Terms of service

1. The agreement

1. These terms are between Ardent Africa Foundation LBG (“Ardent”, “we”, “us”), a company limited by guarantee registered in Ghana, and the organisation named on the Agoo account (“you”, the “customer”).
2. The person who accepts these terms confirms that they are authorised to bind the organisation. Agoo is for organisations, not for personal or household use.
3. The agreement is made up of these terms; the data processing agreement (DPA); the acceptable use policy; the plan you choose, as described on our pricing page when you buy it; and any order form or quote we both sign. If they conflict, an order form takes priority, then the DPA on matters of personal data, then these terms, then the other documents.
4. You accept these terms by creating an account, by signing or accepting an order form, or by using Agoo. Accepting them electronically is as binding as signing on paper, as Ghana’s Electronic Transactions Act, 2008 (Act 772) recognises.
5. Your administrators, staff and anyone else you let use Agoo (“users”) use it on your behalf. You are responsible for their use, and they must follow these terms and the acceptable use policy.

2. Agoo and early access

1. Agoo provides visitor management, appointment booking, staff attendance and QR codes through web consoles, native apps for kiosks and staff, visitor pages, QR code links, messaging channels and developer tools (the “service”).
2. Agoo is in early access and is being released in stages. Our documentation at docs.agoo.ardent.africa marks each feature as available, early access, preview or planned. A feature marked planned is not part of what you are buying until it is released, and we don’t promise a release date unless we agree one in writing.
3. Our pricing page decides what each plan includes. Some extras, such as a white-label mobile app, are provided on request at a price we agree with your organisation.
4. We improve Agoo continually and may change how features work. We won’t materially reduce the core features of a plan you have paid for during the period you have paid for. If we must (for example, because the law or a provider requires it), we will tell you in advance and offer a fair alternative or a pro-rata refund of the affected fees.

3. Accounts and security

1. Each organisation has one Owner, who manages billing, ownership and closing the organisation. Keep your account details accurate.
2. Keep sign-in details, API keys and kiosk pairing codes secure. Use two-step verification for everyone with administrator access; we may require it.
3. You are responsible for activity under your account and on your paired devices, and for the physical security of your kiosks and phones. Unpair lost or stolen devices and deactivate people who leave.
4. Tell us promptly at agoo@ardentafrica.com if you suspect unauthorised access. We may suspend sign-in details, keys or devices we reasonably believe are compromised, and will tell you when we do.

4. Plans, the free plan and the trial

1. Plans differ in their limits (such as sites, kiosks, visitors, staff on attendance and tracked QR codes), monthly allowances of messages and AI credits, and features, as shown on the pricing page. Extra capacity and add-ons, such as QR packs, are available as listed there.
2. The Free plan costs nothing and has the limits shown on the pricing page. We may change those limits with 30 days’ notice.
3. New organisations can try Growth free for 14 days, with no card. When the trial ends, you choose a plan; if you don’t, your organisation moves to the Free plan. Your data is kept.
4. If you regularly exceed a limit, we will ask you to move to a plan that fits or add capacity. We won’t cut off check-in at the door because a monthly limit has been reached without first telling you.

