01Acceptance of Terms
By creating an account, accessing, or otherwise using KopoTeam or the Kopo Mail mobile application, you agree to be legally bound by these Terms of Service ("Terms") and our Privacy Policy, which is incorporated herein by reference.
If you are accessing the Services on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms. If you do not agree, you must not use the Services.
02Description of Services
2.1 KopoTeam
KopoTeam is an enterprise employee management platform accessible via the web portal. It provides employees, managers, and HR administrators with tools for:
- Employee directory and organisation chart
- Leave and attendance management
- Performance reviews and goal tracking (OKRs)
- Payslip viewing and payroll records
- Expense submission and approval
- Learning and development course tracking
- Company announcements, policies, and employee handbook
- Employee surveys and peer recognition
- IT help desk ticket management
- Company calendar and events
- Onboarding and offboarding checklists
- AI-powered HR Assistant
2.2 Kopo Mail
Kopo Mail is the official iOS and Android mobile application that provides employees with mobile access to their KopoTeam workspace, including workplace email communications and core portal features.
03Eligibility & Accounts
3.1 Eligibility
Access to the Services is provided exclusively to current employees, contractors, or authorised personnel of an organisation that has an active KopoTeam corporate account. Personal accounts are not supported. You must be at least 18 years of age to use the Services.
3.2 Account Creation
Accounts are provisioned by your employer's HR or System Administrator. Self-registration may be available at your organisation's discretion. All new accounts are subject to admin approval before access is granted.
3.3 Account Security
You are responsible for maintaining the confidentiality of your credentials and for all activities that occur under your account. You must:
- Use a strong, unique password and not share it with others
- Log out of shared or public devices after each session
- Notify your HR Administrator immediately if you suspect unauthorised access
- Not allow others to use your account
3.4 Account Roles
Access within the platform is governed by your assigned role:
- Employee: Standard access to personal features and company resources
- Manager: Additional ability to view and approve leave, expenses, and performance data for direct reports
- HR Admin: Expanded administrative access for HR functions
- System Admin: Full platform access including user management and analytics
04Employer Relationship
KopoTeam and Kopo Mail are tools deployed by your employer for workforce management. Your employer is the administrator of your corporate account and retains the following rights:
- Your employer may monitor, access, and export data related to your use of the Services in accordance with applicable employment law and your employment contract
- HR and Admin staff may view your submitted data — leave requests, expenses, performance reviews — as required for employment administration
- Payslip and compensation data entered by your employer is the employer's responsibility for accuracy
- Your employer may revoke your access at any time, including upon termination of employment
We are not a party to the employment relationship between you and your employer and do not make employment decisions on your employer's behalf.
05Acceptable Use
You agree to use the Services only for lawful, work-related purposes and in accordance with:
- These Terms and any policies published within the portal
- Your employer's internal policies and employee handbook
- Applicable local, national, and international laws and regulations
You further agree to:
- Provide accurate and truthful information in all submissions — leave requests, expense reports, surveys, and similar
- Use the employee directory and org chart only for legitimate work purposes
- Treat colleagues with respect in recognition posts, survey responses, and all communications
- Report suspected security vulnerabilities or data breaches promptly
- Use the AI HR Assistant only for work-related HR queries
06Prohibited Conduct
You must not:
- Use the Services to harass, intimidate, or discriminate against colleagues
- Submit fraudulent expense reports, falsified leave requests, or inaccurate timesheets
- Attempt to access accounts, data, or portal areas you are not authorised to access
- Reverse engineer, decompile, or attempt to extract the source code of any part of the Services
- Upload malware, viruses, or malicious code to the document center or any upload feature
- Scrape, harvest, or systematically extract data from the Services by automated means
- Use the Services to transmit spam, phishing communications, or unsolicited mass messages
- Circumvent, disable, or interfere with security features including authentication mechanisms
- Share your credentials or create accounts on behalf of others without authorisation
- Use the AI HR Assistant for any unlawful, abusive, or off-platform purpose
- Impersonate another employee or misrepresent your identity or role
- Use the Services in any manner that could disable, overburden, or impair our infrastructure
07Data Ownership
7.1 Employer Data
All data submitted to KopoTeam in connection with an organisation's deployment — employee records, payroll data, policies, documents, announcements — is owned by the employing organisation ("Customer Data"). We process Customer Data as a data processor acting on the organisation's instructions.
7.2 User-Generated Content
Content you create within the Services — recognition posts, helpdesk tickets, goal descriptions, survey responses, handbook contributions — remains associated with your account and is subject to your employer's data ownership rights under their corporate account agreement with us.
7.3 Personal Profile Data
Information you voluntarily add to your personal profile — phone number, bio, photo — is your personal data. You may update or remove it at any time via the Profile page, subject to any minimum data requirements for your role.
08Intellectual Property
The Services — including all software, interfaces, designs, logos, trademarks, and content we create — are owned by us and protected by intellectual property laws. These Terms do not grant you any ownership interest in the Services.
"KopoTeam" and "Kopo Mail" are our trademarks. You may not use them without our prior written consent.
