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Terms of Service & Privacy Policy

 Effective Date: 1 March 2026

Last Updated: 10 March 2026

Applies to all Pawa IT Solutions web properties, platforms, and managed systems including but not limited to www.pawait.africa, pawait.co.ke, Lattice Finance, and the Pawa IT Customer Portal.

 

1. About Pawa IT Solutions

Pawa IT Solutions Limited (“Pawa IT”, “we”, “our”, or “us”) is a technology solutions company registered in Kenya, providing Google Workspace reselling, cloud infrastructure, IT managed services, and financial management tools to businesses across East Africa and beyond.

Our primary web presence is at www.pawait.africa and pawait.co.ke. Our managed platforms include, but are not limited to, **Lattice Finance** (our billing and invoicing system), the Pawa IT Customer Portal, and any other domains or subdomains we operate or may operate in the future (collectively, “Pawa IT Platforms”).
 
For enquiries, contact us at: [email protected] or [email protected]

2. Scope of These Terms

These Terms of Service and Privacy Policy (“Terms”) apply to all persons and organisations (“you”, “your”, or “User”) who:
  • Visit or use any Pawa IT website, subdomain, or web application
  • Are onboarded as a customer through the Pawa IT Customer Onboarding Portal
  • Receive invoices, quotes, or billing communications from Pawa IT via Lattice Finance
  • Use any service, platform, or managed system operated by Pawa IT
  • Submit any form, request, or data to Pawa IT through any channel operated by us
By using our platforms or submitting your information, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are acting on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms. 

    3. Definitions

    • Pawa IT Platforms: All websites, subdomains, applications, portals, and managed systems operated by Pawa IT Solutions Limited, including Lattice Finance.
    • Lattice Finance: Pawa IT’s internal and customer-facing billing, invoicing, and financial management system accessible at lattice-finance.pawait.io.
    • Personal Data: Any information relating to an identified or identifiable natural person, as defined under the Kenya Data Protection Act 2019 and the EU General Data Protection Regulation (GDPR).
    • Data Subject: An individual whose personal data is processed by Pawa IT.
    • Processing: Any operation performed on personal data, including collection, storage, use, disclosure, or deletion.
    • Authorised Submitter: A person who confirms they have the right and authority to submit data on behalf of an organisation when completing any Pawa IT form or onboarding process.
    • Services: All products, services, platforms, and managed systems provided by Pawa IT Solutions Limited.

    4. Terms of Service

     

    4.1 Acceptance

    Access to and use of Pawa IT Platforms constitutes acceptance of these Terms. If you do not agree with any part of these Terms, you must not use our platforms or services.

     

    4.2 Account Registration & Onboarding

    When you register for or are onboarded onto any Pawa IT Platform, including Lattice Finance, you agree to:

     

    • Provide accurate, current, and complete information
    • Promptly update your information if it changes
    • Confirm that you are authorised to submit information on behalf of your organisation
    • Not misrepresent your identity, organisation, or authority
    Pawa IT reserves the right to suspend or terminate access for any submission found to contain false, misleading, or unauthorised information.

     

    4.3 Authorisation to Submit Data

    Where you submit information relating to a legal entity (company, partnership, or other organisation), you warrant that:

     

    • You are a duly authorised representative of that organisation
    • You have obtained any necessary internal approvals to share the information provided
    • The information, including KRA PINs, registration numbers, and contact details, is provided with the knowledge and consent of the organisation

    4.4 Lawful Purposes

    Data submitted to Pawa IT Platforms is collected and used exclusively for lawful purposes, including but not limited to: customer account management, invoicing, tax compliance (including Kenya Revenue Authority obligations), service delivery, and support. By submitting your data you consent to these uses as further described in Section 10.

     

    4.5 Service Availability

    Pawa IT will make reasonable efforts to ensure platform availability but does not guarantee uninterrupted access. We reserve the right to perform scheduled or emergency maintenance, which may temporarily affect availability. We will endeavour to provide reasonable advance notice where possible.

     

    4.6 User Responsibilities

    You are responsible for maintaining the confidentiality of any login credentials associated with your account. You must notify Pawa IT immediately of any unauthorised access or suspected breach at [email protected]. 

      5. Acceptable Use

      You agree not to use Pawa IT Platforms to:
      • Submit false, fraudulent, or misleading information
      • Impersonate any person or entity
      • Violate any applicable law, regulation, or KRA tax obligation
      • Attempt to gain unauthorised access to any system, data, or account
      • Introduce malware, viruses, or any harmful code
      • Reverse-engineer, scrape, or reproduce any part of our platforms without written permission
      • Use our platforms in a manner that could damage, disable, or impair their operation
      Pawa IT reserves the right to suspend or permanently terminate access for any User found in breach of these provisions, without notice and without liability.

