Terms of Service

Last updated: 3 November 2026 · Applies to kivquo.com and the Kivquo mobile apps

These terms apply to the Kivquo website and platform. Where an institution has signed an agreement or order form with us, that document takes precedence over anything here.

1. Agreement

By using the Kivquo website or platform, you agree to these terms. If you use Kivquo on behalf of an institution, you confirm that you are authorised to accept these terms and to bind that institution. If you do not agree, do not use the service.

These terms work alongside any signed agreement, order form or data processing agreement between Kivquo and the institution. If there is a conflict, the signed document prevails for that institution.

2. Definitions

• “Platform” means the Kivquo apps, web build, APIs and related services.
• “Institution” means the school, college, university or training organisation that subscribes to or operates Kivquo.
• “User” means anyone who signs in — including administrators, teachers, HODs, principals, accountants, librarians, drivers, placement and admission staff, students and parents.
• “Institution Records” means the data an institution or its users enter into the platform.
• “Payer” means a parent, student or other person who pays fees through the platform.

3. Eligibility and accounts

Accounts are created by an institution administrator, or by Kivquo acting on the institution’s instruction. Users do not create their own institution membership through the public website. The institution decides roles, permissions and which records a user can see.

You must provide accurate information, keep your credentials confidential and not share passwords or one-time codes. You are responsible for activity under your account. Tell your administrator and us promptly if you believe an account has been compromised.

Accounts may be suspended or removed when a user leaves the institution, when access is no longer authorised, or when these terms are breached. Access may also be blocked when an institution’s subscription is inactive or when the platform is under maintenance.

4. Institution responsibilities

The institution is responsible for:

• ensuring it has a lawful basis, and any consent or notice required by law, to process the student, staff and family information it enters;
• providing privacy notices to students, parents, guardians and staff, including where a student is a child;
• keeping records accurate and promptly correcting errors;
• deciding which staff members receive which roles, permissions and access, and removing access when it is no longer needed;
• obtaining consent for placement profiles and résumés to be shared with recruiting companies;
• ensuring transactional email and push notifications are sent only to people who may lawfully receive them;
• complying with education, employment, tax, payroll, transport and data-protection laws that apply to it;
• keeping its own backups or exports where its policies require them.

The institution must not use Kivquo as the only copy of records it is legally required to preserve.

5. Acceptable use

You must not:

• use Kivquo for unlawful purposes or to store unlawful content;
• access, attempt to access or disclose systems, accounts or records you are not authorised to use;
• send unsolicited bulk email, marketing email or purchased-list email through the platform;
• upload malware, phishing content or material that infringes another person’s rights;
• scrape, harvest or bulk-export records except through features the institution has authorised;
• interfere with the availability, integrity or security of the service;
• reverse engineer, decompile or resell the service except as permitted by your agreement or by law;
• test security or penetration without our prior written permission. If you believe you have found a vulnerability, report it to us instead of exploiting it.

We may suspend access and preserve logs where we reasonably believe these rules have been broken, or where needed to protect users, an institution or the service.

6. Ownership and licence

The institution owns the Institution Records it enters. Kivquo owns the software, design, documentation and underlying technology. Kivquo grants the institution a limited, non-exclusive, non-transferable right to use the platform during the subscription, for its internal educational and administrative purposes.

The institution grants Kivquo a licence to host, copy, transmit, display and process Institution Records as needed to provide the service, to support the institution and to meet legal obligations. This licence ends when the records are deleted, subject to backups and legal retention.

7. Student and children’s data

The institution is the data fiduciary for student records. It is responsible for notices, verifiable parental or guardian consent where required, and decisions about a child’s records. Kivquo processes those records only on the institution’s instructions.

Parents and guardians should raise access, correction or deletion requests with the institution. The institution can then instruct Kivquo. Kivquo does not knowingly create student accounts directly with children through this website.

8. Fees, payments and refunds

When online fee payment is enabled, the institution connects its own gateway account. The institution receives the fee; Kivquo does not hold, settle or take title to fee money. The payment gateway processes the payment instrument and handles card, UPI, netbanking and wallet details under its own terms and PCI-DSS obligations.

The institution is responsible for the amount, due date, receipt, reconciliation and refund policy for its fees. Refunds are initiated by the institution through the platform and processed by the gateway. Kivquo is not a party to the underlying fee obligation between the institution and the payer and is not responsible for disputes about admission, attendance, transport or fee liability.

The institution must keep its gateway credentials accurate and secure. Kivquo encrypts gateway secrets at rest and never returns them through the API, but the institution remains responsible for its own gateway account and compliance.

9. Payroll, library and financial records

Payroll features record salary schedules and payment records; they do not disburse salaries or file statutory returns. The institution remains responsible for salary payments, deductions, tax, provident fund and other employment obligations.

Library fines are recorded and collected by institution staff through the methods the institution supports. Kivquo records the transaction but does not collect or hold the money.

Expense, fee and payroll records are administrative tools. They are not a substitute for the institution’s statutory books, audited accounts or professional advice.

