In short: Aptem is the software your training provider, employer or institution uses to deliver your programme or service. These terms cover your personal use of it. Your provider or employer owns your course content, some features use AI that you should always check, and nothing here takes away your legal rights.
These terms explain the rules for using Aptem. Please read them. By using Aptem, you agree to them. If you do not agree, please do not use Aptem. Your provider or employer is your first point of contact for help with using Aptem and for any questions about your programme or service.
1. Who these terms are for and how they work
In short: these terms are between you and Aptem, and they cover your personal use of the platform. Your provider or employer has a separate contract with us.
1.1 Aptem is a software platform for the skills and employment sector. It is provided by Aptem Ltd, company number 06824227, registered office Eagle House, 167 City Road, Old Street, London, EC1V 1AW ("Aptem", "we", "us", "our"). The platform is made up of our products, including Aptem Apprentice, Aptem Employ, Aptem Assess and Aptem Skills, together with their features. We call all of this "Aptem" or "the platform" in these terms.
1.2 These terms apply to you as an individual user of Aptem. You might be a learner or a jobseeker, or someone who works for a training provider, an employer, a local authority or an education institution, or an approved contractor or subcontractor of one of these. We call the organisation you are connected with your "provider or employer", and we call you "you".
1.3 Your provider or employer chose Aptem to deliver your programme or service, and has a separate contract with us. That contract governs the commercial relationship between us and them. These user terms govern your personal use of the platform. If there is ever a conflict, these user terms apply to your personal use of the platform, and that contract applies to the commercial relationship.
1.4 Two other documents also apply when you use Aptem: our privacy notice, which explains how personal data is handled, and our fair and acceptable use policy, which sets out what you can and cannot do. Please read them alongside these terms.
2. Your account and access
In short: keep your login details safe and use Aptem only for your programme, service or work.
2.1 You need an account to use Aptem. Your provider or employer usually sets this up, or invites you to set it up.
2.2 Keep your login details private. Do not share them or let anyone else use your account. Tell your provider or employer straight away if you think someone else has access to your account.
2.3 You are responsible for what happens under your account, unless it results from something outside your reasonable control, for example a security problem that is our fault.
2.4 Your access depends on your provider or employer's contract with us. If that contract ends, or your connection with your provider or employer ends, your access may end too.
3. Acceptable use
In short: use Aptem lawfully, honestly and for its intended purpose. The detail is in our fair and acceptable use policy.
3.1 You must use Aptem only for your programme, service or work, and in line with our fair and acceptable use policy.
3.2 You must not:
- break any law, or upload or share anything unlawful, harmful or offensive, or anything you do not have the right to share;
- try to reach parts of the platform you are not meant to, or interfere with its security or performance;
- copy, resell, or misuse the platform or its content; or
- use the platform to harass, bully or harm anyone.
3.3 You must also follow your provider or employer's own rules, for example on academic honesty, assessment conduct and IT use. Breaking those rules may also be a breach of these terms.
3.4 If you are not sure whether something is allowed, ask your provider or employer.
4. Who owns the learning content
In short: Aptem is the platform. The courses, materials and content you work with belong to your provider or employer, not us. If something in that content is wrong, raise it with them.
4.1 Aptem is the software platform your provider or employer chose to deliver your programme or service.
4.2 The data, learning materials, courses, assessments and other content that make up your programme are provided, owned and maintained by your provider or employer, or by others they work with. They are responsible for that content, including its quality and accuracy.
4.3 We do not create, check or approve that content. We are not responsible for it, or for anything that results from relying on it.
4.4 If you have a concern about the content of your programme, or you think something in it is wrong, please raise it directly with your provider or employer. They are best placed to help. This does not affect any legal rights you have as a consumer.
4.5 Some Aptem features use AI to work with your provider or employer's content, for example to summarise or search it. When that happens, the point above about who owns the content still applies, and so does our AI clause below (see section 5).
5. Our AI features
In short: some parts of Aptem use AI. AI is helpful but it can get things wrong. Always check AI output before you rely on it, and use your own judgement.
5.1 Some Aptem features use artificial intelligence (AI) to do things like suggest questions, summarise information, draft text, search content, or highlight where a learner may need support.
5.2 AI is not perfect. It can produce results that are inaccurate, incomplete, out of date or unsuitable for your situation. It can sometimes produce results that look convincing but are wrong.
5.3 AI output is a starting point, not a final answer. Do not rely on it on its own, and do not use it as a substitute for professional, educational, legal, medical or financial advice.
