Legal

Terms of Service

Last updated: 4 November 2026

These Terms of Service ("Terms") govern your use of the QXP website and platform. QXP is provided by Quadrant Experience Limited, a private limited company incorporated in Kenya under the Companies Act 2015 (company number PVT-8LUVV6R), whose registered office is at 01 School Lane, Westlands, Nairobi ("we", "us"). By accessing or using our services, you agree to these Terms.

1. Scope and acceptance

These Terms apply to all visitors, prospective customers, and subscribing institutions. If you are entering into these Terms on behalf of a school, school group, or other organisation, you represent that you have the authority to bind that organisation. The subscribing institution is the "Customer". Parents, guardians, learners and school staff use the platform under their school's agreement with us. Sections 2A, 5, 5A, 6, 14 and 15 bind the Customer only. Nothing in these Terms limits any right a person has under the Consumer Protection Act 2012, the Data Protection Act 2019 or any other law that cannot be limited by contract. If you are under 18, you may use QXP only through your school.

2. The service

QXP is a curriculum-first School Operating System, provided as a cloud-hosted subscription. It is sold in packages, and each package includes everything in the one below it. Core: academic planning, timetable, attendance, assessment and reporting, and parent communication. Plus: Core, with discipline and pastoral care, library, health records, teacher-on-duty and admissions. Whole School: Plus, with extracurricular activities, boarding, awards, and school-fee billing, with the payments your school collects recorded automatically. Complete: Whole School, with the rest of the school's finances and staff administration: accounts and treasury, transport, retail, procurement, HR and payroll, and appraisal. Some modules are also sold as add-ons: school-fee billing as the Fees add-on and accounts, treasury, retail and procurement as the Accounts add-on, both to Core or Plus; HR, payroll and appraisal as the People add-on and transport as the Transport add-on, both to Core, Plus or Whole School. Parent messaging by WhatsApp or SMS is set up on request and is not part of any package. The modules in each package are listed on our pricing page, and you receive what your order states. If we change a package, the change takes effect at your next renewal, and we will not remove a module you use during a period you have paid for. Some modules are available on the web only.

2A. Fee collection and payments

QXP is software. We do not hold, collect, receive or transfer your school's money, and we do not handle cash. Your school collects its own fees through its own payment providers, such as its M-Pesa shortcode or its bank, under its own agreements with them. On your instructions, the platform sends payment requests, such as M-Pesa prompts, to your payers through your own provider account, and records the confirmations against your invoices. The money goes straight from the payer to your school's account. To connect, you give the platform your provider credentials, such as your Daraja keys and shortcode. We store them securely and use them only to send payment requests and receive payment confirmations on your instructions; we do not use them to move money. You decide who in your school may view or change them, you tell us at once if you think they have been compromised, and you reconcile your own accounts.

3. Account registration

Customers must provide accurate and complete information during registration. You are responsible for maintaining the confidentiality of account credentials and for all activities under your account. Each school tenant is isolated from other tenants.

4. Customer responsibilities

Customers are responsible for: the accuracy of data entered into the platform; having a lawful basis for the student, parent and staff data you put into QXP, including, for a learner, the consent of a parent or guardian where section 33 of the Data Protection Act 2019 requires it, and meeting the further conditions the Act sets for health and other sensitive personal data; ensuring users comply with these Terms and the Acceptable Use Policy; and maintaining the security of login credentials.

5. Fees and billing

Fees are charged per user per term. A user is a learner or a staff member with a QXP login, counted at the start of each term; parents are not charged. Users you add during a term are not invoiced until the next term's count, and we do not credit users you remove during a term. Rates are in Kenya shillings and include VAT. Your rate is the one on our pricing page or in your written order. If you pay two terms or a full year in advance, you receive the discount shown there. The Fees and Accounts add-ons are charged per learner, the People add-on per staff member and the Transport add-on per learner using school transport, as shown on the pricing page. Parent messaging is charged separately: a one-off setup fee, then a rate per message, both as set out in your order. If our SMS carrier changes its prices, we may change the per-message rate on 30 days' notice. Where WhatsApp runs on your school's own Meta account, Meta bills you directly. We invoice before each billing period. You pay by M-Pesa Paybill 4023743, PesaLink, or bank transfer to Quadrant Experience Limited at NCBA Bank Kenya (KES and USD), quoting the invoice number. We do not accept cards. You bear your own transfer charges, and a US-dollar payment must cover the shilling amount on the invoice. Fees are non-refundable except as section 6, a written agreement or the law provides.

5A. Late payment

If an invoice is unpaid 14 days after its due date, we will email your named billing contact. If it is still unpaid 14 days after that notice, we may suspend access for your users. While access is suspended, we keep your data safe and delete nothing, we will still provide a full export of your data on your written request, and payments that parents make through your school's own payment providers continue to be recorded. We restore access within one business day of receiving payment. We do not charge interest on late payment. We will not suspend access over the part of an invoice you are disputing with us in good faith and in writing.

6. Subscription terms

Subscriptions renew each period unless either party gives 30 days' written notice before the renewal date. We email a renewal reminder at least 30 days before. Either party may end the subscription by written notice. It ends at the end of the term in which 30 days from the notice expire. If you prepaid for more than one term, we refund the terms that have not started. The terms you used are re-priced at the per-term rate without the prepay discount, and the difference is deducted from the refund. We do not refund a term that has started. If you end the subscription because we materially breached these Terms and did not fix the breach within 30 days of your written notice, or if we end it for any reason other than your breach, we refund all unstarted terms in full with no deduction.

