Terms of Service.

Effective October 2026 · Applies to all Dispensely shops in East Africa

These terms are the agreement between Dispensely ("we", "us") and the pharmacy that subscribes ("you", "your shop"). They cover the software subscription (the till, stock, patients, insurers and books modules) plus onboarding and support.

1. The service

Dispensely provides a cloud point-of-sale and operations system for retail pharmacies: point of sale with live profit and margins, fast and slow mover tracking, restock and expiry control, an online DDA register, offline selling with automatic sync, stock adjustments, shifts and management reports, patient refill tools, insurance claims, daily money split, the books, and eTIMS-ready invoicing. Features included in each plan are listed on the pricing page; we may improve features over time but will not remove a core feature from an active plan mid-term.

2. Plans, fees and billing

• Onboarding: a one-time KSh 6,000 onboarding fee per shop, which includes provisioning, stock import from your existing sheets, and the setup call.
• Subscription: billed monthly in Kenya shillings via M-Pesa or card (through PesaPal), per the plan prices on the pricing page. Yearly billing covers 12 months for the price of 10.
• Extra users: KSh 500 per user per month beyond your plan's included seats, on any plan, removable any month.
• No contracts: monthly plans renew month to month and you can cancel any time; cancellation takes effect at the end of the paid period. Yearly plans are refundable pro-rata within the first 60 days only.
• Fees are exclusive of any taxes we are required by law to add; we will always show them before charging.

3. Your account, users and roles

You control your own users. Each staff member gets an individual login with a role (cashier, pharmacist, locum, manager, accountant) and permissions are enforced on the server. You are responsible for keeping credentials confidential, removing leavers promptly, and assigning roles honestly (a login shared between staff defeats the audit trail and is a breach of these terms).

4. Your responsibilities

• Operate a licensed pharmacy: PPB registration and any professional licences remain entirely your responsibility.
• Ensure the data you enter is accurate and that you have a lawful basis for patient data you record.
• Submit your own KRA filings; eTIMS-ready invoices and the VAT-threshold watch are aids, not tax advice.
• Use the system lawfully: no dispensing records for products or practices outside your licence.
• The DDA register records what you and your staff enter. Keeping it accurate, and meeting PPB and other legal requirements for controlled drugs, remains your responsibility.

5. Your data

You own your data : stock, sales, patients, insurers and books. We process it only to provide the service, per the Privacy Policy and the Data Processing Agreement. You can export everything at any time, and for 30 days after cancellation. We never sell it and never share patient data for third-party purposes.

6. Availability and support

We run the service with redundant infrastructure, regular encrypted backups and monitoring, and we target high availability, but we do not warrant uninterrupted service. Offline selling: if your connection drops, sales are held on your device and synced when the connection returns. Keep your devices protected and reconnect promptly so your records stay current. Support is provided through your onboarding support channel; Chain plans get a priority line. Planned maintenance is announced in advance where possible.

7. What we are not liable for

The system records and computes, but professional and regulatory decisions — clinical, dispensing, tax — remain yours. To the extent the law allows, we are not liable for indirect losses (lost profit, lost goodwill), and our total liability for any claim is capped at the fees you paid us in the 3 months preceding the event. Nothing in these terms limits liability that cannot be limited by law.

8. Ending the relationship

You can cancel any time from your billing channel or by message to support. We may suspend a shop for non-payment (after 14 days' grace and reminders) or for unlawful use, and we will always give you a chance to export your data first except where the law requires otherwise.

9. Changes and governing law

We may update these terms; material changes come with at least 14 days' email notice before they apply to you. These terms are governed by the laws of Kenya, and disputes will be resolved in Kenyan courts. The same terms travel with us as we expand across East Africa.