Terms of Service

Koha Solutions is a software company that builds and runs library technology. These terms apply to this website, to kohasolutions.com and myopac.com, and to the products and services described on them: Koha Cloud (our hosted library platform), the Koha Certificate training course, Custom Website Solutions, and the Koha services around them — installation, migration, support, upgrades, RFID, customization and multilingual work.

By using this website, opening an account, enrolling on the course or accepting a quotation from us, you agree to these terms. If you are agreeing on behalf of a library, university, school or other institution, you confirm you are authorised to bind it, and "you" in this document means that institution.

Where you have signed a service agreement, order form or quotation with us, that document wins on anything it covers — scope, fees, service levels, notice periods, data handling and governing law included. These terms fill the gaps it does not address.

Koha is free and open-source library software maintained by the worldwide Koha community. We did not write it, we do not own it, and we do not sell licences for it — nobody does. What we charge for is our own work and our own platform: hosting and running the servers, setting the system up so a library can actually open with it, migrating data into it, supporting the people who use it, training them, and the software we have built on top.

Koha Cloud is our platform. Its own code, interface and infrastructure are ours; the open-source components inside it stay under their own licences, and nothing in these terms restricts a right you already hold under one of those licences. The Koha name and its trademarks belong to the Koha community and its trademark holders, not to us.

Staff accounts are issued to named individuals, not to a desk or a department. You are responsible for what happens under an account issued to your library, so:

• Give us accurate details when an account is created, and tell us when a member of staff leaves so their access can be removed.
• Keep credentials private. Shared logins defeat the audit log, which is the record that answers "who changed this?" when something goes wrong.
• Turn on two-factor authentication where we offer it, and keep the recovery details somewhere your institution — not one person — can reach.
• Tell us promptly if you believe an account has been compromised, so we can end its sessions.

Patron accounts on a public catalogue are governed by your library’s own membership rules. We provide the software; you decide who is a member.

While using our services, you agree not to:

• Break the law of any place you operate in, or use the service to store or distribute unlawful material.
• Attempt to reach another library’s data, another account, or any part of the platform you have not been given access to.
• Probe, scan or test the security of the platform without our written permission. We welcome responsible disclosure — write to us first and we will agree a scope.
• Upload malware, or deliberately overload the platform, its API or its search.
• Resell, sublicense or provide the platform to a third party as a service of your own, unless we have agreed that in writing.
• Scrape the catalogue at a rate that degrades it for patrons. Our public API exists precisely so bulk access does not have to be scraping — ask for a key.

Your records are yours. Bibliographic records, holdings, patron records, circulation history, settings and anything else you or your patrons put into the system remain your property and your responsibility. We claim no ownership of them.

You give us only the permission we need to run the service for you: to store, copy, back up, transmit and display your data for the purpose of providing, supporting and securing it, and nothing else. We do not sell your data, we do not share it with advertisers, and we do not mine another library’s catalogue to build a product.

You are responsible for having the right to hold the data you load, including personal data about your patrons and any lawful basis your institution needs for it. Where we handle personal data on your behalf, we act on your instructions — see the Privacy Policy, which explains the two different roles we play.

You can export your records in MARC21 and CSV at any time, without asking us and without a fee. A catalogue you cannot leave with is not really yours, so leaving is a documented process here rather than a negotiation.

We quote per engagement rather than publishing a price list, because the work genuinely differs: a single college library moving one catalogue is not a university system with five branches and a decade of records in three scripts. A quotation states what is included, what it costs and how long the price holds.

• Figures are stated in USD unless the quotation says otherwise, and are exclusive of any taxes, duties or bank charges your institution is liable for.
• Invoices are payable by the date on the invoice. We will always contact you before non-payment affects service.
• Recurring services renew for the same period unless either of us gives notice before the end of the current one. The notice period is the one in your agreement.
• Fees already invoiced for a period that has been delivered are not refundable; anything else follows the refund terms of your agreement.

We aim to keep hosted services available continuously, and we monitor them so that we usually know about a problem before you report it. We cannot promise uninterrupted service: hardware fails, networks between you and us fail, and security updates sometimes have to be applied at once.

• Planned maintenance is scheduled outside the busiest hours where we can, and announced in advance.
• Emergency maintenance — a security fix, a failing disk — may happen without notice. We will tell you what happened afterwards.
• Support channels, response times and hours are those in your agreement. Where none is stated, we respond as quickly as we reasonably can during working days.