5. Fees, taxes and payment

1. Prices are in Ghana cedis (GH₵) and exclude VAT. We add VAT and the levies charged with it (currently 15% VAT, 2.5% NHIL and 2.5% GETFund, 20% in total) and any other applicable taxes at the rates in force, and show them on your invoice.
2. If the law requires you to withhold tax from a payment to us, you may do so if you give us the withholding tax certificate promptly. The amount withheld then counts as paid.
3. Plans are paid in advance, monthly or annually (or termly where we offer it). Card payments renew automatically until you cancel. Mobile Money can’t be debited automatically, so before each renewal we send a payment link to approve on your phone. Invoiced customers pay by bank transfer, or against a purchase order, within the period stated on the invoice (14 days, 30 with a purchase order, or, for a renewal, by its renewal date). Any other invoice still unpaid 14 days after it was due (60 days with a purchase order) is cancelled; ask us for a new one if you still want it. A plan change for a fresh period at full price, paid by invoice after your plan or paid period has changed, starts on the day we receive the payment, for the length of the period the invoice states; a longer period already paid on the same plan is kept, and unused days of a different plan are credited to you. Any other invoice paid after such a change grants nothing, and we refund the payment or apply it with your agreement. If a renewal stays unpaid for 14 days after it was due, your organisation moves to the Free plan with its data kept, as in clause 7.
4. Card and Mobile Money payments are processed by Paystack, whose own terms apply to the payment. We never receive or store your full card number or Mobile Money PIN.
5. Upgrades take effect when paid for. Mid-period you choose how: the new plan starts at once and you pay the difference for the days left, keeping your renewal date; or a new period starts that day and the unused days of your old plan are credited on the invoice. If you move to a lower plan, from annual to monthly billing, or cancel, your current plan continues to the end of the period you have paid for.
6. We may change prices with at least 30 days’ notice. A change applies from your next renewal, never to a period you have already paid for.
7. Only one discount or offer applies at a time: a coupon never combines with an offer, and the larger discount applies. Offers are applied for in Billing and apply from the next invoice once we approve them. Fees already paid are not refundable, except as these terms say or where the law requires.

6. The wallet and credits

1. Your organisation’s wallet holds prepaid credit, in cedis, that pays for SMS, WhatsApp messages and AI credits beyond your plan’s monthly allowance, at the prices on the pricing page. Your monthly allowance is always used first.
2. Wallet credit is prepaid credit for Agoo services only. It is not a bank account, deposit or electronic money, earns no interest, can’t be transferred to another organisation, and can’t be exchanged for cash except as set out below.
3. Top-ups, and SMS bundles and AI packs bought with them, can be used for 12 months from the date of purchase. Anything unused after 12 months expires. Monthly allowances have no cash value and don’t carry over to the next month.
4. Top-ups are subject to applicable taxes, shown on the receipt. You can top up by Mobile Money or card.
5. Refunds. If you top up by mistake, tell us within 14 days and we will refund any of that top-up you haven’t used. If we end the agreement for any reason other than your breach, or stop offering Agoo, we refund your unused, unexpired purchased credit. Otherwise wallet credit is not refundable, except where the law requires.
6. Messages beyond your allowance need credit in the wallet. When it runs out, Agoo sends by the channels your settings allow (such as email and push). We are not responsible for messages that weren’t sent because the wallet was empty.

7. If a payment is late

We remind you before we limit anything, and Agoo never locks you out of your data.

• 3 days before renewal, and on renewal day: a reminder, with a payment link for Mobile Money.
• 3 and 7 days after renewal: further reminders.
• 14 days after renewal: your organisation moves to the Free plan. Your data is kept, features above the Free plan become read-only, and you can pay to return to your plan at any time.

Invoiced customers follow the payment terms on their order form or invoice. We don’t charge interest on late payments.

8. Cancelling, and deleting your organisation

1. The Owner can cancel a paid plan at any time in Console → Billing. Your plan continues to the end of the period you have paid for. Your organisation then moves to the Free plan and your data is kept, as it is after non-payment. We don’t refund the rest of a period you have paid for, except as these terms say.
2. Moving to a lower plan, including the Free plan, never deletes data by itself. The new plan’s history limit decides what the console, exports and the API’s lists show; older records are kept, hidden, and come back when you move to a plan with a longer history. Your retention settings stay as they are. Features above the new plan become read-only, and you can move to a higher plan at any time. Tracked QR codes you have already made keep working after any plan change, after cancelling and if you have more than the new plan includes; you can make new ones once you are within it. On every plan, including the Free plan, an Owner or Admin can request a full export of the organisation from the console, including records hidden by the plan, which they download from the console for 7 days.
3. Separately, the Owner can ask us to delete the whole organisation, from the console or in writing. We confirm the request with the Owner, then delete the organisation and its data within 30 days. We keep only what the law requires us to keep, such as invoices and tax records, and a record that the deletion took place. Copies in backups expire on their normal cycle, as the DPA describes.
4. Deletion is permanent. Export anything you need first: a full export, including records hidden by your plan, is always available in the console before you ask for deletion, and lists can also be read through the API on plans that include it.
5. An order form with a fixed term or minimum commitment may set different cancellation terms, and then those apply.

