Terms of Service

Last updated: 13 October 2026 · Version 2026-10-13

The short version

LangoHub is a visitor-management tool for residential estates in Kenya. It is a product of Vanray Systems.

The estate (the customer) decides how visitor records are used and is the data controller. We are its data processor and follow its instructions under our Data Processing Agreement.

LangoHub keeps records and sends alerts. It is not a security service: the estate, its guards and its security company decide who enters.

Use LangoHub only to identify people entering the estate and keep it safe. Return ID cards straight away and never share visitor data (see the Acceptable Use Policy).

Fees are in Kenya shillings, billed in advance. You can cancel at any time, effective at the end of the period you have paid for.

Kenyan law applies. Disputes go to negotiation, then mediation, then the courts of Kenya.

1. Who we are and what these terms cover

1.1 LangoHub (the website at langohub.app, the web app and the Android app) is provided by Vanray Systems ("Vanray", "we", "us", "our"). You can contact us at privacy@langohub.app or on WhatsApp at +254 748 546 980.

1.2 These Terms of Service ("Terms") apply to:

(a) the organisation that registers an estate and subscribes to LangoHub (the "Customer"), such as:
- a management corporation under the Sectional Properties Act, 2020;
- a management company;
- a property owner;
- a property manager acting for an owner;
- a registered residents' association;
(b) everyone the Customer gives access to (estate managers, guards, residents and staff), together "Authorised Users"; and
(c) anyone else who uses our website.

1.3 The agreement between us and the Customer is made up of four parts, all of which form part of the contract:

these Terms;
our Data Processing Agreement ("DPA");
our Acceptable Use Policy; and
the plan, price or quote shown to the Customer when it subscribes.

Our Privacy Policy explains how we handle the personal data we control ourselves. If these Terms and the DPA conflict on a data-protection point, the DPA wins.

1.4 The words we use about data, such as "personal data", "data controller", "data processor" and "data subject", have the meaning given in the Data Protection Act, 2019 (the "DPA 2019"). Our Data Protection Terms page explains them in plain English and Kiswahili.

2. Accepting these Terms and authority to sign

2.1 Clicking "I agree", or using LangoHub, means you accept these Terms. Your acceptance is an electronic contract recognised under the Kenya Information and Communications Act. We record:

which version you accepted;
when you accepted it;
the account you used; and
technical details of the device.

You can read, print or save these Terms at any time at langohub.app/terms.

2.2 If you register an estate, you confirm that:

(a) you are at least 18 years old;
(b) you have authority to bind the Customer you name, for example under a board or committee resolution or a written authority from the owner; and
(c) the details you give us are true.

If you act as agent for an owner or management corporation, you must name that principal when we ask.

2.3 If the Customer is a residents' association or group that is not a registered legal entity, the people who accept these Terms on its behalf are personally responsible, jointly and severally, for the Customer's obligations.

2.4 We review every new estate before it goes live. We may decline or suspend an application, for example if we cannot verify it.

3. The service

3.1 LangoHub helps an estate to:

register visitors, deliveries, domestic staff and vehicles at the gate, online or offline;
let residents pre-register guests;
send visitor-arrival and delivery alerts;
keep a searchable record of visits and incidents;
keep an estate blacklist; and
produce reports.

Some features depend on the Customer's plan and settings.

3.2 LangoHub is a record-keeping and communication tool. It is not a security service.

We do not guard premises or employ guards.
We do not check identities against government databases.
We do not decide who may enter.

The Customer, its guards and any security service provider it engages remain fully responsible for access decisions, for the conduct of guards and for the physical security of the estate.

3.3 Alerts and automated features help a person decide. They never decide for you.

Blacklist matches are alerts. An exact match on an ID number, phone number or number plate gives a strong alert. A similar-sounding name gives a "possible match" alert only.
ID-scan results and AI-read visitor notes can be wrong. They must be checked by the guard or resident before they are saved.
No one may be refused entry based only on an automated alert without a person reviewing it.

3.4 Optional features. Some features are switched on or off by the Customer, including:

visitor photos;
vehicle photos;
ID scanning;
WhatsApp alerts;
multi-gate; and
service-charge collection.