We take regular backups of hosted catalogues and keep them on a rotation, and we can restore from them. Backups are a recovery mechanism for the service — they are not an archive service, and they are not a substitute for your institution keeping its own copy.

Because you can export your full catalogue whenever you like, we strongly recommend you do so periodically and keep that copy under your own control.

The Koha Certificate course is taught on a live system, not a sandbox that resets overnight: each trainee gets a real staff account on a real library tenant and does real cataloguing and circulation work on it, which is scored by the assignment tracking built into that system.

• A seat is personal to the trainee named on the enrolment and cannot be transferred or shared. Sharing a login means two people are marked as one.
• Access to the training system is for coursework. Records created there are teaching material and may be reset between cohorts.
• A certificate is issued when the course’s stated completion criteria are met — attendance and assignments, not payment alone.
• Live sessions may be recorded so trainees who miss one can catch up. Recordings are for enrolled trainees and must not be redistributed.
• We do not promise employment, promotion or any external accreditation. What the certificate attests is that you completed this course.
• Course fees, instalments and refund windows are those stated at enrolment and on your invoice.

Custom website and development engagements are defined by their own written scope. Unless that document says otherwise:

• The deliverables are those listed in the scope. Anything else is a change request, quoted separately — we would rather re-quote than quietly cut something to fit.
• On full payment, the custom deliverables built specifically for you are yours to use, modify and keep.
• Our pre-existing tools, libraries and platform code stay ours, and you get the licence you need to use them as part of the deliverable.
• Third-party and open-source components keep their own licences, which we will tell you about.
• Content you supply — text, images, logos — stays yours, and you confirm you have the right to use it.

This website, the Koha Cloud platform, our documentation, course material, illustrations, brand names and logos belong to us or our licensors. You may read, print and share pages of this site for your own evaluation; you may not copy our course material, resell our documentation, or use our brand marks to suggest an endorsement or a partnership that does not exist.

Feedback is welcome and unencumbered: if you tell us how the product should work, we may act on it without owing you anything for it.

Running a hosted service means relying on infrastructure providers — data centres, DNS and network protection, object storage, and email delivery. We choose them carefully and remain responsible to you for the service; their own terms govern their relationship with us. The Privacy Policy lists the categories of provider that may process personal data.

Our sites link to external resources, including the Koha community’s own documentation. We do not control those sites and are not responsible for their content.

You may end a service in line with the notice period in your agreement. We may suspend or end a service if fees remain unpaid after we have contacted you, if the service is being used unlawfully or in breach of the acceptable-use section, or if continuing would put the platform or other libraries at risk. Where we can give notice first, we will.

When an engagement ends, we will keep your data available for export for a reasonable handover period agreed with you, help you take a full copy, and then delete it from live systems. Copies inside backups age out on the ordinary backup rotation rather than being individually erased, and stay protected until they do.

We warrant that we will provide our services with reasonable skill and care, by people who know this software. Beyond what these terms and your agreement expressly say — and beyond anything the law gives you that cannot be excluded — the services are provided as they are, without further warranty.

In particular we do not warrant that the software will be free of defects, that every feature will suit a workflow we have not discussed, or that results from search, AI-assisted cataloguing or any automated suggestion will be correct. Those features assist a cataloguer; they do not replace one. Nothing on our sites is legal, financial or professional advice.

Neither of us is liable to the other for indirect or consequential loss, or for lost profits, lost revenue, lost goodwill, or the cost of substitute services. Our total liability arising out of or in connection with the services, in any twelve-month period, is limited to the fees you paid us for the affected service in that period.

Nothing here limits liability that cannot lawfully be limited — including for death or personal injury caused by negligence, or for fraud.

The platform is actively developed, so features are added and occasionally replaced. We will not remove a capability your library depends on without telling you and giving you a route forward.

We may update these terms — to describe a new service, or because the law changes. The revision date at the top of this page always reflects the current version, and material changes affecting an existing customer are notified directly rather than published silently. Continuing to use the service after a change means you accept the updated terms.

We work with institutions in many countries, so the governing law and the venue for any dispute are the ones stated in your service agreement, order form or quotation. Where no such document exists, the law applicable at the place where Koha Solutions is established governs, without prejudice to any protection the law of your own country gives you that cannot be set aside by agreement.

Before anything formal, please raise the problem with us. Nearly everything that reaches a dispute started as something we could have fixed in a week.

Questions about these terms, a quotation, or anything you have read here: use the contact page and say which document you are writing about — it reaches the right person faster.