Terms of Service

Last updated 2 October 2026

1. Who we are and what these terms cover

1.1ShuleTop is a school management system made for Kenyan schools. It is owned and operated by Flovo Digital Solutions, a business registered in Kenya under Business Registration No. BN-P7SAQZLP, with offices at Ground Floor, Room 2, Dere Building, Katoloni Road, Machakos (P.O. Box 375-90100, Machakos, Kenya). In these terms, "ShuleTop", "we", "us" and "our" mean Flovo Digital Solutions.

1.2These terms apply to everyone who uses ShuleTop: the school that opens the account, and every administrator, teacher, bursar, staff member, parent, guardian and learner the school gives access to. They cover the web app at shuletop.com, the ShuleTop Android app and every feature inside them.

1.3These terms include the data processing terms in the Schedule at the end. They work together with our Privacy Policy and with any quotation or invoice we issue to your school. If a signed quotation or invoice says something different from these terms about price, payment dates or the modules you get, the quotation or invoice applies to that point.

2. Words we use

• School: the school, college or other institution that opens a ShuleTop account, and the person who accepts these terms on its behalf.
• Administrator: a person the School has given administrator rights in ShuleTop.
• User: anyone who signs in to the School’s account, including staff, parents, guardians and learners.
• School Data: everything the School or its Users put into ShuleTop, such as learner, staff and guardian records, marks, attendance, fee records and messages.
• Subscription Year: the twelve months (or other period) your invoice covers.
• SMS Credits: prepaid units your School uses to send text messages through ShuleTop.

3. Accepting these terms

3.1By ticking the box to accept these terms when you first sign in, or by creating a school account, signing in or using ShuleTop in any other way, you accept these terms. If you do not accept them, do not use ShuleTop.

3.2The person who creates a school account, and any Administrator who accepts these terms in ShuleTop, confirms that they are authorised by the School (for example as its proprietor, head teacher, principal, director or board member) to accept these terms for it. The School is bound by these terms through that person.

3.3Staff, parents, guardians and learners use ShuleTop because their School has given them access. They must follow these terms and any reasonable rules the School sets for using it.

4. The service

4.1ShuleTop lets a School manage, among other things: learners and classes; staff and teachers; exams, marks, grading, mark lists, exam analysis, report forms, transcripts and leaving certificates; attendance; timetables; school fees, invoices, receipts, expenses, payroll, inventory and transport; and SMS to parents, guardians and staff.

4.2Schools can subscribe to the whole system or to parts of it (for example academics only, timetable only or finance only). The modules your School gets are the ones on your quotation or invoice. A module that is not part of your plan may be visible but locked.

4.3ShuleTop runs in a web browser and in our Android app. You need a working internet connection to save or change records. Screens you have opened before may still be viewable without a connection, but nothing is saved until you are back online.

5. Accounts and access

5.1When a School signs up, we confirm the Administrator’s phone number with a one-time code sent by SMS. The information you give us at sign-up must be true and complete.

5.2The School decides who gets access and what each person can see and do. Administrators create staff, parent and learner accounts, assign roles, and should remove or deactivate a person’s access as soon as they leave the School or no longer need it.

5.3Each person must use their own login. Do not share passwords or one-time codes with anyone, including people claiming to be from ShuleTop. We will never ask for your password.

5.4The School is responsible for everything done through its account, unless it was caused by a failure of our own security. If you think someone has used an account without permission, tell us straight away at support@shuletop.com, and change the affected passwords.

5.5Learners can only be given logins by their School. A School that gives learners access is responsible for supervising that access in the way it supervises other school activities.

6. Free trial

6.1A new School may get a free trial. Its length is shown when you sign up (at the time of writing, four months). We may change the length of future trials, but not of a trial that has already started.

6.2During the trial you do not pay subscription fees. SMS is not free during the trial; messages use SMS Credits like at any other time.

6.3Before the trial ends we will contact the School about choosing a plan. If no plan is agreed and paid for by the end of the trial, clause 9 applies as if an invoice had gone unpaid, including the 90-day period during which your data is kept.

7. Fees and payment

7.1ShuleTop is charged per School per Subscription Year. The price depends on the size of the School and the modules it takes, and is set out in the quotation or invoice we send you. Prices on our website, if any, are a guide only.

7.2You may pay a Subscription Year in instalments where we have agreed an instalment plan in writing (an invoice or an email from us counts). Each instalment is due on the date in the plan.

