Terms and Conditions

By accessing or using OTE Learn, you agree to these Terms, the Privacy Notice, any institution rules, and any additional policies shown inside the platform. If you do not agree, you must not use the platform.

If you use OTE Learn on behalf of a school, college, company, or institution, you confirm that you are authorised to do so. If you are a learner or minor, your use may also be subject to the authority of your school, parent, guardian, or competent person.

OTE Learn may provide some or all of the following features:

• institution registration and management;
• user access, SSO sign-in, and institution switching;
• classes, subjects, teacher assignments, and learner placements;
• learning content, files, and resources;
• assessment creation, allocation, writing, submission, marking, moderation, and result release;
• mark reports, academic-period reports, final results, transcripts, and report verification;
• calendar items, support tickets, notifications, and feedback;
• guardian view-only access to approved learner information;
• student preview mode and testing tools;
• administration, security, audit, and diagnostic functions.

Features may change during development, testing, pilot, or production phases.

During testing or pilot use, OTE Learn may contain bugs, incomplete features, changed screens, reset data, unavailable functionality, or non-final reports. Test users must not rely on test data as final official school records unless the institution confirms otherwise.

• Do not enter unnecessary real personal information during testing.
• Do not use real marks or official reports in testing unless authorised.
• Do not upload sensitive documents during testing unless required and authorised.
• Report bugs clearly and avoid exposing other users’ data in screenshots.
• Understand that testing data may be corrected, reset, deleted, migrated, or anonymised.

OTE Learn may use Microsoft or Google SSO. Password-based registration may be disabled. Users must sign in with the correct email address, especially where an invitation was sent to a specific email.

• You must not share your account, session, device, or sign-in access.
• You must not use another person’s account.
• You must keep your Microsoft or Google account secure.
• You must report suspected unauthorised access immediately.
• OTE Learn may suspend, restrict, or remove access if abuse, risk, or incorrect access is detected.

Users may have different roles:

• Learners: may access assigned subjects, content, assessments, released marks, reports, and support features.
• Teachers and markers: may access assigned learners, classes, subjects, assessments, marking queues, and related reports.
• Institution administrators: may manage setup, users, classes, subjects, reports, guardian links, and institution settings.
• Guardians: may view approved learner information and create support tickets only where allowed.
• Public visitors: may access only public pages such as Home, Privacy, Terms, Feedback, and Report Verification.

Users must not try to access unauthorised pages by direct URL, browser manipulation, API calls, or any bypass method.

You may not:

• break the law or violate school rules using OTE Learn;
• access, copy, download, edit, delete, or disclose information you are not authorised to access;
• upload malware, harmful files, or illegal material;
• harass, threaten, insult, or abuse another user;
• submit false identity, false marks, false reports, or misleading information;
• attempt to interfere with assessments, marking, reporting, audit logs, or security controls;
• reverse engineer, scrape, overload, scan, probe, or attack the platform;
• use bots, automated tools, or scripts without written permission;
• upload copyrighted content without permission or lawful basis;
• share learner reports, marks, screenshots, or private communications outside authorised channels;
• use the platform for advertising, spam, phishing, fraud, or unrelated commercial activity.

Institutions using OTE Learn must:

• ensure they have authority to upload and process learner, staff, guardian, assessment, and academic records;
• create and manage users accurately;
• remove access when users leave or no longer need access;
• ensure teacher assignments and guardian links are correct;
• maintain their own policies, notices, consent records, PAIA/POPIA processes, and retention rules where required;
• review marks, reports, and final results before relying on them officially;
• train users on acceptable use and privacy expectations;
• notify OTE Learn of security risks, incorrect access, data errors, or suspected compromise.

Assessments may include time limits, due dates, attempt limits, late rules, security tracking, and marking requirements. Learners must follow the assessment instructions shown by the institution.

• Submitting another person’s work may be misconduct.
• Copying, sharing, leaking, or distributing assessment questions may be misconduct.
• Trying to bypass assessment security controls may be misconduct.
• Security events are indicators only and must be interpreted fairly by the institution.
• Marks may be changed by authorised teachers, markers, or administrators where correction is required.
• Results may be hidden until officially released.
• The institution remains responsible for academic decisions, appeals, moderation, and disciplinary procedures.

Reports, transcripts, and verification records generated by OTE Learn depend on data entered by the institution, teacher marking, assessment configuration, report distributions, and release settings.

