Terms of Service

1. Agreement

These Terms of Service ("Terms") form an agreement between NgeZha Tech Group ("we", "us") and the school, crèche, daycare or preschool that subscribes to NgeZha EarlyCare ("the School", "you"). By creating an account or using EarlyCare you accept these Terms on behalf of the School.

If you are a parent or guardian invited by a school, these Terms apply to your use of the parent features, and the School remains responsible for its account.

Our Privacy Policy explains how personal information is handled and forms part of these Terms.

2. The service

EarlyCare is a subscription software service that helps early childhood institutions manage attendance, daily care records, fees and proof-of-payment verification, receipts, printing, parent communication, reporting and optional AI assistance. Features may change and improve over time; we will not remove a core feature you pay for without reasonable notice.

3. Accounts and eligibility

You must be at least 18 years old and authorised to act for the School to create an account. You are responsible for the accuracy of the information you provide, for keeping passwords confidential, and for all activity under your School's account.

School administrators control which staff and parents have access and with which role. Remove access promptly when a staff member leaves. Tell us immediately at info@ngezhagroup.co.zw if you suspect unauthorised access.

4. The School's responsibilities

Because the School is the controller of the information it enters, the School agrees to:

• obtain parent or guardian consent before entering a child's information, and tell parents how it will be used;
• enter only information that is accurate and necessary for caring for and educating children;
• give staff only the access their role requires;
• respond to parents' requests to access, correct or delete their information;
• comply with the Cyber and Data Protection Act [Chapter 12:07] where it applies, and with the data-protection and child-protection laws of the country where the School operates.

5. Free trial

New schools receive a 14-day free trial with full access to all features. No payment details are required to start. The trial begins on your first login.

At the end of the trial you can choose a plan to continue. If you do not, your account is locked: your data is kept safely and is never deleted because the trial ended, and you can unlock it at any time by choosing a plan.

6. Plans and pricing

Subscription prices are in US dollars per month in every country and depend on the number of sections (Crèche, Daycare, Preschool) your School activates:

• Starter — 1 section: $22.99 per month (2 GB storage, AI assistant with 200 drafts per month).
• Standard — 2 sections: $27.99 per month (10 GB storage, AI assistant with 500 drafts per month).
• Complete — 3 sections: $36.99 per month (25 GB storage, AI assistant with 1,000 drafts per month).
• Optional add-ons: Transport Management +$8 per month; Advanced Finance +$8 per month; Photo & Video Gallery +$5 per month.

The AI assistant is included in every plan up to the monthly allowance shown above (each AI draft or chat reply counts as one). The allowance resets on the 1st of each month and unused drafts do not roll over.

Any applicable taxes will be shown before you pay. We may change prices with at least 30 days' notice; new prices apply from your next renewal after the notice period.

Enabling an add-on takes effect immediately and your new total is confirmed by email. Disabling an add-on takes effect from the next billing cycle.

7. Billing and renewal

Your subscription period starts on your first login after choosing a plan — never on the payment date — so you never lose a day. Subscriptions renew automatically each month and your saved payment method is charged on the renewal date. We send reminders 7 days, 3 days and 1 day before renewal, and a receipt after each successful payment.

Subscription payments are processed by Paynow, a Zimbabwean payment gateway. Schools in Zimbabwe can pay with EcoCash, OneMoney, Telecash, InnBucks, O'mari, Zimswitch or Visa/Mastercard. Schools in other countries pay with Visa or Mastercard. Your bank or provider may charge currency-conversion fees, which are your responsibility.

If a renewal payment fails:

• we retry the payment every 24 hours, up to 3 attempts, and email you a link to update your payment details;
• after 3 failed attempts your account enters a 5-day grace period with full access;
• if payment is still not received after the grace period, the account is suspended to read-only access: you can view and export your data, but cannot add or change records;
• paying the outstanding amount reactivates the account immediately.

8. Cancellation

You can cancel at any time from your account settings. Cancellation stops future renewals; you keep access until the end of the period you have already paid for. Except where the law requires otherwise, payments are not refunded for partially used periods.

After cancellation your account is locked and your data is kept in line with our retention policy, so you can reactivate or request an export. You may ask us to delete the School's data earlier, subject to records we are legally required to keep.

