Customer Terms for Schools, Trusts, and Caterers

Last updated: 22/05/2026

These Customer Terms apply to schools, trusts, caterers, local authorities, and other organisations using Trac.

1. Scope

These terms apply where an organisation uses Trac to manage, connect, process, or exchange operational, financial, catering, pupil, site, or integration data.

These terms should be read together with the applicable order form, Terms of Use, Data Processing Addendum, Service Level Agreement, and any other documents referenced at www.caterlytix.com/legal.

2. Services

Caterlytix may provide:

• access to the Trac platform;
• configuration and onboarding;
• integration setup;
• data mapping and transformation;
• user training;
• support services;
• platform updates and enhancements.

The exact services will be set out in the applicable order form or agreement.

3. Fees

Standard pricing may include:

• £0.30 per pupil on roll (PPOR) per integration; and
• a one-off £90 onboarding fee per site.

Additional fees may apply for:

• bespoke configuration;
• additional integrations;
• additional sites;
• training;
• extended support;
• professional services;
• custom development;
• usage exceeding agreed thresholds.

All fees are exclusive of VAT unless stated otherwise.

4. Customer responsibilities

The customer is responsible for:

• ensuring the accuracy, quality, and legality of data provided to Trac;
• ensuring it has a lawful basis to process and share data;
• managing authorised users;
• maintaining appropriate internal controls;
• ensuring third-party systems are authorised for use;
• obtaining any permissions needed to enable integrations.

5. Integrations

Where a customer enables an integration through Trac, the customer authorises Caterlytix to process, transmit, receive, and transform data as necessary to operate that integration.

The customer acknowledges that integrations may depend on third-party systems and that such systems may impose their own terms, access rules, rate limits, data permissions, and technical constraints.

Caterlytix is not responsible for third-party system failures or for the actions, omissions, or data practices of third-party providers.

6. Data ownership

The customer retains ownership of its data.

Caterlytix may process customer data only as necessary to provide, support, secure, and improve Trac, and otherwise in accordance with applicable agreements and data protection law.

7. Support

Support will be provided in accordance with the Service Level Agreement, unless otherwise agreed.

Support does not include issues caused by:

• customer systems;
• third-party systems;
• unauthorised configuration;
• misuse;
• customer network or device issues;
• failure to maintain valid credentials or permissions.

8. Suspension

Caterlytix may suspend access where necessary to protect the platform, comply with law, prevent misuse, manage security risks, or address non-payment.

9. Liability

To the maximum extent permitted by law, Caterlytix’s liability shall be limited to the fees paid by the customer in the 12 months preceding the claim.

Caterlytix shall not be liable for indirect or consequential losses, loss of profit, revenue, contract, goodwill, data, software, systems, or commercial opportunity.

Nothing limits liability that cannot be limited by law.

10. Termination

Either party may terminate in accordance with the applicable agreement or order form.

Upon termination, access to Trac will cease, and data will be returned, deleted, anonymised, or retained in accordance with the applicable agreement and Data Processing Addendum.

11. Governing law

These terms are governed by the laws of England and Wales.