Terms of Service
Last updated: January 1, 2025
These Terms of Service ("Terms") are a legal agreement between you ("User", "Customer", "Organization", or "Tenant") and AWRA Systems ("we", "us", "our"). By accessing, signing up for, or using our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms, together with our Privacy Policy, our Cookie Policy, and any additional agreements that may apply. If you do not agree to these Terms, you must refrain from accessing or using our Services.
1. Acceptance of the Agreement
By registering for or using AWRA Systems, you agree to these Terms and confirm that you are legally capable of entering into this Agreement. If you are accessing our Services on behalf of an organization, you represent and warrant that you have the authority to bind that entity to these Terms. Use of our Services is restricted to individuals who are at least 18 years of age or the legal age of majority in their jurisdiction. By continuing to use the Services, you accept that this Agreement governs all your interactions with AWRA Systems, both now and in the future.
2. Description of Services
AWRA Systems provides a cloud-based platform for inventory and procurement management. The Services include but are not limited to: inventory tracking, stock adjustments, procurement requests, quotation management, AI-driven vendor analysis, purchase order generation, supplier evaluation, and fulfillment tracking. Additional features may include role-based access controls, tenant-level data segregation, financial integrations with payment providers such as MPESA, PayPal and Paystack, as well as communication tools that leverage third-party services like Mailjet.
Our Services are designed to improve accuracy, efficiency, and transparency in procurement and inventory operations, while providing advanced decision-making insights through AI. However, AWRA Systems continues to evolve, and we reserve the right to modify, enhance, or discontinue features at our discretion in order to serve users better.
3. Free Trial, Beta Features, and Evaluation
From time to time, we may offer free trials, promotional access, or beta features. Free trials allow you to explore the Services before committing to a paid plan. However, at the end of a trial period, continued access requires payment according to the pricing plans available at that time. Any data entered during a trial may be deleted if you do not upgrade to a paid account.
Beta features are experimental functionalities released for testing and feedback. Such features are provided "as is" and may contain bugs, limited capabilities, or incomplete integrations. We make no guarantees regarding the reliability, availability, or future inclusion of beta features in the platform.
4. User Registration and Account Obligations
When signing up for an account, you must provide accurate and complete information including your name, organization, contact details, and other requested information. You agree to update such information promptly if it changes, to ensure our records remain accurate.
You are solely responsible for safeguarding your login credentials, and for all activities that occur under your account. We strongly recommend using strong passwords and enabling multi-factor authentication where available. If you suspect unauthorized use of your account, you must notify us immediately.
Misrepresentation of identity, impersonation of others, or creation of accounts with false information may result in suspension or permanent termination of your access to AWRA Systems.
5. Organization Accounts and Administrators
Organizations ("Tenants") may register an account to allow multiple users within their company or institution to access AWRA Systems. The individual who registers on behalf of the organization becomes the administrator. This administrator is responsible for adding and removing users, assigning roles, managing access privileges, and ensuring proper use of the platform.
Administrators also act as the point of contact between AWRA Systems and the organization. We are not responsible for disputes between administrators and individual users, and we will act based on the instructions of the recognized administrator unless legally obligated otherwise.
6. Use of Services and Restrictions
You may only use AWRA Systems for lawful business purposes consistent with these Terms. You agree not to use the platform in a way that could harm, disable, overburden, or impair our systems. Prohibited activities include but are not limited to: uploading viruses or malicious code, attempting to hack or disrupt the platform, reverse engineering or attempting to copy our proprietary technology, reselling our services without authorization, or using the system to transmit fraudulent, misleading, or harmful information.
You are fully responsible for any data you input into the system, including inventory entries, procurement details, quotations, invoices, or any attachments. AWRA Systems provides tools for managing data, but the responsibility for accuracy, legality, and compliance rests entirely with you.
7. Third-Party Services and Integrations
AWRA Systems integrates with third-party services including email providers (Mailjet) and financial/payment services (MPESA API, Paystack and PayPal). While we facilitate these integrations, each of these services is governed by its own terms and policies.
We do not control third-party services and cannot be held responsible for downtime, data loss, security issues, or disputes that arise from their use. By enabling integrations, you consent to your data being shared with and processed by those third-party providers as necessary.
8. Procurement Disclaimer
Our procurement module includes Smart analysis to compare quotations and recommend optimal vendors based on price, quality, and historical performance. While these insights are designed to assist your decision-making, they are advisory in nature. We do not act as a vendor, broker, or guarantor of any transaction.
