Terms of Service

01. Acceptance of Terms

By accessing or using the PayDesk platform, your educational institution (“Institution”) agrees to be bound by these Terms of Service. If you are entering into this agreement on behalf of a school, campus, or educational organization, you represent that you have the authority to bind that entity to these terms. PayDesk is operated by G3 Labs, Nairobi, Kenya (“PayDesk”, “we”, “us”).

02. Subscription & Fees

PayDesk is provided as Software as a Service. Subscription fees depend on the plan selected and are quoted to the Institution before activation. Current plans are:

Fees are billed on the recurring cycle agreed in your quotation. We will give at least 30 days' written notice before any change to your subscription fee, and a change takes effect at your next renewal, never mid-term.

03. Institution Responsibilities

The Institution is responsible for:

• Ensuring the accuracy of student, staff and financial data entered into the platform.
• Maintaining secure access credentials, and promptly deactivating accounts for staff who leave.
• Assigning roles so that staff can access only the records their duties require.
• Establishing a lawful basis for processing student and guardian data, and obtaining parental consent where the Data Protection Act, 2019 requires it.
• Responding to data-subject requests from its own community, using the tools PayDesk provides.

04. Data Protection

For student, guardian and staff records, the Institution is the Data Controller and PayDesk is the Data Processor, acting only on the Institution's documented instructions. G3 Labs Limited, which operates PayDesk, is registered with the Office of the Data Protection Commissioner of Kenya as a Data Processor, registration number 628-7798-B0C8.

05. Intellectual Property

PayDesk, including its software, interface and documentation, remains the property of G3 Labs. The Institution is granted a non-exclusive, non-transferable right to use the platform for the term of its subscription. All data the Institution enters remains the property of the Institution. We claim no ownership over it and will not use it to train third-party models.

06. Service Availability

We target 99.9% monthly availability, excluding scheduled maintenance announced in advance and outages caused by third parties outside our control, such as an M-Pesa, SMS gateway or network failure. A contractually binding service level agreement with remedies is available as part of an Enterprise plan; on other plans this target is an operational commitment rather than a guarantee.

07. Limitation of Liability

PayDesk is a tool for administering data. The Institution remains the decision-maker for all administrative, financial and safety operations, including any decision taken on the basis of transport location information. To the fullest extent permitted by Kenyan law, our aggregate liability arising out of or relating to the service is limited to the subscription fees paid by the Institution in the twelve months preceding the claim. Nothing in these terms limits liability that cannot lawfully be limited.

08. Termination & Data Export

Either party may terminate at the end of a billing term with 30 days' written notice. On termination the Institution may export its data in a machine-readable format. We retain the data for 90 days after termination so that it can be recovered, after which it is deleted in line with the retention schedule in our Privacy Policy, except where Kenyan tax or audit law requires us to keep financial records for longer.

09. Changes to These Terms

We may update these terms as the platform develops. Where a change materially affects the Institution's rights or obligations, we will give at least 30 days' notice before it takes effect. Continued use after that date constitutes acceptance.