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Software Subscription Terms
These terms apply where a business pays Wanjibots Limited a recurring fee for the Business Management & POS System. They sit alongside the POS Customer and User Agreement and the Terms and Conditions.
1. What you are buying
A non-exclusive, non-transferable licence to use the system for your own business, for as long as you keep paying, together with the support and updates described here. You are not buying the software, its source code, or the right to resell it.
2. Fees and billing
- Fees are quoted in Kenya Shillings and are stated in your order form or quotation, which prevails over anything general said here.
- Subscriptions are billed monthly in advance, on the same day each month, unless your order form says otherwise.
- Where you are charged per branch or per user, the count is taken at the start of the billing month. Adding a branch or user mid-month is charged pro rata; removing one takes effect at the next billing date.
- Set-up, data migration, training and on-site work are quoted separately and invoiced when done.
- Prices are exclusive of VAT unless stated. VAT is added where it applies, and a KRA eTIMS tax invoice is issued for every payment.
3. Payment
Payment is due on the invoice date. We accept M-Pesa, bank transfer and cash at a branch. Please quote the invoice number, and tell us the payment reference so we can match it.
If payment is late:
- Day 1 — a reminder.
- Day 7 — a second reminder and a call.
- Day 14 — written notice that access will be suspended.
- Day 21 — access suspended. Your data is not deleted; it is held, and access is restored as soon as the account is settled.
- Day 90 — we may terminate, after giving you a further opportunity to export your data.
We do not lock anyone out without warning, and we will always let you export your data before suspension.
4. Price changes
We may change prices with 60 days' written notice, and not more than once in any 12 months for an existing subscriber. If you do not accept the new price you may terminate before it takes effect, with no penalty, and we will refund any unused prepaid period.
5. Term, renewal and cancellation
- Monthly subscriptions renew automatically each month.
- You may cancel at any time by giving 30 days' notice in writing to wanjibotslimited1@gmail.com. The service continues to the end of the notice period.
- We may terminate on 60 days' notice, or immediately for non-payment after the process above, or for a serious breach of the Acceptable Use Policy.
- An annual subscription paid in advance may be cancelled; we refund the unused whole months less any discount that was given for paying annually.
6. Refunds
| First 14 days of a new subscription | Full refund if the system does not do what we said it would. Tell us what is missing. |
|---|---|
| Part-month after cancellation | Not refunded — the month is billed in advance and you keep access to the end of it. |
| Prepaid months after cancellation | Refunded in full. |
| Extended outage caused by us | Service credit as set out below. |
| Set-up, migration and training already delivered | Not refundable. |
7. Availability
Where we host the system, we target 99% monthly availability, measured outside planned maintenance. Planned maintenance is notified at least 48 hours in advance and scheduled outside branch trading hours wherever possible.
If availability in a month falls below the target through our fault, you may claim a service credit against the next invoice:
| Availability that month | Credit |
|---|---|
| Below 99% but at least 95% | 10% of that month's fee |
| Below 95% but at least 90% | 25% |
| Below 90% | 50%, and you may terminate immediately |
Claim within 30 days. Credits do not apply to downtime caused by your own hardware, power or internet, by a third-party provider such as a bank or mobile money network, or by something you did to the system.
Where the system runs on your own hardware, availability is in your hands; we support the software, not your electricity.
8. Support
| Severity | Example | We respond within |
|---|---|---|
| Critical | Nobody can sign in; transactions cannot be recorded; data loss suspected | 2 hours, working hours; best efforts outside them |
| High | A branch cannot reconcile or close the day | 4 working hours |
| Normal | A screen or report is wrong; a workaround exists | 1 working day |
| Low | A question, or a change you would like | 3 working days |
Support is by phone, WhatsApp and email. It covers the software. It does not cover your hardware, your network, training beyond what was agreed, or recovering data you deleted outside the system.
9. Updates
Updates and fixes are included. We may change features, and will give notice of anything that materially removes a capability you rely on. New separately-priced modules may be offered; you are never charged for one you did not order.
10. Backups and your data
- Where we host, we take daily backups, a weekly full backup and a monthly archive, keep at least one copy off-site, encrypt them, and test-restore on a schedule. A backup nobody has restored is not a proven backup, and we treat it that way.
- Where you host, the same tools are built into your system, and taking and checking those backups is your responsibility. The system will keep telling you if you are not doing it.
- Your data is yours. You can export it at any time from the Backups screen — a full database snapshot plus plain CSV files that will still open in a spreadsheet in ten years.
- On termination you have 60 days to export. After that we delete your data from live systems, and it ages out of backups on the normal retention cycle. We will confirm deletion in writing if you ask.
- We do not hold your data hostage over a billing dispute. Even while suspended, you can export.
11. Confidentiality and data protection
Each of us will keep the other's confidential information confidential. For your customers' personal data, you are the data controller and we are your processor: we act on your documented instructions, keep it secure, help you answer data subject requests, and tell you without undue delay if there is a breach. Our own handling is described in the Privacy Policy.
12. Liability
Our total liability in any 12-month period is limited to the fees you paid us in that period. We are not liable for indirect or consequential loss, lost profits, or loss of data where you did not take the backups the system provides for. Nothing limits liability for death or personal injury caused by negligence, for fraud, or for anything Kenyan law does not allow to be limited.
13. General
Governed by the laws of Kenya; the Kenyan courts have jurisdiction. Neither party may transfer this agreement without the other's written consent, except to a successor of its business. Your order form, these terms, the POS Agreement and the Acceptable Use Policy are the whole agreement between us; where they conflict, the order form wins, then these terms.
This document is published by Wanjibots Limited, a company registered in Kenya. If anything here is unclear, ask us before you rely on it — we would rather explain it than have you guess.
Version of 21 September 2026. We will post a notice on this page when it changes materially, and the date above will change.