9. Your data

1. Everything your organisation and its users put into Agoo, and everything Agoo records for you, such as visits and attendance (“customer data”), belongs to you.
2. You give us permission to host, copy, process, transmit and display customer data only as needed to provide, secure and support Agoo for you, as the DPA describes and as you instruct through your settings. This permission ends when the data is deleted.
3. We don’t sell customer data, use it for marketing, or use it to train AI models. We may use usage statistics that don’t identify you or any person, such as how often a feature is used, to run and improve Agoo.
4. For personal data in customer data, you are the controller and we are your processor. The DPA sets out our obligations and forms part of these terms.

10. Your responsibilities for personal data

As controller of the data you keep in Agoo, you are responsible for:

• having a lawful basis under Act 843 (and any other law that applies) for what you collect and how you use it;
• registering with Ghana’s Data Protection Commission as a data controller, as Act 843 requires;
• giving visitors and staff a clear privacy notice, at the door and before check-in, and adding your Data Protection Commission registration number in the console so Agoo can show it;
• collecting only what you need, especially ID details, and setting retention periods that are no longer than you need;
• for face clock-in, selfies and location at clock-in, choosing and recording your legal basis under Act 843, publishing a clear notice to your staff before you turn them on, completing a data protection impact assessment, and, where you rely on consent, respecting an employee’s refusal or withdrawal;
• meeting the conditions for special personal data and data about children, including parental consent where it is needed, if you use Agoo in a school, church, hospital or similar setting;
• telling staff how attendance data, including location checks for mobile clock-in, is collected and used;
• keeping watchlist entries specific, lawful, time-limited and free of discrimination;
• answering requests from people about their data, with the tools Agoo provides;
• having consent where the law requires it before sending marketing or broadcast messages through Agoo.

11. Acceptable use

You must use Agoo lawfully and in line with our acceptable use policy. In short: don’t use Agoo to harass, track or discriminate against anyone, to send spam, to break the law or other people’s rights, or to attack or overload Agoo or reach other organisations’ data.

12. API, webhooks and developer tools

1. The Agoo API, webhooks, OAuth apps, MCP server and software development kits are in preview or planned, as marked in our documentation. While in preview they may change, and we will announce changes in the developer changelog in advance where practical.
2. Once a version of the API is generally available, we will make breaking changes only in a new major version, and keep the previous version running for at least 12 months after announcing its replacement.
3. Plans decide access: webhooks from Growth, the full API, OAuth apps and MCP from Pro, and higher limits on Enterprise. Test mode is available on every plan and sends no messages and incurs no charges.
4. Keep secret keys confidential and server-side, give each key only the scopes it needs, and rotate keys you think are exposed. Keep within the published rate limits. We may throttle or suspend a key or app that threatens the security or stability of Agoo, and will tell you when we do.
5. Apps, assistants and systems you connect to Agoo act for you. Data they receive is governed by your agreement with their provider, not by ours, and you are responsible for them. An administrator must approve each OAuth app for your organisation.
6. Software packages we publish may come with their own licence, which applies to that code.

13. Third-party services

1. Agoo relies on other services to deliver some features: mobile networks and SMS providers, WhatsApp (Meta), email providers, Google and Microsoft calendars and sign-in, Paystack and the app stores. We choose and manage our own providers carefully, but we don’t control those networks and platforms, and they may change or stop their services.
2. If you turn on WhatsApp, calendars, single sign-on or another integration, you must follow that provider’s terms and policies that apply to you, such as WhatsApp’s business messaging policies. SMS sender IDs are subject to approval by the provider.
3. We can’t guarantee that every message will be delivered: numbers may be wrong, phones off, or networks unavailable. Agoo tracks delivery, retries and falls back to other channels where you have set that up.