The Customer is responsible for deciding which features are appropriate for its estate.

3.5 The Android app is free to download from langohub.app and, once published there, from Google Play. Subscriptions are bought outside the app, directly from us. The app does not sell digital goods or subscriptions.

4. Customer responsibilities

The Customer is the data controller of the visitor and estate records kept in LangoHub ("Estate Data"). The Customer must:

(a) have a lawful basis under the DPA 2019 for the details it asks guards to collect, and collect only what it needs;
(b) display our visitor privacy notice at every gate and make the estate's privacy contact known. LangoHub produces a printable notice in English and Kiswahili for this purpose;
(c) use gate data only to identify people entering the estate and to keep the estate secure, consistent with section 48(3) of the Private Security Regulation Act, 2016, which limits information recorded at an entrance to identification;
(d) make sure guards hand back every ID card immediately. LangoHub is designed so that no ID card needs to be kept at the gate;
(e) let visitors decline a photo where the estate's procedures allow it, and never photograph children;
(f) obtain residents' agreement before switching on WhatsApp or SMS alerts for them, and keep resident details accurate;
(g) train guards and staff on our Acceptable Use Policy and give access only to people who need it;
(h) keep passwords, guard PINs and gate devices secure, and remove access promptly when someone leaves or a device is lost;
(i) respond to data-subject requests and complaints about Estate Data, with our help (see the DPA);
(j) register with the Office of the Data Protection Commissioner ("ODPC") if the law requires it. Property-management and security-camera operators are generally required to register whatever their size; and
(k) comply with all other laws that apply to it, including its estate by-laws.

5. Rules for Authorised Users

Everyone who uses LangoHub must follow the Acceptable Use Policy. In particular:

keep your sign-in details and PIN to yourself;
use LangoHub only for your estate's purposes;
never copy, photograph, screenshot or share visitor information outside LangoHub; and
tell your estate manager straight away if a phone or gate device is lost or you think someone has misused your account.

6. Fees, billing and taxes

6.1 Fees.

(a) Fees are the price for the Customer's plan shown on our website, or in a quote we give the Customer, in Kenya shillings (KES).
(b) Plans are billed monthly or annually in advance.
(c) If we offer a free trial, it ends on the date shown in the app.
(d) After the trial, the subscription continues only if the Customer pays.

6.2 Payment.

(a) Payment is by M-Pesa, card or bank transfer, through licensed payment providers.
(b) Invoices are due on the date shown on them.

6.3 Taxes.

(a) Prices exclude value added tax (VAT) unless they say otherwise. Where VAT applies, we add it at the rate in force.
(b) The Customer must give us its KRA PIN for invoicing.
(c) If Kenyan law requires the Customer to withhold tax from a payment to us, the Customer must:
- tell us before paying;
- pay the withheld amount to the Kenya Revenue Authority on time; and
- send us the withholding certificate within 30 days.
(d) We may adjust the price at the next renewal to reflect any withholding.

6.4 Late payment.

(a) If an invoice is not paid, we will send reminders.
(b) We may suspend the service if an invoice stays unpaid. We will give at least 7 days' written notice before we do.
(c) During a suspension, the Customer can still sign in to export its records.

6.5 Price changes.

(a) We may change prices from the next renewal. We will give at least 30 days' notice.
(b) If the Customer does not accept the new price, it may cancel before the change takes effect.

7. Service-charge collection

If the Customer turns on service-charge collection:

(a) residents' payments go directly to the Customer's own M-Pesa Paybill, Till or payment-provider merchant account. They are processed by a payment service provider licensed by the Central Bank of Kenya;
(b) we never receive, hold or control those funds, and we are not a party to the payment between a resident and the Customer;
(c) the Customer is the merchant of record. It is responsible for:
- receipts, refunds and disputes;
- reconciling payments; and
- its own agreement with the payment provider; and
(d) LangoHub only starts the payment request and shows the result.

8. Messaging

8.1 Visitor-arrival alerts are sent by WhatsApp. Delivery and account notices are sent by SMS. These messages are service messages and contain no advertising.

