The agreement governing your use of BioTrack Payroll
These Terms of Service ("Terms") govern your access to and use of BioTrack Payroll, a payroll management service operated by BioTrack Tech Limited ("BioTrack", "we", "us", or "our"), a company registered in Kenya. By accessing or using the Service, you agree to be bound by these Terms.
BioTrack Payroll is a web-based payroll management system that helps Kenyan organisations automate statutory deductions including PAYE, NSSF, SHIF (SHA), NITA, and Housing Levy. The Service includes:
To use the Service, you must register a company account and provide accurate, complete, and current information. You are responsible for:
BioTrack Payroll is offered on a subscription basis. Pricing is customised based on your headcount and number of company entities. A one-time setup and onboarding fee applies. Payment terms will be specified in your service agreement or invoice. We reserve the right to suspend access for accounts with overdue payments after reasonable notice.
You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:
BioTrack Payroll is updated in line with KRA and regulatory changes as they happen. However, you remain responsible as the employer for the accuracy of all payroll submissions to KRA, NSSF, SHA, NITA, and other statutory bodies. We strongly recommend reviewing all generated returns before submission. BioTrack is a tool to assist compliance — it does not replace the advice of a qualified payroll professional or tax consultant.
You retain ownership of all employee and company data you input into the Service. By using the Service, you grant BioTrack a limited licence to process that data solely to provide the Service. We will treat your data as confidential in accordance with our Privacy Policy and Data Protection Policy.
We target 99.9% platform uptime (excluding scheduled maintenance). In the event of unplanned downtime, we will notify users by email and restore service as promptly as possible. BioTrack is not liable for losses arising from service interruptions beyond our reasonable control.
All intellectual property rights in the Service — including software, designs, and documentation — belong to BioTrack Tech Limited. These Terms grant you a limited, non-exclusive, non-transferable licence to use the Service for your internal business purposes. No other rights are granted.
Either party may terminate the service agreement with 30 days' written notice. We may suspend or terminate your account immediately if you breach these Terms. Upon termination, you may request an export of your payroll data within 30 days. After that period, we may delete your data subject to statutory retention requirements.
To the maximum extent permitted by Kenyan law, BioTrack Tech Limited shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the Service, including but not limited to penalties imposed by KRA, NSSF, SHA, or NITA resulting from errors in data you provided. Our total liability for direct damages shall not exceed the amount paid by you for the Service in the preceding 3 months.
These Terms are governed by the laws of the Republic of Kenya. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the Kenyan courts.
We may update these Terms from time to time. We will notify registered users of material changes by email at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.