Terms of Service

1. The service

PropFlow is software that helps landlords in Kenya manage properties, tenancies, rent billing, payments and expenses, and gives tenants a portal to view bills and pay rent. It is provided by [Registered legal entity name] ("we", "us").

We are a software provider. We are not a landlord, letting agent, bank, or licensed payment service provider, and we are not party to any tenancy agreement between you and your tenants.

2. Accounts

You are responsible for the accuracy of the information in your workspace and for keeping your credentials secure. Tell us promptly if you believe an account has been compromised. Workspace owners are responsible for the actions of managers they invite, and should remove access when someone leaves.

3. Payments through M-Pesa

Rent payments are processed by Safaricom through the M-Pesa Daraja API. Money moves directly between the payer and the landlord's registered shortcode. We never hold, receive or control tenant funds.

We record and reconcile payments on a best-effort basis using the confirmations Safaricom sends. A payment may occasionally be delayed or fail to reconcile because of issues outside our control. The authoritative record of any transaction is Safaricom's, not ours, and you should reconcile against your own M-Pesa statements. Disputes about a transaction must be raised with Safaricom and with your landlord.

4. Your responsibilities as a landlord

You are the data controller for your tenants' personal data. You are responsible for having a lawful basis to enter it, for its accuracy, for telling tenants how it will be used, and for responding to their data rights requests. You are also responsible for the lawfulness of the rent, charges, late fees and deposit terms you configure, and for compliance with Kenyan landlord and tenant law.

Do not upload documents to Smart Import that contain personal data you are not entitled to process, and be aware that extracted text is sent to third-party AI services as described in the Privacy Policy.

5. Automated billing and calculations

PropFlow generates bills, applies late fees and produces reports from the settings you configure. These are tools to assist you, not financial, tax or legal advice. You remain responsible for checking that bills, balances and statements are correct before relying on or acting on them.

6. Acceptable use

Do not use PropFlow to break the law, harass anyone, send unsolicited marketing, attempt to access workspaces or data that are not yours, probe or disrupt the service, or resell it without our written agreement.

7. Fees and plans

Plan tiers, prices and trial length are set out at [pricing page URL]. Fees are stated in Kenyan Shillings and are [inclusive/exclusive] of VAT. We will give [notice period] notice before any price change. Unless stated otherwise, fees already paid are non-refundable.

8. Availability

We work to keep PropFlow available but do not guarantee uninterrupted service. Planned maintenance, third-party outages including Safaricom, and events outside our reasonable control may interrupt it. We offer no formal uptime commitment unless one is agreed in writing.

9. Your data and ending the service

Your data remains yours. You can export reports at any time while your workspace is active. You may close your workspace whenever you wish. We may suspend or end access for a serious or repeated breach of these terms, giving notice where it is reasonable to do so. After closure we retain records for the periods described in the Privacy Policy, then delete them. Export anything you need before closing.

10. Liability

Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything that cannot lawfully be limited.

Subject to that, we are not liable for lost profits, lost rent, lost business or indirect losses, and our total liability in any twelve-month period is limited to the fees you paid us in that period. In particular, we are not liable for uncollected rent, for a payment that fails or is delayed at Safaricom, or for decisions taken on the basis of figures shown in the service.

11. Changes to these terms

We may update these terms and will post the revised version here with a new date. Where a change materially reduces your rights we will give reasonable notice. Continuing to use PropFlow after a change takes effect means you accept it.

12. Governing law

These terms are governed by the laws of Kenya, and the courts of Kenya have exclusive jurisdiction over any dispute.

13. Contact

Questions about these terms: [support@yourdomain.com], [postal address].