These terms describe the basic rules for using Karibu VMS as a visitor management, guard workflow, billing, privacy management, and facility administration platform.
Last updated: May 28, 2026
Terms summary
Use the platform only for lawful visitor management and related business operations.
Facilities remain responsible for their visitor data choices, notices, users, and retention settings.
Billing, audit, and operational records may be handled separately from visitor personal data.
Terms details
These terms explain how organizations should use Karibu VMS and what responsibilities remain with the facility using the workspace.
Karibu VMS provides digital visitor management tools for check-in, QR pass verification, guard operations, checkout, reporting, billing, support, and facility administration. You agree to use the platform only for lawful visitor management and related business purposes.
Facility admins are responsible for maintaining accurate workspace information, managing user access, protecting login credentials, reviewing guard permissions, and ensuring guards or staff use the platform appropriately.
Your organization is responsible for the visitor information it collects, the notices it gives visitors, the lawful reason for collecting it, the fields it enables, and the retention period it chooses. Karibu VMS provides the system used to store and manage those records.
Restricted visitor records and entry decisions are controlled by the facility. The platform may help compare provided identifiers such as phone, ID or passport number, or vehicle registration, but the facility remains responsible for confirming identity, applying fair procedures, and complying with applicable law.
Admins may use retention or anonymisation tools to remove personal visitor details from checked-out records while keeping non-sensitive operational history, audit logs, and billing usage where needed. Deleting or anonymising visitor personal data does not automatically remove billing, payment, restricted visitor, or audit records.
Billing may be based on the selected plan, included visitor limits, extra visitor rates, payment status, and any custom agreement. Visitor usage may be counted separately from visitor personal records, so anonymising or deleting personal visitor details does not remove already-recorded usage or payment obligations.
You may not use Karibu VMS to break the law, abuse the service, attempt unauthorized access, upload harmful content, interfere with other workspaces, or misuse visitor data.
We may improve, update, suspend, or modify parts of the service as needed for security, reliability, compliance, or product development. We aim to keep essential workflows available and communicate major changes where practical.