5.4 Before you act on AI output, check it and use your own judgement. Where the output affects a learner, a decision or a record, a person should review it first.
5.5 You are responsible for what you choose to do with AI output. Any action you take based on it is at your own risk.
5.6 Where AI is used as part of a decision that has a significant effect on someone, that person can ask for a person to review the decision. See our privacy notice, and speak to your provider or employer.
5.7 Where an AI feature works on your provider or employer's content, we are responsible neither for that underlying content (see section 4) nor for any errors the content itself contains. We remain responsible for providing the feature itself with reasonable care and skill.
5.8 This clause does not take away any legal rights you have as a consumer, and nothing in it limits our responsibility for anything that cannot be excluded by law (see section 12).
6. Our intellectual property
In short: we own the platform. You keep what you create, but you let us use it to run the service for you.
6.1 Aptem, including its software, design, look and feel, and the Aptem name and logos, is owned by us or by the third parties we license it from. Nothing in these terms gives you any ownership of it, and you may use the platform only as these terms allow.
6.2 You must not copy, change, take apart, resell, or try to extract the source code of the platform, except where the law allows you to.
7. Your content
In short: you own what you create, you are responsible for it, and you give us permission to host and use it to run the service.
7.1 You keep ownership of the content you create or upload to Aptem, for example your work, assignments and messages.
7.2 You give us, and your provider or employer, permission to store, display, copy and use that content as needed to run the platform and deliver your programme or service. This permission lasts as long as needed for those purposes.
7.3 You are responsible for the content you upload. You confirm you have the right to upload it, and that it does not break these terms or anyone else's rights.
8. Data protection and privacy
In short: your provider or employer decides how your personal data is used, and we handle it for them. Our privacy notice has the detail.
8.1 When you use Aptem, personal data about you is processed. In most cases your provider or employer is the data controller (they decide why and how your personal data is used) and we are the data processor (we handle it on their instructions). A separate data processing agreement between us and them covers this.
8.2 Our privacy notice explains what we do with personal data and your rights. Please read it.
8.3 If you want to see, correct or delete your personal data, or ask how it is used, contact your provider or employer. As they decide how your personal data is used, they are the right place to start. If you cannot resolve it with them, our data protection contact is dpo@aptem.co.uk.
8.4 Where a decision that significantly affects you is made using automated processing, including AI, you have the right to ask for a person to be involved. See section 5 and our privacy notice.
9. Accessibility
In short: we want Aptem to work for everyone, and we can provide information in other formats.
9.1 We aim to meet recognised accessibility standards (currently WCAG 2.2 level AA) and to keep improving. Our accessibility statement has the current position.
9.2 If you need information about Aptem in a different format, speak to your provider or employer, who can arrange this with us where needed.
9.3 If you need adjustments to take part in your programme, speak to your provider or employer, who is responsible for supporting you.
10. Keeping people safe
In short: if you are worried about someone's safety, tell your provider or employer straight away.
10.1 Some people who use Aptem are under 18 or may be vulnerable. Access for anyone under 18 is arranged and supervised by their provider, employer or institution, who is responsible for getting any consents needed.
10.2 If you have a safeguarding concern about yourself or someone else, contact your provider or employer's designated safeguarding lead straight away. In an emergency, contact the emergency services.
10.3 We support providers and employers in meeting their safeguarding duties, but they are responsible for safeguarding the people on their programmes.
11. The service and what we promise
In short: we work hard to keep Aptem running well, but we cannot promise it will be perfect or never unavailable. If you are a consumer, you still have your legal rights.
11.1 We provide Aptem with reasonable care and skill.
11.2 We do not promise that the platform will always be available, uninterrupted, error-free or secure, or that it will meet every need you have. We may need to change, update or pause parts of the platform, for example for maintenance or improvements.
11.3 Except for what we promise in these terms, and for rights you have by law, the platform is provided "as is" and "as available".
11.4 If you are a consumer, you have legal rights that these terms do not take away, including rights about services being provided with reasonable care and skill, and about digital content. Nothing in these terms affects those rights.
12. Our responsibility to you
In short: some things we can never exclude, and if you are a consumer you keep your legal rights. Beyond that, the responsibility we take under these terms is kept to the minimum the law allows, because the contract between us and your provider or employer sets out the responsibility we take for the service.
12.1 Nothing in these terms limits or excludes our responsibility for:
- death or personal injury caused by our negligence;
- fraud or fraudulent misrepresentation; or
- anything else that cannot be limited or excluded by law.
If you are a consumer, nothing in these terms affects your legal rights.
