Optima Online terms

Optima Online is the Optima pharmacy system provided as a service. You use it in a web browser. Your pharmacy’s records are kept on a server we run, instead of on your own computer. It is provided by Optima Systems, Nairobi, Kenya.

It is not the same product as Optima Desktop. Some Windows features, such as thermal printer and cash drawer control, are not part of Optima Online.

You sign up with your email address and become the owner of the pharmacy you create. You must have authority to run that pharmacy and to agree to these terms for it. Keep your sign-in details to yourself; you are responsible for what is done with your account.

Your staff sign in to the pharmacy with their own PIN, in a browser you have approved. The owner decides which browsers are approved and can remove one at any time. A plan allows a set number of approved browsers at once (2 on Starter, 5 on Professional).

A new pharmacy gets 14 days free, with every feature of the Professional plan and no payment details. The days start when your pharmacy is ready to use, not when you sign up.

Each business gets one trial. We may ask for a reason before starting a second one for the same business. If you do not choose a plan by the end of the trial, the pharmacy becomes read-only (see below). Nothing is charged automatically.

Optima Online Starter is KES 1,500 a month and Optima Online Professional is KES 2,500 a month, each for one pharmacy. What each includes is listed on the Optima Online page. The price shown for the plan you choose is the price of your invoice.

You pay by M-Pesa. When you choose to pay, we send a payment request to your phone and record the payment only when M-Pesa confirms it. Each payment covers one month and has an invoice in your account. We never charge your M-Pesa account without a request you approve.

If you pay during the trial, your first paid month starts when the trial ends, so you lose no trial days. If a price changes, the new price applies to invoices created after the change.

When a paid month ends without a renewal, everything keeps working for 7 more days. After that your pharmacy becomes read-only: you can look at everything, run reports, export your data, close an open shift and finish payments already started, but you cannot record new sales or other new business until a payment is made. Paying restores full use straight away.

A read-only pharmacy is never deleted by this. We do not delete a pharmacy’s records automatically when a plan lapses or ends. If we ever introduce a deletion schedule, we will tell the owner in writing first and give reasonable time to export.

There is no contract to cancel. Nothing renews by itself, so to stop you simply do not pay the next invoice. To close your account altogether, write to us at support@optimasystems.co.ke.

Refunds for Optima Online are handled case by case. If something went wrong with a payment, write to us and we will look at it fairly. The refund terms for Optima Desktop do not apply to Optima Online.

Your pharmacy’s records belong to you. We hold them to provide the service and for nothing else. We do not sell them, share them with advertisers, or look through them. If we ever need to look at your records to fix a problem, we will ask you first.

You can download the whole pharmacy at any time, from the Optima Online page of your account, as a complete database file. This works in every state, including when the pharmacy is read-only, and the file is the same format an Optima Desktop backup uses.

What we collect and where it is kept is set out in the privacy notice. In short: the server is in the United States and the account details are held in the European Union.

Optima Online needs an internet connection. If yours stops, you cannot use it until it returns. We run it on a single server and back every pharmacy up once a day to separate storage, keeping the last seven daily copies. That protects you against most failures, but a backup can lose up to a day of work. We cannot promise the service will be uninterrupted, and we do not give a guaranteed uptime.

We update Optima Online from time to time. We try to do it without interrupting you, and we will say so on the site when something needs notice.

Use Optima Online to run a pharmacy lawfully. Do not try to reach another pharmacy’s data, to overload the service, or to resell it. You are responsible for the accuracy of what you record and for following the laws that apply to your pharmacy, including those about patient information and controlled medicines. We may suspend an account that puts the service or other customers at risk, and we will tell you why.

We take care of your records, and we are responsible for harm we cause by failing to do so. We are not responsible for losses that come from things we do not control, such as your internet connection, your devices, an M-Pesa outage, or a decision made on the basis of figures you entered. To the extent the law allows, our total liability to you for any problem is limited to the amount you paid us for Optima Online in the three months before it.

Nothing in these terms limits any right you have under Kenyan consumer or data protection law that cannot be limited.

If we change these terms, the new version appears on this page with a new date, and we will email the owner before a change that matters takes effect. Kenyan law applies, and the courts of Kenya have jurisdiction.

Questions, a refund request, or closing an account: support@optimasystems.co.ke, or WhatsApp from the Help page.