10. Transport and location features

Bus tracking relies on a driver device broadcasting its location during an active trip. It is an operational aid for staff and families. It is not a safety-certified, emergency or law-enforcement service, and Kivquo does not guarantee continuous or accurate location. Coverage depends on the device, GPS, network, battery and permissions.

The institution is responsible for telling drivers and families how location is used, for obtaining any consent required, and for using the feature lawfully. Drivers must not interact with the app while driving.

11. Communications

Kivquo sends transactional email and push notifications — for example verification codes, password resets, receipts and institution announcements. Institutions must use these features only for their intended purpose and must not send marketing or bulk unsolicited messages through the platform. Users can manage push notifications in the app or in device settings.

12. Placement

Placement features let an institution publish drives and let students apply. When a student applies, the student authorises the institution and Kivquo to share the profile snapshot and résumé with the recruiting company for that application. The institution and the student are responsible for the accuracy of the profile.

Kivquo is not a recruitment agency, does not guarantee interviews, offers or employment, and is not responsible for a recruiter’s decisions or use of an application.

13. Third-party services

The platform relies on third-party providers for hosting, authentication, file storage, email delivery, payments, maps, push notifications, app updates, crash diagnostics and the managed database. Their services are governed by their own terms. Kivquo is not responsible for outages or acts of a provider outside our reasonable control, but we choose providers with appropriate security commitments and remain responsible for our own obligations to the institution.

14. Availability, maintenance and support

We aim to keep the service available and to fix issues promptly using commercially reasonable efforts. Planned maintenance, provider outages, network failures and events outside our control may affect availability. Unless a signed agreement says otherwise, the service is provided without a specific uptime guarantee or service-level credit.

Support is provided through the contact channel agreed with the institution. The website’s contact address is for enquiries and is not an emergency channel.

15. Subscription fees

Fees, billing periods, user limits and included services for the Kivquo platform are set out in the agreement or order form between Kivquo and the institution. This website does not itself create a paid subscription. Amounts payable by parents or students to an institution are separate and are not Kivquo subscription fees.

16. Intellectual property

Kivquo and its licensors own all rights in the platform, including software, source code, design, trademarks, text and graphics. These terms do not transfer any ownership to a user or institution. The institution may use Kivquo’s name and logo only as agreed for identifying the service.

17. Confidentiality

Each party will keep the other’s confidential information confidential and use it only to perform under the agreement, except where disclosure is required by law or authorised in writing. Institution Records are confidential information of the institution.

18. Privacy

Our Privacy Policy explains what information is processed, why, who it is shared with and how rights can be exercised. It forms part of these terms.

19. Disclaimers

To the extent permitted by law, the platform is provided “as is” and “as available”. Kivquo does not warrant that every feature will be uninterrupted or error-free, or that the platform will meet every statutory or accreditation requirement of an institution. The institution is responsible for verifying reports, receipts, attendance, payroll and other outputs before relying on them.

Counselling, health, payroll, transport and placement records are administrative tools. Kivquo does not provide medical, psychological, legal, tax, recruitment or safety advice.

20. Limitation of liability

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential losses, loss of profits, loss of goodwill, or loss of data arising from use of or inability to use the service. Kivquo’s aggregate liability arising out of or relating to the service is limited to the fees paid to Kivquo for that service in the twelve months before the event giving rise to the claim.

Nothing in these terms limits liability for fraud, wilful misconduct, death or personal injury caused by negligence, or any liability that cannot be limited or excluded by law.

21. Indemnity

The institution will indemnify Kivquo against third-party claims arising from Institution Records, the institution’s failure to obtain required consents or notices, its breach of these terms, or its unlawful use of the platform, except to the extent the claim is caused by Kivquo’s own negligence or wilful misconduct.

22. Termination and data export

Either party may end the agreement as set out in the applicable order form or agreement. Access may be suspended for non-payment, breach of these terms, or a legal or security requirement.

On termination, the institution may export its records during the agreed window. After that, records may be deleted in line with the Privacy Policy, except where a longer period is required by law or needed to resolve a dispute. Kivquo may keep limited logs and backup copies for their normal retention period.

23. Changes to these terms

We may update these terms as the product or law changes. We will revise the date at the top of this page and, for material changes, notify institutions directly or through the platform. Continued use after a change means the updated terms apply.

24. Governing law and disputes

These terms are governed by the laws of India. Subject to any dispute-resolution process in a signed agreement, disputes are subject to the exclusive jurisdiction of the courts having jurisdiction over Kivquo’s principal place of business in India. Before starting proceedings, the parties will try in good faith to resolve the dispute through discussion.

25. General

• Entire agreement. These terms and any signed agreement form the entire agreement between the parties on this subject.
• Severability. If a provision is found unenforceable, the rest remains in effect.
• No waiver. A failure to enforce a provision is not a waiver of it.
• Assignment. Neither party may assign the agreement without the other’s consent, except to a successor in a merger or sale of substantially all assets.
• Force majeure. Neither party is liable for delay caused by events beyond its reasonable control.
• Notices. Legal notices to Kivquo must be sent to the contact address below.
• Survival. Provisions that by their nature should survive termination — including ownership, confidentiality, liability and governing law — survive.

26. Contact