Terms

Last updated: 21 March 2026

These terms and conditions govern your use of Snapshot, a SEND profiling service designed for schools, Multi-Academy Trusts (MATs), and local authorities. By using Snapshot, you agree to these terms.

Parties to this agreement

These terms are agreed between:

  • Snapshot Education Ltd (the "Service Provider")
  • The contracting party - either the individual school, Multi-Academy Trust, or local authority that creates the account and is responsible for payment

The contracting party is responsible for ensuring all users within their organisation comply with these terms.

Service description

Snapshot provides profiling tools and insights to support educational professionals in understanding and meeting the needs of students with special educational needs and disabilities (SEND). The service includes assessment tools, data analysis, and reporting features.

What Snapshot is

  • A profiling and documentation tool to support educational assessment
  • A source of insights to inform professional judgement
  • A way to organise and present SEND-related information

What Snapshot is not

  • Not a diagnostic or clinical assessment tool
  • Not a replacement for specialist assessment or EHCP processes
  • Not a substitute for statutory educational requirements
  • Not a legal or medical advice service

Licence to use the software

Subject to your compliance with these terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable licence to use Snapshot software for the duration of your subscription.

  • This licence is limited to use within your organisation (school, MAT, or local authority)
  • You may not copy, modify, reverse-engineer, or create derivative works
  • You may not resell, distribute, or provide access to third parties outside your organisation
  • You may not use Snapshot for any commercial purposes other than educational assessment

Acceptable use

  • Use Snapshot solely for educational purposes within your professional capacity.
  • Ensure all data uploaded is accurate and relevant to educational assessment.
  • Do not share login credentials with unauthorized individuals.
  • Use fictional or anonymized data during evaluation periods.
  • Comply with all applicable data protection laws and guidelines.

Data protection and privacy

Data controller and processor relationship: Under UK GDPR, you are the data controller and we are the data processor. We only process personal data on your documented instructions.

Your use of Snapshot is also governed by our Privacy Policy and the separate Data Processing Agreement (DPA) that accompanies these terms. We handle personal data in accordance with GDPR and other applicable regulations.

  • We collect only data necessary to provide the service as instructed by you
  • Data is stored securely with appropriate access controls
  • You retain ownership of your data and can request export or deletion
  • We will not process data for any purpose other than providing Snapshot services

Professional responsibility

Snapshot is designed to support professional judgement, not replace it. Users should:

  • Use Snapshot insights as part of a holistic assessment approach.
  • Comply with statutory assessment requirements and documentation.
  • Maintain appropriate professional oversight and validation.
  • Seek specialist assessment where required by law or professional practice.

Service availability

While we strive to maintain high service availability, we cannot guarantee uninterrupted service. We reserve the right to:

  • Perform maintenance that may temporarily affect service availability.
  • Update features and functionality as part of service improvement.
  • Suspend access for security or compliance reasons.

Payment and subscription

For paid subscriptions:

  • Subscription fees are billed according to the selected plan (monthly or annual)
  • Prices may change with 30 days' notice for existing subscribers
  • Payment is due within 14 days of invoice date
  • Late payments may incur interest at 8% above Bank of England base rate
  • Refunds are only available within 14 days of initial subscription
  • Service continues until subscription cancellation with 30 days notice

Intellectual property

  • Snapshot retains ownership of the software, algorithms, and intellectual property.
  • You retain ownership of your data and assessment results.
  • You may not reproduce, modify, or distribute Snapshot software without permission.
  • Any feedback, suggestions, or ideas you provide do not grant you any rights in Snapshot products.

Limitation of liability

To the fullest extent permitted by law:

  • Snapshot is provided "as is" without warranties of any kind.
  • We are not liable for decisions made based on Snapshot insights or profiles.
  • We are not liable for the accuracy or completeness of data entered by users.
  • Our total liability shall not exceed the amount paid for the service in the preceding 12 months.
  • We are not liable for indirect, consequential, or punitive damages.
  • We exclude liability for loss of profits, data, or business opportunities.

Termination

  • You may terminate your account with 30 days' notice through account settings.
  • We may terminate access immediately for material breach of terms or non-payment.
  • Upon termination, data export options will be provided within 14 days.
  • Data will be permanently deleted within 90 days of termination.
  • You remain liable for all fees accrued up to the termination date.

Governing law and disputes

These terms are governed by the laws of England and Wales. Disputes will be resolved through good faith negotiation, and if necessary, through the appropriate legal channels.

Changes to terms

We may update these terms from time to time. Material changes will be communicated with at least 30 days' notice. Continued use of the service constitutes acceptance of updated terms.

Contact information

For questions about these terms, email jack@snapshoteducation.co.uk.

Specific provisions for schools and MATs

  • Each educational institution is responsible for ensuring compliance with these terms.
  • MATs may manage multiple school accounts under a single subscription.
  • Data sharing between schools within a MAT requires appropriate consent.
  • Local authority users must comply with additional LA-specific requirements.

This terms document applies to the public Snapshot service. A separate Data Processing Agreement (DPA) governs data processing arrangements. Enterprise customers may have additional terms in their service agreements. Final terms should be confirmed during procurement and onboarding.