7.3Pay only to the payment details shown on an invoice from us or on the payment screens inside ShuleTop. If anyone asks you to pay ShuleTop through any other account, check with us at support@shuletop.com before paying. We are not responsible for money paid to an account that is not ours.

7.4Prices include any taxes we are required to charge unless the invoice says otherwise.

7.5We may change our prices for future Subscription Years. We will tell you at least 30 days before your next Subscription Year starts. We will not raise the price of a Subscription Year you have already been invoiced for.

8. SMS credits and messages

8.1Text messages sent through ShuleTop use SMS Credits. One credit pays for one SMS of up to 160 characters to one phone number; a longer message uses more than one credit, and ShuleTop shows the count before you send. At the time of writing one SMS Credit costs KES 1.

8.2To buy credits, pay using the details on the Buy SMS Credits screen and submit your payment confirmation in ShuleTop. Credits are added to your School’s balance once we have confirmed the payment.

8.3SMS Credits do not expire while your School’s account is active. They cannot be exchanged for cash, refunded or moved to another School. Credits left in an account are lost 90 days after the account is closed or deleted.

8.4We can change the price of new SMS Credits with at least 30 days’ notice. Credits already in your balance keep their value.

8.5Messages are delivered through a licensed SMS provider and the mobile networks. We cannot guarantee that every message reaches every phone (for example if a number is wrong, a phone is off, or a network is down). ShuleTop records which messages were sent and which failed, and lets you resend failed ones.

8.6The School is responsible for the content of the messages it sends and for sending them only to people it is entitled to contact. Messages must be about school matters such as results, fees, events and the welfare of learners. Do not use ShuleTop to send advertising, political campaign messages, or messages to people who have asked not to be contacted.

9. Late payment and restricted accounts

9.1If an invoice or instalment is still unpaid 14 days after its due date, we will send a reminder to the School’s Administrator by SMS or email.

9.2If it is still unpaid 14 days after that reminder, we may restrict the School’s account. A restricted account may become view-only, or access to some or all modules may be paused, until the amount is paid. We restore full access promptly once payment is confirmed.

9.3We keep the School Data of a restricted account for 90 days from the date it was restricted. At least 14 days before the end of that period we will send the Administrator a final notice. If the account is still unpaid when the period ends, we may delete the account and its School Data permanently.

9.4While an account is restricted, an Administrator can ask us for an export of the School’s key records, and we will provide it within a reasonable time.

10. Refunds

10.1Fees for a Subscription Year, or for an instalment period, that has already started are not refundable, including if the School stops using ShuleTop part of the way through.

10.2If we end the service for a School without the School being at fault, or we stop offering ShuleTop altogether, we will refund the part of any fees the School has prepaid for the period after the service ends, calculated on a daily basis.

10.3If you pay us twice for the same invoice, or pay more than the invoice amount by mistake, tell us and we will refund the extra amount or, if you prefer, credit it against your next invoice.

10.4SMS Credits are covered by clause 8.3.

11. Your school’s data

11.1School Data belongs to the School. We do not claim ownership of it.

11.2The School allows us to store, copy, process and transmit School Data only as needed to provide ShuleTop to the School, to support it, to keep it secure, and to meet our legal obligations. How we do this is explained in the Schedule at the end of these terms and in our Privacy Policy.

11.3We do not sell School Data, rent it out, or use it for advertising. We do not use learners’ information to market anything to them or to their parents.

11.4We may use information that has been fully anonymised and combined across many schools (for example, how many report forms were printed in a term) to understand how ShuleTop is used and to improve it. Such information cannot identify a School or a person.

11.5ShuleTop lets you print or export many records, including class lists, mark lists, exam analysis, score sheets and finance reports. We recommend that each School keeps its own copies of records it would need if ShuleTop were unavailable, such as end-of-year results and fee statements.

12. Your responsibilities

12.1Under the Data Protection Act, 2019, the School is the data controller for the personal data it puts into ShuleTop about its learners, their parents and guardians, and its staff. The School must have a lawful reason for collecting and using that data and, where the law requires it, consent. For learners under 18, this includes the consent of a parent or guardian where the law requires it.

12.2The School must tell its parents, guardians, learners and staff that it uses ShuleTop to keep their records, and point them to our Privacy Policy if they ask how ShuleTop handles their data.

12.3The School must only record information it actually needs. Take particular care with sensitive information such as learners’ medical notes and national ID numbers: record it only where it serves the learner or the person concerned, and limit who can see it.

