Terms of Service
Draft for review. Bracketed items such as [Company legal name] must be completed, and these terms should be reviewed by a Kenyan lawyer before you rely on them.
1. Who we are and what this covers
VaultraFMS is fuel station management software provided by [Company legal name], [registered address], Kenya ("we", "us"). These terms are an agreement between us and the organization that signs up for or is given an account ("you", "the Customer"). By using VaultraFMS you accept them on behalf of that organization and confirm you are authorized to do so.
2. The service
VaultraFMS lets you record and reconcile forecourt operations, stock, cash, customer credit, invoices and accounting records, and view reports. Readings, counts and sales are entered by your staff. VaultraFMS does not connect to pump meters, tank gauges, till terminals or M-Pesa; it records what your staff enter.
3. Accounts and access
Accounts are issued per organization. Your owner decides who else has access and at what level. You are responsible for your staff's activity, for keeping passwords and one-time setup links confidential, and for removing access when someone leaves. Tell us promptly if you suspect an account has been compromised.
4. Your data
You own the data you enter. You give us permission to store, process and display it only as needed to provide the service, keep it secure, and meet legal obligations. How we handle personal data is set out in our Privacy Policy. You are responsible for the accuracy of what you enter and for having a lawful basis to enter personal data about your staff and customers.
5. Financial and accounting outputs
Reports, reconciliations, VAT figures and ledgers are calculated from what you record. They are tools to support your own decisions and filings; they are not accounting, tax or legal advice, and you remain responsible for your books and returns. Check results with your accountant before filing.
6. Acceptable use
You will not misuse the service, attempt to access another organization's data, probe or disrupt the system, reverse engineer it, or use it to break the law. We may suspend an account that does.
7. Fees and billing
Fees, billing periods and the number of stations included are as agreed in your order or quotation. Unless agreed otherwise, fees are payable in advance, exclude taxes, and are non-refundable except where the law requires. We may suspend service for unpaid invoices after reasonable notice.
8. Availability and support
We aim to keep the service available but do not promise uninterrupted operation. The app can queue sales and readings if a station's internet connection drops and sends them when it returns; that depends on the device staying intact until it syncs. Support channels and hours are as stated in your order.
9. Deactivation, export and deletion
You may stop using the service at any time. On request after termination we will provide an export of your data in a standard format and then delete it, subject to any retention the law requires. Financial records are append-only by design, so deletion of records during an active subscription is not generally possible.
10. Intellectual property
We own the software and its documentation. You receive a non-exclusive, non-transferable right to use it during your subscription. Your logos, names and data remain yours.
11. Warranty and liability
The service is provided "as is" to the extent the law allows. We are not liable for indirect or consequential loss, lost profit, or loss caused by incorrect data entered by your staff. Our total liability for any claim is limited to the fees you paid in the 12 months before it arose, except where the law does not allow that limit.
12. Changes
We may update these terms. We will give reasonable notice of material changes; continuing to use the service after the change takes effect means you accept it.
13. Governing law and contact
These terms are governed by the laws of Kenya and disputes are subject to the courts of Kenya, unless we agree otherwise in writing. Questions: [email protected].