7. Pilots and demos

We may offer pilot programmes or demo access. These are provided for evaluation purposes and may be subject to additional terms. We reserve the right to modify or discontinue pilot programmes at any time.

8. Intellectual property

We and our licensors retain all rights in the QXP platform, including software, design, documentation, and trademarks. Customers retain ownership of all data they enter into the platform. We are granted a limited licence to host, process, and display Customer data solely for the purpose of providing the service. Public data we republish, such as Ministry of Education school and subject listings, belongs to its publisher and is provided under that publisher's terms. We will defend you against a claim that your authorised use of the QXP platform infringes a third party's intellectual property, and pay any resulting damages a court awards, subject to section 14.

9. Data protection

Quadrant Experience Limited is registered with the Office of the Data Protection Commissioner as a data processor (certificate 28961, valid until 1 October 2028). We process personal data in accordance with our Privacy Policy. Where we process personal data on behalf of a Customer, we act as a data processor and the Customer acts as the data controller. When we process personal data for you, we: act only on your documented instructions, which these Terms, your order and your platform settings record; keep it confidential and bind our staff to confidentiality; protect it with appropriate technical and organisational measures; use only the subprocessors listed on our Security page, tell you at least 30 days before adding or replacing one, and let you object, in which case you may end the subscription with a full refund of unstarted terms; remain responsible for our subprocessors; help you answer requests from data subjects and the Data Commissioner and carry out impact assessments; give you the information you reasonably need to show compliance; and, when your subscription ends, provide a full export of your data on your written request at any time in the 30 days after it ends, and then delete it within a further 30 days, unless the law requires us to keep it. You may also ask for a separate Data Processing Agreement; if you sign one, it prevails over this section. If we become aware of a personal data breach affecting your data, we notify your administrator without delay, and where reasonably practicable within 48 hours. We tell you what we know of its nature, the data and people affected, its likely consequences and the steps we are taking, and we update you as we learn more, so that you can meet your own duty to notify the Data Commissioner within 72 hours.

10. Availability and support

We use reasonable skill and care to keep QXP available, but we do not promise any level of uptime and do not offer service credits. We plan maintenance outside school hours where we can, and give at least 48 hours' notice by email where practicable. If an incident stops payment requests, payment recording or report access, we email your administrator as soon as we reasonably can, and again when it is fixed. Support is by email (sales@qxp.global) and WhatsApp message (+254 700 779 977), Monday to Friday, 08:00 to 17:00 East Africa Time, excluding Kenyan public holidays. We aim to reply within one business day. We do not offer phone support.

11. Acceptable use

You agree not to: use the service for any unlawful purpose; attempt to gain unauthorised access; interfere with service operation; reverse-engineer the platform; upload malicious content; or misuse student or child-related data. See our Acceptable Use Policy for full details.

12. Confidentiality

Each party agrees to keep confidential any non-public information received from the other party in connection with the service, except as required by law or with prior written consent.

13. Disclaimers

We provide the service with reasonable skill and care and substantially as described in these Terms and your order. Otherwise, and as far as the law allows, we give no other warranties. You are responsible for the data you enter, for checking results before you rely on them, and for your own accounting, tax and curriculum decisions. The finance modules are tools, not accounting or tax advice. We are responsible for the subprocessors we engage, which are listed on our Security page, including Africa's Talking and, where your school has no Meta Business account of its own, Meta. We are not responsible for providers your school contracts with directly, such as your own Safaricom shortcode, bank or Meta Business account, or for KNEC, KICD or other public bodies.

14. Limitation of liability

Each party's total liability to the other in any 12-month period is limited to the fees paid and payable by you for the 12 months before the claim. For breach of section 9 (data protection), section 12 (confidentiality) or our security obligations, a separate limit applies of three times that amount. These limits do not apply to fraud, to death or personal injury caused by negligence, to wilful misconduct, to your obligation to pay fees, or to anything the law does not allow us to limit. Neither party is liable for indirect or consequential loss or for loss of profit. Because we do not hold or transfer your school's money, we are not liable for failures of Safaricom, banks or other payment networks, or for payments made to wrong details entered by you or your payers. That exclusion does not cover a fault in our own software, such as a payment recorded against the wrong invoice, which is subject to the limits above.

15. Indemnity

The Customer agrees to indemnify and hold us harmless from claims arising from: the Customer's breach of these Terms; the Customer's use of the service in breach of these Terms; or the Customer's violation of applicable law. Our own indemnity is in section 8.

16. Governing law and disputes

Kenyan law governs these Terms. If a dispute arises, senior people from each side will try to settle it within 21 days of written notice. Either party may then refer it to mediation. If it is not settled, the courts of Kenya at Nairobi decide it. Either party may seek urgent court orders at any time, and we may recover unpaid fees in any competent court, including the Small Claims Court. Your order may instead provide for arbitration in Nairobi under the rules of the Nairobi Centre for International Arbitration.

17. Changes to these Terms and transfer

We may update these Terms from time to time. Material changes will be communicated with at least 30 days' notice. A change that is adverse to you does not apply to a period you have already paid for until your next renewal. We may transfer this contract to a company that takes over the QXP business, on 30 days' notice. You may not transfer it without our written consent. If your order conflicts with these Terms, your order prevails. Sections 8, 9 (for as long as we hold your data), 12, 13, 14, 15 and 16 continue after the subscription ends.

18. Contact and notices

Quadrant Experience Limited, 01 School Lane, Westlands, Nairobi. Support: sales@qxp.global, or a WhatsApp message to +254 700 779 977. Legal notices go to info@qxp.global, with a copy by post or by hand to our registered office. A notice sent by email is received on the next business day after it is sent.