12.4The School is responsible for the accuracy of the information it enters, including marks, fee amounts, payments and phone numbers, and for correcting mistakes.

12.5The School must keep the details of its Administrator up to date so that we can reach the School about billing, security and service matters.

13. Acceptable use

No one may use ShuleTop to:

• break any law of Kenya, or help anyone else do so;
• upload or send anything defamatory, abusive, obscene, threatening or discriminatory, or anything that invades someone’s privacy;
• harass, bully or intimidate any learner, parent, guardian or staff member;
• access, or try to access, another school’s account, another person’s login, or any part of ShuleTop they have not been given access to;
• test, probe or scan ShuleTop for weaknesses, or interfere with its operation, without our written permission (if you find a security problem, please report it to support@shuletop.com and do not use it);
• copy, resell, rent, or offer ShuleTop to others as a service, or build a competing product by copying it;
• decompile or reverse engineer the software, except where the law allows it;
• upload viruses or any harmful code, or use automated tools to download data in bulk; or
• send bulk messages that are not about school matters (see clause 8.6).

14. Results, report forms, fees and timetables

14.1Exams and results. ShuleTop calculates grades, points, means, positions, deviations and other figures from the marks entered and the grading scales the School sets up or selects. Class teacher and principal remarks on report forms are generated from each learner’s performance. The School must check marks, grades and report forms before publishing them to parents or learners. Official national examination results are those issued by the Kenya National Examinations Council; ShuleTop’s figures for a school’s own exams are not official results.

14.2Fees and finance. ShuleTop is a record-keeping tool. We are not a bank, we do not hold or move the School’s money, and we do not receive fees paid by parents. Payments by M-Pesa, bank or cash are recorded in ShuleTop by the School’s own staff. The School is responsible for checking that recorded payments match its bank and M-Pesa statements.

14.3Payroll. ShuleTop produces payslips from the salary, allowances and deductions the School enters. It does not calculate statutory deductions such as PAYE, NSSF, SHIF or the Housing Levy, and it is not tax or accounting advice. The School is responsible for its payroll and its returns to the authorities.

14.4Timetables. ShuleTop builds timetables from the classes, subjects, teachers, lessons per week and rules the School enters, and avoids clashes between them. The School should review a timetable before publishing it and is responsible for meeting any guidelines that apply to it.

14.5Deleted exams. A deleted exam can be restored within 30 days of deletion. After that it is gone for good.

15. Support and access by ShuleTop staff

15.1You can reach us by email at support@shuletop.com. We aim to respond on working days, and sooner for problems that stop a School from working.

15.2To fix a problem or answer a support request, authorised ShuleTop staff may need to sign in to your School’s account. We do this only when there is a support or security reason, using a secure method that never requires your password. Every such access is recorded in our audit log. Our staff are bound to keep School Data confidential.

16. Availability and changes to the service

16.1We work to keep ShuleTop available and working properly at all times, but we cannot promise that it will never be interrupted. Interruptions can be caused by maintenance, by problems at our hosting, database or SMS providers, or by internet and power failures.

16.2Where we can, we carry out planned maintenance outside school hours and tell Administrators in advance about any planned interruption that is likely to be noticeable.

16.3We improve ShuleTop regularly. We may add, change or remove features. If we remove a feature that is a main part of a module your School has paid for, we will tell you in advance and, if the change substantially reduces what you paid for, offer a fair reduction or a refund for the rest of the Subscription Year.

17. Intellectual property

17.1ShuleTop, including its software, design, look and feel, name and logo, belongs to Flovo Digital Solutions. These terms give the School and its Users a limited, non-exclusive, non-transferable right to use ShuleTop for the School’s own purposes while the School’s account is active. No other rights are given.

17.2Your School’s name, logo and School Data remain yours. You allow us to show your School’s name and logo inside your own account and on the documents ShuleTop produces for you, such as report forms and receipts.

17.3If you send us ideas or suggestions, we may use them to improve ShuleTop without any obligation to you.

18. Closing an account

18.1An Administrator can ask us to close the School’s account and delete its data at any time, from the account menu in ShuleTop or as explained on our Account & Data Deletion page.

18.2Before deleting anything we check that the request really comes from the School, usually within 2 working days, and confirm what will be deleted. The account and its School Data are then permanently deleted within 30 days of that confirmation, and we let you know when it is done. Before you ask for deletion, export or print any records you need to keep.

18.3Closing an account does not cancel amounts already due for the current Subscription Year (see clause 10).

