Terms of Service

Effective date: 25 July 2026
Applies to: kisoma.co.ke, the Kisoma platform, and related Kisoma services

These Terms of Service ("Terms") govern access to and use of the Kisoma school-management platform, including the website at kisoma.co.ke and related applications, features, integrations, and services (collectively, "Kisoma", the "Platform", "we", "us", or "our").

By creating an account, subscribing on behalf of a school, accessing the Platform, or otherwise using Kisoma, you ("you", "User", or, where applicable, "School") agree to these Terms.

If you do not agree to these Terms, you should not use the Platform.

1. Definitions

For these Terms:

• "School" means a school, educational institution, or other organization that subscribes to or is authorized to use Kisoma.

• "Authorized User" means an administrator, teacher, staff member, student, parent/guardian, or other person granted access to Kisoma by a School.

• "School Data" means information entered into, uploaded to, processed through, or generated within Kisoma by a School or its Authorized Users, including academic records, attendance information, fee information, communications, and related records.

• "Subscription" means a paid, trial, promotional, or other plan under which a School accesses Kisoma.

• "Communication Services" means communication functionality made available through Kisoma, including WhatsApp, SMS, email, notices, and related messaging features.

2. Eligibility and Accounts

A Kisoma account for a School must be created or authorized by a representative who has authority to act on behalf of that School.

Individual Authorized User accounts may be created or managed by the School.

The School is responsible for:

• Ensuring that users are appropriately authorized;

• Obtaining parental, guardian, staff, or other consent where required;

• Maintaining accurate account information;

• Assigning appropriate roles and permissions; and

• Removing or restricting access when a user is no longer authorized.

Users are responsible for maintaining the confidentiality of their login credentials.

You must notify Kisoma or your School promptly if you become aware of unauthorized access to your account.

You must provide accurate information when creating or updating an account.

3. Description of Services

Kisoma provides a configurable school-management platform.

Depending on a School's Subscription and configuration, services may include:

• Academic and curriculum management;

• Student management;

• Staff management;

• Examination and assessment management;

• Results and report cards;

• Student and staff attendance;

• Fee and finance management;

• Timetabling;

• Assignments, homework, and lesson planning;

• Communication tools;

• WhatsApp messaging;

• SMS notifications;

• Email notifications;

• Transport management;

• ID-card generation;

• School website functionality;

• Reporting and analytics; and

• Other school-management functionality made available by Kisoma.

Available functionality may vary depending on the School's Subscription, configuration, integrations, and services enabled.

Kisoma may add, modify, improve, replace, or discontinue features from time to time.

4. Subscriptions, Pricing and Payment

Kisoma may provide free trials, paid subscriptions, add-ons, promotional plans, or other packages.

Pricing may be based on factors including:

• Number of students;

• Subscription duration;

• Selected modules;

• Add-on services;

• Branches or campuses; or

• Other pricing models communicated to the School.

Applicable pricing, billing periods, features, and limitations will be displayed on Kisoma's website, within the Platform, or otherwise communicated to the School.

Trial access may be limited by time, functionality, usage, or other conditions.

Unless otherwise stated or required by law, payments already made are generally non-refundable.

Failure to pay applicable charges may result in limitation, suspension, or termination of relevant services.

Kisoma may change pricing for future billing periods. Where appropriate, reasonable notice will be provided before new pricing applies to an existing Subscription.

5. School Data and Content

School Data remains under the ownership or control of the School or other applicable rights holder.

Kisoma does not claim ownership of academic records, student information, staff information, or other School Data merely because that information is processed through the Platform.

The School grants Kisoma the limited rights necessary to:

• Host;

• Store;

• Process;

• Back up;

• Display;

• Transmit; and

• Otherwise technically handle School Data

for the purpose of operating, securing, maintaining, supporting, and providing Kisoma services.

Schools are responsible for ensuring that School Data is:

• Accurate where reasonably required;

• Lawfully obtained;

• Appropriate for school-management purposes; and

• Processed with the necessary authorization, consent, or other lawful basis.

On termination of a Subscription, the School may request export of eligible School Data within the period and manner made available by Kisoma.

Data may subsequently be deleted or retained in accordance with Kisoma's Privacy Policy and applicable legal obligations.

6. User Roles and Responsibilities

Schools are responsible for administering their users and determining appropriate access to School Data.

Schools and Administrators

Schools and their administrators are responsible for:

• Managing accounts;

• Managing roles and permissions;

• Maintaining appropriate data accuracy;

• Controlling access to School Data;

• Obtaining required consent or authorization;

• Using communication tools responsibly; and

• Complying with applicable laws and school policies.

Teachers and Staff

Teachers and staff must use Kisoma only for authorized school activities and according to permissions assigned by their School.

Parents and Guardians

Parents and guardians may access information and communication functionality made available to them by their School.

They are responsible for protecting their account credentials and promptly reporting suspected unauthorized access.

