01.DefinitionsLegal review required
In these Terms of Service, the following words have the following meanings:
- GwizaSuite, we, us, our
- GwizaSuite Ltd, the Rwandan company registered at KG 7 Ave, Kigali Heights, 4th floor, Suite 4B, Kacyiru, Kigali, Rwanda — the provider of the Service.
- Customer, you, your
- The business entity that has signed up for the Service and accepted these Terms. Where an individual signs up on behalf of a business, that individual warrants they have authority to bind the business.
- Service
- The GwizaSuite software-as-a-service offering, including the staff application, the customer portal, API access, and associated documentation, as made available to you during your subscription.
- Data
- Any information, records, or content that you or your Users upload to, create in, or generate through the Service — including invoices, customers, payments, stock records, and ledger entries. Your Data is yours.
- Branch
- A distinct operational unit within your Customer account, scoped via branch_id in the underlying database. A Branch is the unit of row-level data isolation.
- User
- An individual you invite to access your Customer account. Users act on your behalf; you are responsible for their use of the Service.
- Free Access Period
- The period during which we provide the Service to all Customer accounts free of charge. The Free Access Period continues until we give notice under Section 5 that fees will apply.
- Subscription
- A paid right to access the Service, on terms we will publish and notify you of before any fees take effect. No Subscription is offered or required during the Free Access Period.
02.Acceptance of termsLegal review required
By creating a GwizaSuite Customer account, clicking a checkbox that references these Terms, or by continuing to use the Service after a material change to these Terms takes effect, you agree to be bound by these Terms and by our Privacy Policy, which is incorporated by reference.
If you do not agree to these Terms, do not sign up for and do not use the Service. If you are signing up on behalf of an entity, you represent and warrant that you have legal authority to bind that entity to these Terms.
03.Your accountLegal review required
You are responsible for your account, including the confidentiality of credentials and the actions taken by every User you invite.
Owner and Admin roles
The Owner role is the highest-privilege role. Only an Owner can change billing settings, reopen closed periods, delete a Branch, or transfer account ownership. Each Customer account has exactly one Owner at any time. The Admin role inherits most Owner privileges except billing and account-transfer actions.
User roles
Users you invite are assigned one of seven roles: Owner, Admin, Manager, Storekeeper, Sales, Accountant, or HR. Each role’s capabilities are enforced both in the application and in the database. You are responsible for assigning the appropriate role to each User and for revoking access when a User leaves your organisation.
Credentials
You must notify us promptly at security@gwizasuite.com if you believe any credential has been compromised. We may suspend access to mitigate an ongoing security incident and will restore it once the incident is contained.
04.The serviceLegal review required
We provide the Service as described on the features page, as it evolves from time to time. We reserve the right to add, change, or remove features — except that we will not remove a feature that your Subscription plan depends on without at least 60 days notice.
Infrastructure and location
The Service runs on our managed infrastructure provider in the European Union. We do not publish the specific infrastructure provider on this public page for security reasons; the named provider is listed in the Data Processing Agreement (DPA) available under NDA during procurement. Contact legal@gwizasuite.com to request it.
Uptime target
We target 99.5% monthly uptime, measured as the percentage of five-minute intervals in a calendar month during which the Service is available and responsive, excluding scheduled maintenance windows of which we give at least 48 hours notice.
If we fail to meet this target in a given calendar month, you are entitled to a service credit, pro-rated against your monthly fee, applied to your next invoice. Service credits are your sole and exclusive remedy for uptime failures.
05.Subscription and billingLegal review required
Pricing
The Service is currently provided free of charge. We do not charge a subscription fee, we do not require a payment method, and no amount is or will become due for your use of the Service during the Free Access Period.
When we introduce fees, we will publish the applicable prices here and notify the Owner on each active Customer account by email at least 30 days before those fees take effect, in accordance with Section 15. Any future prices will be quoted in Rwandan Francs (RWF) and stated exclusive of Rwandan VAT at 18%, which is added on the invoice.
Free access
The Service is provided free of charge during the Free Access Period. No payment method is required to create or keep a Customer account. Your account does not expire, is not moved to read-only mode, and is not archived for non-payment during the Free Access Period. If we introduce fees, we will notify you at least 30 days in advance, and you may stop using the Service and export your Data at any time before those fees take effect, at no cost.
Auto-renewal and failed payments
These do not apply during the Free Access Period. If we introduce fees, we will publish renewal, cancellation, and payment-failure terms here before those fees take effect.
Invoices and VAT
No invoice is issued for the Service during the Free Access Period, because no amount is due. If we introduce fees, each payment will generate an RRA-compliant invoice (TIN, sequential number, itemised VAT), downloadable as PDF from your account.
06.Your responsibilitiesLegal review required
When using the Service, you agree to:
- Provide accurate and up-to-date information, and keep it current — including billing contacts, tax identification, and company registration details.
- Use the Service only for lawful business purposes, consistent with Rwandan law and the laws of any jurisdiction where you operate.
- Comply with our Acceptable Use Policy: no automated scraping or bulk extraction beyond documented exports; no reselling, sublicensing, or re-hosting of the Service; no abuse of API rate limits; no upload of content that is illegal, infringing, malicious, or designed to interfere with the Service.
- Manage your Users’ access responsibly — invite only people authorised to act on your behalf, assign appropriate roles, and revoke access promptly when someone leaves.
- Not attempt to reverse-engineer, decompile, or derive the source of the Service except where such restriction is prohibited by applicable law.
Violation of this section may result in suspension or termination under Section 13, with or without notice depending on severity.
07.Your dataLegal review required
Your Data belongs to you. We claim no ownership of the records you upload to, create in, or generate through the Service. We process your Data solely to provide the Service and solely in accordance with our Privacy Policy.
