1) Scope & Relationship

These Payments Service Terms (“Payments Terms”) supplement the Terms of Service and govern your use of payment features offered in Schoolbooks Accounting (the “Payments Service”). Capitalised terms not defined here have the meanings in the Terms of Service.

• Not a bank or payment processor: Schoolbooks is a software provider. We are not a bank, money remittance business, or licensed payment service provider.
• Processors: Payment processing is provided by third-party payment processors and/or acquirers (the “Processor(s)”), which may include card acquirers and mobile money providers (e.g., M-PESA via Safaricom Daraja), and regional gateways. Your use of Payments Service requires acceptance of the applicable Processor terms.
• Kenya focus: These terms reflect Kenyan law, including the National Payment System Act, 2011 and Regulations, 2014, the Data Protection Act, 2019, and anti-money laundering laws (POCAMLA).

2) Eligibility & Business Use

• You may use the Payments Service only for legitimate school operations (e.g., fees and levies, uniforms/books, transport, canteen, events) and related refunds/adjustments.
• You represent that you are an educational institution or an authorised service provider acting for such an institution, and that you comply with all applicable Kenyan laws and your regulator/board requirements.
• Personal/household use, or use for prohibited or high-risk activities (see our Acceptable Use Policy ) is not allowed.

3) Processor Terms & Priority

You must accept and comply with the applicable Processor Terms shown during activation (e.g., terms of card acquirer, mobile money provider, or gateway). Those terms are a contract between you and the Processor; Schoolbooks is not a party. If there is a conflict:

• Payment processing mechanics: the Processor Terms govern.
• Platform usage: these Payments Terms and our Terms of Service govern.

4) Onboarding, Verification & Compliance

• You consent to provide accurate KYC/KYB information (e.g., school registration, KRA PIN, physical address, responsible officer IDs) and to updates on request.
• We and the Processor may use verification providers and sanctions/PEP screening in line with AML/CFT obligations (POCAMLA and CBK guidelines).
• Failure to provide or keep information current may result in delays, holds, or suspension.

5) Collections, Payouts & Settlement

• Payment methods: Supported rails may include M-PESA (Paybill/Till, STK Push), card payments, and bank rails as enabled by your Processor.
• Settlement account: You must nominate a payout bank account owned by your institution; you authorise the Processor to settle funds to it.
• Timing: Settlement timelines are determined by the Processor, method, and risk profile (e.g., T+1–T+5 business days). Public holidays and network incidents may delay settlement.
• Receipts: Schoolbooks can generate electronic receipts/statements; statutory receipt requirements remain your responsibility.
• Reversals: Mobile money reversals and card chargebacks follow network/provider rules; see Section 8.

6) Fees & Taxes

• Processing fees: Transaction and payout fees are set by the Processor; platform fees are set by Schoolbooks (see pricing). We may change platform fees with notice per our Terms of Service.
• Deductions: Fees are typically netted from settlements; otherwise, we may debit your payment method on file.
• Taxes: You are responsible for determining, charging, and remitting applicable taxes (e.g., VAT, WHT) to the Kenya Revenue Authority (KRA) and maintaining compliant tax records.

7) Data, Security & Privacy

• Controller/processor: For school billing, the school is typically the data controller and Schoolbooks acts as processor under the Data Protection Act, 2019. For our billing and service analytics, Schoolbooks may be controller.
• Security: We implement appropriate technical and organisational measures; however, no system is fully secure. You must secure your accounts (e.g., RBAC, MFA).
• Privacy Policy applies; Processor privacy/PCI requirements also apply.

8) Disputes, Chargebacks, Reversals & Negative Balances

• Card chargebacks / mobile reversals: You bear responsibility for disputed, reversed, or refunded transactions and associated network/Processor fees.
• Evidence: You must promptly provide documentation to contest disputes. We and/or the Processor may assist but are not liable for outcomes.
• Reserves & holds: We or the Processor may place a reserve, delay payouts, or offset future settlements to manage risk, fraud, or expected dispute exposure.
• Negative balances: Any shortfall constitutes a debt to Schoolbooks and/or the Processor. You authorise debits to payment methods on file until cleared.

9) Restricted & Prohibited Activities

You must comply with Kenyan law, card/mobile money rules, and our Acceptable Use Policy . Examples include:

• Acting as an unlicensed money remitter, aggregator, or payment intermediary.
• Splitting or laundering transactions; processing on behalf of third parties.
• Transactions unrelated to approved school activities or for sanctioned/illegal purposes.
• Self-payments or circular transactions to manufacture volume or cash advances.

10) Authorisations

• You authorise Schoolbooks and the Processor to collect, store, and share payment-related information to operate the Payments Service and comply with legal/AML obligations.
• You authorise debits to any payment method on file (including your bank account) to recover fees, disputes, fines, or negative balances associated with your account.

11) Risk Monitoring, Holds & Suspension

• We may pause transactions, delay settlements, or suspend access if we or the Processor suspect fraud, unauthorised use, non-compliance, excessive disputes, or receipt of lawful directions from authorities.
• We may share information with law enforcement, the Processor, the Central Bank of Kenya, or other competent authorities as required by law.

12) Term & Termination

• These Payments Terms take effect when you activate the Payments Service and continue until terminated.
• We may suspend or terminate the Payments Service (or your access) with or without cause, including at the request of a Processor or authority, or for breach of these terms or the Processor Terms.
• Termination does not relieve you of obligations accrued prior to termination (fees, chargebacks, fines, negative balances). Reserves may be retained to cover exposures.

13) Support

Schoolbooks provides platform support related to use of our software. The Processor is responsible for payment processing and settlement; we will reasonably assist in coordination with the Processor.

14) Governing Law

These Payments Terms are governed by the laws of Kenya. Disputes will be handled as set out in our Terms of Service (Dispute Resolution).

15) Changes to these Payments Terms

We may amend these Payments Terms to reflect changes in law, Processor requirements, or our Services. We’ll post updates with an updated “Last Updated” date and provide notice where required. Continued use constitutes acceptance.

16) Contact

Questions about these Payments Terms?
Email: payments@schoolbooks.co.ke