Terms of Service

1. Who this agreement is between

These terms form an agreement between EYO Solutions Limited, registered at Larleytse Dzaflo Street, Accra, Greater Accra Region, Ghana ("we", "us"), and the organisation that registers to use FOERPS ("your organisation", "you").

The person who accepts these terms confirms they are authorised to bind their organisation. Individuals invited into an organisation by its administrator use the service under that organisation’s agreement, not their own.

A standalone installation that your institution hosts and operates itself is governed by a separate written agreement, not by these terms. Section 9 explains the difference.

2. What the service is

FOERPS is a system for the internal operations of an organisation: finance and accounting, people and workforce administration, sales, procurement and stock, assets, documents and records, governance, approvals and reporting.

FOERPS is not an accountant, an auditor, a lawyer or a payroll bureau. It records, controls and reports on your activity. Professional judgement about what to record, what to declare and what to pay remains yours.

Modules can be enabled and disabled, and each module can be run at Simple or Professional depth. We may add modules and capabilities over time; we will not remove a capability your organisation is actively using without reasonable notice.

3. Accounts, organisations and access

Your organisation is a separate tenant. Its records are isolated from every other organisation on the service, and that isolation is enforced on every request rather than only at sign-in.

Your administrators decide who is invited, what each person may reach, and who holds elevated access. We do not adjudicate access disputes inside your organisation.

• You are responsible for the accuracy of the people you invite and the access you grant them.
• Credentials are personal. Accounts must not be shared between people, because a shared account destroys the attribution the audit trail depends on.
• You must tell us promptly if you believe an account has been compromised.
• We may require additional verification at sign-in where an organisation has enabled it.

4. Acceptable use

You agree not to use the service to:

• break the law of any jurisdiction that applies to you, or help anybody else do so
• store or transmit material you have no right to hold
• attempt to reach another organisation’s data, or to probe, scan or test the security of the service without our written agreement
• interfere with the service’s availability for other organisations
• falsify a record, or use the service to present a fabricated document as genuine
• resell or provide the service to a third party as if it were your own, unless we have agreed that in writing

5. Your data belongs to you

Everything your organisation puts into FOERPS — records, documents, figures and the history attached to them — remains yours. We claim no ownership of it and we do not sell it, rent it, or use it to advertise to anybody.

We process it to run the service for you, to keep it safe, and to support you when you ask. We do not use one organisation’s content to train models offered to another. Where we use aggregate service statistics to improve reliability, those statistics contain no customer content and identify no organisation.

You can export your records at any time. Registers, reports and transaction listings export to spreadsheet and PDF, and documents export with their version history. This right does not lapse because a subscription has.

How we handle personal data is set out in the Privacy Policy, which forms part of this agreement.

6. Trial, subscriptions and payment

• A trial gives access to the full system for a stated period, with the days remaining visible in the product. Nothing is silently downgraded before that period ends.
• Paid subscriptions are charged for the modules and depth you have enabled, for the period stated at the point of purchase.
• Changing the modules you have enabled changes what you are charged from the next period, not retrospectively.
• Fees are exclusive of taxes and duties unless stated otherwise. Where we are required to collect a tax, it is added at the applicable rate.
• If payment fails, we will tell you before restricting access, and we will not delete your records as a first response to an unpaid invoice.
• Standalone installations are contracted directly and are not billed through the service. There is no online payment gateway for them.

7. Availability, changes and support

We aim to keep the managed service available continuously, and we take backups. We will give reasonable notice of planned maintenance where the work is expected to interrupt use.

We do not promise the service will be uninterrupted or error-free. Where we commit to a specific availability level or support response time, that commitment is made in a written order or service-level document and prevails over this section.

We may change how a feature works. Where a change materially reduces a capability your organisation relies on, we will give reasonable notice and, where practical, a migration path.

8. AI features

Some features use machine learning to read a document, transcribe a voice note, draft a summary or suggest a classification. Every such output is a draft or a recommendation and is labelled as one.

No AI feature approves a payment, posts a journal entry, approves or signs a contract, makes a hiring or disciplinary decision, or issues a legal certification. Those acts require a person holding the necessary role, and the record names that person.

