LexIMS Terms of Service

Last Updated: March 1, 2026

1. INTRODUCTION AND ACCEPTANCE

Welcome to LexIMS (Lexan Integrated Management System), a comprehensive compliance and management platform operated by Mirrormax ("Company," "we," "our," or "us"). These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and Mirrormax governing your use of the LexIMS platform.

These Terms apply to all users of the LexIMS platform, including but not limited to administrators, managers, auditors, standard users, and viewers. By accessing or using LexIMS, you confirm your acceptance of these Terms and your agreement to comply with them. If you do not agree to these Terms, you must not access or use the platform.

IMPORTANT: THESE TERMS CONTAIN A MANDATORY ARBITRATION PROVISION AND CLASS ACTION WAIVER THAT AFFECT YOUR LEGAL RIGHTS. PLEASE READ SECTION 15 CAREFULLY.

2. DEFINITIONS

Throughout these Terms, the following definitions apply:

• • "Account" means the unique user account created for you to access and use LexIMS.
• • "Client" means the organization or business entity that has subscribed to LexIMS.
• • "Client Data" means all data, information, documents, and materials uploaded, submitted, or stored by you or your Client in LexIMS.
• • "Confidential Information" means all information disclosed by one party to the other that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information.
• • "Documentation" means any user manuals, help guides, or other documentation provided by Mirrormax relating to LexIMS.
• • "Intellectual Property Rights" means all patents, copyrights, trademarks, trade secrets, and other proprietary rights.
• • "Subscription Plan" means the specific plan (Starter, Professional, Enterprise, or Platinum) you have selected.
• • "Subscription Term" means the period during which you have paid for access to LexIMS (monthly or yearly).

3. ACCOUNT REGISTRATION AND ELIGIBILITY

3.1 Account Creation

To use LexIMS, you must register for an account and provide accurate, current, and complete information as prompted by the registration form. This includes your full name, email address, username, and password. You are responsible for maintaining the confidentiality of your login credentials.

3.2 User Roles and Permissions

LexIMS provides different user roles with varying levels of access and permissions:

Role	Description	Typical Permissions
Administrator	Full system access	Create/edit users, manage settings, view all data
Manager	Departmental oversight	Manage departmental data, assign tasks, generate reports
Auditor	Audit management	Schedule audits, record findings, track non-conformities
Standard User	Day-to-day operations	Submit forms, view assigned tasks, update action items
Viewer	Read-only access	View dashboards and reports, cannot modify data

3.3 Eligibility

You represent and warrant that:

• You are at least 18 years of age
• You have the legal capacity to enter into binding contracts
• You are not located in a country subject to applicable trade sanctions
• You will not use LexIMS for any illegal purposes

3.4 Client Association

When you register, you may be associated with a Client organization. If you are registering on behalf of a Client, you represent that you have the authority to bind that Client to these Terms. Your access to Client Data will be limited based on your role and the Client's subscription plan.

4. SUBSCRIPTION PLANS AND FEES

4.1 Available Subscription Plans

LexIMS offers four subscription tiers, each with specific features and limitations:

4.2 Billing and Payment

4.2.1 Subscription Fees. You agree to pay all fees specified in your selected Subscription Plan. Fees are non-refundable except as required by law or as expressly stated in these Terms.

4.2.2 Billing Cycle. You may select either monthly or annual billing. Annual subscriptions include a 15% discount compared to the monthly equivalent.

4.2.3 Payment Method. You must provide a valid payment method (credit card, debit card, or other accepted method). You authorize Mirrormax to charge your selected payment method for all fees incurred.

4.2.4 Automatic Renewal. Subscriptions automatically renew at the end of each Subscription Term unless you cancel at least 7 days before the renewal date. You will be notified of upcoming renewals via email.

4.2.5 Price Changes. Mirrormax reserves the right to modify subscription fees upon 30 days' prior notice. Price changes will take effect at the start of the next Subscription Term.

