Terms of Service

These terms are an agreement between REATECH Technologies (“REATECH”, “we”), a company registered in Kenya, and the Rotary or Rotaract club that registers to use Rotary Management System (“the club”, “you”).

The person who registers the club confirms that they are an officer of the club and are authorised to accept these terms on its behalf. The club stays responsible for its account even when its officers change at the end of a Rotary year.

These terms work together with the Data Processing Agreement, which covers the personal data of the club’s members, and the Privacy Notice.

Rotary Management System is an online system for running a club: its members, meetings and attendance, dues and payments, Foundation giving, service projects, events, communications and reports. Each club gets its own workspace and web address.

We are independent of Rotary International. Rotary Management System is not made, approved or endorsed by Rotary International or The Rotary Foundation, and Rotary marks belong to Rotary International.

• The information given when registering must be true and kept up to date, including the club’s name, Rotary district and contact details.
• We review new clubs before their workspace opens. We may ask for proof that the club exists and that the person registering it holds office, for example by contacting the district.
• We may decline a registration, for example if a club is already registered or cannot be confirmed. We will say why.
• A club has one workspace. The web address is based on the club’s name and cannot be changed by the club.

• Each person signs in with their own account. Accounts must not be shared.
• Club admins decide who joins the club’s workspace and what they can see. The club is responsible for what its users do in its workspace.
• Tell us straight away at [email protected] if you think an account has been misused.
• We may require stronger sign-in, such as two-step sign-in, for accounts that can see money or personal data.

The club must not use the service to:

• break any law of Kenya or of the country where the club meets, including the Data Protection Act 2019;
• send messages that members have not agreed to receive, or that are misleading or abusive;
• store information it has no lawful reason to hold, or information about people who are not connected to the club;
• try to reach another club’s data, test or disrupt the security of the service, or copy the software.

Dues and donations paid through the service go straight to the club’s own M-Pesa paybill or payment account. REATECH never holds club money and is not a party to payments between a club and its members.

The club is responsible for its payment accounts, its receipts and its accounting. Payment providers such as Safaricom and Paystack have their own terms, which the club accepts when it connects them.

The service is offered on a subscription. The plan, price and billing period are shown before the club is asked to pay, and prices are in Kenya shillings unless stated otherwise. Fees already paid are not refundable for the current period, except where the law requires it.

We will give at least 30 days’ notice of any price change, which applies from the next billing period.

The club owns the information it puts into its workspace. For members’ personal data, the club is the data controller and REATECH is its data processor, as set out in the Data Processing Agreement.

The club can export its data at any time. If the club leaves, it can export its data for 30 days, after which we delete it as described in that agreement.

We aim to keep the service available at all times, apart from planned maintenance, which we announce in advance where we can. We back up data every day. Support is available by email at [email protected] on working days in Kenya.

• The club can stop using the service at any time by telling us in writing.
• We may suspend a workspace if fees are unpaid for more than 30 days after a reminder, if these terms are seriously broken, or to protect the service or other clubs. Suspension closes the club’s site and sign-in but deletes nothing.
• We tell the club before suspending, unless there is an urgent security or legal reason not to.
• Either side may end the agreement with 30 days’ written notice.

We provide the service with reasonable skill and care. Nothing in these terms limits liability that cannot be limited by Kenyan law. Otherwise, REATECH is not liable for indirect losses, and our total liability in any 12 months is limited to the fees the club paid in that period.

We may update these terms. For material changes we will email the club’s admins at least 30 days before they take effect. Each club’s record shows the version it accepted.

These terms are governed by the laws of Kenya. We will first try to settle any dispute by talking. If that fails, the courts of Kenya have jurisdiction.

REATECH Technologies, Nairobi, Kenya. Email [email protected].