19. Suspension and termination by us

19.1We may suspend or end a School’s access, or a particular User’s access, if they seriously or repeatedly break these terms, if we are required to by law, or if their use puts ShuleTop, other schools or anyone’s data at risk. Where it is reasonable, we will first give notice and 14 days to put things right.

19.2Where there is an urgent security risk or unlawful activity, we may suspend access immediately and will explain why as soon as we reasonably can.

19.3Restrictions for unpaid fees follow clause 9.

19.4We may decide to stop offering ShuleTop. If we do, we will give at least 90 days’ notice, help Schools export their data, and give refunds under clause 10.2.

20. Disclaimers

20.1We provide ShuleTop with reasonable skill and care. Apart from that, and to the extent the law allows, ShuleTop is provided "as is" and "as available". We do not promise that it will meet every need of every school, or that it will be free from errors.

20.2We are not responsible for mistakes caused by information that was entered incorrectly, settings the School chose, or decisions the School makes using ShuleTop.

21. Limitation of liability

21.1Our total liability to a School for all claims arising out of or relating to ShuleTop or these terms, in any twelve-month period, is limited to the total fees the School paid us in the twelve months before the event that gave rise to the claim.

21.2We are not liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.

21.3Nothing in these terms limits any liability that cannot be limited under the laws of Kenya, including liability for fraud.

22. Indemnity

22.1The School will compensate us for any claims, penalties, losses and reasonable costs (including legal fees) that we suffer because the School or its Users broke these terms, broke the law, or used ShuleTop to process personal data without a lawful basis, or because of the content of messages the School sent through ShuleTop.

23. Events outside our control

23.1We are not responsible for delays or failures caused by events beyond our reasonable control, such as power or internet outages, failures of mobile networks or of our hosting and SMS providers, natural disasters, civil unrest, strikes, or government action. We will do what we reasonably can to limit the effect and to restore the service.

24. Changes to these terms

24.1We may update these terms from time to time, for example when we add features or when the law changes. The date at the top shows when they were last changed.

24.2If a change materially affects Schools, we will tell Administrators at least 30 days before it takes effect, inside ShuleTop or by SMS or email. If you do not accept the change, you may close your account before it takes effect and we will refund any fees prepaid for the period after closing, calculated on a daily basis. If you keep using ShuleTop after the change takes effect, you accept the updated terms.

25. Disputes and governing law

25.1These terms are governed by the laws of Kenya.

25.2If a dispute arises, please contact us first. Both sides will try in good faith to settle it within 30 days of one side writing to the other about it.

25.3If it is not settled within that time, either side may refer it to mediation in Nairobi by a mediator both sides agree on, with each side paying its own costs and half of the mediator’s fees.

25.4If mediation does not resolve the dispute within 60 days of the referral, either side may take it to the courts of Kenya, which will have exclusive jurisdiction. Nothing in this clause stops either side from asking a court for urgent relief.

26. General

26.1These terms (including the Schedule), together with our Privacy Policy and any quotation or invoice we issue to your School, are the whole agreement between the School and us about ShuleTop.

26.2If a court finds part of these terms invalid, the rest stays in force.

26.3If we do not enforce a right straight away, we can still enforce it later.

26.4The School may not transfer its rights under these terms without our written agreement. We may transfer ours to a business that takes over ShuleTop, and will tell Administrators if that happens; these terms and our Privacy Policy will continue to protect School Data.

26.5We send notices to the School’s Administrator by SMS, email or inside ShuleTop. The School can send notices to us by email to support@shuletop.com.

27. Contact us

Schedule: Data processing terms

This Schedule is part of these terms. It sets out how we handle the personal data a School puts into ShuleTop, and it is the written contract between a data controller and a data processor required by section 42 of the Data Protection Act, 2019. The School accepts it when it accepts these terms.

S1. When this Schedule applies

S1.1It applies to all personal data that the School and its Users put into ShuleTop, or that we process for the School, while the School uses ShuleTop and until that data has been returned or deleted under paragraph S11 (the School Personal Data).

S1.2Words such as personal data, sensitive personal data, data controller, data processor, data subject and personal data breach have the meanings given in the Data Protection Act, 2019.

S2. Roles

S2.1The School is the data controller of the School Personal Data. We are its data processor.

S2.2For our own billing, account administration, security monitoring and our own communications with the School, we act as a data controller under our Privacy Policy, and this Schedule does not apply to that information.

