Terms of service

What Kwessa is, and is not#

Kwessa is software for keeping a closed group’s money records: its members, contributions, receipts, fines, loans, savings, investments, payment vouchers, accounts, reports, meetings and documents, with a WhatsApp assistant for members and officers.

• Kwessa is not a bank or a financial institution, and it never holds, receives or moves the club’s money. Members pay into the club’s own mobile money and bank accounts, or through the club’s own Paystack account; the club pays out from them.
• Kwessa gives no financial, investment, tax or legal advice, and promises no return on anything the club does. The club’s decisions, and their results, are its own. The WhatsApp assistant’s answers are drawn from the club’s records but written by an AI model, and may be wrong; the club’s records are what count.
• Figures are the club’s records. Kwessa calculates balances, interest, unit values and reports from what the club enters. The club is responsible for checking them against its bank and mobile money statements.

Accounts and officers#

The club decides who joins it and who may use Kwessa, and gives each user a role (administrator, treasurer, secretary, board member, sergeant at arms or member). Each role can see and do only what it allows. The club is responsible for:

• giving access only to its own officers and members, and removing it when someone leaves a role;
• making sure every user is at least 18 years old;
• each user keeping their password and sign-in codes to themselves; the club is responsible for what is done under its users’ accounts;
• telling us straight away at hello@kwessa.club if it thinks an account has been misused.

The club’s responsibilities#

• Members only. Kwessa is for groups of members who know each other. The club may use it only for its own members, never to offer anything to the public.
• Accurate records. The club is responsible for what it records and for keeping it accurate and up to date.
• Members’ data. The club is the controller of its members’ personal data. It must have a lawful basis under the Data Protection Act, 2012 (Act 843) for everything it records, tell members how their data is used, and answer their requests about it.
• WhatsApp. The club links its own WhatsApp number and accepts WhatsApp’s terms for it. Before it invites members on WhatsApp or turns on receipts, reminders or notices there, it must have their agreement to be contacted that way, and must respect a member who asks to stop.
• Its own rules and the law. The club is responsible for following its constitution and the laws that apply to it, including any licence or registration its activities need.

Acceptable use#

The club and its users must not use Kwessa:

• to take deposits from, or offer investments or loans to, the public;
• for any financial activity that needs a licence the club does not have, or that is otherwise unlawful, such as a pyramid or Ponzi scheme;
• to send spam or unwanted messages through the WhatsApp assistant or our emails, or to message people who have not agreed to hear from the club;
• to record data about people without a lawful basis, or to harass or harm anyone;
• to try to reach another club’s data, test or break our security, overload the service, or copy or resell it.

If a club breaks these rules we may suspend its access, after warning it where we reasonably can, and we may report unlawful activity to the authorities.

Plans, trial and billing#

Plans#

Kwessa has three plans, Starter, Pro and Premium, each a set of features, the smaller ones with a limit on members. Current prices are on our pricing page, billed monthly or yearly in Ghana cedis. We may turn individual features on or off for a club by agreement.

Free trial#

A new club starts on a free 30-day trial of Pro. No card or payment is needed to start. The club chooses its plan and pays its first invoice before the trial ends.

Invoices and payment#

We send an invoice 7 days before each paid period begins. The club pays it online from Plan & billing, or by mobile money or bank transfer to the details on the invoice. Fees are payable in advance and are not refundable for a period already started, unless the law requires otherwise. Prices exclude any taxes that apply, which are added to the invoice. We may change prices for future periods by telling the club’s administrators at least 30 days beforehand.

Late payment and read-only#

If the trial or a paid period ends without payment, the club has 14 days’ grace with full use of Kwessa. After that the club becomes read-only: nobody can add or change records, but everything stays viewable and can still be downloaded and exported. Once the invoice is paid, full use returns.

Complimentary plans#

We may give a club a complimentary plan, for example for a pilot or a charity. A complimentary club is not billed while the arrangement lasts; we will give reasonable notice before it ends.

The club’s data#

The club’s records belong to the club. We use them only to provide the service, as our privacy policy describes. At any time, including while read-only, the club can export its lists to spreadsheets, download its reports and statements as PDFs, and take a full export of all its records from Settings.

Kwessa keeps a tamper-evident audit trail of changes to the club’s records, and financial records are corrected by reversing entries rather than erasing them. The club accepts that this history is kept for as long as the records are.

Our staff do not look at the club’s records unless one of its administrators grants support access, which is read-only, time-limited and recorded in the club’s audit trail.

Availability and changes#

We work to keep Kwessa available and its data safe, with continuous backups and monitoring of the service and the audit trail. But the service is provided as it is: we do not promise it will be uninterrupted or free of faults, and we may need to pause it for maintenance, ideally at quiet times and with notice.

We improve Kwessa continually and may change or retire features. If a change takes away something important the club is paying for, we will tell it in advance and it may end the agreement and receive a refund of fees paid for the unused period.

Liability#

Nothing in these terms limits liability that cannot be limited by law, such as for fraud.

Otherwise, Kwessa is not liable for loss of profits, or for indirect or consequential loss, and is not responsible for the club’s money, its decisions, or the accuracy of what it records. Our total liability to the club in any 12 months is limited to the fees the club paid us in the 12 months before the claim.

The club is responsible for claims by its members or others arising from its use of Kwessa in breach of these terms or the law.

Ending the agreement#

The club may stop using Kwessa at any time by telling us; it simply does not renew. We may end the agreement by giving the club 30 days’ notice, or at once if the club seriously breaks these terms (for example, by using Kwessa for activity that is unlawful).

Before a club’s account is closed, it is given a full export of its records. After that, we keep its records for 7 years so that it can ask for a copy, then delete them, unless the law requires us to keep them longer.

Governing law#

These terms are governed by the laws of the Republic of Ghana, and the courts of Ghana decide any dispute about them. Before going to court, both sides will first try to settle a dispute by talking to each other in good faith.

We may update these terms, and will tell club administrators by email before a change that affects them takes effect. Continuing to use Kwessa after that means the club accepts the new terms. If any part of these terms cannot be enforced, the rest still applies.

Questions about these terms: contact us or email hello@kwessa.club.