You remain solely responsible for final procurement decisions, including vendor selection, contract negotiation, and payment processing. AWRA Systems is not liable for vendor defaults, disputes, quality failures, delivery delays, or contractual breaches.
9. Payments, Subscriptions, and Renewals
All paid services are subject to subscription fees as outlined on our Pricing Page. Fees must be paid in advance using the payment methods made available on the platform, such as mobile money, credit card, or bank transfers. Subscriptions automatically renew unless cancelled before the next billing cycle.
Invoices, where applicable, will be issued electronically and must be paid within the timelines stated. Failure to pay on time may result in suspension of your account until payment is made. We reserve the right to modify pricing plans with prior notice, and continued use of the Services after a change indicates acceptance of the new pricing.
10. Refund Policy
Payments made for subscriptions, one-time services, or vendor transactions are generally non-refundable. Exceptions may be considered only in cases of technical failure attributable solely to AWRA Systems, and such refunds will be processed at our discretion. Cancelling a subscription does not entitle you to a refund for the current billing period.
11. Inactive Accounts and Data Retention
Free or trial accounts that remain inactive for more than 90 days may be suspended or permanently deleted, including all associated data. Paid accounts may also be terminated for prolonged non-payment. Data retention policies are aligned with our Privacy Policy, and once data is deleted, it cannot be recovered.
12. Intellectual Property Rights
All intellectual property rights in the Services, including software code, algorithms, AI models, databases, user interfaces, branding, and documentation, are owned exclusively by AWRA Systems. By using the Services, you receive a limited, revocable, non-exclusive, non-transferable license to use the platform solely for your internal business purposes.
You retain ownership of the data you input into the system. By using the Services, you grant AWRA Systems the right to process, store, and analyze such data solely for the purpose of providing and improving the Services.
13. Data Privacy and Security
Your use of the Services is subject to our Privacy Policy. We employ industry-standard security practices, including encryption, role-based access controls, and regular backups. However, no online system can be guaranteed to be completely secure, and we cannot be held responsible for breaches beyond our reasonable control.
It is your responsibility to ensure that only authorized users access your account and that your organization complies with applicable data protection laws.
14. Service Availability and Support
AWRA Systems aims to provide 99% uptime and consistent access to the Services. However, interruptions may occur due to maintenance, internet outages, third-party failures, or events beyond our control. We provide customer support through designated channels such as email, phone, or in-app communication. Response times may vary depending on the nature of the request and the type of subscription plan you hold.
15. Suspension and Termination
We reserve the right to suspend or terminate accounts that violate these Terms, fail to make payments, or misuse the Services. In such cases, we may delete your data in accordance with our retention policies. If your account is terminated, you may not register for the Services again without our express consent.
16. Disclaimer of Warranties
The Services are provided “as is” and “as available.” AWRA Systems makes no warranties, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, title, or non-infringement. We do not warrant that the Services will be error-free, uninterrupted, or meet your specific requirements.
17. Limitation of Liability
To the fullest extent permitted by law, AWRA Systems’ liability arising from or related to the Services shall not exceed the total amount paid by you in the 2 months preceding the claim. We shall not be liable for indirect, incidental, consequential, or punitive damages, including loss of data, profits, or business opportunities, even if advised of the possibility of such damages.
18. Indemnification
You agree to indemnify and hold AWRA Systems harmless from and against any claims, damages, losses, or expenses (including reasonable legal fees) arising out of your use of the Services, your data, or your violation of these Terms or applicable laws.
19. Governing Law and Jurisdiction
These Terms shall be governed by and construed in accordance with the laws of the Republic of Kenya. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Nairobi, Kenya. If you access the Services from outside Kenya, you are solely responsible for compliance with local laws.
20. Amendments to the Terms
We may modify these Terms from time to time to reflect changes in the Services, applicable laws, or business practices. Any updates will be effective upon posting, with notice provided through email or in-app notifications for material changes. Continued use of the Services after such updates constitutes acceptance of the revised Terms.
21. Miscellaneous Provisions
Force Majeure: We are not responsible for delays or failures caused by events outside our reasonable control, including but not limited to natural disasters, strikes, governmental actions, cyber-attacks, or internet service failures.
Entire Agreement: These Terms, along with our Privacy Policy and Cookie Policy, constitute the complete agreement between you and AWRA Systems.
Severability: If any provision of these Terms is held to be unenforceable, the remaining provisions will remain in full force and effect.
Waiver: Our failure to exercise or enforce any right or provision of these Terms will not constitute a waiver of such right or provision.
22. Contact Information
If you have questions regarding these Terms, please contact us at: