1. Agreement to these Terms
These Terms of Service govern access to and use of the KapuLetu Treasury Platform, including its website application, dashboards, treasury and administrative workspaces, WhatsApp-based services, APIs, reports and related services (the "Service").
By creating an account, accepting these Terms, accessing a workspace or using the Service, you agree to these Terms. If you use the Service for an organization, group, committee, church, welfare association, self-help group, business or other entity, you represent that you have authority to bind that entity, which is responsible for its authorized users and workspace activity. Do not use the Service if you do not agree.
2. Definitions
"KapuLetu Systems", "we", "us" and "our" mean the company that provides the Service. "KapuLetu" means the treasury platform product offered by KapuLetu Systems. "Customer" means an organization or other entity using the Service. "User" means a person authorized to use it. An "Account" is a registered user account; a "Workspace" is an organization, group or treasury environment. An "Administrator" manages a workspace, a "Treasurer" manages its treasury records, and an "Assistant Treasurer" has treasury permissions assigned by the Customer. "Customer Data" means information submitted, uploaded, generated or otherwise controlled by a Customer, including transaction and contributor information. A "Contribution" includes a payment, pledge, cash entry, bank entry or other amount recorded in a workspace.
3. The KapuLetu Service
KapuLetu provides technology intended to help treasurers record, organize, review, reconcile, report and manage community treasury information. Depending on availability, the Service may include transaction ingestion through supported channels, message parsing, review and approval workflows, ledgers, groups, campaigns, dashboards, reports, notifications and administrative functions.
Features may change as the Service develops; individual modules may be unavailable, experimental, under maintenance or subject to change. KapuLetu is a software provider and does not become the owner, custodian, trustee, treasurer, recipient or beneficiary of funds merely because transaction information is processed through the Platform.
4. Eligibility and authority
You must provide accurate registration information and have authority to use the Service. A Customer is responsible for deciding who may access its workspace and what permissions each person receives.
Unless KapuLetu expressly permits it, the Service is not intended for unsupervised use by children. Customers must not knowingly submit children's personal data except where lawful and necessary and applicable requirements have been met.
5. Accounts and security
Keep your credentials, verification codes, authentication devices and access tokens confidential and do not share them with unauthorized people. You are responsible for activity through your account unless you promptly notify KapuLetu of suspected unauthorized access.
Notify KapuLetu promptly if you suspect credential compromise, unauthorized access, loss of a device or another security incident affecting your account. Do not bypass authentication, access another person's account or interfere with security controls. KapuLetu may require additional safeguards, including multi-factor authentication, where available or necessary.
6. Organization workspaces and user roles
Customers may create or be assigned workspaces and grant supported roles, such as Treasurer, Assistant Treasurer or Administrator. Workspace administrators are responsible for role assignments, permissions, approval rights, internal governance and removing access when a person no longer has authority.
KapuLetu is not responsible for internal disputes between organization members concerning authority, ownership, contributions or approval decisions.
7. Customer Data and transaction information
You retain the rights you have in Customer Data. You grant KapuLetu the limited rights needed to host, store, process, transmit, display and otherwise handle Customer Data to provide, secure, maintain and improve the Service, subject to the Privacy Policy and applicable law.
You are responsible for having authority to submit Customer Data, its lawful source, and its accuracy and completeness. Review transaction records before approval. Where the Service provides editing, correction, rejection or reversal functions, the Customer remains responsible for the resulting records.
8. Acceptable use
Use the Service only for lawful purposes and in accordance with these Terms. You must not:
- Attempt to gain unauthorized access to the Platform, another account, workspace, system, API or data.
- Introduce malware or code designed to disrupt the Service, or probe, scan or circumvent security controls without written authorization.
- Reverse engineer or attempt to derive source code except where applicable law expressly permits it.
- Impersonate another person, submit fraudulent records, misrepresent transactions or facilitate unlawful activity.
- Use automated access in a way that materially interferes with the Service or bypasses applicable rate limits.
- Use the Service to send unlawful, abusive, deceptive, defamatory or unsolicited communications.
9. Financial records and treasury responsibilities
KapuLetu is a record-management and treasury-assistance platform. It does not replace a Treasurer's responsibility to verify transactions, reconcile records, maintain supporting evidence and prepare accurate financial reports.