S3. What we process

S3.1The subject matter, duration, nature and purpose of the processing, and the types of personal data and data subjects, are described in Annex A.

S4. Instructions

S4.1We process School Personal Data only on the School’s documented instructions. The School’s instructions are these terms, the School’s use and configuration of ShuleTop by its Administrators and Users, and any other written instructions the School gives us that are consistent with them.

S4.2We will not process School Personal Data for our own purposes, sell it, or use it for advertising. We may create anonymised, combined statistics that identify no school or person, to operate and improve ShuleTop.

S4.3If the law requires us to process School Personal Data in another way, we will tell the School before doing so, unless the law forbids it. If we believe an instruction breaks the Data Protection Act, we will tell the School.

S5. Confidentiality

S5.1We give access to School Personal Data only to staff and contractors who need it to provide, support or secure ShuleTop. Each of them is bound to keep it confidential.

S5.2Support access to a School’s account is made only for a support, maintenance or security reason and is recorded in our audit log.

S6. Security

S6.1We take appropriate technical and organisational measures to protect School Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. The measures in place at the date of these terms are listed in Annex B. We may improve them over time, but will not reduce the overall level of protection.

S7. Sub-processors

S7.1The School authorises us to use sub-processors of the types listed in Annex C.

S7.2We will tell the School at least 30 days before we start using a new type of sub-processor to process School Personal Data. If the School has a reasonable data protection objection, it may tell us within that time; we will discuss it in good faith, and if we cannot resolve it the School may close its account and receive a refund of prepaid fees for the period after closing.

S7.3We bind each sub-processor by written contract to protections for School Personal Data that are at least as protective as this Schedule, and we remain responsible to the School for its sub-processors’ performance.

S8. Helping the School with requests

S8.1ShuleTop lets Administrators view, correct, export and delete most records themselves. Where the School needs more help to respond to a data subject exercising their rights (to access, correct, delete, object to or restrict processing, or to receive a copy of their data), we will provide reasonable assistance.

S8.2If a data subject contacts us directly about School Personal Data, we will pass the request to the School promptly and will not respond to it ourselves except to acknowledge it or as the School instructs.

S8.3We will give the School reasonable help with data protection impact assessments and with dealings with the Data Protection Commissioner about ShuleTop.

S9. Personal data breaches

S9.1If we become aware of a personal data breach affecting School Personal Data, we will tell the School without delay, and in any case within 48 hours.

S9.2We will tell the School what we know: what happened, the types and approximate number of records and people affected, the likely consequences, and the steps we have taken or propose. We will add details as we learn them, and help the School meet its own duties to notify the Data Protection Commissioner and the people affected.

S10. Information and checks

S10.1On reasonable request, we will give the School the information it reasonably needs to show that this Schedule is being met, such as a description of our security measures and the types of sub-processor we use. Requests should be made to privacy@shuletop.com.

S11. End of the service

S11.1Before its account closes, the School can export its records using ShuleTop’s print and export features, or ask us for an export of its key records.

S11.2When the School asks us to close its account, we will delete School Personal Data within 30 days of confirming the request. When an account is closed because fees were not paid, the 90-day period in clause 9 applies first. Copies in our providers’ routine backups are overwritten in the normal course of their backup cycles. We may keep data for longer only where the law requires it, and will keep protecting it while we do.

S12. How this Schedule fits with the rest of these terms

S12.1The School’s own duties for the School Personal Data, including having a lawful basis and the consent of parents or guardians where the law requires it, are set out in clause 12.

S12.2If this Schedule conflicts with the rest of these terms on the protection of personal data, this Schedule applies. Liability under this Schedule is subject to clause 21, except where the law does not allow it.

S12.3When we update these terms under clause 24, we will not reduce the protection this Schedule gives to School Personal Data.

Annex A: Details of processing

Annex B: Security measures

• Each school’s records are separated at the database level with row-level security, so one school’s users cannot read another school’s records.
• Role-based access inside each school, set by the School’s Administrators.
• Passwords stored only as salted hashes; phone numbers confirmed by one-time SMS codes at sign-up, account activation and password reset.
• Encryption of all data in transit (HTTPS/TLS) and encryption of stored data by our database provider.
• Restricted, logged support access to school accounts using a secure method that never reveals the School’s passwords; audit log of administrative actions.
• Access to production systems limited to authorised personnel.
• Protection against accidental loss of exams through a 30-day restore period.
• A strict content security policy and other browser security protections on the ShuleTop app.

Annex C: Types of sub-processor