      6. Intellectual Property

      All content, software, design, trademarks, logos, and materials on Pawa IT Platforms are the exclusive property of Pawa IT Solutions Limited or its licensors and are protected under Kenyan and international intellectual property law.

      You are granted a limited, non-exclusive, non-transferable licence to access and use Pawa IT Platforms solely for the purpose for which they are made available to you. No licence is granted to copy, reproduce, distribute, or create derivative works without prior written consent from Pawa IT.

       

      Any data, documents, or content that you submit to Pawa IT remains your property. By submitting it, you grant Pawa IT a limited licence to use it solely for the purposes of delivering the services you have requested.

      7. Limitation of Liability

      To the fullest extent permitted by Kenyan law, Pawa IT Solutions Limited shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of, or inability to use, Pawa IT Platforms or Services.

      Pawa IT’s total cumulative liability to you for any claim arising under these Terms shall not exceed the amount paid by you (if any) to Pawa IT in the twelve (12) months preceding the claim.

       

      Nothing in these Terms shall exclude or limit liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

      8. Privacy Policy

      This Privacy Policy forms part of these Terms and governs how Pawa IT collects, uses, stores, and protects personal data in connection with its platforms and services. Pawa IT is committed to protecting your privacy in compliance with:

      • Kenya Data Protection Act 2019 (No. 24 of 2019) (“KDPA”)
      • EU General Data Protection Regulation (GDPR) where applicable
      • Any other applicable data protection laws
      Pawa IT acts as a Data Controller in respect of personal data collected through its Platforms. Where we process data on behalf of our customers, we act as a  Data Processor.

       

      9. Information We Collect 


      9.1 Information You Provide Directly

      • Organisation name, physical address, and country of registration
      • Contact details: name, email address, phone number
      • Tax identification numbers, including KRA PINs and company registration numbers
      • Billing and invoice information
      • Support requests, messages, and attachments
      • Any other information you choose to provide when registering, onboarding, or contacting us

      9.2 Information Collected Automatically

      • IP addresses, browser type, and device information
      • Pages visited, time spent, and navigation paths on our platforms
      • Date and time stamps of interactions
      • Referring and exit URLs
      Automatically collected data is not linked to personal identity unless required for security or fraud prevention purposes.

       

      9.3 Information from Third Parties

      When processing invoices and tax compliance, we may receive or verify data from third-party sources including the Kenya Revenue Authority (KRA) GavaConnect API and Xero accounting software. Such data is used solely to verify accuracy and fulfil our legal obligations. 

       

      10. How We Use Your Information

      We use the information we collect to:

      • Provide, operate, and maintain our platforms and services

      • Process customer onboarding, account setup, and billing
      • Generate and deliver invoices, quotes, and financial documents
      • Comply with tax obligations under Kenyan law, including eTIMS fiscalisation via the KRA
      • Verify KRA PINs and tax identifiers for lawful invoicing
      • Communicate with you regarding your account, services, and updates
      • Detect, investigate, and prevent fraud or unauthorised activity
      • Improve, personalise, and expand our services
      • Analyse usage trends and platform performance
      • Comply with legal obligations and respond to lawful regulatory requests 
      We will not use your personal data for purposes incompatible with those stated above without obtaining your prior consent.

       

      11. Legal Basis for Processing
       

      Under the KDPA and GDPR, we process your personal data on the following legal bases:


      Contractual Necessity:       Processing required to onboard you as a customer, deliver our services, and fulfil our contractual obligations to you.

      Legal Obligation: Processing required to comply with Kenyan tax law, including KRA eTIMS fiscalisation requirements, VAT reporting, and other statutory obligations.
      Legitimate Interests: Processing for fraud prevention, platform security, service improvement, and direct communications relevant to your use of our services.
      Consent: Where we rely on consent (e.g. marketing communications), you may withdraw that consent at any time by contacting us at [email protected].

