Acceptable Use Policy

Last updated: 21 March 2026

This Acceptable Use Policy outlines the rules and guidelines for using the Snapshot SEND profiling service. By using Snapshot, you agree to comply with these terms.

1. Permitted Uses

Educational Assessment

• Conduct SEND profiling and assessments for educational purposes
• Track student progress and development over time
• Generate reports for educational planning and intervention
• Support professional judgement with structured insights
• Collaborate with other educational professionals within your institution

Professional Development

• Use for training and professional development purposes
• Demonstrate assessment approaches to colleagues
• Share anonymized examples for educational improvement

2. Prohibited Uses

Data Integrity

• Do not input false, fabricated, or misleading information about learners
• Do not manipulate assessment results or profiles
• Do not create profiles for non-existent individuals
• Do not use fictional data for real educational decisions

Access and Security

• Do not share login credentials with unauthorized individuals
• Do not attempt to gain access to other accounts or data
• Do not use automated tools to scrape or extract data
• Do not attempt to reverse-engineer or hack the service

Commercial Misuse

• Do not resell or redistribute Snapshot access
• Do not use Snapshot for commercial purposes outside education
• Do not create competing products based on Snapshot functionality
• Do not use Snapshot data for marketing or advertising

Discrimination and Harm

• Do not use Snapshot to discriminate against any individual or group
• Do not use assessment results for punitive purposes
• Do not share sensitive information inappropriately
• Do not use Snapshot to harass, bully, or harm others

3. Data Quality Standards

Accuracy Requirements

• Ensure all input data is accurate and up-to-date
• Correct any errors or inaccuracies promptly
• Use professional judgement when completing assessments
• Maintain appropriate documentation for assessment decisions

Professional Standards

• Follow appropriate assessment guidelines and standards
• Maintain professional boundaries and ethics
• Seek appropriate specialist assessment when needed
• Use Snapshot insights as part of holistic assessment approaches

4. Account Responsibility

User Account Management

• Maintain the confidentiality of your login credentials
• Immediately report any suspected unauthorized access
• Ensure only authorized users access your account
• Keep contact information up-to-date

Institutional Responsibility

• Educational institutions are responsible for user compliance
• Implement appropriate internal policies and procedures
• Provide training to users on proper Snapshot usage
• Monitor compliance within your organization

5. Multi-Academy Trust Considerations

Data Sharing

• Data sharing between schools requires appropriate consent
• Follow MAT-level data governance policies
• Ensure compliance with all relevant data protection regulations
• Maintain appropriate access controls between schools

Consistent Implementation

• Apply consistent acceptable use policies across all schools
• Ensure appropriate training for all MAT users
• Maintain centralized oversight and compliance monitoring

6. Monitoring and Enforcement

Usage Monitoring

• We monitor service usage for security and compliance purposes
• Suspicious activity may trigger additional security measures
• We may audit accounts to ensure compliance with this policy
• Anomalous usage patterns may be investigated

Enforcement Actions

• Warning for first-time minor violations
• Temporary suspension for serious or repeated violations
• Immediate termination for severe violations
• Legal action for unlawful activities or significant harm

7. Reporting Violations

Internal Reporting

Report violations within your organization through appropriate channels:

• Contact your institution's designated safeguarding lead
• Report to your data protection officer for privacy concerns
• Follow your organization's whistleblowing procedures

External Reporting

Report violations directly to Snapshot:

• Security concerns: security@snapshoteducation.com
• Privacy violations: dpo@snapshoteducation.com
• General concerns: jack@snapshoteducation.co.uk

8. Consequences of Violation

Account Actions

• Immediate or temporary account suspension
• Permanent termination of service access
• Loss of access to stored data (with appropriate notice)
• Reporting to relevant authorities or regulators

Legal Consequences

• Civil liability for damages caused by violations
• Criminal charges for unlawful activities
• Professional disciplinary proceedings
• Regulatory sanctions and penalties

9. Policy Updates

We may update this Acceptable Use Policy to reflect changes in our service or legal requirements. Material changes will be communicated with at least 30 days' notice.

10. Contact Information

Policy Questions

Email: jack@snapshoteducation.co.uk

Response time: Within 30 days for standard inquiries

Urgent Concerns

Email: urgent@snapshoteducation.com

Response time: Within 48 hours for urgent matters

This Acceptable Use Policy complements our Terms of Service and Data Processing Agreement. Educational institutions should incorporate these guidelines into their internal policies and procedures. Violations may also constitute breaches of professional ethical standards and educational regulations.