This Acceptable Use Policy (“Policy”) governs the use of Schoolbooks Accounting’s services, websites, applications, and systems (collectively, the “Services”). By accessing or using the Services, you agree to comply with this Policy, our Terms of Service , and our Privacy Policy .

This Policy ensures that all users—including schools, administrators, accountants, and staff—use the platform responsibly and in compliance with the Data Protection Act, 2019 (Kenya), the Computer Misuse and Cybercrimes Act, 2018, and other applicable Kenyan laws and educational data regulations.

1) Eligibility and Permitted Use

• Use of Schoolbooks Accounting is permitted only for educational institutions, their authorized staff, and registered partners.
• You may access and use the Services solely for legitimate school management and accounting purposes, including finance tracking, payroll, procurement, student billing, and compliance reporting.
• Use for unlawful personal gain, fraud, or any non-school commercial activity is prohibited.
• Users must be at least 18 years old or legally authorized by their institution to act on its behalf.

2) Prohibited Activities

You may not use the Services to:

• Violate laws or regulations — including Kenya’s Data Protection Act (2019), the Computer Misuse and Cybercrimes Act (2018), Copyright Act (2001), or any KICD or Ministry of Education data directives.
• Engage in illegal, harmful, or fraudulent activities — such as phishing, hacking, identity theft, manipulation of school financial records, or spreading malicious software.
• Transmit or host harmful content — including viruses, malware, or any software intended to damage, intercept, or disrupt networks, systems, or personal data.
• Disrupt the Services — by overloading systems, performing denial-of-service attacks, or using automated bots to access the platform.
• Send spam or unsolicited communication — including marketing, bulk messaging, or mass promotional emails unrelated to school administration.
• Infringe intellectual property rights — by uploading or distributing content without appropriate authorization or violating copyright/trademark laws.
• Harass, exploit, or abuse others — including staff, students, or guardians, through offensive, defamatory, discriminatory, or threatening communications.
• Misuse student or financial data — including unauthorized disclosure, selling, or sharing of identifiable student, parent, or staff data.

Schoolbooks strictly prohibits the use of its Services in any way that endangers the safety, privacy, or educational rights of students.

3) User Responsibilities

• Account security: Users must protect their login credentials and ensure that only authorized staff access the system. Any suspected breach should be reported immediately to support@schoolbooks.co.ke.
• Data accuracy: Schools and administrators are responsible for maintaining the accuracy of financial and student data entered into the platform.
• Compliance: Users must comply with their institution’s internal ICT and data handling policies as well as applicable Kenyan law.
• Reporting misuse: If you believe a user or school is violating this Policy, notify us at abuse@schoolbooks.co.ke.

4) Enforcement and Consequences

Schoolbooks reserves the right to:

• Investigate any suspected or reported violations of this Policy.
• Restrict, suspend, or terminate user accounts for violations without prior notice.
• Remove or disable access to any content that violates this Policy or Kenyan law.
• Cooperate with law enforcement agencies, the Office of the Data Protection Commissioner (ODPC), or relevant authorities as required.

Serious breaches (such as data misuse or fraud) may result in referral to the ODPC or the Directorate of Criminal Investigations (DCI) for further action.

5) Changes to this Policy

We may update this Policy periodically to reflect changes in our Services, security practices, or legal requirements. The revised version will be posted on our website with an updated “Last Updated” date. Continued use of the Services after changes are published constitutes acceptance of the revised Policy.

6) Contact

For questions, complaints, or clarifications regarding this Policy, please contact:

• Email: support@schoolbooks.co.ke
• Address: Schoolbooks Accounting, Nairobi, Kenya

You may also contact the Office of the Data Protection Commissioner (ODPC), Kenya for data-related concerns, though we encourage you to reach out to us first for faster resolution.