9. Your data and retention

The School owns the data it enters into EarlyCare. You grant us permission to host, process and display that data only to provide and secure the service for you. You can export your data at any time from Settings.

Our data retention policy is:

• Active children: kept for as long as the child is enrolled and the school's account remains active.
• Graduated children: kept for 3 years after graduation, then deleted.
• Withdrawn children: kept for 2 years after withdrawal, then deleted.
• Payment records (invoices, proofs of payment, receipts and credits): kept for 7 years to meet legal and accounting requirements.
• Audit logs: kept for 2 years.
• In-app notifications: kept for 90 days, then deleted automatically.
• Email delivery logs: kept for 6 months.

We will never delete a School's data without confirmation from its administrator, other than the automatic expiry of notifications and email logs described above.

10. Fee payments between parents and schools

Parents pay school fees directly to the School, in the School's chosen currency and using the School's chosen methods (for example bank transfer, card, PayPal, mobile money or cash — or EcoCash, InnBucks and O'mari in Zimbabwe). EarlyCare records invoices, proofs of payment and receipts, but does not receive, hold or transfer school fees and is not a party to the arrangement between the School and its parents. The School is responsible for verifying payments before approving them.

11. AI features

AI features are assistive tools. AI output may be inaccurate, so it is always labelled for review and saved only after a staff member accepts it. The School is responsible for reviewing AI output before relying on it or sharing it. AI must not be used for, and does not make, medical, diagnostic or safeguarding decisions.

12. Acceptable use

You must not, and must not allow others to:

• use EarlyCare for any unlawful purpose or to store information you have no right to hold;
• upload content that is abusive, defamatory, obscene or that exploits or endangers children in any way;
• access, or attempt to access, another school's data or bypass security or role restrictions;
• probe, scan, overload or disrupt the service, or introduce malware;
• copy, resell, reverse engineer or build a competing product from the service;
• share login details between people — each person should have their own account.

We may suspend access that breaches this section, and we will report suspected harm to children to the appropriate authorities.

13. Availability and offline use

We aim to keep EarlyCare available at all times but cannot guarantee uninterrupted service; planned maintenance will be announced where possible. Offline mode stores records on your device until a connection is available and then syncs automatically. You are responsible for keeping devices secure and for syncing them regularly; records kept on a device that is lost before syncing cannot be recovered by us.

14. Intellectual property

We own EarlyCare, its software, design and the NgeZha brand. The School owns its data and its own logo and name, which you permit us to display on your documents and pages. You may send us feedback, and we may use it to improve the service without obligation to you.

15. Suspension and termination

We may suspend or terminate an account for serious or repeated breach of these Terms, non-payment as described in section 7, or where required by law. Where reasonable we will give notice and a chance to fix the problem first. On termination, section 9 continues to apply to your data.

16. Disclaimers

EarlyCare is a management tool. It does not replace the School's professional judgement, supervision of children, health and safety duties or legal obligations. Except as expressly stated in these Terms, the service is provided "as is" to the extent permitted by law.

17. Limitation of liability

To the extent permitted by law, we are not liable for indirect or consequential losses, loss of profits, revenue or goodwill. Our total liability for any claim arising from these Terms or the service in any 12-month period is limited to the subscription fees the School paid us in the 12 months before the claim.

Nothing in these Terms limits liability that cannot be limited by law, including liability for fraud or for death or personal injury caused by negligence.

18. Indemnity

The School will compensate us for losses caused by claims from third parties arising out of information the School entered without the necessary consent or legal right, or from the School's breach of section 12.

19. Governing law

These Terms are governed by the laws of Zimbabwe, without depriving you of any protection you have under the mandatory consumer or data-protection laws of the country where your School operates. Both parties will first try in good faith to resolve any dispute informally; if that fails, the courts of Zimbabwe have jurisdiction, unless the law of your country requires otherwise.

20. Changes to these Terms

We may update these Terms. We will notify school administrators at least 30 days before material changes take effect. Continuing to use EarlyCare after that date means you accept the updated Terms; if you do not agree you may cancel before then.

21. Contact

Questions about these Terms? Contact NgeZha Tech Group at info@ngezhagroup.co.zw.