14. Agoo AI

1. Agoo AI features are optional and stay off until an administrator turns them on. They use AI credits from your allowance or wallet.
2. AI can be wrong. Check its answers, extracted ID details and digitised logbook entries before you rely on them. Agoo shows the records behind each answer and asks a person to confirm extracted details before they are saved.
3. Don’t use AI output as the only basis for a decision that significantly affects a person. Agoo AI never denies entry, adds anyone to a watchlist or approves a visit by itself.
4. AI features process data as described in our privacy notice and the DPA. Customer data is never used to train AI models.

15. Hardware and services

1. Kiosk kits, badge printers, attendance terminals and other hardware are sold for a one-off price, and setup or training services are supplied, under a written quote, which sets out the price (excluding VAT) and delivery. We don’t offer hardware rental, financing or 24-month plans yet; if we do, they will be on separate written terms.
2. Hardware you buy becomes yours when it is paid for in full. Risk passes to you on delivery. Check it on delivery and tell us about any damage or missing items within 7 days.
3. Hardware comes with the manufacturer’s warranty, which we will help you use. Any rights you have under the law that can’t be excluded are not affected.
4. You can use Agoo on your own compatible devices; we don’t give warranties for devices we didn’t supply.

16. Availability and support

1. We work to keep Agoo available at all times and schedule maintenance for quiet hours, with notice where practical. The kiosk and staff apps are designed to keep working offline and sync when the connection returns.
2. Except where an Enterprise order form includes an uptime commitment (99.9%, with service credits set out in that order form), we don’t guarantee a level of availability.
3. Support channels and response times for each plan are shown on the pricing page. They are targets that we work to meet, not guarantees, unless an order form says otherwise.
4. Agoo supports your front-door, safety and attendance procedures but does not replace them. It is not an emergency service: in an emergency, call the emergency services.

17. Suspension

We may suspend all or part of your access if it is reasonably necessary to deal with a serious breach of the acceptable use policy, a security threat to Agoo or other customers, or a legal requirement. We will suspend only as much as needed, tell you beforehand where practical and otherwise promptly, and restore access once the problem is resolved. Late payment leads to a move to the Free plan (section 7), not suspension.

18. Ending the agreement

1. You can end the agreement at any time by asking us to delete your organisation (section 8).
2. Either of us may end the agreement by written notice if the other seriously breaches it and doesn’t put the breach right within 30 days of being told about it.
3. We may end the agreement immediately if you use Agoo for serious unlawful activity, or repeatedly or seriously breach the acceptable use policy.
4. We may end the agreement for any other reason, including if we stop offering Agoo, by giving at least 90 days’ notice. We then refund fees you have paid for the period after it ends and your unused, unexpired wallet credit.
5. If we end the agreement, you can export your data for 30 days afterwards, including a full export with records hidden by your plan, unless the law prevents it. We then delete your data within a further 30 days, except what the law requires us to keep.
6. Sections that by their nature should continue, such as fees owed, confidentiality, liability and disputes, survive the end of the agreement.

19. Confidentiality

Each of us will keep the other’s confidential information confidential, use it only for this agreement, and share it only with people who need it and are bound to keep it confidential. This doesn’t apply to information that is public through no fault of the recipient, that the recipient already had or developed independently, or that it received lawfully from someone else. Either of us may disclose confidential information if the law requires, after telling the other where allowed. This lasts for five years after the agreement ends, and for as long as we hold customer data in its case.

20. Intellectual property and feedback

1. Ardent owns Agoo, including its software, designs, documentation and the Agoo name and brand. While your subscription lasts, we give you a non-exclusive, non-transferable right for your users to use Agoo for your organisation’s own purposes, under these terms.
2. You must not copy, resell or sublicense Agoo without our written agreement, or reverse engineer it except as the law allows.
3. You give us permission to display your name, logo and branding inside your own Agoo pages, kiosks, passes and messages. We won’t name you as a customer publicly without your permission.
4. Agoo shows a small “Powered by Agoo” credit on your pages and kiosks, except on plans and add-ons that remove it.
5. If you send us ideas or feedback, we may use them freely, without any obligation to you.

