In short
1. Agreement
Soma360 is owned and operated by Frostwood Limited ("we", "us"). These terms are an agreement between your institution and Frostwood Limited. By registering an institution or using Soma360, you agree to them on behalf of your institution and confirm that you are authorised to do so. If you do not agree, do not use Soma360.
2. The service
Soma360 is online software for running a training institution, including admissions, student records, fees, academics, communication and reporting. The features available depend on your plan, as described on our pricing page or in your quote.
3. Free trial and subscriptions
- New institutions can try Soma360 free for 30 days.
- When a trial ends, or a subscription is no longer active, your team can no longer use Soma360 until the subscription is activated. Your data is kept and is available again once the subscription is active.
- Plans have limits, such as the number of students, staff users and campuses.
- Fees are in Kenya shillings, for the plan and period agreed with you.
- Your first paid subscription comes with a 7-day money-back guarantee. See our Refund Policy for how it works and for billing corrections.
4. Accounts and security
- You are responsible for the people you invite to Soma360 and for the roles you give them.
- Keep passwords and two-factor codes private, and tell us straight away if you suspect an account has been misused.
- People with privileged roles may be required to use two-factor sign-in.
5. Your institution's data
- Your institution owns the data it puts into Soma360.
- You give us permission to store and process that data to provide, secure and support the service, as described in our Privacy Policy.
- You are responsible for having a lawful basis to record the personal data of your students, applicants, guardians and staff, including any consent required under the Data Protection Act, 2019.
- You can export your data at any time, and ask us to delete it when you leave.
6. Acceptable use
You agree not to:
- use Soma360 for anything unlawful;
- send SMS, email or WhatsApp messages to people without a lawful basis, or send spam;
- try to access another institution's data or any part of Soma360 you are not authorised to use;
- interfere with, overload or try to break the security of the service; or
- copy, resell or reverse engineer the software.
7. Services from other providers
Some features work through your institution's own accounts with other providers, such as M-PESA (Safaricom), Africa's Talking, WhatsApp Business (Meta), Paystack, Microsoft or Google sign-in, and video meeting services. Those services are governed by your agreements with those providers, and you are responsible for their charges.
8. Availability and changes
We work to keep Soma360 available and secure, but we cannot promise it will always be uninterrupted or error-free. We may need short maintenance periods. We improve Soma360 over time and may change or replace features. A service level agreement is available on the Enterprise plan by agreement.
9. Suspension and ending the service
- You can stop using Soma360 at any time.
- We may suspend an account that breaches these terms or puts other institutions or the service at risk. Where we can, we will tell you first.
- When the service ends, you can export your data and ask us to delete it.
10. Liability
To the extent permitted by law, Soma360 is provided "as is", and we are not liable for indirect or consequential losses, such as lost profits or lost opportunities, arising from your use of the service. Nothing in these terms limits liability that cannot be limited under Kenyan law.
11. Governing law
These terms are governed by the laws of Kenya.
12. Changes to these terms
We may update these terms. We will show the date of the latest version at the top of this page, and for significant changes we will let account administrators know.
13. Contact
Questions about these terms? Contact us.