Kayan
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Legal

Terms of Service

Last updated: October 21, 2026

1. Definitions and acceptance

“Kayan” or the “Platform” is a cloud software service provided by Kayan (“we”, “us”) at kayan-data.com and its mobile apps. The “Customer” is the company or organization that registers an account on the Platform, and “Users” are the people the Customer creates log-in accounts for, including its employees.

By registering an account or using the Platform, the person registering confirms that they are authorized to contract on the Customer’s behalf, and the Customer agrees to these Terms, our Privacy Policy and our Refund & Cancellation Policy. If you do not agree, do not use the Platform.

2. The service

The Platform consists of three products that can be subscribed to separately: Kayan HR for human resources, attendance and payroll; Kayan QMS for quality management; and Kayan ERP for accounting, inventory, sales and purchasing, together with the employee mobile app. The service is provided online, as is. We may add, change or retire features as we develop the service, and we take care that this does not materially reduce the core functionality of a subscribed product during a paid subscription period.

3. Account and users

  • The Customer must provide accurate and complete registration information and keep it up to date.
  • The Customer is responsible for all user accounts it creates, the permissions it grants, keeping passwords confidential, and all activity under its accounts.
  • You must notify us promptly of any suspected unauthorized access.
  • The person registering a Customer account must be at least 18 years old.

4. Free trial

We may offer a free trial (currently 30 days) with certain limits, such as a maximum number of employees. No payment details are required for the trial. If the trial ends without a subscription, access to the product stops; we keep the Customer’s data for a reasonable period so the Customer can subscribe and continue working on it, after which we may delete it under Section 7.

5. Subscription and payment

  • Prices and plans are published on our pricing page. Plans differ in the maximum number of employees or users.
  • Subscriptions are paid in advance for each period (monthly or yearly) and renew automatically at the end of each period on the same plan unless the Customer cancels before the renewal date.
  • Purchases and payments are processed by Lemon Squeezy, which acts as the reseller and Merchant of Record for our orders. The Lemon Squeezy Buyer Terms apply to the purchase itself. Any sales tax or VAT applicable in the Customer’s country is calculated and shown on the checkout page before confirmation.
  • We may change prices in the future. If we do, we will notify the Customer at least 30 days in advance, and the new price applies from the next renewal.
  • If a renewal payment cannot be collected, we may suspend access to the service until payment is made.
  • Upgrades are available at any time and the price difference may be prorated for the remaining period; downgrades take effect at the next renewal.

6. Cancellation and refunds

The Customer may cancel at any time. The subscription remains active until the end of the paid period and does not renew after that. Payments are non-refundable except as described in our Refund & Cancellation Policy.

7. Customer data

  • All data that the Customer or its Users enter into the Platform (such as employee, payroll, attendance, customer, invoice and quality records) belongs to the Customer.
  • The Customer grants us the right to host and process this data only as needed to provide, support and secure the service. We handle it as a data processor on the Customer’s behalf, as described in our Privacy Policy.
  • The Customer is responsible for the lawfulness of the data it enters and for obtaining any consents or legal bases required from its employees and others to collect and process their data, including location data captured when attendance or field visits are recorded from mobile devices.
  • The Customer can export its data from the Platform’s screens and reports during the subscription. After a subscription ends or is terminated, we keep the data for up to 90 days so the Customer can renew or request a copy, after which we may delete it permanently. The Customer may request earlier deletion. Copies may remain in backups for a limited time until they are routinely overwritten.

8. Acceptable use

The Customer and its Users must not:

  • use the Platform for any unlawful activity or to infringe the rights of others;
  • attempt to access other customers’ data or unauthorized parts of the Platform, or test its vulnerabilities without our written permission;
  • upload malware or abusive content, or overload the service with excessive automated requests;
  • copy, reverse engineer, resell or rent the Platform to a third party without a written agreement with us.

9. Intellectual property

The Platform, its software, design, trademarks and content belong to us or our licensors. A subscription grants only a non-exclusive, non-transferable right to use the Platform during the subscription term. We may use any suggestions or feedback the Customer sends us to improve the service without obligation.

10. Availability and support

We make reasonable efforts to keep the service available, protect data and back it up, but the service may occasionally be interrupted for maintenance or for reasons beyond our control. We do not guarantee a specific uptime unless agreed in writing. Support is provided through the channels listed in Section 16 during regular business days and hours.

11. Accounting, payroll and tax

The Platform is a tool that supports the Customer’s work. Its calculations (such as payroll, social insurance, taxes, leave balances, journal entries and invoices) depend on the settings and data the Customer enters. The Customer is responsible for reviewing the results and ensuring they comply with the laws and regulations that apply to it before approving, paying or submitting them to any authority. Neither the Platform nor our support constitutes legal, tax or accounting advice.

12. Limitation of liability

  • The service is provided “as is” and “as available” to the extent permitted by law.
  • We are not liable for any indirect or consequential damages, such as lost profits, business interruption or loss of reputation.
  • In all cases, our total liability to the Customer will not exceed the amounts the Customer paid us for the service in the twelve months before the event giving rise to the claim.

13. Suspension and termination

We may suspend or terminate a Customer account for breach of these Terms, non-payment, or where required by law, with notice where possible. The Customer may stop using the service at any time by cancelling its subscription. Sections 7, 9, 11, 12 and 15 survive the end of the relationship.

14. Changes to these terms

We may update these Terms from time to time and will publish the updated version on this page with its date. For material changes, we will notify the Customer’s account administrator by email or within the Platform a reasonable time before they take effect. Continued use after that date means acceptance of the updated Terms.

15. Governing law

These Terms are governed by the laws of the Arab Republic of Egypt, and the courts of Cairo have jurisdiction over any dispute arising from them. We will first try to resolve any disagreement amicably.

16. Contact