Terms of Service

1. Agreement and Scope

These Terms of Service ("Terms") are an agreement between you ("User", "you", or "your") and Kzen PH Group, Inc. ("Kzen PH", "Company", "we", "us", or "our") concerning your access to and use of the Kzen PH Workspace Portal at portal.kzen.ph (the "Portal").

The Portal may provide public information and, for authorized users, account authentication, client records, job orders, compliance and registration workflows, billing and payment records, file/document management, communications, dashboards, audit records, and related administrative functions. Particular services may be subject to separate quotations, engagement letters, job orders, service agreements, payment terms, or other written arrangements. If a separate written agreement conflicts with these Terms, that agreement will control to the extent of the conflict for the specific service.

By accessing the Portal, creating an account, signing in, submitting information, uploading a file, confirming an action, or otherwise using a protected feature, you agree to these Terms. If you do not agree, do not use the Portal.

2. Eligibility, Authority, and Authorized Use

• You must provide information that is truthful, accurate, current, and complete to the extent reasonably required for the service.
• If you act for a company, organization, or another individual, you represent that you have authority to act for that party and to submit the information and documents you provide.
• You are responsible for maintaining the confidentiality of your credentials, OTPs, recovery mechanisms, and authenticated sessions.
• You must promptly notify Kzen PH of suspected unauthorized access, credential compromise, account misuse, or document tampering.
• Accounts may be limited to the individual or organization for which they were issued and may not be sold, transferred, or shared without authorization.

3. Services and Portal Functions

The Portal is an operational platform and does not itself constitute a government agency, regulatory authority, bank, law firm, accounting firm, or other government or professional authority. Where Kzen PH provides registration, licensing, tax, compliance, administrative, document, or filing assistance, the applicable engagement and service scope determine what Kzen PH is responsible for performing.

Government agencies and other third parties retain their own authority over applications, approvals, registrations, permits, assessments, deadlines, fees, inspections, and decisions. Kzen PH does not guarantee a particular government outcome, processing time, approval, permit issuance, or regulatory decision unless expressly stated in a separate written agreement.

4. Client Representations, Documents, and Data

When you submit information or documents, you represent that you have the right and authority to provide them and to authorize their processing for the stated purpose. You must not knowingly submit forged, fraudulent, stolen, unlawfully obtained, malicious, misleading, or materially incomplete information.

Where you submit personal information concerning directors, officers, employees, shareholders, beneficial owners, representatives, customers, or other individuals, you are responsible for providing any notices, obtaining any permissions or authorizations, and satisfying any other requirements applicable to your submission, except to the extent Kzen PH independently has a legal basis and responsibility for the processing.

You remain responsible for reviewing information and documents before they are used for a filing, payment, submission, or other material action. Kzen PH may rely on information and instructions reasonably supplied through the Portal or an authorized representative.

5. Electronic Transactions and Records

To the extent permitted by applicable law, electronic records, electronic communications, electronic confirmations, and authenticated Portal actions may be used as evidence of the relevant transaction or instruction. Where a particular government agency, financial institution, contract, or law requires a specific form of signature, notarization, original document, or other formal requirement, that requirement remains applicable.

You consent to receiving service-related notices, confirmations, account messages, security alerts, and other operational communications electronically, subject to applicable law and your contractual relationship with Kzen PH.

6. Job Orders, Billing, and Payments

• Job orders, service scopes, fees, deadlines, deliverables, and status are governed by the applicable engagement, quotation, job order, or written instructions.
• Government charges, filing fees, permits, taxes, penalties, bank charges, third-party charges, and other pass-through costs may be separate from Kzen PH service fees where applicable.
• Payment records and proof of payment may be retained as part of the transaction record and may be disclosed where necessary for accounting, audit, reconciliation, regulatory, legal, or dispute-resolution purposes.
• Kzen PH may pause or restrict services where required information, approvals, documents, or payments are missing or where continued processing would create a legal, regulatory, security, or fraud risk.

7. Files, Documents, and Client Content

You retain your rights in documents and content that you lawfully own. You grant Kzen PH the limited right to access, store, organize, transmit, reproduce, format, and otherwise process such content only as reasonably necessary to provide the requested services, operate the Portal, comply with law, protect the Portal, resolve disputes, maintain records, or perform authorized job orders.

Kzen PH may restrict access to, quarantine, or remove content that reasonably appears to be unlawful, malicious, fraudulent, unsafe, infringing, or contrary to these Terms, subject to applicable law and legitimate retention obligations.

8. Acceptable Use and Prohibited Conduct

You must not:

• impersonate another person, organization, government office, or public official;
• submit forged, fraudulent, stolen, manipulated, or knowingly misleading records;
• attempt to access another user's account, records, files, or data without authorization;
• circumvent authentication, authorization, security controls, rate limits, or other technical safeguards;
• reverse engineer, decompile, disassemble, or attempt to extract protected source code or non-public system information, except where such restriction is prohibited by law;
• perform unauthorized penetration testing, vulnerability scanning, scraping, probing, denial-of-service activity, or automated abuse;
• upload malware, ransomware, spyware, malicious code, or files designed to compromise systems; or
• use the Portal for unlawful, fraudulent, abusive, defamatory, or rights-infringing activity.