• Users must not alter or forge reports.
• Public report verification should only confirm necessary verification information.
• Regenerated reports may replace previous versions.
• The institution must confirm whether a report is official, draft, test, or final.
• OTE Learn is not responsible for incorrect marks caused by incorrect source data entered by the institution.

Guardian access is intended to help authorised parents or guardians view selected learner information. Guardian access does not transfer ownership of learner records and does not allow the guardian to change academic records.

• A guardian must sign in with the email address linked to the invitation.
• Guardian access may be removed by the institution.
• A guardian may be linked to more than one learner.
• A learner may have more than one guardian.
• Guardians must not share learner records publicly or with unauthorised persons.
• Disputes about guardian rights must be handled by the institution, not by the software alone.

Users and institutions are responsible for ensuring they have the right to upload, share, or use content on OTE Learn. Content may include notes, PDFs, images, videos, questions, memos, rubrics, reports, logos, stamps, and signatures.

• Uploading content does not transfer copyright to OTE Learn unless agreed in writing.
• OTE Learn may store, display, process, transmit, and back up uploaded content as needed to provide the service.
• Do not upload pirated books, copyrighted PDFs, copied exam papers, or third-party content without permission or lawful basis.
• The institution must resolve copyright complaints relating to its own content.
• OTE Learn branding, code, design, and platform materials remain protected by intellectual property rights.

Use of OTE Learn is subject to the Privacy Notice. Users must not upload, expose, or share personal information unnecessarily. Institutions must ensure they have a lawful basis for learner, staff, and guardian information processed through the LMS.

The Privacy Notice forms part of these Terms. Read the Privacy Notice.

During testing, the platform may use free or low-cost cloud resources. This can cause cold starts, pauses, temporary downtime, slower first-page loads, database wake-up delays, and resource limits.

• Features may be added, removed, renamed, or changed.
• Testing data may be reset or migrated.
• Free hosting or serverless databases may pause when idle or when limits are reached.
• Production use should be moved to appropriate paid, monitored, backed-up infrastructure.

OTE Learn will try to maintain reasonable availability, but no uninterrupted service is promised during testing or pilot phases.

If OTE Learn is supplied under a paid plan, fees, payment terms, limits, taxes, cancellation rules, and support levels must be set out in a separate agreement, quotation, order form, subscription document, or invoice.

Unless agreed otherwise, failure to pay may result in suspension, restriction, downgrade, or termination of access after reasonable notice.

Support may be provided through support tickets, email, institution support channels, or testing feedback forms. Feedback may be used to improve the platform.

• Do not submit passwords or unnecessary sensitive information in support tickets.
• Do not include unrelated learners’ personal information in screenshots.
• Bug reports should include steps to reproduce the issue.
• Testing feedback may be triaged and does not guarantee immediate changes.

Access may be suspended, restricted, or terminated if:

• the user leaves the institution;
• the institution removes the user;
• the user violates these Terms or institution rules;
• there is suspected unauthorised access, fraud, abuse, security risk, or misuse;
• the subscription or institution agreement ends;
• required by law, regulation, court order, or legitimate operational need.

Suspension or termination does not automatically delete academic records that must be kept for lawful or institutional reasons.

To the extent allowed by law, OTE Learn is provided on an “as is” and “as available” basis during testing and pilot use. We do not guarantee that:

• the platform will be uninterrupted, error-free, or always available;
• every bug will be fixed immediately;
• every report will be correct if source data is incorrect;
• every assessment security event will prove or disprove misconduct;
• every external service such as SSO, email, cloud hosting, or Microsoft Forms will always work;
• the platform alone will satisfy every legal, school, regulatory, accreditation, or assessment requirement.

Nothing in these Terms excludes liability that cannot be excluded under applicable South African law.

To the maximum extent allowed by law, OTE Learn and Esormot Edge will not be liable for indirect, incidental, special, punitive, or consequential losses, including loss of profits, loss of data, loss of opportunity, reputational harm, academic consequences, or business interruption, except where liability cannot lawfully be limited.

Institutions remain responsible for academic decisions, user approvals, mark verification, report approval, guardian verification, learner discipline, appeals, compliance documents, and official records.

These Terms are governed by the laws of the Republic of South Africa unless a written agreement states otherwise. Disputes should first be raised through support or the institution’s escalation process.

Where privacy rights are involved, users may also contact the Information Regulator through its official channels.