Users must confirm that each transaction belongs to the correct group, campaign, contributor and payment method. For cash, M-Pesa, bank, pledge or other payment types, the Customer remains responsible for actual receipt, custody, reconciliation and lawful use of funds. Customers should retain underlying evidence required for governance, accounting or legal obligations.
10. Automated processing and parser limitations
The Service may use automated or machine-assisted processing to extract transaction information from messages. It may misread names, amounts, references, dates, payment methods or other information, particularly where a message is incomplete, altered, ambiguous or unsupported.
Users must review parsed records before approval where review is provided. Automated processing is not guaranteed to be error-free or suitable as the sole basis for financial decisions. KapuLetu may modify processing components subject to applicable law, the Privacy Policy and Customer commitments.
11. WhatsApp and other third-party channels
WhatsApp and other messaging functionality relies in whole or in part on third-party infrastructure and is subject to the provider's terms, privacy practices and availability. KapuLetu does not control third-party outages, policy changes, message delivery, account restrictions or verification processes.
Submit or forward only messages you are authorized to process, and take care when they contain personal or confidential information.
12. M-Pesa, payment providers and financial services
Integrations with payment, messaging or financial technology providers may require separate accounts, credentials, approvals, merchant numbers, APIs or provider agreements. KapuLetu does not guarantee payment settlement, reversal, completion or provider availability.
Customers remain responsible for accurate merchant, account and reconciliation information. Unless expressly stated in a separate written agreement, KapuLetu does not provide banking, money transfer, deposit-taking, lending, investment, insurance or other regulated financial services.
13. Reports and sharing
The Service may provide dashboards, downloadable reports, WhatsApp-ready summaries or public report links. Review reports before sharing and choose recipients and disclosure settings carefully. The Customer is responsible for ensuring that information shared publicly or externally is appropriate and lawful.
Reports assist record management and do not replace a Customer's accounting, audit or statutory reporting obligations.
14. Subscriptions, fees and billing
Some features may require a paid subscription. Applicable plans, prices, billing periods, limits and included features will be shown before purchase or otherwise agreed with the Customer. Unless otherwise stated, fees are payable in advance for the relevant billing period and are non-refundable except where required by law or stated in the applicable plan.
Taxes, levies or provider charges may apply. KapuLetu may suspend paid features for overdue amounts after reasonable notice, subject to applicable law and any agreed grace period. Renewal, cancellation and refund rules shown at purchase form part of the applicable commercial terms.
15. Trials, promotions and plan changes
Free trials, discounts and promotional plans may have additional conditions and may be changed or withdrawn where permitted by law. KapuLetu may prospectively change plans, features or pricing by giving reasonable notice where required. Changes will not retrospectively alter fees already paid for a committed billing period unless otherwise agreed.
16. Intellectual property
KapuLetu and its licensors retain rights in the Platform, software, source code, interfaces, designs, branding, documentation, workflows, algorithms, models, trademarks and other proprietary materials, except for rights belonging to Customers or third parties.
Subject to these Terms and payment of applicable fees, KapuLetu grants the Customer a limited, non-exclusive, non-transferable and revocable right to use the Service for its internal treasury and organizational purposes during the applicable subscription period. You may not copy, resell, sublicense, distribute, commercially exploit or create derivative works from proprietary materials except with written permission or as permitted by law.
17. Feedback
If you provide suggestions, ideas, bug reports or other feedback, KapuLetu may use and incorporate that feedback on a non-exclusive, worldwide, royalty-free basis without an obligation to compensate you. This does not permit disclosure of Customer Confidential Information contrary to applicable obligations.
18. Privacy and data protection
KapuLetu's collection and processing of personal data is described in the Privacy Policy. KapuLetu Systems handles personal data in accordance with applicable data protection laws, including the Kenya Data Protection Act, 2019 and applicable regulations and guidance.
Where KapuLetu processes personal data on behalf of a Customer, the parties' roles, instructions, safeguards, retention arrangements and other obligations should be documented as required. Do not submit sensitive personal data unless the processing is lawful, necessary and supported by appropriate safeguards.
19. Security
KapuLetu will maintain reasonable technical and organizational measures designed to protect the Service and Customer Data against unauthorized access, loss, alteration, disclosure or destruction, taking account of the nature and risks of processing. No internet-connected service can be guaranteed completely secure. Users must maintain appropriate device, account and access security. Security incidents will be handled under applicable law and incident-response procedures.