8.2 The Customer confirms that each resident set up for alerts has agreed to receive them. The agreement must be in the words shown in the app, and must name LangoHub and the estate.

8.3 Residents can stop WhatsApp alerts at any time by replying STOP or ACHA, or in the app.

8.4 Delivery of messages depends on WhatsApp, mobile networks and our messaging providers. We cannot guarantee that every message arrives.

9. Availability and support

9.1 We use reasonable skill and care to keep LangoHub available. However, it may sometimes be interrupted, for example during:

maintenance;
outages at our hosting, messaging or payment providers; or
mobile-network problems.

9.2 The gate app is designed to keep working offline and to sync when a connection returns. Records made offline appear in the system only after they sync.

9.3 Support is provided by WhatsApp and email during working hours, East Africa Time. We do not offer a guaranteed uptime or response-time commitment unless we agree one in writing.

10. Data protection and confidentiality

10.1 Roles.

For Estate Data, the Customer is the data controller and Vanray is its data processor. Our Data Processing Agreement forms part of these Terms and sets out our duties, including security, sub-processors, breach notification within 48 hours, and deleting or returning data.
For account, billing, website, support and sales data, Vanray is the data controller. Our Privacy Policy applies.

10.2 Our access to Estate Data. We access Estate Data only:

to provide and secure the service;
to give support the Customer asks for;
to investigate faults or misuse; or
where the law requires it.

Support access by our staff is recorded in the audit log.

10.3 What we will not do with Estate Data.

We will not use it for our own purposes.
We will not sell it.
We will not use it for advertising.

We may produce anonymised statistics that cannot identify any person or estate, to run and improve LangoHub.

10.4 Confidentiality. Each of us will keep the other's confidential information confidential and use it only for this agreement.

10.5 Government and police requests. If a police officer, court or other authority asks us for Estate Data:

we will ask for a valid legal basis, such as a court order or a notice under the Computer Misuse and Cybercrimes Act, 2018;
we will refer the request to the Customer where we can; and
we will tell the Customer about it, unless the law prohibits this.

11. Your data: ownership, export and deletion

11.1 Ownership. The Customer owns Estate Data.

11.2 Export. Managers can export visit records as text (CSV) at any time. For privacy reasons, photos are not included in exports. They can be provided on written request.

11.3 Deletion when the subscription ends. When a subscription ends:

(a) the Customer has 30 days to export its records;
(b) after that, we delete Estate Data within a further 30 days;
(c) copies in rolling backups are overwritten in the normal backup cycle; and
(d) we may keep billing records for as long as tax law requires (5 years).

11.4 Automatic deletion. While the subscription is active, records are automatically deleted according to our Retention Schedule.

12. Intellectual property

12.1 Our rights. We, or our licensors, own LangoHub, including:

its software;
its design;
the LangoHub name and logo; and
training materials.

12.2 The Customer's licence. We give the Customer a non-exclusive, non-transferable right to use LangoHub for its estate during the subscription.

12.3 Restrictions. The Customer must not:

copy, resell, reverse-engineer or scrape LangoHub; or
build a competing product from it.

12.4 Feedback. If you send us suggestions, we may use them freely.

13. Warranties and your statutory rights

13.1 We will provide LangoHub with reasonable skill and care.

13.2 Nothing in these Terms removes rights you have by law that cannot be excluded, including under the Consumer Protection Act, 2012.

13.3 Except as stated in these Terms, and to the extent the law allows, LangoHub is provided as it is and as available. We do not promise that:

it will be error-free;
it will prevent any particular incident; or
automated features (ID scanning, AI note reading, blacklist matching) will always be accurate.

14. Limitation of liability

Please read this section carefully.

14.1 What we are not responsible for. Because LangoHub does not control who enters an estate, we are not liable for loss or damage caused by people who enter or are refused entry. This includes:

theft, damage to property or injury; and
any gate decision made by the Customer, its guards or its security provider.

14.2 Indirect loss. We are not liable for:

indirect or consequential loss; or
loss of profit, revenue, goodwill or business opportunity.

14.3 Our overall limit. Our total liability to a Customer for all claims arising in any 12-month period is limited to the greater of:

the fees the Customer paid us in the 12 months before the event giving rise to the claim; and
KES 50,000.

