Terms of Service
Last updated: September 23, 2025
1. Acceptance of Terms
These Terms of Service ("Terms") govern your access to and use of the software systems provided by Japhtech Solutions ("we", "us", "our"), including but not limited to the systems listed in Section 2. By creating an account, logging in, or otherwise using any of our systems, you agree to be bound by these Terms. If you are using a system on behalf of an organisation, you confirm that you have the authority to accept these Terms on that organisation's behalf.
2. Our Systems
These Terms apply to all software systems we operate, listed below. This list will grow over time as we release new systems; every system we add is automatically covered by these Terms from the date it is published.
Inventory Management System
Tracks stock levels, purchases, sales, suppliers and warehousing for businesses.
School Management System
Handles student records, admissions, timetables, examinations and fee payments for schools.
Schools are responsible for obtaining any consent required from parents or guardians before entering minors' data into the system.
Student Exam Contest System
Manages student exam contests, results and records.
Student exam contest data is treated as sensitive data and is handled under stricter access controls, as described in the Privacy Policy.
Human Resource Management System
Manages employee records, payroll, leave, attendance and recruitment.
Employee data is treated as sensitive data and is handled under stricter access controls, as described in the Privacy Policy.
Hospital Management System
Manages patient records, appointments, billing and day-to-day hospital operations.
Patient health information is treated as sensitive data and is handled under stricter access controls, as described in the Privacy Policy.
Hotel Management System
Manages bookings, rooms, billing and hotel operations.
Rentals Management System
Manages rentals bookings, payments, and customer service.
Sacco Management System
Manages savings, loans, and other financial operations for saccos.
Welfare Association Management System
Manages member records, contributions, and welfare activities for associations.
3. Accounts & Eligibility
- You must provide accurate, current information when creating an account.
- You are responsible for keeping your login credentials confidential and for all activity under your account.
- You must notify us promptly if you suspect unauthorised access to your account.
- Organisation administrators are responsible for managing the accounts and access levels of their own staff, students, patients, or employees within the relevant system.
4. Acceptable Use
When using any of our systems, you agree not to:
- Use the system for any unlawful purpose or in breach of applicable regulations;
- Attempt to gain unauthorised access to data, accounts, or infrastructure that is not yours;
- Upload malicious code, or attempt to disrupt, overload, or reverse-engineer the system;
- Enter or process data you are not authorised to hold, including personal data of individuals who have not consented where consent is required;
- Resell, sublicense, or provide access to the system to third parties without our written consent.
5. Subscriptions & Payment
Where a system is offered on a paid or subscription basis, the applicable fees, billing cycle, and payment terms will be communicated to you at the point of sign-up or in a separate order form. Fees are non-refundable except where required by law or expressly stated otherwise. We may suspend access to a system if payment is overdue, after reasonable notice.
6. Data Ownership
You (or the organisation you represent) retain ownership of the data you enter into our systems — including inventory records, student records, employee records, or patient records. We act as a data processor on your behalf and will only use that data to provide, maintain, and improve the relevant system, or as described in our Privacy Policy.
7. Intellectual Property
The software, design, source code, and branding of each system remain the property of Japhtech Solutions or our licensors. These Terms do not grant you any ownership rights in the software itself — only a limited right to use it in line with these Terms.
8. Service Availability
We aim to keep our systems available and performant, but we do not guarantee uninterrupted access. We may carry out scheduled maintenance, and we will try to give reasonable notice for any planned downtime that is likely to affect you.
9. Suspension & Termination
We may suspend or terminate your access to a system if you breach these Terms, misuse the system, or if required by law. You may stop using a system at any time; where applicable, you may request an export of your data before your account is closed, subject to a reasonable process and timeframe.
10. Limitation of Liability
To the maximum extent permitted by law, Japhtech Solutions is not liable for any indirect, incidental, or consequential damages arising from your use of our systems, including loss of data, revenue, or business opportunity. Nothing in these Terms limits liability that cannot be limited under applicable law.
11. Governing Law
These Terms are governed by the laws of Kenya, without regard to conflict-of-law principles. Any disputes will be subject to the exclusive jurisdiction of the courts of that jurisdiction, unless otherwise required by law.
12. Changes to These Terms
We may update these Terms from time to time, including to reflect new systems we launch. We will update the "Last updated" date at the top of this page when we do. Continued use of any system after changes take effect means you accept the revised Terms.
13. Contact Us
If you have questions about these Terms, please contact us at contact@japhtechsolutions.co.ke or write to us at +254708610411.