Academy Terms

1. Who these terms are for

These terms apply where a tutoring business, academy, college or similar organisation ("the Academy") uses Study Decoder to manage its own students, tutors and classes. The person who creates the Academy confirms they are authorised to enter into this agreement on its behalf.

2. What you are charged for

Study Decoder is billed per active learner, per month, in Australian dollars.

An active learner is a student enrolled on your roster. Tutors, administrators and the Academy owner are free, and use the platform on the highest AI tier.

Rates are graduated — each band applies only to the learners that fall inside it, so growing past a threshold never makes your earlier learners more expensive:

There is no minimum. An Academy with three learners pays for three.

3. How the learner count is measured

Each month you are billed on the highest number of learners enrolled at any one time during that month — not the number on the last day.

This is deliberate, and it cuts both ways. If a student is on your roster for three weeks of a month and then leaves, that month is billed as though they were there, because they were. It also means the figure cannot be reduced by removing learners shortly before an invoice is raised.

Your Academy dashboard shows the running figure at all times, so an invoice is never a surprise.

4. Your first invoice

When your Academy is set up we agree a learner number with you, and your first invoice is raised for that number on the day you start. Your billing date is set from that day.

From your second invoice onwards, you are billed on your actual learner count — measured as described above. If you signed up for more learners than you went on to enrol, later invoices reflect the smaller, real number. The figure you agreed at signing is not a minimum for later months.

5. When invoices are issued and paid

• Invoices are issued monthly, on the anniversary of the day your billing started.
• Payment terms are 14 days from the invoice date.
• Invoices are emailed to the Academy owner as a payable hosted invoice. No card is held on file unless you choose automatic card billing, which you can set up (and cancel) from your dashboard.
• If you use automatic card billing, the charge tracks your learner count each month without a separate invoice.

6. Changing size, pausing and cancelling

• Your bill follows your roster. Grow and the next invoice is larger; shrink and it is smaller. Nothing needs renegotiating.
• There is no lock-in period and no exit fee. Tell us you want to stop and we stop billing from the end of the current period.
• Periods already invoiced are payable. We do not pro-rate part-months.
• Seasonal closures: if your Academy runs to a term calendar and you want billing paused over a break, ask us. Removing your learners to avoid a bill is not the way to do it — you will lose their history.

7. Student data

Your students’ data belongs to your Academy. We store and process it in order to run the platform for you, and for no other purpose. We do not sell it, and we do not use your students’ work to train AI models.

• You can export or request deletion of your Academy’s data at any time.
• If you close your Academy we delete the student logins we created for it. Accounts that existed independently — a tutor’s personal account, for instance — are not deleted.
• You are responsible for having the right to give us the student information you enter, including any parental consent required for students under 13.
• Our Privacy Policy covers how personal information is handled generally.

8. Your responsibilities

• Keep your staff list current. Anyone you give tutor or admin access can see student records.
• Remove staff who leave. The activity log records who did what, and is available to you.
• You are responsible for what your staff and students do with the platform.

9. AI, and what it is and is not for

Study Decoder uses AI to generate practice material, mark work, draft reports and draft replies to enquiries. It is a drafting and marking assistant, not a decision-maker.

• Read anything before you send it. Parent reports, enquiry replies and marked work are drafts. Where the platform produces something a parent or student will see, a person at your Academy is responsible for checking it.
• Marks and feedback are guidance. They are not an official NESA result and should not be represented as one.
• AI output can be wrong. Where a figure matters — a mark, an availability, a price — the record in your own systems is the one that counts.

10. Availability

Study Decoder runs continuously and we give notice of planned maintenance where we can. Like most software of this kind, the service is provided without a contractual uptime guarantee or service credits — if availability commitments matter to your business, talk to us and we’ll agree something in writing.

If you publish our timetable or enquiry widgets on your own website, they are served on the same basis. If Study Decoder is unavailable, those parts of your site will not display.

11. Public pages and widgets

The optional public academy page and embeddable widgets publish only what you choose: your name, description, suburb, contact details, subjects, and — if you enable it — your class timetable with whether each class has places. Student names and enrolment numbers are never published.

You are responsible for the accuracy of what you publish through us, and it must not be misleading.

12. Fair use

There are no per-tool usage caps for Academies. We reserve the right to contact you about usage that is clearly automated, resold, or otherwise outside normal teaching use.

13. Changes to pricing

If we change our rates we will give you at least 30 days’ notice by email before it affects an invoice. If you do not want to continue at the new rate, you can cancel before it takes effect.

14. Consumer rights

Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law that cannot lawfully be excluded.

15. Governing law

These terms are governed by the laws of New South Wales, Australia.

16. Contact

Billing questions, cancellations, data requests and anything else:

Email: help@studydecoder.com.au

For consumer law concerns you may also contact:

• NSW Fair Trading: www.fairtrading.nsw.gov.au | 13 32 20
• ACCC: www.accc.gov.au | 1300 302 502