Terms, in plain language.

KidzOffice provides management software to early childhood development centres in South Africa. In these terms “KidzOffice”, “we” and “us” mean the business trading as KidzOffice; “you” means the person or centre using the service.

One address for every question about these terms: support@kidzoffice.app.

By creating an account, or by using KidzOffice on behalf of a centre, you agree to these terms and to our privacy policy. If you accept on behalf of a centre, you confirm that you are authorised to do so. If you do not agree, please do not use the service.

KidzOffice is a mobile-first web application for running an early childhood development centre: attendance, daily activities and meals, incidents, classes, enrolment, parent communication, invoicing and documents. We improve it continually and may add, change or retire features. We will not remove something you have paid for during a period you have already paid for without telling you first.

There are three kinds of account. An owner creates the centre’s account and is responsible for who they invite into it, for keeping their own sign-in secure, and for what their centre records. A staff account acts for the centre within the permissions the owner grants. A parentaccount sees only that parent’s own children.

Every account belongs to one person. Do not share sign-in details, and tell us at once at support@kidzoffice.app if you believe an account has been used by someone else.

The centre owns the records it keeps in KidzOffice. Under the Protection of Personal Information Act the centre is the responsible party for the personal information of its children, parents and staff; KidzOffice processes that information as the centre’s operator, on the centre’s instructions and for no purpose of our own. Our privacy policy describes what is stored, where, and with whom.

The centre is responsible for having a lawful basis for what it records, including a parent’s or guardian’s consent where one is needed.

Children never have accounts. A photograph of a child may only be taken and shared through KidzOffice where consent has been recorded for that child; the app records that consent against the child, and it can be withdrawn at any time. Do not upload a photograph of a child without consent.

There are two plans. Starteris free, for as long as you like, and runs the child’s day — Kidz, attendance, activities, meals, classes, incidents, observations and settings — for one account: the owner. Proadds everything that crosses the centre’s walls — parents, messages, alerts, billing, reports, documents, compliance, events and staff management.

Every new centre starts with 14 days of Pro at no charge and with no card required. When the trial ends the centre moves to Starter unless it subscribes. Nothing is deleted.

Pro is priced per centre, never per child. The base price includes 3staff accounts (the owner’s counts as one); each additional staff account is R99 per month, flat, on every billing cadence. Parents are unlimited and free.

• Monthly — R399 per month
• Quarterly — R1,099 per quarter
• Yearly — R3,999 per year

All prices are in South African rand and are shown to you before you pay. If your email address was captured by our early-access list within the founder offer window, your first Pro payment is discounted by 50% — once, on the first payment only. We may change prices with at least 30 days’ notice; a change never applies to a period you have already paid for.

Payments are processed by Paystack. When you subscribe to Pro you authorise us to charge your card at the start of each billing period — monthly, quarterly or yearly, as you chose — until you cancel. Your card details are held by Paystack and never by us.

If a charge fails we retry it and email you. Your centre keeps full Pro access for a 7-day grace period; if payment has still not gone through by the end of it, the centre moves to Starter. Nothing is deleted, and subscribing again restores everything.

You can cancel Pro at any time by writing to support@kidzoffice.appfrom the owner’s account address; Pro then runs to the end of the period you have paid for and no further charge is made. Pro payments are not refundable, except where we charged you in error. The full rules are in our cancellation policy and refund policy.

A centre may issue invoices to parents through KidzOffice, and a parent may pay them by card through Paystack. That is a payment to the centre, not to us: KidzOffice collects it on the centre’s behalf and passes it on to the centre. The parent pays the invoice total and nothing more.

The centre remains responsible for its fee agreement with each parent, for what it invoices, and for any refund of school fees (see the refund policy). KidzOffice is not a party to the agreement between a centre and a parent.

You may not use KidzOffice to:

• do anything unlawful, or record information about a child you are not entitled to record;
• share another person’s personal information beyond the purpose it was collected for;
• access, or try to access, another centre’s data or an account that is not yours;
• probe, scan or test the service’s security without our written permission;
• introduce malicious code, or interfere with the service or with other users’ use of it;
• send unsolicited messages, or resell or copy the service.

We may suspend an account that breaches these terms. Where it is practical to do so we will warn you first.

We aim to keep KidzOffice available at all times, but we cannot guarantee uninterrupted access — the app is built to tolerate a patchy connection, not to replace one. When we need to take the service down for maintenance we try to do it outside the school day.

Support is by email at support@kidzoffice.app, during South African business hours.

Moving from Pro to Starter deletes nothing; subscribing again restores everything exactly as it was. To close a centre’s account entirely, or to have personal information erased, write to support@kidzoffice.app. We confirm the request with the owner, keep only what the law requires the centre to keep, and erase the rest.

We provide the service with reasonable care and skill. Nothing in these terms limits any right you have under the Consumer Protection Act or any other law that cannot be excluded.

Beyond that, we are not liable for loss that our breach or negligence did not cause, for indirect loss, or for the accuracy of information that a centre or a parent records. Our total liability to you for any paid period is limited to the amount you paid us for that period.

KidzOffice is a record-keeping tool. It does not replace a centre’s duty of care, its own emergency procedures, or professional medical advice.

We may update these terms; the date at the top changes when we do. For a change that materially affects you we will tell you by email or in the app at least 30 days before it takes effect, unless the law requires it sooner. Continuing to use the service after that date means you accept the change. If you do not, cancel before it takes effect.

These terms are governed by the law of the Republic of South Africa, and its courts have jurisdiction over any dispute. Nothing here prevents you from approaching the Information Regulator or any consumer body entitled to hear your complaint.

More about KidzOffice.