12.2 If you are a consumer, we are responsible for loss you suffer that is a foreseeable result of us breaking these terms or failing to use reasonable care and skill. Loss is foreseeable if it is an obvious consequence, or if we both could have expected it. We are not responsible for loss that is not foreseeable.
12.3 If you use Aptem for business purposes, then apart from the responsibilities in clause 12.1, we do not accept any liability to you in connection with the platform, to the fullest extent the law allows. This is because the contract between us and your provider or employer sets out the responsibility we take for the service, and any claim of that kind is dealt with under that contract, not these terms.
12.4 In all cases, we are not responsible for:
- loss caused by content owned by your provider or employer, or by others (see section 4);
- loss caused by your own breach of these terms or your misuse of the platform;
- loss caused by you relying on AI output without checking it (see section 5); or
- services, websites or content provided by others that you reach through the platform. Your use of those is between you and the other provider.
13. Suspending or withdrawing your access
In short: we can pause or withdraw your access if you break these terms, misuse Aptem, or where we have to for security or legal reasons.
13.1 We, or your provider or employer, may suspend or withdraw your access to Aptem if you break these terms or the fair and acceptable use policy, if we reasonably believe your account is being misused or is a security risk, or if we are required to by law or to protect people, the platform or others.
13.2 Where it is practical and appropriate, we will act proportionately and let you know. Some situations, for example a serious security risk, may need us to act immediately.
13.3 Your access also depends on your provider or employer's contract with us, and on your connection with them (see clause 2.4).
14. Changes to these terms
In short: we may update these terms, and we will give you reasonable notice of anything important before it takes effect.
14.1 We may change these terms from time to time, for example to reflect changes to the platform, the law, or how we work.
14.2 If we make a significant change, we will give you reasonable notice before it takes effect, for example by email or a message in the platform. For minor changes, the latest version published in our Help Centre will be the one that applies.
14.3 If you keep using Aptem after a change takes effect, you accept the updated terms. If you do not agree to a change, you should stop using Aptem and speak to your provider or employer.
15. Events outside our control
In short: we are not responsible for problems caused by events beyond our reasonable control.
15.1 We are not responsible for failing to meet these terms if the failure is caused by an event beyond our reasonable control, for example a power or internet failure, a cyber attack, extreme weather, or the failure of a supplier we rely on. This does not cover ordinary cost increases.
15.2 If such an event happens, we will take reasonable steps to reduce its effect and to get back to normal.
16. How to raise a concern or complaint
In short: your provider or employer is the first place to go. You can contact us only if something cannot be resolved with them.
16.1 If you have a concern about your programme, its content, or using Aptem, contact your provider or employer first. They are your first line of support (see section 4).
16.2 If your concern is about the platform itself and you cannot resolve it with your provider or employer, you can then contact us at info@aptem.co.uk. We will look into it and respond.
16.3 Nothing here affects your right to take a matter to court, or to any body you can go to by law.
17. Governing law and where you can go to court
In short: the law of England and Wales applies. If you are a consumer, you keep the protections and court access your local law gives you.
17.1 These terms, and any dispute connected with them, are governed by the law of England and Wales.
17.2 The courts of England and Wales have non-exclusive jurisdiction over any dispute connected with these terms.
17.3 If you are a consumer who lives in Scotland or Northern Ireland, you can also bring proceedings in the courts of the part of the UK where you live, and you keep the benefit of any consumer protections that apply there.
18. Other important terms
In short: a few standard legal points.
18.1 If any part of these terms is found to be invalid or unenforceable, the rest of the terms still apply.
18.2 If we do not enforce a term straight away, we can still enforce it later.
18.3 We may transfer our rights and obligations under these terms to another organisation, for example if our business is reorganised or sold. This will not reduce your rights under these terms. You may not transfer your rights or obligations to anyone else without our agreement.
18.4 These terms, together with our privacy notice and fair and acceptable use policy, are the whole agreement between you and us about your personal use of Aptem.
18.5 These terms do not create any partnership, agency or employment relationship between you and us.
19. How to get help
In short: your provider or employer is your first point of contact. The details below are for specific matters, or for where something cannot be resolved with them.
For help using Aptem, or for anything about your programme or service, contact your provider or employer. They are your first line of support.
Aptem Ltd
Registered office: Eagle House, 167 City Road, Old Street, London, EC1V 1AW. Company number: 06824227.
If you cannot resolve a matter with your provider or employer, you can contact us for the following:
General enquiries about the platform: info@aptem.co.uk
Data protection: dpo@aptem.co.uk
Legal notices: legal@aptem.co.uk