Terms for institutes

Version 2026-10-19 · draft, for testing - not yet final. Accepted when an institute is created on Base to Apex.

1. Using Base to Apex

These terms are between Base to Apex and the institute. Whoever accepts them confirms they can do so on the institute's behalf.
Admins are responsible for the staff they invite and what they do here. Keep sign-ins to yourselves, and tell us if one may have been misused.
Keep what you add accurate - fees, timings, who your students are.

You decide what you keep about your learners and their families, and you're responsible for having their consent - a parent's for anyone under 18 - before you add them.
We keep it on your behalf and use it only to run Base to Apex for you and them. We never sell it, and none of it is ever made public.
Families see what concerns them: their own children's batches, fees, attendance, homework and results.

When you make your profile public, Base to Apex shows what you publish - your profile, listed programs and their batches, photos, and coaches who choose to show a profile - on its public pages, free for parents to browse.
Nothing about your learners, parents, fees paid or attendance is published. Anything you haven't listed stays private.
You confirm you have the right to publish the text and photos you add, and that no child can be recognised in a photo without their parent's consent.
Parents who enquire or book through discovery sign in first; their requests come to you. You can make your profile private at any time, and it disappears straight away.

Questions and answers you add to tests - typed, uploaded or written with our AI - may be added to Base to Apex's shared question bank, without your institute's name or anything about your students, and offered to other institutes on Base to Apex for their tests. Questions from the bank are offered to you in the same way.
You confirm you have the right to share them - for example, that they aren't copied from a book or paper you don't have the rights to - and you allow Base to Apex to use, adapt and share them on the platform, including after you stop using it.
Tell us if a question should come out of the bank and we'll remove it.

Some features use AI (Google's Gemini) - reading a pamphlet, writing test questions, checking content. What you send them goes to Google to be processed and isn't kept by us afterwards. Your students' records are never sent.
Everything your staff write for students is checked for content unsuitable for children. Anything flagged can't be given until it's been gone over with your admin or your Base to Apex relationship manager, and we may remove content that breaks these rules.
AI can be wrong: answers it suggests wait for a teacher to check them.

A new institute gets a free period. After it, the institute is on the plan it chose - a free plan, or a paid plan billed per student per month at the price shown in the app, a month or a year at a time. Taxes are added where they apply.
If a payment is missed, everything keeps working for a grace period. After it the institute is read-only - everything can be seen, nothing changed - until it pays or moves to the free plan. Nothing is deleted.
Refunds of plan payments follow the Refunds and cancellations policy on basetoapex.com. Prices can change; a new price applies from the next payment, and you're told before.

You can let families pay your fees in the app. Payments are processed by Cashfree Payments and paid into the bank account you give, which Cashfree verifies with your PAN; you also accept Cashfree's terms for this.
Each payment reaches you less Cashfree's charges. Base to Apex takes no commission on fees, trials or bookings.
Your fees, your refunds: you decide refunds of fees families paid you. A refund you give in the app goes back through Cashfree out of your own Cashfree balance, and refunds and chargebacks of a payment can be recovered from your later payments. Keep the fees you show in the app accurate.

You can stop using Base to Apex at any time. We may suspend an institute that breaks these terms or misuses the service, and will tell you why.
After you leave, questions already in the shared bank stay there, and Base to Apex may still show publicly available facts about your institute - name, address, contact numbers, what you teach - marked as not managed by you. Ask us and we'll correct or remove them.

When these terms change, your admins are told and one of them accepts the new version to keep managing the institute. Teachers and families carry on as usual meanwhile.