AI retrieval applies the same record and document permissions as ordinary access — it cannot surface something the person asking is not entitled to see. Content inside an uploaded document is treated as data, never as an instruction to the system.

Your organisation can disable an AI capability, or require that inference runs on infrastructure you control rather than through an external provider.

9. Standalone installations

An institution may run its own FOERPS installation on its own premises or in a cloud it chooses. In that arrangement your administrator holds the highest authority, your data never enters our infrastructure, AI inference runs locally by default, and storage and email use your own systems.

We are then a software supplier rather than a service operator. Availability, backup, security operations and data protection for that installation are your institution’s responsibility, and the commercial terms are agreed directly in writing.

10. Integrated and third-party systems

FOERPS is designed to work alongside systems that remain authoritative for their own records — registries, clinical systems, student information systems, industrial control platforms and similar. It does not replace them.

Where an integration caches data from such a system, the record shows its source, external identifier, last synchronisation time and reconciliation status. We are not responsible for the accuracy, availability or lawfulness of a third-party system, nor for a decision you take on data it supplied.

11. Electronic signatures

The service supports several assurance levels, from a recorded approval with a timestamp, to a handwritten mark captured on a signature pad, to a certificate-backed digital signature using a token, smart card, HSM or institutional signing service.

Which level is legally sufficient for a given document in a given country is a question for your own legal advice. You configure the required level per document type. Signing devices and certificates are acquired, installed and registered by your institution; private keys and PINs never reach our systems.

12. Intellectual property

We own the software, its interfaces and its documentation. Your subscription grants your organisation a non-exclusive, non-transferable right to use it for your own internal operations for as long as the agreement lasts.

You may not copy, decompile or reverse-engineer the software except to the extent that law expressly permits despite this restriction. Feedback you give us may be used to improve the product without obligation, and gives us no rights over your data.

13. Confidentiality

Each side may learn confidential information about the other. Each agrees to protect it with at least the care it applies to its own, and to use it only for the purposes of this agreement.

This does not cover information that is public through no fault of the receiver, was already lawfully known, or is independently developed. Disclosure compelled by law is permitted, and we will tell you before disclosing your information where we are lawfully able to.

14. Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care, and that we have the right to license it to you.

Beyond that, and to the extent the law allows, the service is provided as it is. We do not warrant that it will meet every requirement, that it will be uninterrupted, or that its output satisfies a particular statutory, accounting or regulatory obligation. Where law gives you rights that cannot be excluded, nothing here excludes them.

15. Limitation of liability

Neither side excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to that, and to the extent permitted by law, neither side is liable for indirect or consequential loss, loss of profit, loss of anticipated saving, or loss of goodwill. Each side’s total liability arising out of this agreement in any twelve-month period is limited to the fees paid or payable by your organisation for the service in that period.

You remain responsible for your own regulatory and statutory obligations. Recording an activity in FOERPS does not transfer responsibility for it to us.

16. Suspension, termination and what happens to your records

• You may stop using the service at any time, and end a subscription at the end of its current period.
• We may suspend access where use breaches section 4, where it threatens the security or availability of the service, or where the law requires it — and we will tell you why.
• Either side may end the agreement for a material breach the other has not put right within 30 days of being told about it in writing.
• After termination we keep your records available for export for a reasonable period, which will be no less than 30 days unless you ask us to delete them sooner.
• After that period we delete or anonymise your data, except where we are legally required to retain something, in which case we retain only that and only for as long as required.

17. Changes to these terms

We may update these terms as the service and the law change. We will publish the revised version with a new date, and where a change materially affects your rights or obligations we will give notice before it takes effect.

Continuing to use the service after a change takes effect means the revised terms apply. If a material change is unacceptable to you, you may end the agreement before it takes effect and we will refund fees covering any unused paid period.

18. Governing law and disputes

This agreement is governed by the law of Ghana, and the courts of Ghana have exclusive jurisdiction, save that either side may seek urgent injunctive relief wherever necessary.

Before starting proceedings, each side agrees to raise the issue in writing and to attempt in good faith to resolve it for 30 days.

19. Contact

Questions about these terms: enquiries@eyosolutions.com. Postal notices should be sent to EYO Solutions Limited, Larleytse Dzaflo Street, Accra, Greater Accra Region, Ghana.