Terms of Service

Last updated 2026-10-10.

Effective date: 2026-10-10

Version: 2

These terms apply to UtiliFarm and to every other business application provided by Neptunes Solutions Limited. Please read them together with our Privacy Policy.

1. Who we are

UtiliFarm is provided by Neptunes Solutions Limited, a company incorporated in Uganda with its office in Gulu. In these terms "Neptunes", "we", "us" and "our" mean Neptunes Solutions Limited.

Post: P.O. Box 361128, Uganda
Email: info@neptunes.co.ug
Website: neptunes.co.ug

Neptunes provides several applications for businesses, each under its own name: Momentrax (business management: sales and till, stock, invoices, customers and an online shop), LeasyStream (property and lease management with a renter portal), Crediledger (lending and savings records for microfinance businesses and SACCOs) and UtiliFarm (farm management). In these terms "the service" means the application you signed up for, together with its website, messages, support and any related service we provide.

2. These terms and how you accept them

These terms are an agreement between Neptunes and the business or organisation that opens an account ("you", "the customer").

You accept these terms when you create an account, when you tick a box or press a button that says you agree, or when you use the service. If you do not agree, do not use the service.

If you and Neptunes have signed a separate written agreement, that agreement comes first where it says something different from these terms.

3. Accounts and who may open one

For businesses. The service is made for businesses, organisations and people working in a trade or profession. It is not made for personal or household use.

Authority. The person who opens the account confirms that they are at least 18 years old and that they are allowed to commit the business to these terms, for example as an owner, director, partner or authorised manager. If you open an account for an organisation without that authority, you are personally responsible for it.

Correct details. Give us correct information about the business and keep it up to date, especially the contact email address and phone number. We send important notices there.

Your users. You decide which of your staff may use the account and what each of them may see and do. You are responsible for everything done through your account by your users, and for making sure they follow these terms.

Keeping the account safe. Each user must have their own sign-in. Keep passwords secret, do not share sign-ins, and remove access promptly when someone leaves. Tell us straight away at info@neptunes.co.ug if you think someone has used your account without permission.

One country. Your account is set up for the country you choose when you register. That choice sets your currency, tax and location options, and in some applications it cannot be changed later.

4. The service and plans

What you get. We give you the right to use the service over the internet for your own business while your subscription is active. The features, the number of users, branches, records or messages, and other limits depend on the plan you choose. The plans and their current prices are shown on the application's pricing page and inside your account.

Changing plan. You can ask to move to a different plan. A change of plan takes effect when the payment for it has been confirmed, or at the start of your next paid period, as shown in your account.

Features that depend on others. Some features depend on services outside our control, such as mobile money, SMS, email and internet connections. Section 12 explains this.

No professional advice. The service is software for keeping records and running daily work. It does not give legal, tax, accounting, lending or investment advice. You should take your own advice where you need it.

5. Free trial

A new account starts with a free trial. The length of the trial is shown when you sign up.

You do not need to give payment details to start a trial, and nothing is charged when it ends. If you do not pay for a plan by the end of the trial, the account follows the steps in section 8 (grace period, then suspension).

We may limit some features during a trial, and we may refuse or end a trial that is being misused, for example where the same business opens repeated trials.

6. Fees and how you pay

Prices. Subscription prices are set in United States dollars (USD). We also show a Uganda shillings (UGX) price. The UGX price is worked out from the USD price at a rate that we set and review from time to time, and it is rounded. The price that applies to a payment is the one shown on your renewal screen at the time you pay. Where an application shows other currencies, those figures are for information only.

Paying in advance. Subscriptions are paid in advance for the period you choose on the renewal screen, for example one, three, six or twelve months.

How to pay. The renewal screen shows the ways you can pay at that time. These may include:

mobile money (MTN Mobile Money or Airtel Money);
bank transfer or deposit;
cash or cheque at our office;
where we offer it in your application, online payment by mobile money or card through a payment provider.

Always quote the payment reference shown on your renewal screen.