For Authorised Users who use LangoHub without paying, such as residents, our total liability is limited to KES 10,000.

14.4 What these limits do not cover. Nothing in these Terms limits liability for:

(a) fraud;
(b) gross negligence or wilful misconduct;
(c) death or personal injury caused by negligence;
(d) compensation that a court or the Data Protection Commissioner orders under section 65 of the DPA 2019, to the extent it cannot lawfully be limited; or
(e) anything else that the law does not allow to be limited.

15. Indemnity

The Customer will compensate Vanray for reasonable losses, costs and claims made by third parties that arise from:

the Customer's or its Authorised Users' unlawful use of LangoHub;
collecting data without a lawful basis;
breaches of the Acceptable Use Policy; or
gate decisions.

We will compensate the Customer for third-party claims that LangoHub, used as we intended, infringes their intellectual property rights.

16. Term, cancellation and termination

16.1 Term. A subscription starts when the estate is approved. It renews automatically for the same billing period unless it is cancelled.

16.2 Cancelling.

(a) The Customer may cancel at any time in the app or by emailing us.
(b) Cancellation takes effect at the end of the period already paid for.

16.3 Termination for cause. Either party may end the subscription by written notice if the other party:

seriously breaches these Terms and does not fix the breach within 14 days of being asked; or
becomes insolvent.

16.4 Immediate suspension or termination. We may suspend or end access immediately, and will tell the Customer why, if LangoHub is being used:

unlawfully;
to harm people; or
in a way that puts other customers or our systems at risk.

16.5 Refund for our breach or for refused changes. If the subscription ends because of our breach, or because the Customer objected to a change under section 17, we will refund any prepaid fees for the unused period.

16.6 What happens on termination. Clause 11 (export and deletion) applies. Clauses that by their nature should survive termination will survive.

17. Changes to LangoHub and to these Terms

17.1 We improve LangoHub often and may change features.

17.2 We may update these Terms, for example when the law changes. If a change materially reduces the Customer's rights or the service:

we will give at least 30 days' notice by email and in the app; and
the Customer may cancel before the change takes effect and receive a pro-rata refund.

17.3 Managers will be asked to accept updated Terms when they next sign in.

18. Third-party services

LangoHub works with services we do not control, including WhatsApp, M-Pesa, payment providers and Google Play. Their own terms also apply when you use them.

19. Disputes and governing law

19.1 These Terms are governed by the laws of Kenya.

19.2 Resolving disputes.

(a) If a dispute arises, either party may give written notice of it. Both parties will then try in good faith to settle it within 14 days.
(b) If it is not settled in that time, either party may refer it to mediation, in Nairobi or online, with a mediator agreed by both parties. If they cannot agree, the mediator will be appointed through the Nairobi Centre for International Arbitration.
(c) If the dispute is not settled within 30 days of mediation starting, either party may take it to the courts of Kenya. This includes the Small Claims Court for claims within its limit.

19.3 Nothing in these Terms prevents anyone from:

going to court where the law gives them that right; or
complaining to the Office of the Data Protection Commissioner.

20. General

20.1 Notices. We send notices to the email address or phone number on the Customer's account. The Customer sends notices to privacy@langohub.app.

20.2 Transfer of this agreement.

(a) We may transfer this agreement to a company that takes over the LangoHub business. This includes a company formed to operate LangoHub. We will tell the Customer if this happens.
(b) The Customer may not transfer this agreement without our written consent.

20.3 Events beyond control. Neither party is liable for delay caused by events beyond its reasonable control.

20.4 Severability. If a court finds part of these Terms invalid, the rest stays in force.

20.5 No waiver. Not enforcing a right straight away does not mean giving it up.

20.6 Entire agreement. These Terms, the DPA, the Acceptable Use Policy and the plan details are the whole agreement between us about LangoHub.

20.7 Language.

(a) These Terms are written in English.
(b) A Kiswahili summary is provided for convenience.
(c) If the two differ, the English version applies.
(d) If you need help understanding any part of these Terms, contact us and we will explain it.