9. Account Security and Suspension

Kzen PH may temporarily suspend, restrict, or terminate an account or feature where reasonably necessary to protect users, personal data, documents, systems, legal interests, or the integrity of the Portal, including suspected compromise, fraud, abuse, unlawful activity, security threats, material breach of these Terms, or non-payment where applicable.

Where reasonably practicable, Kzen PH will provide notice and an opportunity to address the issue. Immediate action may be taken where delay could create a security, privacy, legal, or operational risk.

10. Privacy and Data Processing

Personal information is processed in accordance with the Kzen PH Privacy Policy, which forms part of the Portal's legal framework. The Privacy Policy explains the categories of data processed, purposes, lawful bases, recipients, retention, security measures, data subject rights, cross-border processing, and privacy contacts.

Depending on the relationship and activity involved, Kzen PH may act as a Personal Information Controller (PIC) for information it determines to collect and process for its own operational, contractual, security, legal, accounting, or compliance purposes, and may act as a Personal Information Processor (PIP) when processing personal information on documented instructions of a client or other controller. Appropriate contractual, organizational, and technical safeguards will apply to processing performed on behalf of a controller.

Where Kzen PH processes information on a client's behalf, the client remains responsible for ensuring that its instructions and disclosures to Kzen PH have an appropriate legal basis and are consistent with applicable privacy law, while Kzen PH remains responsible for its own obligations as a processor and for processing it undertakes as a controller.

11. Intellectual Property

The Portal, including its software, source code, architecture, workflows, interface, designs, trademarks, logos, text, graphics, and other Company-created materials, is owned by or licensed to Kzen PH and is protected by applicable intellectual-property laws. Except for the limited right to use the Portal for its intended purpose, no ownership or other intellectual-property right is transferred to you.

12. Third-Party Services and External Systems

The Portal may rely on third-party infrastructure and services for authentication, hosting, storage, communications, security, fonts, content delivery, payment-related processing, or other functions. Third-party services operate under their own terms and privacy practices. Kzen PH is not responsible for an external provider's independent acts or failures, except to the extent required by law or an applicable agreement.

13. Service Availability and Delays

The Portal is provided on an operational basis and may occasionally be unavailable because of maintenance, upgrades, security measures, telecommunications problems, power interruptions, internet failures, cloud-provider incidents, government system outages, natural disasters, or other circumstances beyond reasonable control.

Government processing, third-party processing, client delays, incomplete information, incorrect information, missing documents, expired documents, payment delays, and changes in law or government requirements may affect service timelines and outcomes.

14. Disclaimer of Warranties

To the maximum extent permitted by law, the Portal and its general availability are provided without a warranty that access will always be uninterrupted, error-free, or suitable for every particular purpose. Kzen PH does not warrant that every government filing, transaction, document, or third-party service will be accepted, approved, completed, or processed within a particular period.

Nothing in these Terms excludes or limits a right, remedy, warranty, or liability that cannot lawfully be excluded or limited under Philippine law.

15. Limitation of Liability

To the maximum extent permitted by applicable law, Kzen PH will not be liable for indirect, incidental, special, consequential, exemplary, or punitive losses, including loss of profits, business interruption, loss of opportunity, or reputational harm, arising from Portal use or a third-party or government action.

For a direct claim that may lawfully be limited, Kzen PH's aggregate liability will not exceed the amount actually paid to Kzen PH for the specific service or job order giving rise to the claim during the three (3) months immediately preceding the event, except where a different mandatory legal rule or written agreement applies.

16. Indemnification

To the extent permitted by law, you agree to indemnify and hold Kzen PH and its officers, employees, agents, and service providers harmless from third-party claims, losses, liabilities, penalties, and reasonable costs arising from your unlawful conduct, unauthorized submission of another person's data, fraudulent or inaccurate documents, infringement of third-party rights, or material breach of these Terms.

17. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Republic of the Philippines. The parties will first attempt in good faith to resolve disputes through direct communication. If a dispute cannot be resolved informally, it may be brought before a court or other forum having lawful jurisdiction, subject to applicable venue rules, consumer protections, and any separate written agreement.

18. Changes to the Portal and These Terms

Kzen PH may modify Portal features, policies, and these Terms when reasonably necessary to reflect changes in services, technology, security, business operations, or law. Material changes will be posted or otherwise communicated where required. The effective date shown above identifies the version currently published on this page.

19. Severability, Waiver, and Entire Agreement

If a provision is found invalid or unenforceable, the remaining provisions remain effective to the extent permitted by law. Failure to enforce a provision is not a waiver of future enforcement. These Terms, together with applicable service agreements, job orders, and the Privacy and Cookie Policies, constitute the applicable Portal terms unless a separate written agreement expressly provides otherwise.

20. Contact

For service, security, or legal questions, contact Kzen PH through the contact information provided by the Company. Privacy and data-subject requests may be directed to privacy@kzen.ph.