Telling us you have paid. When you pay by mobile money, bank or at our office, you tell us through the "I've paid" option in your account and give the transaction details. Our staff then check that the money has arrived. Your subscription is renewed when we confirm the payment, not when the claim is made. We normally do this within one working day. If we cannot find the payment we will ask you for proof.

No automatic charges. We do not take money from your mobile money account, card or bank account without you starting the payment each time. If you choose to hold a prepaid balance with us, we may use it for the subscription or usage charges you have agreed to.

Messages and other usage charges. SMS and some other features may be limited by your plan or paid for from a prepaid balance. We will tell you the charges before they apply.

Charges by others. Your mobile network, bank or payment provider may add its own charges. Those are yours to pay.

7. Taxes

Unless we say otherwise, our prices do not include value added tax or any other tax, duty or levy. Where the law requires us to charge a tax, we will add it and show it on your invoice or receipt.

If the law requires you to withhold tax from a payment to us, you may do so, provided you pay the amount withheld to the Uganda Revenue Authority on time and send us the withholding tax certificate.

You are responsible for your own taxes, including tax on the sales, rent, interest and other income that you record in the service.

8. Renewal, grace period and suspension

Renewal. Your subscription runs until the end of the period you paid for. To continue, pay for a new period before that date. We try to remind you at the contact email address before the period ends, but it is your responsibility to renew on time.

Grace period. If the trial or paid period ends without a confirmed payment, your account stays fully open for a grace period of 7 days so that you can pay.

Suspension. If no payment has been confirmed by the end of the grace period, the account is suspended automatically. While an account is suspended:

your users can still sign in, but only to see the subscription screen and pay;
the rest of the application is closed to your users, and public pages it runs for you (such as an online shop) and connections to other systems may be switched off;
your data is kept and is not deleted because of the suspension;
records that the application updates by date under your own settings (for example overdue status, late fees or penalties) may continue to be updated.

If you need a copy of your data while the account is suspended and the export screen is not available to you, write to info@neptunes.co.ug and we will provide an export.

Restoring the account. The account is restored when your payment is confirmed. The new paid period starts as shown on your renewal screen.

Long suspension. If an account stays suspended for 6 months, we may close it after giving at least 30 days' notice to the contact email address. Section 23 explains what happens to your data when an account is closed.

9. Cancelling

You can stop using the service at any time. To cancel, simply do not renew, or write to us at info@neptunes.co.ug from the account's contact email address and ask us to close the account.

If you cancel during a paid period, the account stays open until the end of that period unless you ask us to close it sooner.

10. Refunds

Fees are paid in advance and, as a rule, are not refunded. In particular, we do not refund a period that you have used in whole or in part, and we do not refund because you stopped using the service before the period ended.

We will refund:

a payment made twice or by mistake, or the part of a payment that is more than the amount due;
the unused part of a period you have paid for, counted in days, if we close your account without a reason under section 22, if we withdraw the service, or if we seriously fail to provide the service and do not put it right within a reasonable time after you tell us;
any unused prepaid balance, on request, when your account is closed;
any amount that the law requires us to refund.

Refunds are paid to the account or number the payment came from where that is possible, less any charge taken by the bank or payment provider.

11. Acceptable use

You and your users must not:

use the service to break the law, or to record or carry out business that is unlawful;
try to see, change or copy data that belongs to another customer, or try to get round the limits that keep each customer's data separate;
try to break, overload, probe or get round the security of the service, or use it to send viruses or other harmful code;
copy, resell, rent out or sublicense the service, or use it to build a competing product;
use automated tools to collect data from the service, except through the interfaces we provide for that purpose and within their limits;
send unlawful, misleading, abusive or unsolicited bulk messages through the service;
store or share material that infringes someone else's rights or that is obscene, defamatory or threatening;
pretend to be another person or business.

Unauthorised access to computer systems and data is an offence under the Computer Misuse Act, 2011.

We may suspend an account immediately where this is needed to stop serious harm, a security risk or unlawful use. We will tell you why as soon as we reasonably can.

12. Services provided by others

The service works with services run by other organisations. These include mobile money and payment providers (for example MTN Mobile Money, Airtel Money and Flutterwave), SMS and email delivery providers, and the companies that host our servers and files.

