Terms of Service

Velrox is a cloud-based business management platform designed to help businesses manage and organize business activities including, depending on the customer’s subscription:

The Service is provided as software and infrastructure for business administration and information management.

You must have legal capacity to enter into these Terms.

If you create an account on behalf of a business, organization or other entity, you represent that you have authority to accept these Terms on its behalf.

You are responsible for providing accurate information when creating an account.

You are responsible for keeping your account information current.

You are responsible for maintaining the confidentiality of:

• Passwords
• Authentication credentials
• Recovery codes
• API credentials
• Other account-security information

Business administrators are responsible for configuring user permissions appropriately.

You must not provide a user with access beyond what is necessary for that user’s role.

You are responsible for actions performed through accounts under your control, except where caused directly by our unauthorized access or misconduct.

You retain ownership of business information and content that you submit to the Service (“Customer Data”).

You grant us a limited, non-exclusive right to host, store, process, transmit and otherwise use Customer Data solely as necessary to:

• Provide the Service
• Maintain the Service
• Secure the Service
• Provide customer support
• Prevent abuse and fraud
• Maintain backups
• Comply with legal obligations
• Perform permitted technical and operational activities

We do not acquire ownership of Customer Data merely because it is stored or processed through the Service.

You are responsible for:

• The accuracy of data entered into the Service
• Obtaining required permissions and lawful bases for collecting personal information
• Ensuring your use of the Service complies with applicable laws
• Maintaining appropriate internal business controls
• Reviewing reports and calculations
• Keeping legally required business records
• Maintaining appropriate backups or exports where required for your business

We do not guarantee that information entered by you or your users is accurate.

Reports, calculations and analytics provided by the Service are intended to assist with business administration and decision-making.

Unless expressly stated otherwise, the Service does not constitute:

You remain responsible for verifying information and obtaining advice from qualified professionals where necessary.

The Service may provide functionality for creating invoices and quotations.

You are responsible for ensuring that:

• Invoice information is accurate
• Customer details are accurate
• Tax information is accurate
• Applicable taxes are correctly applied
• Required statutory information is included
• Invoices and quotations comply with applicable laws

Payroll functionality is provided as an administrative tool.

You are responsible for:

• Employee information
• Salary information
• Allowances
• Deductions
• Statutory requirements
• Payroll approvals
• Payments
• Employment-law compliance

You should verify payroll calculations and statutory deductions before making payments or submitting statutory returns.

Where AI or automated analytics features are available:

• AI-generated outputs may contain errors
• AI outputs are not guaranteed to be complete or accurate
• You remain responsible for reviewing material recommendations
• AI-generated suggestions should not be treated as professional advice
• You must not rely solely on AI outputs for legally significant, financial, employment or other high-impact decisions

AI features may depend on third-party AI providers.

You must not use the Service to:

Unless we have given you written authorization, you may not:

• Conduct penetration testing against our production environment
• Perform vulnerability scanning against our infrastructure
• Attempt privilege escalation
• Attempt to bypass authentication
• Attempt to access another tenant
• Exploit vulnerabilities
• Conduct denial-of-service attacks
• Attempt to extract source code or security credentials

The Service, including its software, source code, interface, design, trademarks, logos, documentation and proprietary technology, remains the property of Velrox Limited or its licensors.

Except for the limited right to use the Service during an active subscription, these Terms do not grant you ownership of the Service.

You may not copy, resell, reproduce, distribute or create derivative works from our Service except where expressly permitted.

You may provide suggestions, recommendations or feedback regarding the Service.

You grant us the right to use such feedback to improve the Service without owing you compensation, provided that we do not disclose your confidential information in doing so.

The Service may integrate with third-party services.

Third-party services may have their own terms, privacy policies and availability requirements.

We are not responsible for failures caused solely by third-party services outside our reasonable control.

We will use reasonable efforts to maintain availability of the Service.

However, uninterrupted availability is not guaranteed.

The Service may occasionally be unavailable because of:

• Maintenance
• Security incidents
• Infrastructure failures
• Network failures
• Third-party outages
• Emergency repairs
• Events outside our reasonable control

We may maintain backups for disaster recovery and service continuity.

Customers should maintain appropriate exports or independent records where their legal or business requirements require them.

Backups do not constitute a guarantee that every item of data can be restored under every circumstance.

Where the Service requires payment:

• Fees are displayed before purchase
• Customers are responsible for paying applicable fees
• Subscription periods and renewal conditions will be disclosed during purchase
• Taxes applicable to the subscription may be added where required

Failure to pay may result in suspension or termination in accordance with these Terms.

We may temporarily restrict access where reasonably necessary to:

• Protect the security of the Service
• Prevent abuse
• Investigate suspicious activity
• Comply with law
• Prevent harm to another user
• Address serious violations of these Terms
• Handle unpaid subscription fees

Where reasonably practicable, we will provide notice before suspension unless immediate action is required for security, legal or operational reasons.

You may stop using the Service at any time.

We may terminate or suspend your account where:

• You materially breach these Terms
• Your use creates significant security or legal risk
• Required by law
• Fees remain unpaid
• The Service is discontinued

After termination, customers may have a limited period to export Customer Data, subject to the applicable plan and our data-retention procedures.

Unless otherwise required by law or contract, Customer Data may be deleted after the applicable retention period.

Backups may retain information temporarily while they expire according to backup schedules.

To the extent permitted by applicable law, you agree to defend and indemnify Velrox Limited against third-party claims, losses or expenses arising directly from:

• Your unlawful use of the Service
• Your violation of these Terms
• Your violation of another person's rights
• Customer Data that you unlawfully collected or processed
• Your intentional misuse of the Service

To the maximum extent permitted by law, the Service is provided on an “as available” and “as is” basis.

We do not guarantee that:

• The Service will always be available
• The Service will be error-free
• Every calculation will be suitable for every business
• AI-generated information will always be accurate
• The Service will meet every specific business requirement
• The Service will prevent every possible cyberattack or data breach

To the maximum extent permitted by applicable law, Velrox Limited will not be liable for indirect, incidental, special, consequential or punitive losses arising from the use of the Service.

This may include loss of profits, revenue, business opportunity, reputation or anticipated savings.

Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited.

We are not responsible for delays or failures caused by events beyond our reasonable control, including major network outages, natural disasters, war, civil unrest, government action, widespread cybersecurity incidents, infrastructure failures or failures of third-party providers.

We may modify, improve, replace or discontinue features of the Service.

Where a material change substantially affects a paid service, we will provide reasonable notice where appropriate.

We may update these Terms from time to time.

The updated Terms will indicate the effective date.

Continued use after the effective date may constitute acceptance of the updated Terms where legally permitted.

These Terms are governed by the laws of Kenya.

The parties will attempt to resolve disputes through good-faith communication before commencing formal proceedings, except where urgent legal relief is required.

For questions about these Terms, contact us: