Terms of Service

“Services” means the EdifyFlow school management system, including the web application, mobile interfaces, APIs, support, and any related materials.

“Customer Data” means any data you submit, upload or generate on the platform — including learner records, staff records, parent contacts, attendance, academic results, financial transactions, uploaded files, and audit logs.

“Personal Data” and “Processing”have the meanings given in the Data Protection Act, No. 3 of 2021 of Zambia (the “DPA”).

You confirm that you are at least 18 years old, have authority to bind the school or organisation you are signing up for, and that the information you provide is accurate. You are responsible for every action taken under your account credentials. You must promptly notify us at support@edifyflow.com of any unauthorised access.

We may offer a 30-day free trial. During the trial you have full functional access subject to the tier's student limit. We may amend, suspend or end the trial at any time. If you do not subscribe to a paid plan before the trial ends, access may be suspended and your data scheduled for deletion in accordance with section 11.

Fees are quoted in Zambian Kwacha (ZMW). You agree to pay all fees stated on your subscription tier when due. We may charge through Lenco, mobile money, bank transfer, or any other rail surfaced in the billing area. Late payments may attract suspension of access after a grace period of fourteen (14) days. All taxes (including VAT where applicable) are your responsibility unless we are required by law to collect them.

• You are the data controller for Personal Data you process on the platform; we are the data processor (section 9).
• You must obtain lawful basis under the DPA before uploading Personal Data — including, where applicable, parental consent for learner records.
• You must not upload content that is unlawful, infringing, defamatory, obscene, malware-laden, or that you do not have rights to.
• You must keep your tenant subdomain, user accounts and access permissions under sound governance.
• You will not attempt to reverse-engineer, sub-license, resell or expose the Services to a third party as a stand-alone product.

• We will provide the Services with reasonable skill and care.
• We will apply industry-standard security measures including encryption in transit, encryption-at-rest for sensitive personal data fields, role-based access controls, distributed cron locking, and audit logging.
• We will notify the Customer without undue delay (and, where the DPA requires, within seventy-two (72) hours of becoming aware) of any Personal Data breach affecting the Customer's data.

We target high availability but do not guarantee uninterrupted operation. Maintenance windows, third-party outages (Neon, Upstash, Cloudflare R2, Resend, Lenco, QStash), and force-majeure events may cause downtime. We will not be liable for outages caused by such third parties or by acts beyond our reasonable control.

We retain all right, title and interest in the EdifyFlow platform, including its source code, designs, trademarks and documentation. You retain all rights in Customer Data. You grant us a limited licence to host, process and display Customer Data for the sole purpose of providing the Services.

When we Process Personal Data on your instructions, you are the controller and we are the processor for the purposes of the Data Protection Act, No. 3 of 2021. We agree that:

• We will Process Personal Data only on your documented instructions, as embodied in your use of the platform.
• We will implement appropriate technical and organisational measures to protect Personal Data.
• We will ensure that persons authorised to access Personal Data are bound by confidentiality.
• We will assist you, taking into account the nature of the Processing, in fulfilling data-subject requests under sections 27–35 of the DPA.
• We will, on termination, delete or return all Personal Data unless retention is required by law.
• We will make available such information as is necessary to demonstrate compliance with the DPA.

Further detail is set out in our Privacy Policy, which forms part of these Terms.

We may suspend or restrict access if (a) you breach these Terms, (b) your account is more than 14 days past due, (c) we receive a credible report that your use of the Services is unlawful or poses a risk to other users, or (d) we are legally required to suspend access. Where reasonable we will give notice before suspending.

Either party may terminate this agreement on thirty (30) days' written notice. We may terminate immediately for a material breach that is not cured within fourteen (14) days of notice. On termination, your access ends and your data is scheduled for permanent deletion after a thirty (30) day grace period. During the grace window you may request export of your data; after the grace window every record (learners, staff, parents, invoices, audit logs, uploaded files) is irreversibly removed.

Except as expressly stated in these Terms, the Services are provided “as is” and “as available”. We disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement, to the maximum extent permitted by law.

Nothing in these Terms limits liability that cannot be excluded under Zambian law, including liability for death, personal injury caused by negligence, or fraud. Subject to that, our total aggregate liability to you under or in connection with these Terms is limited to the fees paid by you for the Services in the twelve (12) months preceding the event giving rise to the claim. Neither party is liable for any indirect, incidental, consequential or special damages — including loss of profits, revenue, goodwill or anticipated savings — even if advised of the possibility of such damages.

You will indemnify and hold us harmless against any third-party claim, loss, liability, damage, fine or expense (including reasonable legal fees) arising from: (i) Customer Data you submit; (ii) your breach of these Terms or of the DPA; or (iii) your unlawful or unauthorised use of the Services.

We may amend these Terms from time to time. Where the change is material we will give notice by email or through an in-product banner at least fourteen (14) days before the new version takes effect, and may require you to re-accept the Terms before continuing to use the Services. Each version is published with an effective date and a version tag at the top of this page.

These Terms are governed by the laws of the Republic of Zambia. The parties will first attempt to resolve any dispute amicably through good-faith discussions. If unresolved within thirty (30) days, the courts of Kitwe, Zambia have exclusive jurisdiction, save that either party may seek interim or injunctive relief in any court of competent jurisdiction.

B-ne Innovations Limited
Afcom House, Suite 64, Kitwe, Zambia
Email: support@edifyflow.com
Data Protection Officer: dpo@edifyflow.com