We choose these providers with care, but we do not control them. Their services may be delayed, limited, changed or unavailable, and their own terms and charges apply to you where you use them directly. A message is "sent" when we hand it to the delivery provider; we cannot promise that a network delivers it or that the person reads it.

A payment made through a payment provider is complete only when that provider confirms it.

13. Your data and data protection

Your data stays yours. You own the business information that you and your users put into the service ("your data"). You give us permission to store, copy, process and display your data only as needed to provide the service, to keep it secure, to give you support and to meet our legal duties.

Who is responsible for personal data. Your data will usually include personal data about other people, such as your customers, renters, borrowers, guarantors, members, suppliers, farm workers and staff. For that personal data, under the Data Protection and Privacy Act, 2019, you are the data controller and Neptunes is your data processor. This means:

you decide what personal data to collect and why;
you must have a lawful reason for collecting and using it, and you must tell the people concerned, and obtain their consent where the law requires it. This matters most for sensitive information such as financial information, health information and identity numbers or documents;
you must meet your own duties under the Act, including registering with the Personal Data Protection Office where the Act requires it, and answering requests from the people whose data you hold;
you must only put into the service personal data that you are entitled to hold.

What we do as your processor. We will:

process that personal data only to provide the service and on your instructions, which include these terms and the way you use the service;
keep it confidential and make sure our staff who can see it are bound to do the same;
protect it with the security measures described in our Privacy Policy;
use other processors (such as hosting, messaging and payment providers) only where they are bound to protect the data, and remain responsible to you for what they do with it;
tell you without delay if we learn of a security incident that affects your data, and give you the information we have so that you can meet your own duties;
help you, as far as we reasonably can, to answer requests from people about their personal data;
return or delete the data when the agreement ends, as section 23 explains.

Where data is kept. Our servers are in the European Union. By using the service you instruct us to store and process your data there. Our Privacy Policy explains this and the protection that applies.

Data processing agreement. This section and our Privacy Policy form the data processing terms between you and us. If you need a separate signed data processing agreement, ask us at info@neptunes.co.ug.

Information we use for ourselves. We also hold some information as a controller in our own right, such as your account and billing details. Our Privacy Policy explains this. We may use information about how the service is used, in a form that does not identify any person or business, to run and improve our products.

14. If you use Crediledger

You are the lender. Crediledger is record-keeping software. Neptunes does not lend money, take deposits, hold your clients' money, decide who gets a loan or collect repayments. Every loan, savings account and decision recorded in Crediledger is yours.

Your licence. You are responsible for holding and keeping every licence, registration or approval that your business needs. Depending on what you do, that may mean a licence or registration with the Uganda Microfinance Regulatory Authority under the Tier 4 Microfinance Institutions and Money Lenders Act, 2016, registration as a co-operative society, or a licence from, or supervision by, the Bank of Uganda where you take deposits (for example under the Microfinance Deposit-Taking Institutions Act, 2003 or the Financial Institutions Act, 2004). Using Crediledger does not give you any licence.

Your settings. You choose the interest rates, interest methods, fees, penalties, grace days and other settings. Crediledger calculates from the settings you enter and does not check them against the law. You must make sure that your rates, charges, loan agreements, disclosures to borrowers, security, recovery methods and records follow the law that applies to you.

Your clients. You are responsible for identifying your clients and for any duties you have under the Anti-Money Laundering Act, 2013. You are also responsible for the messages and reminders you send to borrowers through the service.

Check the figures. Schedules, balances, penalties and reports depend on the information and settings you enter. Review them before you rely on them, issue them to clients or report them to a regulator.

15. If you use LeasyStream

You are the landlord or agent. Neptunes is not a party to any tenancy, does not manage property, and does not collect or hold rent or deposits. The renter portal is a view of your records for your renters; a renter who says in the portal that they have paid has made a claim that you must check.

The law on tenancies. You are responsible for following the Landlord and Tenant Act, 2022 and any other law that applies to your properties. This includes the form and content of tenancy agreements, the currency in which rent is stated and paid, rent increases, security deposits, notices, receipts and ending a tenancy.

Documents and charges. Tenancy agreements, notices, letters and other documents produced by LeasyStream are built from your own details and wording. Late fees and other charges are applied from the settings you choose. Have your documents and settings checked before you rely on them.

Renters' access. You decide which renters are given portal access and you are responsible for the information you show them.

16. If you use Momentrax

Tax invoices and EFRIS. Momentrax does not connect to the Uganda Revenue Authority's Electronic Fiscal Receipting and Invoicing Solution (EFRIS) unless the application clearly says that it does. Invoices and receipts produced by Momentrax are your business documents. If the law requires you to issue electronic fiscal invoices or receipts, to charge value added tax, or to file returns, you remain responsible for doing so.

The online shop. If you open an online shop, you are the seller. Each sale is a contract between you and the buyer. Neptunes is not a party to it and is not the seller, agent, carrier or insurer of your goods. You are responsible for your products, descriptions, prices, stock, delivery, returns and refunds, for the taxes on your sales, and for the laws on selling to consumers.

Payments from your buyers. The shop shows buyers only the ways of paying that are switched on for it. Money paid for an order belongs to the shop. Where a buyer pays by mobile money through a collection service that we arrange, the payment is received for the shop, and we will tell you before the feature is switched on how and when the money is passed to you and what it costs.

Your buyers' details. You are the data controller for the details buyers give in your shop, and you must tell them how you use those details.

17. Availability, support and backups

Availability. We work to keep the service available at all times, but we do not promise that it will never be interrupted or free of errors. The service may be unavailable for maintenance, upgrades, faults, or problems with networks, power or providers outside our control. We try to carry out planned maintenance at quiet times. No level of uptime is guaranteed unless we have agreed a separate written service level agreement with you.

Support. We give support by email at info@neptunes.co.ug and through the help and support options in the application where it has them, during our normal working hours in Uganda. We aim to answer promptly but do not promise a fixed response time.

Backups. We take regular backups of the service's databases so that we can restore the service after a failure. Backups are made for that purpose. They are not an archive for each customer, and we cannot always restore one record or one customer's data to an earlier date.

Keep your own copies. You should export your data regularly using the export tools in the application, and keep your own copies of important records and of files you upload.

18. Intellectual property

The service, including its software, design, text, names and logos, belongs to Neptunes or its licensors and is protected by law. These terms give you a right to use the service while your subscription is active. They do not transfer any ownership to you.

If you send us ideas or suggestions about the service, we may use them freely and without payment.

You may not use our names or logos without our written permission, except to say truthfully that you use the service.

19. Confidentiality

Each of us will keep confidential any information received from the other that is marked as confidential or that a reasonable person would understand to be confidential. Your data is your confidential information.

Neither of us will use the other's confidential information except for the purposes of this agreement, or share it except with staff, advisers and providers who need it and are bound to protect it, or where the law, a court or a regulator requires it. If we are required by law to disclose your data, we will tell you first where the law allows.

20. Electronic records and signatures

You agree that we may deal with you electronically. Notices, invoices, receipts, records and agreements in electronic form are valid between us, as the Electronic Transactions Act, 2011 allows.

Receipts and some other documents produced by the service carry a verification code or a QR code. Anyone can use the code on the application's verification page to check that the document was really issued from the service and whether it is still valid. The code confirms what is in our records. It is not an advanced electronic signature or a digital signature under the Electronic Signatures Act, 2011, and it does not prove who signed a document.

Where a law requires a document to be in a particular form, signed in a particular way, witnessed, stamped or registered, you are responsible for meeting that requirement.

21. Our promises, limits and your responsibilities

What we promise. We will provide the service with reasonable care and skill and in line with these terms.

What we do not promise. Apart from that, and as far as the law allows, the service is provided "as is" and "as available". We do not promise that it will meet every need of your business, that it will work without interruption or error, that every calculation or report will suit your purpose, or that it will make you comply with any law. You are responsible for checking what you enter and what you rely on.