      12. Third-Party Sharing

       

      Pawa IT does not sell, trade, or rent your personal data to third parties. We may share data with trusted third-party service providers solely to the extent necessary to deliver our services, including:

      • Xero Limited: Cloud accounting platform used for invoicing and financial records
      • Kenya Revenue Authority (KRA): eTIMS tax fiscalisation and PIN verification
      • Digitax: KRA-accredited fiscal solution provider for eTIMS integration
      • Pesapal: Payment gateway for processing customer payments
      • Google LLC: Cloud infrastructure (Google Cloud Platform) and collaboration tools
      • Firebase / Firestore: Secure cloud database for data storage
      All third-party service providers are contractually bound to process data only on our instructions and to maintain appropriate security measures.

       

      We may also disclose personal data when required by law, court order, or to protect the rights, property, or safety of Pawa IT, our customers, or the public.
       

      13. Data Retention

       

      We retain personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law:

       

      • Customer account and billing records: Minimum 7 years (Kenya Income Tax Act & VAT Act)
      • eTIMS fiscal records: As required by KRA regulations
      • Onboarding requests: Retained for account management; deleted on written request where legally permissible
      • Server logs: Up to 12 months (security and performance monitoring)
      When data is no longer required, it is securely deleted or anonymised.

      14. Data Security

       

      Pawa IT implements appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:

       

      • Encryption of data in transit (HTTPS/TLS) and at rest
      • Role-based access controls limiting data access to authorised personnel only
      • Regular security reviews and vulnerability assessments
      • Firebase Authentication and Google Identity services for access management
      • Secure, isolated cloud infrastructure hosted on Google Cloud Platform

      Notwithstanding the above, no method of transmission over the internet or electronic storage is 100% secure. In the event of a data breach affecting your rights, we will notify you and the relevant authorities as required under applicable law.

       

      15. Your Rights

       

      Subject to applicable law, you have the following rights with respect to your personal data:

      • Right of Access: Request a copy of the personal data we hold about you
      • Right to Rectification: Request correction of inaccurate or incomplete data.
      • Right to Erasure: Request deletion of your personal data where it is no longer necessary, subject to our legal retention obligations.
      • Right to Restrict Processing: Request that we limit how we process your data in certain circumstances.
      • Right to Data Portability: Request a copy of your data in a structured, machine-readable format where technically feasible.
      • Right to Object: Object to processing based on legitimate interests or for direct marketing purposes.
      • Right to Withdraw Consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.
      • To exercise any of these rights, contact us at [email protected]. We will respond within 30 days of receiving your request. We may require you to verify your identity before processing your request.
      If you are unsatisfied with our response, you have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya.
       

       

      16. Cookies & Tracking Technologies

       

      Pawa IT Platforms use cookies and similar technologies to enhance your browsing experience, analyse usage, and support platform functionality. Cookies are small text files stored on your device. 


      Types of Cookies We Use       

      • Essential: Required for platform functionality, authentication, and security. Cannot be disabled without affecting platform operation. |
      • Analytical: Help us understand how our platforms are used so we can improve them. Data is aggregated and anonymised. |
      • Preference: Remember your settings and choices to personalise your experience.
      You can manage or disable cookies through your browser settings. Note that disabling essential cookies may affect the functionality of our platforms.

       

      We may use Google Analytics or similar tools to analyse usage patterns. These services may collect data in accordance with their own privacy policies. Pawa IT does not control third-party cookies set by such services.

      17. Children

       

      Pawa IT Platforms are intended for use by businesses and adult professionals only. We do not knowingly collect personal data from individuals under the age of 18.

      If you believe that a minor has submitted personal data through our platforms, please contact us immediately at **[email protected]** and we will take prompt action to remove such data from our records.

      18. Changes to These Terms

      Pawa IT reserves the right to update these Terms at any time. Changes will be effective from the date they are published. The “Last Updated” date at the top of this document will reflect the most recent revision.

      For material changes, we will endeavour to notify affected users via email or a prominent notice on our platforms. Your continued use of Pawa IT Platforms following the publication of updated Terms constitutes acceptance of those changes.
       

      19. Governing Law & Disputes

      These Terms are governed by and shall be construed in accordance with the laws of the **Republic of Kenya**. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Kenya.

       

      Where applicable, the European Union General Data Protection Regulation (GDPR) will also apply to data subjects within the European Economic Area.

       

      We encourage you to contact us first to resolve any concerns before initiating formal proceedings.

      20. Contact Us

      For any questions, concerns, or requests relating to these Terms or your personal data:

       

      Pawa IT Solutions Limited
      1st Floor, George Padmore Ridge
      George Padmore Road, Hurlingham
      Nairobi, Kenya

       

      Privacy & Data Requests: [email protected]
      General Enquiries: [email protected]
      Security Incidents: [email protected]
      Website: www.pawait.africa