4.3 Usage Limits and Overages

4.3.1 User Limits. Each Subscription Plan includes a specific number of authorized users. Exceeding this limit may result in:

• Warning notifications when approaching 75% of limit
• Inability to add new users when limit is reached
• Requirement to upgrade to a higher-tier plan

4.3.2 ISO Standards Limits. Each plan includes a specific number of ISO standards that can be managed. Exceeding this limit will trigger upgrade prompts and may restrict creation of new standards.

4.3.3 Employee Limits (Platinum Plan). The Platinum Plan includes support for up to 200 employees in the HR module. Additional employees may require a custom enterprise agreement.

4.4 Taxes

You are responsible for all applicable sales, use, value-added, or other taxes. If Mirrormax is required to collect taxes, the taxes will be added to your invoice.

5. LICENSE AND ACCESS RIGHTS

5.1 Grant of License

Subject to your compliance with these Terms and payment of all applicable fees, Mirrormax grants you a non-exclusive, non-transferable, non-sublicensable right to access and use LexIMS during your Subscription Term.

5.2 Permitted Uses

You may use LexIMS to:

• Manage ISO standards and certification processes
• Create and manage Standard Operating Procedures (SOPs)
• Schedule and conduct audits
• Track continual improvement actions
• Manage compliance obligations
• Oversee projects and tasks
• Generate reports and analytics
• (Platinum Plan only) Manage HR functions including employee records, training, and performance

5.3 Restrictions

You shall not, and shall not permit others to:

• Reverse engineer, decompile, or disassemble LexIMS
• Rent, lease, loan, resell, sublicense, or distribute LexIMS
• Use LexIMS to store or transmit infringing, libelous, or unlawful material
• Interfere with or disrupt the integrity or performance of LexIMS
• Attempt to gain unauthorized access to LexIMS or its related systems
• Use LexIMS in a way that violates applicable laws or regulations
• Remove or alter any proprietary notices or labels

6. USER OBLIGATIONS AND CONDUCT

6.1 Acceptable Use Policy

You agree to use LexIMS responsibly and in compliance with all applicable laws. Prohibited activities include:

• Uploading malicious code, viruses, or harmful software
• Attempting to breach security measures
• Using the system for unauthorized commercial purposes
• Harassing, threatening, or intimidating other users
• Impersonating any person or entity
• Accessing data not intended for your role

6.2 Data Accuracy

You are responsible for ensuring that all data you input into LexIMS is accurate, complete, and current. Mirrormax is not responsible for any errors or omissions in Client Data.

6.3 Security Obligations

You agree to:

• Maintain the security of your login credentials
• Promptly notify Mirrormax of any unauthorized account access
• Log out of your account at the end of each session
• Not share your password with unauthorized individuals
• Configure your systems to maintain appropriate security for your environment

20. CONTACT INFORMATION

If you have questions about these Terms, please contact:

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LexIMS Privacy Policy

Last Updated: March 9, 2026

1. INTRODUCTION

Mirrormax ("Company," "we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the LexIMS platform.

Please read this Privacy Policy carefully. By accessing or using LexIMS, you acknowledge that you have read and understood this Privacy Policy.

2. DATA CONTROLLER AND CONTACT INFORMATION

Mirrormax is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, please contact:

3. LEGAL FRAMEWORK

This Privacy Policy is designed to comply with the Data Protection Act, 2019 (Kenya), which is the primary data protection legislation in Kenya. The Act is enforced by the Office of the Data Protection Commissioner (ODPC).

For clients and users outside Kenya, we also respect applicable local laws and will handle your data in accordance with this policy unless stricter local requirements apply.

4. INFORMATION WE COLLECT

4.1 Information You Provide Directly

Account Registration Information:

• Full name
• Email address
• Username
• Password (encrypted)
• Phone number (optional)
• Department (optional)
• Role within LexIMS (Administrator, Manager, Auditor, Standard User, Viewer)
• User avatar (generated initials)

Client Information (for Client Administrators):

• Company name
• Client code
• Contact person details
• Billing information

Content and Data:

• ISO standards and certification data
• Standard Operating Procedures (SOPs)
• Audit schedules, findings, and reports
• Improvement actions and tasks
• Project management data
• Compliance documentation
• (Platinum Plan only) Employee records, training data, performance reviews
• Forms and submissions