Documents, policies, and training materials uploaded by your organisation remain the intellectual property of your employer unless otherwise agreed.
09Kopo Mail Mobile App
9.1 Licence
Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to install and use Kopo Mail on a mobile device you own or control, solely for work-related purposes in connection with your employment.
9.2 App Store Terms
Your download and use of Kopo Mail from the Apple App Store or Google Play Store is also subject to the applicable store's terms of service. In the event of any conflict, these Terms govern the relationship between you and us; app store terms govern the relationship between you and the store provider.
Apple Inc. and Google LLC are not parties to these Terms, are not responsible for the Services, and have no obligation to provide support for Kopo Mail.
9.3 Updates
We may release updates to Kopo Mail from time to time. Continued use after an update constitutes acceptance of any changed terms accompanying that update. We recommend enabling automatic updates to receive the latest security patches.
9.4 Offline Use
Kopo Mail requires an active internet connection to function. Certain features may be unavailable in poor network conditions. We are not liable for features unavailable due to connectivity issues outside our control.
10AI HR Assistant
The AI HR Assistant is powered by a third-party large language model and is provided as an informational tool only. By using it you acknowledge that:
- Responses are AI-generated and may be inaccurate, incomplete, or outdated
- The Assistant does not provide legal, medical, financial, or professional advice
- You should verify important information with your HR department or a qualified professional
- We are not liable for decisions made based on Assistant responses
- You must not input passwords, confidential personal data, or sensitive financial information into the Assistant
- Conversation logs may be reviewed by our team for safety, quality, and compliance purposes
11Service Availability
We aim to provide reliable, high-availability Services but do not guarantee uninterrupted access. The Services may be temporarily unavailable due to:
- Scheduled maintenance — we will endeavour to provide advance notice
- Unplanned outages or technical issues
- Disruptions to third-party services we depend on
- Events outside our reasonable control (force majeure)
We reserve the right to modify, suspend, or discontinue any feature or the Services in whole at any time with reasonable notice where practicable.
12Disclaimers
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE ERROR-FREE, SECURE, OR UNINTERRUPTED.
PAYSLIP AND PAYROLL DATA DISPLAYED IN KOPOTEAM REFLECTS INFORMATION PROVIDED BY YOUR EMPLOYER. WE ARE NOT RESPONSIBLE FOR THE ACCURACY OF PAYROLL CALCULATIONS OR COMPLIANCE WITH TAX OBLIGATIONS — THOSE RESPONSIBILITIES REST WITH YOUR EMPLOYER.
13Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE, OUR OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES — INCLUDING LOSS OF DATA, LOSS OF PROFITS, LOSS OF GOODWILL, OR BUSINESS INTERRUPTION — ARISING FROM YOUR USE OF OR INABILITY TO USE THE SERVICES.
IN NO EVENT SHALL OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS EXCEED THE GREATER OF (A) THE AMOUNT PAID BY YOUR EMPLOYER TO US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED US DOLLARS (USD $100).
Some jurisdictions do not allow limitation of liability for certain damage types. In those jurisdictions, our liability is limited to the fullest extent permitted by law.
14Indemnification
You agree to indemnify, defend, and hold harmless KopoTeam and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from:
- Your violation of these Terms
- Your misuse of the Services
- Your violation of any applicable law or regulation
- Your infringement of any third-party rights
- Any fraudulent submissions — expense claims, leave requests, and similar
15Termination
15.1 By Your Employer
Your access to the Services is contingent on your employment or engagement with an organisation holding an active KopoTeam account. Your employer may revoke your access at any time, including upon resignation, termination, or change in role. The offboarding workflow within KopoTeam governs data handover and access revocation.
15.2 By Us
We may suspend or terminate your access immediately and without notice if you materially breach these Terms, engage in fraudulent or illegal activity, or if continued access poses a security risk to other users or the platform.
15.3 Effect of Termination
Upon termination, your right to use the Services ceases immediately. Sections 7, 8, 12, 13, 14, and 16 survive termination.
16Governing Law & Dispute Resolution
These Terms are governed by and construed in accordance with the laws of the Federal Republic of Nigeria, without regard to its conflict of law provisions.
Any dispute arising from these Terms or your use of the Services shall first be attempted to be resolved through good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration in Lagos, Nigeria, under the Lagos Court of Arbitration Rules. Either party may seek injunctive relief in a court of competent jurisdiction.
Users in other jurisdictions may have additional rights under local mandatory law that cannot be waived by contract.
17Changes to These Terms
We may revise these Terms at any time. When we make material changes we will notify you via in-app notification or email at least 14 days before the changes take effect, unless immediate changes are required by law or to address a security issue.
Continued use of the Services after the effective date constitutes acceptance of the revised Terms. If you do not agree, stop using the Services and notify your employer's HR administrator.
18Contact Us
For questions about these Terms of Service:
KopoTeam — Legal Team
Email: legal@kopoteam.com
Subject line: Terms Inquiry – [Your Name / Organisation]
For privacy-related requests, see our Privacy Policy or email privacy@kopoteam.com.