21. Promises and disclaimers

1. Each of us promises that it has the authority to enter into this agreement.
2. We promise to provide Agoo with reasonable skill and care, and that the features marked available will work materially as our documentation describes. If they don’t, tell us; we will fix the problem or, if we can’t within a reasonable time, you may end the affected service and we will refund fees you have paid for the period after that.
3. Features in early access or preview, the Free plan and trials are provided as they are, and may change or have errors. Except as these terms say, and as far as the law allows, we don’t give other promises, such as that Agoo will be uninterrupted or error-free or will meet needs you haven’t told us about.

22. Limits on liability

1. Nothing in this agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow to be limited.
2. Neither of us is liable for indirect or consequential loss, or for loss of profits, revenue, business or goodwill, even if it was foreseeable.
3. Each party’s total liability arising from or in connection with this agreement in any 12-month period is limited to the greater of the fees you paid us for Agoo in the 12 months before the event giving rise to the claim, and GH₵1,000.
4. The limit in point 3 doesn’t apply to your obligation to pay fees you owe.
5. An Enterprise order form may agree different limits.

23. Claims by others

1. If someone claims that Agoo, as we provide it, infringes their intellectual property rights, we will defend you and pay damages and costs finally awarded against you. This doesn’t cover claims caused by your data, by your changes to Agoo, or by combining it with things we didn’t supply. If such a claim is made, we may change Agoo so it no longer infringes, get you the right to keep using it, or end the affected service and refund fees you paid for the period after that.
2. If someone claims against us because of data you collected or used unlawfully through Agoo, or your use of Agoo in breach of the law or the acceptable use policy, you will defend us and pay damages and costs finally awarded against us.
3. These promises apply if the party claiming them tells the other promptly, lets it control the defence and settlement (without admitting fault for the other without consent), and gives reasonable help.

24. Changes to these terms

We may update these terms as Agoo and the law change. If a change materially disadvantages you, we will tell your organisation’s Owners by email or in the console at least 30 days before it takes effect. If you don’t accept it, you can cancel before it takes effect and we will refund fees you have paid for the period after that date. Other changes take effect when we publish them here. We won’t change a signed order form without your agreement.

25. Governing law and disputes

1. This agreement is governed by the laws of the Republic of Ghana.
2. If a dispute arises, either of us may send the other written notice of it, and senior people from each side will try in good faith to resolve it within 30 days.
3. If that doesn’t resolve it, either of us may refer it to mediation under the Alternative Dispute Resolution Act, 2010 (Act 798). If it isn’t resolved within 30 days of the mediator being appointed, either of us may refer it to arbitration under that Act, before a single arbitrator, in Accra, in English. The arbitrator’s award is final and binding.
4. Either of us may still ask the courts of Ghana for urgent relief, such as an injunction, or to recover fees that are due and not disputed.

26. Notices

We send notices to your organisation’s Owners by email or in the console. Send notices to us by email or post using the details below. An email notice is received when sent, unless the sender is told it wasn’t delivered.

27. General

1. Neither of us is liable for delay or failure caused by events beyond its reasonable control, such as power or network failures, natural disasters, civil unrest or government action. Agoo’s offline design reduces the effect of local power and network cuts but can’t remove it.
2. You may transfer this agreement only with our written consent, which we won’t unreasonably withhold. We may transfer it to a successor of the Agoo business, and will tell you if we do.
3. This agreement is the whole agreement between us about Agoo and replaces earlier discussions. If any part is found invalid, the rest continues. Not enforcing a right straight away doesn’t waive it.
4. Nothing in this agreement creates a partnership or employment relationship, and no one else has rights under it.
5. This agreement is written in English, and electronic records and signatures are valid for every part of it.