4.2 Information Collected Automatically

Usage Data:

• Login timestamps and frequency
• Pages and modules accessed
• Actions performed within the system
• Features used
• Time spent on different sections

Technical Data:

• IP address
• Browser type and version
• Device type and operating system
• Screen resolution
• Referral source
• Session duration

System Logs:

• Audit trails of user activities
• Document access and modifications
• Approval workflows
• Data exports and downloads

4.3 Information from Third Parties

• Payment processing information (processed by our payment partners; we do not store full payment card details)
• M-Pesa transaction data (for Kenyan clients using mobile money payments)
• Authentication data (if using single sign-on integrations)
• Client information provided by your organization

5. HOW WE USE YOUR INFORMATION

5.1 Core Service Delivery

We use your information to:

• Create and manage your account
• Authenticate your identity and authorize access
• Provide the features and functionality of LexIMS
• Display dashboards and reports tailored to your role
• Enable collaboration with other users
• Process subscription payments (including M-Pesa where applicable)
• Manage subscription limits and upgrades

5.2 System Administration and Improvement

• Monitor system performance and security
• Diagnose and resolve technical issues
• Analyze usage patterns to improve features
• Develop new functionalities
• Conduct system audits and testing

5.3 Compliance and Legal Obligations

• Maintain audit trails for compliance purposes
• Detect and prevent fraud or unauthorized access
• Comply with the Kenya Data Protection Act, 2019 and other applicable laws
• Respond to lawful requests from authorities, including the Office of the Data Protection Commissioner
• Enforce our Terms of Service

6. LEGAL BASIS FOR PROCESSING (Under Kenya's Data Protection Act)

Under Section 25 of the Kenya Data Protection Act, 2019, we process personal data under the following legal bases:

Processing Purpose	Legal Basis
Account creation and management	Performance of a contract
Subscription billing	Performance of a contract
Service delivery	Performance of a contract
System security	Legitimate interests
Usage analytics	Legitimate interests
Compliance with legal obligations	Legal obligation
Marketing communications	Consent

6.1 Consent

Where we rely on consent as a legal basis, you have the right to withdraw consent at any time by contacting our Data Protection Officer.

7. DATA SHARING AND DISCLOSURE

7.1 Within Your Organization

Your information may be accessible to:

• Other users within your Client account based on their roles
• Client administrators who manage your account
• Super admins (with appropriate permissions) for support purposes

7.2 Service Providers

We share information with trusted service providers who assist in operating LexIMS:

Provider Type	Purpose	Location
Cloud hosting providers	Infrastructure and data storage	Kenya/East Africa/International
Payment processors	Subscription billing	Kenya (including M-Pesa)
Email service providers	System notifications	International
Customer support platforms	Support ticketing	International
Analytics providers	Usage analysis	International

All service providers are contractually obligated to protect your data and use it only for the specified purposes, in compliance with the Kenya Data Protection Act.

8. DATA RETENTION

8.1 Retention Periods

Data Type	Retention Period
Account information	Duration of subscription + 30 days
Client Data	Duration of subscription + 30 days
Usage logs	12 months
Audit trails	Duration of subscription + 3 years
Payment records	7 years (Kenya Tax Laws)
Support tickets	3 years
Marketing preferences	Until opt-out or account deletion

8.2 Post-Termination

After subscription termination, we provide a 30-day grace period during which you can export your data. After this period, Client Data is permanently deleted from active systems, though it may persist in backups for a limited additional period (maximum 90 days).

9. YOUR RIGHTS UNDER KENYAN LAW

Under Sections 26-30 of the Kenya Data Protection Act, 2019, you have the following rights:

9.9 Exercising Your Rights

To exercise these rights, contact us at privacy@mirrormax.com. We will respond within 7 days as recommended by the Office of the Data Protection Commissioner. We may need to verify your identity before processing your request.

9.10 Lodging a Complaint

If you are dissatisfied with our response, you have the right to lodge a complaint with:

20. CONTACT AND COMPLIANCE

This Privacy Policy complies with the Kenya Data Protection Act, 2019

I Understand