Terms of Service

Last updated: 2/23/2026

Service overview

Nexsteps is a UK-based SaaS platform for schools, churches, clubs and charities to manage sessions, attendance, staff and parent communication. By using the Service, your organisation agrees to these Terms and is responsible for how it is used by its users.

Your responsibilities

  • Keep account details accurate and access credentials secure.
  • Assign appropriate roles and permissions to staff and volunteers.
  • Ensure use of Nexsteps complies with law and safeguarding policies.
  • Pay subscription fees on time and manage billing information.

Key legal points

  • Fees are billed via Stripe under your agreed subscription plan.
  • Nexsteps limits its liability to a reasonable cap and excludes certain indirect losses, as set out below.
  • Data protection obligations are shared: you act as controller and Nexsteps primarily as processor under UK GDPR.
  • These Terms are governed by the laws of England and Wales.

1. Acceptance of these terms

These Terms of Service ("Terms") govern your access to and use of the Nexsteps platform, websites and related services (together, the "Service"). By creating an account, accessing or using the Service, you agree to be bound by these Terms.

If you are using the Service on behalf of an organisation (for example, a school, church, club or charity), you confirm that you have authority to bind that organisation to these Terms. In that case, references to "you" or "Customer" mean the organisation you represent.

2. Service description

Nexsteps is a UK-based SaaS platform that helps organisations manage programmes involving children, young people, staff and volunteers. Core features include, among others:

  • Managing sites (for example, schools, churches, locations) and groups/classes
  • Scheduling sessions and rotas
  • Recording attendance
  • Managing staff and volunteer assignments
  • Recording pastoral and safeguarding-related notes in accordance with the organisation's policies
  • Communicating with parents/guardians and staff (for example, announcements)

We may update, improve or change the Service from time to time. Where we make material changes, we will take reasonable steps to notify you in advance where practicable.

3. Account registration and responsibilities

To use Nexsteps, your organisation must create an account and designate one or more administrators with authority to manage access for other users. You are responsible for:

  • Ensuring that registration information is accurate and kept up to date
  • Controlling access to your organisation's Nexsteps account, including assigning appropriate roles and permissions
  • Ensuring that users keep their login credentials (for example, passwords) secure and do not share them with others
  • Promptly notifying us if you become aware of any unauthorised access to your account or the Service

You are responsible for all activities that occur under your organisation's account, except to the extent caused by Nexsteps' breach of these Terms.

4. Safeguarding and compliance responsibilities

Nexsteps is a tool to support your organisation's operations; it does not replace your legal or professional safeguarding obligations. In particular:

  • You remain solely responsible for complying with applicable law, statutory guidance, and your own safeguarding and child protection policies.
  • You are responsible for deciding which information is appropriate to record in Nexsteps and for ensuring that any safeguarding and pastoral records are handled in accordance with your legal obligations and internal policies.
  • You must ensure that only appropriately authorised staff and volunteers are granted access to safeguarding-related functionality and records.
  • You are responsible for training your staff and volunteers in safe and appropriate use of the Service.

5. Acceptable use

You must use the Service in a lawful, responsible and reasonable manner. You agree that you will not (and will not permit others to):

  • Use the Service in any way that breaches applicable law or regulation
  • Upload or share content that is unlawful, harmful, defamatory, discriminatory or otherwise inappropriate
  • Attempt to gain unauthorised access to the Service or to data belonging to other organisations
  • Copy, modify, reverse engineer, decompile or otherwise attempt to derive the source code of the Service (except to the extent this cannot be prohibited by law)
  • Use the Service to send spam or unsolicited marketing communications
  • Interfere with or disrupt the integrity or performance of the Service (for example, by introducing malware or conducting denial-of-service attacks)

We may suspend or restrict access to the Service if we reasonably believe that there has been a breach of these acceptable use requirements, or where necessary to protect the security, integrity or availability of the Service.

6. Fees and billing

Nexsteps is provided on a subscription basis. Fees, billing frequency, and usage limits (for example, based on active staff/volunteers or sites) are as agreed between Nexsteps and your organisation in the applicable order form or subscription plan.

Unless otherwise agreed:

  • Fees are payable in advance for each billing period.
  • Payments are processed by our third-party payment provider, Stripe. Stripe is responsible for handling payment card details in compliance with PCI-DSS.
  • If a payment is unsuccessful or overdue, we may suspend access to the Service until payment is received.
  • All fees are exclusive of VAT or other applicable taxes unless stated otherwise.

7. Suspension and termination

You may terminate your subscription at the end of the current billing period by following the cancellation process notified to you or agreed in your contract. We may terminate or suspend your access to the Service:

  • If you materially breach these Terms and do not remedy the breach (where remediable)
  • If you fail to pay any fees when due
  • If we reasonably consider it necessary to protect the Service or other customers

On termination, your access to the Service will cease. We will work with you to export data where requested, and then delete or anonymise personal data in line with our Privacy Policy and any applicable data processing agreement.

8. Intellectual property

Nexsteps (and/or its licensors) owns all intellectual property rights in and to the Service, including the underlying software, design, databases, and documentation. Except as expressly set out in these Terms, nothing grants you any rights in or to the Service, the Nexsteps name or any related trade marks.

You retain all rights in the data and content that your organisation enters into the Service. You grant Nexsteps a non-exclusive, worldwide, royalty-free licence to host, use, process and display such data as necessary to provide and improve the Service and to comply with our legal obligations.

9. Limitation of liability

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded.

Subject to the above, and to the maximum extent permitted by law:

  • Nexsteps will not be liable for any indirect, consequential, incidental or special loss or damage, or for loss of profits, revenue, goodwill or anticipated savings.
  • Nexsteps will not be responsible for any loss or damage arising from your failure to comply with these Terms, including failure to implement appropriate safeguards, access controls and training for your users.
  • Nexsteps' total aggregate liability arising out of or in connection with the Service and these Terms (whether in contract, tort, negligence or otherwise) will be limited to the fees paid or payable by your organisation to Nexsteps in the twelve (12) months immediately preceding the event giving rise to the claim.

10. Data protection

Each party agrees to comply with applicable data protection laws, including UK GDPR and the Data Protection Act 2018. The roles of Nexsteps and the Customer, and the handling of personal data, are further described in our Privacy Policy and any applicable Data Processing Agreement.

In summary, for most personal data within the Service, the Customer is the data controller and Nexsteps is the data processor, processing personal data on the Customer's documented instructions. Nexsteps may also act as an independent controller for limited purposes associated with operating and improving the Service (for example, billing, support, security and analytics).

11. Governing law and jurisdiction

These Terms, and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims), are governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction over any such dispute or claim, except that Nexsteps may seek injunctive or other equitable relief in any jurisdiction to protect its intellectual property or confidential information.

12. Contact

If you have any questions about these Terms or about the Service, please contact us at:

We may update these Terms from time to time. When we do so, we will update the "Last updated" date at the top of this page and, where appropriate, provide notice of material changes to account owners or administrators.