Limit on our liability. As far as the law allows:

we are not liable for loss of profit, revenue, business, goodwill or expected savings, or for any indirect or consequential loss;
we are not liable for loss caused by your own acts or omissions, by wrong information or settings you entered, by the services of other organisations described in section 12, or by events outside our reasonable control;
our total liability to you for all claims arising in any period of 12 months is limited to the total subscription fees you paid us for the service in the 12 months before the event that gave rise to the claim.

Nothing in these terms limits or excludes liability for fraud, for death or personal injury caused by negligence, or for anything else that the law does not allow to be limited or excluded.

Your indemnity. You will compensate us for claims, losses and reasonable costs that we suffer because of a claim by someone else arising from your data, from your business and the way you deal with your own customers, renters, borrowers, members, buyers or staff, from your breach of these terms, or from your breaking the law.

22. Changes, suspension by us and ending the agreement

Changes to the service. We improve the service continually and may add, change or remove features. If we plan to remove a feature that customers rely on, or to withdraw an application, we will give at least 30 days' notice where we reasonably can.

Changes to prices. We may change prices. A new price applies from your next renewal after we have given at least 30 days' notice. It does not change a period you have already paid for.

Changes to these terms. We may change these terms. We will publish the new version with its effective date and version number, and for a change that matters we will tell you by email or by a notice in the application at least 30 days before it takes effect. A change required by law or needed for security may take effect sooner. If you do not agree to a change, you may cancel before it takes effect. If you continue to use the service after that date, you accept the change.

Ending by you. You may end this agreement at any time by cancelling under section 9.

Ending or suspending by us. We may suspend or close your account, on notice to the contact email address:

if you do not pay, as described in section 8;
if you seriously or repeatedly break these terms and, where the breach can be put right, you do not put it right within 14 days of our asking;
if you become insolvent or stop trading;
if the law, a court or a regulator requires it;
for any other reason, on at least 60 days' notice. In that case we will refund the unused part of any period you have paid for.

23. What happens to your data when the account is closed

Export window. For 30 days after your account is closed, you may ask us for an export of your data in a common format such as CSV, if you have not already exported it yourself.

Deletion. After the export window, we delete your data from our live systems, or change it so that no person can be identified from it, within 90 days.

Backups. Copies in our backups are not changed one by one. They are overwritten on our normal schedule and are gone within 12 months.

What we keep. We keep our own records of your account, invoices and payments, and anything else that the law requires us to keep, for the period the law requires.

Your own duties. Before you close your account, make sure you have the records that the law requires your business to keep.

24. Governing law and disputes

These terms, and any dispute or claim arising from them or from the service, are governed by the laws of Uganda.

If there is a dispute, we will each first try in good faith to settle it by discussion. Either of us may start this by writing to the other with the details. If the dispute is not settled within 30 days, either of us may take it to the courts of Uganda, which have exclusive jurisdiction. We may both agree in writing to try mediation or arbitration instead.

Nothing in this section stops either of us from asking a court for urgent orders to protect our rights or data.

25. Notices

We send notices to the contact email address on your account, and we may also show them in the application. A notice sent by email is treated as received on the next working day after it was sent.

Send notices to us by email at info@neptunes.co.ug from your account's contact email address, or by post to P.O. Box 361128, Uganda.

26. General

Whole agreement. These terms, the Privacy Policy, the plan and prices shown in your account and any separate agreement we have signed with you are the whole agreement between us about the service.

Transfer. You may not transfer your account or your rights under these terms to anyone else without our written agreement. We may transfer this agreement to a company that takes over the service, and we will tell you if we do.

If part of these terms does not apply. If a court decides that part of these terms cannot be enforced, the rest still applies.

No waiver. If we do not enforce a right straight away, we may still enforce it later.

Events outside our control. Neither of us is responsible for a failure caused by something outside our reasonable control, such as a failure of power, the internet or a telecommunications network, an act of government, a natural disaster, or civil unrest. This does not excuse a payment that is due.

No partnership. Nothing in these terms makes either of us the partner, agent or employee of the other.

Other people. These terms are between you and Neptunes. They do not give rights to anyone else.

Language. These terms are written in English. If they are translated, the English version applies.

27. Contact

Questions about these terms: info@neptunes.co.ug.