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1. Introduction & Acceptance

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer", "User") and Vortex Solutions Limited ("VortexLite", "we", "us"), a company incorporated under the laws of Kenya. By registering for or using the VortexLite ERP platform ("Service"), you confirm that you have read, understood and agree to be bound by these Terms. If you are registering on behalf of a business entity, you represent that you have authority to bind that entity.

2. The Service

VortexLite provides a cloud-based Enterprise Resource Planning (ERP) platform covering invoicing, inventory management, point-of-sale, financial reporting, payroll, human resources, and related modules tailored to multiple business verticals. The Service is provided on a Software-as-a-Service (SaaS) basis. Features available to you depend on your subscription plan.

3. Account Registration & Security

You must provide accurate, current and complete information during registration. You are solely responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must notify us immediately at support@vortexsol.com upon becoming aware of any unauthorised use. VortexLite will not be liable for losses arising from unauthorised access resulting from your failure to safeguard your credentials.

4. Free Trial

New accounts receive a 30-day free trial with full access to all features. No credit card is required during the trial. At the end of the trial period, you may choose a paid subscription plan to continue using the Service. VortexLite reserves the right to modify trial terms with reasonable notice.

5. Subscriptions & Payments

Paid subscriptions are billed in advance on a monthly or annual basis. All fees are non-refundable except as required by law or as expressly stated herein. Prices are quoted exclusive of applicable taxes (including VAT where applicable). VortexLite reserves the right to modify pricing with 30 days' notice.

6. Acceptable Use

You agree not to: (a) use the Service for any unlawful purpose or in violation of any applicable Kenyan or international law; (b) transmit unsolicited commercial communications; (c) attempt to gain unauthorised access to any part of the Service or its infrastructure; (d) reverse-engineer, decompile or disassemble any part of the Service; (e) use the Service to store or process data that infringes third-party intellectual property rights; or (f) resell or sublicense the Service without prior written consent.

7. Data & Privacy

VortexLite processes personal data in accordance with the Kenya Data Protection Act, 2019 (Act No. 24 of 2019) and any regulations made thereunder. Your use of the Service constitutes your consent to our Privacy Policy, which forms part of these Terms. You remain the data controller of your customers' and employees' data; VortexLite acts as a data processor on your behalf.

8. Intellectual Property

All intellectual property rights in the Service — including software, design, trademarks and content — remain the exclusive property of VortexLite or its licensors. Your subscription grants you a limited, non-exclusive, non-transferable licence to use the Service for your internal business purposes. You retain all rights to the data you input into the platform.

9. Service Availability & Support

VortexLite aims for 99.5% monthly uptime but does not guarantee uninterrupted availability. Scheduled maintenance will be communicated in advance where practicable. Support is provided via email and in-app channels during business hours (Monday–Friday, 8am–6pm EAT).

10. Limitation of Liability

To the maximum extent permitted by Kenyan law, VortexLite's total liability to you for any claim arising under or in connection with these Terms shall not exceed the amounts paid by you in the 3 months preceding the claim. VortexLite shall not be liable for indirect, consequential, incidental, or special damages, including loss of profit or data.

11. Termination

Either party may terminate the subscription at any time. Upon termination, your access to the Service will cease at the end of the current billing period. VortexLite may immediately suspend or terminate accounts that breach these Terms. Following termination, we will retain your data for 30 days before permanent deletion, during which you may export it.

12. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the Laws of Kenya. Any dispute arising out of or in connection with these Terms shall first be submitted to mediation. If mediation fails within 30 days, disputes shall be referred to the courts of Kenya with exclusive jurisdiction.

13. Amendments

VortexLite reserves the right to amend these Terms at any time. Material changes will be notified via email or in-app notification at least 14 days before taking effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

14. Contact

Vortex Solutions Limited  |  Email: legal@vortexsol.com  |  Nairobi, Kenya

1. Introduction

Vortex Solutions Limited ("VortexLite", "we", "us") is committed to protecting the privacy and personal data of all individuals who use our platform. This Privacy Policy explains how we collect, use, store, share and protect personal data in compliance with the Kenya Data Protection Act, 2019 (Act No. 24 of 2019) ("DPA") and all regulations made thereunder.

2. Data Controller Identity

Vortex Solutions Limited is the data controller for personal data collected during account registration, billing and platform use. For personal data relating to your customers, employees or suppliers that you input into the platform, you are the data controller and VortexLite acts as a data processor on your behalf.