20. Availability and changes to the Service
KapuLetu will use reasonable efforts to keep the Service available but does not guarantee uninterrupted or error-free availability. Maintenance, upgrades, infrastructure failures, third-party services, telecommunications networks, force majeure events or other circumstances outside reasonable control may affect availability.
KapuLetu may modify, suspend or discontinue features where reasonably necessary for security, legal compliance, maintenance, product development or legitimate operational reasons.
21. Third-party services and links
The Service may depend on or integrate with third-party services. KapuLetu is not responsible for services outside its reasonable control, and separate third-party terms may apply. Review those terms before enabling an integration.
22. Disclaimers
To the maximum extent permitted by applicable law, the Service is provided on an "as available" and "as is" basis. KapuLetu does not warrant that the Service will meet every Customer requirement, operate without interruption, produce error-free automated outputs or identify every transaction correctly.
KapuLetu does not provide legal, tax, accounting, audit, investment or financial advice through the Service. Nothing in these Terms excludes a statutory warranty, consumer right or protection that cannot lawfully be excluded.
23. Liability
To the maximum extent permitted by applicable law, KapuLetu will not be liable for indirect, incidental, special, consequential or punitive loss, or loss of profits, goodwill, anticipated savings or business opportunity arising from use of the Service.
Nothing in these Terms limits liability that cannot lawfully be limited or excluded, including liability for fraud or other matters for which exclusion is prohibited by applicable law.
24. Customer indemnity
To the extent permitted by law, the Customer agrees to indemnify and hold harmless KapuLetu Systems and its officers, employees and contractors from third-party claims, losses and reasonable costs arising from the Customer's unlawful use of the Service, breach of these Terms, infringement of third-party rights, or submission or disclosure of Customer Data without lawful authority.
25. Suspension and termination
KapuLetu may suspend or restrict access where reasonably necessary to address security threats, suspected unlawful activity, material breach, non-payment, misuse or legal requirements. Where practicable, KapuLetu will provide notice and an opportunity to remedy a breach, except where immediate action is reasonably necessary.
Customers may terminate an account or subscription under the applicable plan and cancellation process. Termination does not affect rights or obligations that by their nature should survive.
26. What happens when service ends
After termination, access to a workspace may cease and Customer Data may become unavailable, subject to the Privacy Policy and applicable retention, export and deletion arrangements. Before termination, Customers should export records they are entitled to retain and complete any necessary reconciliation.
Some records may be retained where required by law or for legitimate legal claims, security, fraud prevention, accounting or other lawful purposes.
27. Complaints and support
Contact KapuLetu through the official support channels. Include enough information to identify your account or workspace and describe the issue, but do not unnecessarily disclose sensitive personal information. Complaints will be assessed under support procedures and applicable legal obligations.
28. Governing law and disputes
These Terms are governed by the laws of Kenya, subject to any mandatory consumer protections that apply. The parties should first attempt to resolve disputes through good-faith discussions. Where a dispute cannot be resolved amicably, the parties may pursue mediation, arbitration or court proceedings as agreed or as required or permitted by applicable law.
29. Changes to these Terms
KapuLetu may update these Terms to reflect changes in the Service, law, security requirements or business operations. Material changes will be communicated through reasonable means where required, and revised Terms will state their effective date. Continued use after that date may constitute acceptance to the extent permitted by law.
30. General terms
If a provision is invalid or unenforceable, the remaining provisions continue to apply to the extent permitted by law. Failure to enforce a provision is not a waiver of the right to enforce it later.
These Terms, referenced policies and applicable commercial terms govern use of the Service unless a separate written agreement expressly overrides them. A Customer may not assign its rights or obligations without required consent, except where permitted by law. KapuLetu may assign these Terms as part of a merger, restructuring, sale or transfer of the relevant business, subject to applicable law.
Nothing in these Terms creates a partnership, agency, employment, fiduciary relationship or joint venture between KapuLetu and a Customer.
31. Notices
Operational notices may be delivered through the Platform, email, SMS, WhatsApp, account notifications or other reasonable channels. Legal notices should be sent to the official address or email designated by KapuLetu. Customers are responsible for keeping their contact information accurate.
32. Contact
For support, contact KapuLetu Systems at support@kapuletu.co.ke or +254703900449. Our business location is Off-Thika Road, Juja, Kenya.
Questions about this policy?
Contact KapuLetu Systems for support or questions about these legal terms.
KapuLetu is a product of KapuLetu Systems · Off-Thika Road, Juja, Kenya