right, because the Customer is an organisation; nothing in it says that no refund is ever possible.
12.6 Effect of termination. On termination or expiry: access to the Register and any open engagement codes ends; Passports already issued remain verifiable; the Customer may export its Register records and answers on request before deletion, and clause 8 of the Data Processing Agreement applies to Customer Content (return or deletion, confirmed in writing); clauses that by their nature survive (7, 8, 11, 14) survive.
13. Changes
We may change these Terms on 30 days' written notice to the Customer's administrator; a change does not apply to an engagement already in progress unless required by law, and a Customer that objects to a material change may end the Agreement at the end of the notice period without further fees. A Customer may request a copy of the version it accepted; when someone accepts an invitation, the versions accepted are recorded.
14. General
14.1 Notices by email to the addresses in the Order Form, or to the Customer's administrator on the Register. 14.2 Neither party may assign without consent, not to be unreasonably withheld. 14.3 Force majeure. 14.4 No third-party rights. 14.5 Entire agreement. 14.6 Severance. 14.7 Governing law: England and Wales; courts of England and Wales.
15. Contact
contact@viccaone.com, or in writing to the registered office in clause 1.1.
Version history: 0.1 (11 October 2026) prepared for legal review; 0.2 (12 October 2026) website candidate; 0.3 (26 October 2026) business-to-business reconciliation to the product as built — the Register, accounts and roles, in-product acceptance, term and renewal, suspension, cancellation, service-failure remedy and refund position, withdrawal mechanics, support; no counsel item resolved. 0.4 (1 November 2026) — VAT (6.4): the company is not VAT registered; prices exclusive of VAT where applicable. 1.0 (3 November 2026) — in force as the standard terms: the draft tags removed; how the result is produced stated for the deterministic engine (no model service); term, renewal and the liability amount in 11.3 left to the Order Form; the pilot references removed (ANAX Schools is sold under these Terms); withdrawal stated as the service performs it.