Data Protection Officer (DPO): dpo@vortexsol.com

3. Personal Data We Collect

We collect the following categories of personal data:

• Account data: Name, business name, email address, phone number, physical address, country.
• Tax & compliance data: KRA PIN, business registration number (collected for eTIMS integration purposes).
• Usage data: Login timestamps, IP addresses, browser/device type, features accessed.
• Payment data: Billing name and address; card or M-Pesa details are processed by third-party payment processors and are not stored by VortexLite.
• Support data: Communications you send us, including emails and in-app support messages.
• Business operational data: Data you input into the platform relating to your customers, employees, inventory and transactions. VortexLite processes this as a data processor acting on your instructions.

4. Lawful Basis for Processing

We process personal data on the following lawful grounds under Sections 30–31 of the DPA, 2019:

• Contract performance: Processing necessary to deliver the Service you have subscribed to.
• Legal obligation: Processing required to comply with Kenyan tax and regulatory requirements (including KRA eTIMS obligations).
• Legitimate interests: Processing for platform security, fraud prevention, service improvement and business analytics, where these interests are not overridden by your rights.
• Consent: For optional processing such as marketing communications. You may withdraw consent at any time without affecting prior processing.

5. How We Use Your Data

• To create and manage your account and deliver the Service.
• To process payments and issue invoices.
• To facilitate KRA eTIMS integration and tax compliance.
• To send essential service communications (account alerts, security notifications, invoices).
• To provide technical support.
• To improve the platform through anonymised analytics.
• To detect and prevent fraud and security threats.
• To comply with legal and regulatory obligations.

6. Data Retention

We retain personal data for as long as your account is active or as necessary to fulfil the purposes in this Policy. After account termination, data is retained for 30 days to enable export, then permanently deleted — except where retention is required by Kenyan law (e.g., tax records may be retained for up to 7 years per the Tax Procedures Act). Anonymised and aggregated data may be retained indefinitely.

7. Your Rights as a Data Subject

Under Section 26 of the DPA, 2019, you have the following rights regarding your personal data:

• Right of access — to obtain a copy of personal data we hold about you.
• Right to rectification — to have inaccurate personal data corrected.
• Right to erasure — to request deletion of your personal data where it is no longer necessary.
• Right to restriction — to restrict how we use your data in certain circumstances.
• Right to data portability — to receive your data in a structured, machine-readable format.
• Right to object — to object to processing based on legitimate interests or for direct marketing.

To exercise any of these rights, contact our DPO at dpo@vortexsol.com. We will respond within 21 days as required by the DPA.

8. Data Security

We implement appropriate technical and organisational security measures to protect personal data against unauthorised access, loss, alteration or disclosure. These include AES-256 encryption at rest, TLS 1.2+ in transit, role-based access controls, regular security audits, and staff data protection training. In the event of a data breach that is likely to affect your rights, we will notify you and the ODPC within 72 hours of becoming aware, as required by Section 43 of the DPA.

9. Third-Party Processors

We share data with carefully selected third-party processors only where necessary to deliver the Service. All processors are contractually obligated to process data solely on our instructions and in accordance with the DPA. Our key processors include cloud hosting providers, payment processors and email delivery services. We do not sell your personal data to third parties for marketing purposes.

10. Cross-Border Data Transfers

Where personal data is transferred outside Kenya, we ensure that adequate safeguards are in place as required by Section 49 of the DPA, 2019. Transfers are made only to countries with adequate data protection laws or under appropriate contractual protections (Standard Contractual Clauses). We prioritise data residency within Africa where technically and commercially feasible.

11. Cookies

VortexLite uses strictly necessary session cookies to maintain your login state. We do not use third-party tracking, advertising or analytics cookies without your explicit consent. Cookie preferences can be managed through your browser settings.

12. Children's Data

The Service is not directed at or intended for individuals under the age of 18. If you believe a minor has provided personal data through our platform without appropriate consent, please contact us immediately at privacy@vortexsol.com.

13. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated by email and in-app notification at least 14 days before taking effect. The latest version is always available within the platform and at our website.

14. Contact Us

Vortex Solutions Limited
Data Protection Officer: dpo@vortexsol.com
General Privacy Enquiries: privacy@vortexsol.com
Nairobi, Kenya