JEKrayPro University Licence

Version 1.2, 5 October 2026

These terms, with an Order Form that refers to them, make up the agreement between JEK Systems (“we”) and the university or other institution named in the Order Form (“the Institution”) for a JEKrayPro licence covering the Institution’s people. The Order Form is set out in the Schedule below. Where the Order Form and these terms differ, the Order Form wins.

Related documents: Data protection for universities (part of this agreement), Security overview, Accessibility statement, JEKrayPro Terms and Privacy Policy.

1. Words used here

• JEKray is the free optical bench simulator at jeksys.net. JEKrayPro is the paid service that adds a cloud account to it: saving benches online, their version history, and workspaces.
• Authorised Users are the Institution’s current staff and students, and anyone else the Institution tells us in writing to include.
• Licence Period is the period shown in the Order Form.
• Active User is an Authorised User who used JEKrayPro through the licence at least once in a calendar month.
• Tier is the largest number of Authorised Users who may use JEKrayPro through the licence in any 12 months, as shown in the Order Form.
• Fee is the amount shown in the Order Form for the Licence Period.

2. What the licence gives

1. For the Licence Period, every Authorised User may use JEKrayPro on their own account at no charge to them, for the Institution’s teaching, learning, research and administration.
2. Authorised Users are recognised automatically when they sign in with a verified email address at one of the Institution’s domains listed in the Order Form, or with a Microsoft account from one of its tenants listed there. The Institution’s licence administrators can also invite others by email address.
3. The licence covers up to the Tier, as section 5 describes.
4. Each Authorised User’s account, and the benches in it, belong to that person and are covered by the JEKrayPro Terms and our Privacy Policy. The Institution is not responsible for how individuals use their own accounts.
5. JEKray itself stays free for everyone under its own licence.

3. What the Institution does

1. Give us accurate domains and organisation identifiers, and tell us promptly if one should stop qualifying (for example, a domain also used by people who are not Authorised Users).
2. Name a contact for the licence, and the people who will administer it in JEKray, and keep their details up to date.
3. Not allow the licence to be used by people who are not Authorised Users.

4. Fees, invoices and payment

1. We invoice the Fee by email at the start of the Licence Period, unless the Order Form says otherwise. Invoices quote the Institution’s purchase order number when one is given.
2. Invoices are payable within 30 days, or the period in the Order Form, by bank transfer or card.
3. We are not currently registered for VAT, so no VAT is charged. If we register, VAT will be added at the applicable rate to invoices issued after that date, and we will tell the Institution first.
4. If an invoice is unpaid when due, we will remind the Institution’s contact. The licence continues for 60 days after the due date; after that we may pause it until payment is made. Authorised Users can always open and export their benches, paused or not.

5. Tiers and usage

1. The Fee is set by the Tier. There are no charges for use beyond the Fee.
2. Once as many Authorised Users as the Tier allows have used JEKrayPro through the licence in the last 12 months, someone new cannot join until a place frees. A place frees when a person has not used it through the licence for 12 months, or when the Institution’s licence administrators take someone off. People already using it are not cut off.
3. The Institution may move to a larger Tier at any time. We then invoice the difference in Fee for the rest of the Licence Period, in proportion to the time left. A smaller Tier takes effect at renewal.
4. We count Active Users each month, and give the Institution these counts on request and before each renewal. The Institution receives numbers only, not who the users are.

6. Licence Period and renewal

1. The licence runs for the Licence Period in the Order Form, usually 12 months.
2. It renews only when both of us agree, by a new Order Form or by the Institution paying our renewal invoice. We will send any change to the Fee at least 60 days before the end of the Licence Period.
3. If the Order Form gives a price for later years, or a cap on increases, that applies.

7. Service and support

1. We provide JEKrayPro with reasonable care and skill and work to keep it available, but we do not promise that it will be uninterrupted or free of errors. We give notice of planned work that may interrupt it, where we can.
2. Support is by email to [email protected]. We aim to reply within two working days.
3. We may improve and change JEKrayPro. If we remove a feature that matters to the Institution’s use of it, the Institution may end the licence and receive a refund of the Fee for the unused part of the Licence Period.

8. Data protection

How personal data is handled under this licence, and each party’s role, is set out in Data protection for universities, which forms part of this agreement.

9. Intellectual property

We own JEKray and JEKrayPro and everything in them. Authorised Users own the benches they create. The Institution receives no rights in our software other than the licence in section 2.

10. Confidentiality and freedom of information

1. Each of us will keep confidential the other’s non-public business information received under this agreement, and use it only for this agreement, unless the law requires otherwise.
2. We understand that the Institution may be subject to the Freedom of Information Act 2000 or the Freedom of Information (Scotland) Act 2002. The Institution decides how to respond to a request, and will consult us where it reasonably can before disclosing our pricing or other commercially sensitive information.

11. Liability

1. Nothing in this agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
2. Otherwise, each party’s total liability under this agreement in any Licence Period is limited to the Fee paid or payable for that period, and neither party is liable for indirect or consequential loss or loss of profit.
3. We keep version history and backups of saved benches, but we cannot guarantee that data will never be lost. Authorised Users should keep their own copies of important work, which they can export at any time.

12. Ending the licence

1. Either party may end this agreement by written notice if the other materially breaches it and does not put the breach right within 30 days of being asked to, or becomes insolvent.
2. If we stop providing JEKrayPro, or end this agreement without a breach by the Institution, we will refund the Fee for the unused part of the Licence Period and give at least 30 days’ notice.
3. When the licence ends, Authorised Users keep their accounts and benches. They can open and export their benches, as the JEKrayPro Terms describe for a subscription that has ended, and can subscribe themselves if they wish.

13. Conduct

Each party will comply with the Bribery Act 2010 and the Modern Slavery Act 2015 in connection with this agreement.

14. General

1. This agreement (the Order Form, these terms and the data protection terms) is the whole agreement between us about the licence. Terms printed on the Institution’s purchase orders do not apply unless we agree to them in writing.
2. Changes must be agreed in writing; email is enough.
3. Neither party may transfer this agreement without the other’s consent, which will not be unreasonably withheld, except that we may transfer it to a successor to our business that takes on our obligations.
4. Nobody else has rights under this agreement under the Contracts (Rights of Third Parties) Act 1999.
5. Notices may be sent by email to the contacts in the Order Form.
6. This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule: Order Form

To be completed for each licence. It may be signed on paper or by email.

Contact

University licences: [email protected]. Support: [email protected].