Terms of service

VisiChek Terms of Service

Last updated: 20th April 2026

These Terms of Service ("Agreement") govern access to and use of the VisiChek platform, applications, dashboards, integrations, kiosks, and related services (collectively, the "Services") provided by VisiChek Systems Limited ("VisiChek", "we", "us", or "our") by any organization using the Services ("Organization", "you", or "your").

By creating an account, executing an Order Form, activating a subscription, or otherwise accessing or using the Services, the Organization agrees to be bound by this Agreement.

If the individual accepting this Agreement does so on behalf of an Organization, that individual represents that they have authority to bind the Organization.

Eligibility and authority

1. The Services are intended for use by organizations and their authorized representatives acting within the scope of their employment or engagement.
2. The Organization confirms that it has legal capacity to enter into this Agreement and is responsible for all activity conducted through its accounts and authorized users.
3. The Services are not intended for direct use by children.

Access to the services

1. VisiChek grants the Organization a limited, non‑exclusive, non‑transferable, non‑sublicensable right to access and use the Services during the applicable subscription term solely for internal operational purposes.
2. The Organization remains responsible for all activities performed under its accounts, including actions performed by employees, contractors, reception staff, security personnel, and administrators.
3. Access credentials must be protected and must not be shared outside authorized users.

Organization responsibilities

1. The Organization is responsible for ensuring that its use of the Services complies with applicable laws, including privacy, employment, workplace safety, visitor‑management, and data‑protection obligations.
2. The Organization remains solely responsible for determining the lawful basis for collecting visitor information, issuing visitor notices, responding to data subject requests, and maintaining internal compliance procedures.
3. The Organization represents that it has obtained all necessary permissions and consents required for personal data submitted into the Services.

Acceptable use of the services

1. The Services may only be used for legitimate organizational visitor‑management, workplace‑access, compliance, safety, and operational purposes.
2. The Organization must not reverse engineer the Services, copy platform components, create competing products, interfere with system integrity, upload unlawful material, introduce malware, attempt unauthorized access, or resell access to the Services.
3. Misuse of the Services may result in immediate suspension.

Sensitive personal data restrictions

1. Unless explicitly supported by designated platform workflows, the Organization must not upload biometric identifiers, health information, financial account details, national identity numbers, or special category personal data.
2. Where such data is uploaded outside supported workflows, the Organization assumes full responsibility for associated regulatory risk.

Service availability and support

1. VisiChek uses commercially reasonable efforts to maintain availability of the Services but does not guarantee uninterrupted operation.
2. Service availability may be affected by maintenance, infrastructure upgrades, security responses, third‑party outages, connectivity issues, or events beyond reasonable control.
3. Unless expressly agreed in writing, no service‑level commitments apply.

Subscription and payment

1. Where Services are provided on a subscription basis, fees are payable as specified in the applicable Order Form.
2. Fees are non‑refundable except where required by applicable law.
3. Failure to make timely payment may result in suspension or restriction of access to the Services. VisiChek may provide the Organization with a grace period of up to seven (7) days after written notice of non-payment before suspension takes effect, unless immediate suspension is reasonably necessary for legal, regulatory, or security reasons.
4. The Organization remains responsible for all applicable taxes associated with its subscription.

Organization data and platform processing

1. The Organization retains ownership of Organization Data processed through the Services.
2. VisiChek processes Organization Data solely for the purpose of providing, securing, supporting, improving, and maintaining the Services.
3. Processing of personal data is governed by the Privacy Policy and Data Processing Agreement, which form part of this Agreement.
4. The Organization acts as controller of Organization Personal Data and remains responsible for compliance with applicable data‑protection laws.

Usage analytics and service improvement

1. VisiChek may collect usage statistics, diagnostic information, performance metrics, and operational telemetry relating to use of the Services.
2. Such information may be used to improve platform functionality, reliability, security, and performance, provided it does not identify the Organization’s visitors or personnel.
3. Aggregated and de‑identified usage insights may be used for service improvement, benchmarking, research, and product development purposes.

Suspension of access

1. VisiChek may suspend access to the Services where required by law, where misuse is reasonably suspected, where security risks arise, where payment obligations remain outstanding, or where continued access may expose VisiChek or other organizations to regulatory or operational risk.
2. Suspension does not waive outstanding payment obligations.

