Terms of Service

Last Updated: December 1, 2024

These Terms of Service ("Terms") govern your use of the CountyERP platform and services provided by CountyERP ("CountyERP," "we," "our," or "us").

1. Acceptance of Terms

By accessing or using CountyERP services, you agree to be bound by these Terms. If you disagree with any part of these Terms, you may not access or use our services.

2. Description of Service

CountyERP provides enterprise resource planning software and digital governance solutions specifically designed for Kenya's county governments, including:

• Revenue collection and financial management systems
• Human resource and payroll management
• Health management information systems
• Citizen service portals and e-government services
• Property and asset management
• Agriculture and livestock management
• Related support and professional services

3. User Accounts and Access

Account Creation

• Accounts are created for authorized county government personnel only
• Each user must have a unique account with secure credentials
• Account information must be accurate and up-to-date
• Users are responsible for maintaining account security

Access Controls

• Access levels are determined by role and county authorization
• Unauthorized access attempts are monitored and logged
• Account sharing is prohibited

4. Acceptable Use

Permitted Uses

• Official county government business and operations
• Authorized data entry, processing, and reporting
• Legitimate citizen service delivery

Prohibited Uses

• Unauthorized access to data or system functions
• Personal use unrelated to county business
• Sharing login credentials with unauthorized individuals
• Attempting to circumvent security measures
• Using the platform for illegal activities
• Interfering with platform performance or availability

5. Data Ownership and Responsibility

County Data

Counties retain ownership of all data entered into the CountyERP platform. We act as a data processor providing secure storage and processing services.

Data Accuracy

Counties are responsible for the accuracy, completeness, and legality of data entered into the system. CountyERP provides tools and safeguards but cannot guarantee data accuracy.

6. Service Availability

We strive to maintain high service availability but cannot guarantee uninterrupted access. We provide:

• 99.9% uptime service level agreement
• Scheduled maintenance notifications
• Emergency support for critical issues
• Regular system backups and disaster recovery

7. Support and Training

CountyERP provides technical support, user training, and system maintenance as outlined in service agreements. Support is available during business hours with emergency support for critical issues.

8. Payment Terms

Service fees are as agreed in individual county contracts. Payment terms include:

• License fees based on users and modules
• Implementation and customization costs
• Ongoing support and maintenance fees
• Payment schedules as per signed agreements

9. Intellectual Property

CountyERP retains all intellectual property rights in the platform software, documentation, and related materials. Counties receive a license to use the software but do not acquire ownership rights.

10. Limitation of Liability

CountyERP's liability is limited to the fees paid for services. We are not liable for indirect, consequential, or punitive damages arising from platform use, except as required by applicable law.

11. Termination

Service agreements may be terminated:

• By mutual agreement
• For breach of terms after notice and opportunity to cure
• Upon expiration of contract term
• As provided in individual service agreements

12. Governing Law

These Terms are governed by the laws of Kenya. Any disputes will be resolved through Kenyan courts or agreed arbitration procedures.

13. Changes to Terms

We may update these Terms periodically. Material changes will be communicated to users with reasonable notice. Continued use of services constitutes acceptance of updated Terms.

14. Contact Information

For questions about these Terms or our services:

These Terms of Service are effective as of the date last updated above and apply to all users of the CountyERP platform.