Backup and export
You can export your Data at any time — during the subscription, during the read- only window after cancellation, or during the 30-day post-termination period — in CSV and PDF formats, with signed-CSV export available for audit logs.
Data processing agreement
If your use of the Service involves processing personal data of Rwandan or EU individuals, our standard DPA applies. It is executed on request and sets out the technical and organisational measures, sub-processor list, and transfer mechanisms in detail. Email legal@gwizasuite.com to request the DPA.
08.Intellectual propertyLegal review required
We own the Service. All intellectual property rights in the GwizaSuite software, documentation, brand, and visual design are and remain the property of GwizaSuite Ltd. We grant you a limited, non-exclusive, non- transferable, revocable licence to access and use the Service during the term of your Subscription, for your internal business purposes only.
You own your Data. You grant us a limited, non-exclusive licence to host, store, transmit, back up, and display your Data solely as necessary to provide the Service to you. We do not use your Data to train machine-learning models, and we do not use it for advertising.
Any feedback or suggestions you give us about the Service may be used by us without obligation or compensation. You are welcome to keep your feedback private.
09.ConfidentialityLegal review required
Both parties acknowledge that, in connection with these Terms, they may receive information about the other party that is confidential. Each party agrees to protect the other party’s confidential information with the same degree of care it uses for its own confidential information, and at minimum a reasonable standard of care.
Confidential information does not include information that is or becomes publicly known through no fault of the receiving party, was independently developed without reference to the confidential information, or is required to be disclosed by law — in which case the receiving party will, where permitted, notify the disclosing party before disclosure.
10.Warranties and disclaimersLegal review required
We warrant that the Service will perform substantially in accordance with the features published on gwizasuite.com as of the date of your Subscription, during the period you have a paid Subscription.
Except as expressly stated in these Terms, the Service is provided “as is” and “as available”. To the maximum extent permitted by applicable Rwandan law, we disclaim all other warranties, whether express, implied, or statutory — including, without limitation, any implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that all defects will be corrected immediately.
You are responsible for verifying that the Service meets your regulatory and operational requirements before relying on it for any particular business outcome.
11.Limitation of liabilityLegal review required
To the maximum extent permitted by applicable Rwandan law, and except as expressly stated in these Terms, neither party will be liable to the other for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost revenues, lost savings, or loss of goodwill, even if advised of the possibility of such damages.
Our total aggregate liability to you, in contract, tort (including negligence), or otherwise, arising from or relating to these Terms or the Service, is limited to the total amount of fees you have actually paid to us in the twelve (12) months immediately preceding the event giving rise to the liability.
Nothing in these Terms limits liability for fraud, wilful misconduct, or any other liability that cannot be limited under applicable law.
12.IndemnificationLegal review required
By you
You will defend and indemnify us against any claim brought against us by a third party arising from (a) your Data, (b) your use of the Service in violation of these Terms or applicable law, or (c) your Users’ breach of these Terms, to the extent such claim is caused by factors within your control.
By us
We will defend and indemnify you against any claim that the Service, as provided by us and used by you in accordance with these Terms, infringes a third party’s intellectual property rights. If such a claim is made, we may at our option modify the Service, procure a licence, or terminate the affected Subscription with a pro-rated refund of unused fees.
Both indemnities are subject to prompt notice of the claim, cooperation by the indemnified party, and the indemnifying party having sole control of defence and settlement, provided that no settlement will impose any obligation on the indemnified party without its consent.
13.TerminationLegal review required
By either party
Either party may terminate these Terms for any reason with 30 days written notice. On termination, paid monthly subscriptions end at the close of the current billing period; paid annual subscriptions end at the close of the paid year with no pro-rated refund except as otherwise specified.
By us for cause
We may suspend or terminate your account, with or without notice, if:
- You have an unpaid balance under a paid Subscription — not applicable during the Free Access Period, when no amount is due.
- You materially breach Section 6 (your responsibilities), including abuse of the Service or upload of illegal content.
- Your use of the Service poses an immediate security risk to other customers or to the Service itself.
By you for cause
You may terminate immediately, without the 30-day notice, if we materially breach these Terms and fail to cure the breach within 30 days of written notice from you. In that case you are entitled to a pro-rated refund of any unused prepaid fees.
Data after termination
After termination, your Data remains accessible in read-only mode for 30 days to allow export. After the 30-day window, Data is deleted within a further 30 days, except financial records retained to comply with RRA’s 7-year requirement. Backups containing residual data are overwritten in rolling 30-day cycles.
14.Governing law and disputesLegal review required
These Terms are governed by the laws of the Republic of Rwanda. The parties agree that the commercial courts sitting in Kigali, Rwanda have exclusive jurisdiction over any dispute arising from or relating to these Terms.
Before any dispute is referred to court, the parties will attempt in good faith to resolve it through mediation for a period of at least 30 days, unless the matter requires immediate injunctive relief. Either party may initiate mediation by written notice to the other.
15.Changes to these termsLegal review required
We may update these Terms from time to time. For material changes — changes that increase your obligations, reduce our obligations, change pricing, or alter the governing-law or liability sections — we will:
- Notify the Owner on each active Customer account by email at least 30 days before the change takes effect.
- Update the “Last updated” date at the top of this page.
- Publish a diff in the version history below summarising the change and its rationale.
If you do not agree to a material change, your sole remedy is to terminate your Subscription before the effective date. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.
Non-material changes (typos, clarifications, broken-link fixes) take effect immediately but are still recorded in version history.
§Version history
| Version | Date | Summary of changes |
|---|---|---|
| 1.0 | August 6, 2026 | Initial publication. |
Older versions available on request from legal@gwizasuite.com.