Beta features and early releases

1. From time to time VisiChek may make preview, beta, or early‑release functionality available.
2. Such features are provided on an "as‑available" basis without support commitments, warranties, or service guarantees and may be modified or withdrawn at any time.
3. Use of beta functionality is voluntary.

Confidentiality

1. Each party must protect confidential information received from the other and must not disclose such information except where required by law or necessary to perform obligations under this Agreement.
2. Confidentiality obligations continue after termination of this Agreement.

Intellectual property rights

1. VisiChek retains all ownership rights in the Services, software architecture, interface designs, documentation, workflows, and platform functionality.
2. No intellectual‑property rights are transferred to the Organization except the limited right to use the Services during the subscription term.
3. Feedback provided by the Organization may be used by VisiChek to improve the Services without restriction.

Third‑party integrations

1. The Services may interoperate with third‑party applications or infrastructure providers.
2. VisiChek is not responsible for third‑party services and makes no warranties regarding their availability or performance.
3. Use of integrations occurs at the Organization’s own risk.

Security responsibility boundaries

1. VisiChek implements reasonable technical and organizational safeguards appropriate to the nature of the Services.
2. The Organization remains responsible for configuration decisions, access permissions, visitor notice deployment, and lawful operation of workplace entry processes.
3. No technical system can guarantee absolute security.

Warranties disclaimer

1. Except as expressly stated in this Agreement, the Services are provided on an "as available" and "as is" basis.
2. VisiChek does not guarantee uninterrupted availability or error‑free performance and disclaims implied warranties including merchantability, fitness for a particular purpose, and non‑infringement.

Limitation of liability

1. To the maximum extent permitted by law, VisiChek is not liable for indirect losses, loss of revenue, loss of profits, loss of goodwill, operational disruption, reputational harm, or data loss outside its reasonable control.
2. Total aggregate liability arising from the Services will not exceed the subscription fees paid by the Organization in the three months preceding the claim.
3. Nothing in this Agreement excludes liability where exclusion is not permitted under applicable law.

Indemnification

1. The Organization agrees to indemnify VisiChek against claims arising from unlawful use of the Services, breach of this Agreement, violation of applicable laws, or processing instructions provided by the Organization.

Term and termination

1. This Agreement begins when the Organization first accesses or subscribes to the Services and continues for the duration of the applicable subscription term.
2. Either party may terminate the Agreement where a material breach remains uncured after reasonable written notice or where the other party becomes insolvent.
3. Upon termination, access rights end immediately and outstanding fees remain payable.
4. Organization Data handling after termination is governed by the Data Processing Agreement.
5. VisiChek may retain limited backup copies for security, compliance, and disaster‑recovery purposes where required by law or operational necessity.

Marketing references

1. Unless the Organization objects in writing, VisiChek may identify the Organization as a customer in reasonable promotional materials.
2. No confidential information will be disclosed in doing so.

Export compliance and regulatory restrictions

1. The Organization agrees not to use the Services in violation of export controls, sanctions laws, or applicable regulatory restrictions.
2. VisiChek may suspend access where continued service would create legal exposure.

Force majeure

1. Neither party is responsible for failure to perform obligations caused by events beyond reasonable control including infrastructure failures, regulatory actions, cyber incidents, natural disasters, or communications outages.

Governing law and dispute resolution

This Agreement is governed by the laws of the Federal Republic of Nigeria.

The parties will first attempt to resolve disputes amicably.

Unresolved disputes will be referred to arbitration at the Abuja multi-door courthouse.

Changes to the services or agreement

1. VisiChek may update platform features where necessary to improve performance, enhance security, or comply with legal obligations.
2. VisiChek may update this Agreement periodically and continued use of the Services constitutes acceptance of the updated terms.

Entire agreement

1. This Agreement forms the entire agreement between the parties and incorporates the Privacy Policy, Data Processing Agreement, and applicable Order Forms.
2. Where conflicts arise, the Order Form prevails.

Assignment and relationship of the parties

1. The Organization may not assign this Agreement without written consent.
2. VisiChek may assign this Agreement in connection with restructuring, acquisition, or financing transactions.
3. The parties remain independent contractors and no partnership relationship is created.

Contact information

Legal enquiries may be directed to: compliance@visichek.com