Students

Students may use student-facing Kisoma services where enabled by their School and must use those services in accordance with applicable school policies and these Terms.

7. Acceptable Use

You must not use Kisoma to:

• Violate applicable law or regulation;

• Upload deliberately false, fraudulent, defamatory, or unlawful content;

• Gain or attempt to gain unauthorized access to another School's data, another user's account, Kisoma systems, or connected infrastructure;

• Introduce malware or other malicious software;

• Disrupt, overload, interfere with, or compromise the Platform;

• Circumvent authentication, authorization, security, or usage controls;

• Reverse-engineer, decompile, or attempt to obtain Kisoma source code except where expressly permitted by applicable law;

• Misuse student, staff, parent, guardian, or School Data;

• Impersonate another individual or organization;

• Use Kisoma to facilitate fraud or deception;

• Send spam;

• Harass recipients;

• Send unauthorized or unlawful bulk communications;

• Send unsolicited marketing communications where authorization or consent is required; or

• Circumvent recipient opt-out requests.

Kisoma may investigate suspected violations and may restrict, suspend, or terminate access where reasonably necessary.

8. WhatsApp and Communication Services

Kisoma may provide communication functionality that allows Schools to communicate with parents/guardians, students, staff, and other authorized recipients.

Communication channels may include:

• WhatsApp;

• SMS;

• Email;

• In-platform notifications; and

• Other supported communication services.

WhatsApp Business Platform

Where WhatsApp functionality is enabled, Kisoma may use the WhatsApp Business Platform provided by Meta Platforms and/or its affiliates to facilitate messages on behalf of subscribing Schools.

Messages may include:

• Attendance notifications;

• Fee reminders;

• Payment notifications;

• Academic updates;

• Examination information;

• Timetable information;

• School announcements;

• Administrative notices;

• Transport notifications;

• Service notifications; and

• Other School-authorized communications.

Use of WhatsApp functionality may also be subject to applicable requirements, policies, and terms imposed by Meta or WhatsApp.

School Responsibility for Communications

Schools are responsible for ensuring that communications sent through Kisoma are lawful and properly authorized.

Where consent is required, the School is responsible for obtaining appropriate consent before initiating the relevant communication.

Having a recipient's telephone number does not by itself authorize unsolicited marketing or other communications where consent or another lawful basis is required.

Schools must not use Kisoma communication services to:

• Send spam;

• Send fraudulent or misleading messages;

• Send unlawful communications;

• Harass recipients;

• Send unauthorized bulk communications;

• Circumvent opt-outs;

• Send prohibited content; or

• Violate applicable messaging-platform requirements.

Recipient Opt-Outs

Schools must respect valid requests from recipients to stop receiving applicable communications.

Kisoma may provide technical mechanisms to facilitate opt-outs, suppression, or communication preferences.

Where Kisoma receives an opt-out or related request concerning School-controlled communications, Kisoma may coordinate with the relevant School.

Kisoma may restrict a School's communication functionality where we reasonably believe its use creates a legal, security, platform-compliance, abuse, or reputational risk.

9. Third-Party Services

Kisoma may integrate with or rely upon third-party services to provide certain functionality.

These may include:

• Meta's WhatsApp Business Platform;

• SMS providers;

• Email providers;

• Payment processors;

• Cloud infrastructure providers;

• Mapping or location services;

• Security services; and

• Other technology providers.

Use of some integrations may also be subject to the relevant provider's terms, policies, privacy practices, and technical requirements.

Third-party services are outside Kisoma's complete control.

Kisoma is not responsible for outages, changes, restrictions, suspension, or other acts or omissions of third-party providers that are outside our reasonable control.

We may replace, modify, or discontinue third-party integrations where reasonably necessary.

10. Intellectual Property

The Kisoma name, branding, logo, software, interfaces, designs, documentation, and underlying technology are owned by Kisoma or applicable licensors and are protected by applicable intellectual-property laws.

These Terms do not transfer ownership of Kisoma intellectual property to any School or User.

Users receive only the limited right to access and use Kisoma in accordance with their applicable Subscription and these Terms.

You may not copy, reproduce, distribute, sell, sublicense, modify, or commercially exploit Kisoma intellectual property except where expressly authorized.

Feedback, suggestions, or ideas voluntarily provided to Kisoma concerning improvements to the Platform may be used by Kisoma without obligation to the person providing them.

11. Privacy and Data Protection

Kisoma's processing of personal information is described in the Kisoma Privacy Policy, which forms part of these Terms.

For most student, staff, parent/guardian, and other School Data entered into the Platform, the subscribing School generally acts as the data controller, while Kisoma generally acts as the data processor providing the technology platform.

Schools are responsible for ensuring that they have an appropriate lawful basis for processing School Data and for obtaining consent where required.

Kisoma will process School Data as necessary to provide, secure, maintain, and support the Platform and in accordance with applicable data-protection requirements.

Schools must not use Kisoma to process personal information unlawfully.

12. Children's and Student Information

Kisoma is intended for use by educational institutions and therefore may process information relating to minors.

Schools are responsible for determining whether and how student accounts are provided and for obtaining parental or guardian authorization where required.

Kisoma does not grant Schools permission to collect or process children's information unlawfully.

Access to student information must be limited to appropriately authorized users.

Schools must configure and manage user access responsibly.

Additional information about children's and student information is provided in the Kisoma Privacy Policy.

13. Availability, Maintenance and Support

Kisoma aims to provide a reliable and secure service but does not guarantee uninterrupted or error-free operation.

The Platform may occasionally be unavailable because of:

• Scheduled maintenance;

• Emergency maintenance;

• Software updates;

• Infrastructure failures;

• Internet or telecommunications failures;

• Third-party service outages;

• Security incidents; or

• Events outside Kisoma's reasonable control.

Where practical, Kisoma may provide advance notice of planned maintenance that materially affects availability.

Support is provided through channels published by Kisoma or otherwise agreed under a School's Subscription.

14. Suspension and Termination

Kisoma may restrict, suspend, or terminate access to all or part of the Platform where reasonably necessary because of:

• Non-payment;

• Material violation of these Terms;

• Fraud or suspected fraud;

• Security risks;

• Misuse of communication services;

• Unauthorized messaging or spam;

• Abuse of the Platform;

• Legal or regulatory requirements;

• Third-party platform requirements affecting an integration; or

• Conduct that materially threatens Kisoma, its users, infrastructure, or services.

Where reasonably practicable and appropriate, Kisoma may provide notice before suspension or termination.

A School may terminate its Subscription in accordance with the applicable Subscription terms.

Termination does not automatically remove obligations or charges incurred before termination.

School Data will be handled following termination in accordance with Section 5, the Privacy Policy, and applicable law.

15. Disclaimers

To the extent permitted by applicable law, Kisoma is provided on an "as is" and "as available" basis.

Kisoma does not guarantee that:

• The Platform will always operate without interruption;

• Every feature will always remain available;

• Third-party integrations will always remain available;

• The Platform will be completely free from errors; or

• Use of Kisoma will produce particular academic, financial, operational, or business outcomes.

Nothing in these Terms excludes rights or protections that cannot lawfully be excluded.

16. Limitation of Liability

To the maximum extent permitted by applicable law, Kisoma and its officers, employees, agents, and representatives will not be liable for indirect, incidental, special, consequential, or punitive damages arising from use of the Platform.

This may include loss of revenue, goodwill, or data where such liability may lawfully be limited.

To the extent permitted by law, Kisoma's aggregate liability arising from the Platform or these Terms will not exceed the Subscription fees paid by the relevant School during the twelve months immediately preceding the event giving rise to the claim.

Nothing in these Terms limits or excludes liability where doing so is prohibited by applicable law.

17. Indemnification

To the extent permitted by applicable law, a School or User agrees to indemnify and hold Kisoma harmless from claims, damages, losses, liabilities, or reasonable expenses arising from:

• Material breach of these Terms;

• Unlawful misuse of the Platform;

• Unlawful School Data;

• Unauthorized communications initiated by the School or User;

• Violation of applicable law; or

• Violation of third-party rights.

This section does not apply where liability arises from Kisoma's own conduct to the extent that such liability cannot lawfully be transferred or excluded.

18. Changes to Services

Kisoma may update, improve, modify, replace, or discontinue parts of the Platform.

Where a change materially affects an active paid Subscription, Kisoma may provide reasonable notice where practicable.

Third-party integrations may change independently of Kisoma and may occasionally require changes to Kisoma functionality.

19. Changes to These Terms

Kisoma may update these Terms to reflect changes in:

• Platform functionality;

• Subscription arrangements;

• Business practices;

• Third-party integrations;

• Security requirements; or

• Applicable laws and regulations.

The latest version will be published through Kisoma with its effective date.

Where changes are material, Kisoma may provide additional notice to subscribing Schools.

Continued use of Kisoma after revised Terms take effect constitutes acceptance of the revised Terms, subject to applicable law.

20. Governing Law and Disputes

These Terms are governed by the laws of the Republic of Kenya.

Where a dispute arises relating to these Terms or Kisoma, the parties should first attempt to resolve the matter through good-faith discussions.

Where a dispute cannot be resolved through such discussions, it will be subject to the jurisdiction of the courts of Kenya, except where applicable law requires otherwise.

21. Contact Us

Questions concerning these Terms or the Kisoma Platform may be directed through our official contact channels:

Kisoma
Website: kisoma.co.ke
Email: support@kisoma.co.ke

For privacy or personal-data matters, please refer to the Kisoma Privacy Policy and Data Deletion Instructions.