Licence agreement

This agreement is between you (the pharmacy or person installing the software) and Optima Systems, a business registered in Kenya, referred to here as we or us.

It takes effect when you install Optima Systems, and continues for as long as you use it. If you are installing it on behalf of a pharmacy, you confirm you are allowed to accept these terms for that pharmacy.

A free Optima account is required to download the installer, keep purchase and payment history, activate a purchased entitlement, and manage the computers covered by it.

The account does not turn Optima into an online till. After legitimate activation, normal pharmacy work does not require an internet connection. Sales, stock, reports, backups and the pharmacy database remain local to your computers.

You are buying a perpetual licence to use Optima Systems: a one-time payment, not a subscription. There is no renewal that must be paid to keep the software working, and no mechanism by which we can switch off a copy you have paid for.

Your licence covers:

• One pharmacy business, at one trading location. Another branch needs its own licence.
• The number of computers stated on your licence. A single-till pharmacy is covered for one computer; additional computers at the same location are purchased separately, per computer, and can be added later.
• Every feature of the version you buy, with no part held back behind a higher tier.

Optima runs with every feature available for 7 days from first installation, with no payment and no card details.

When the trial ends without a licence, Optima stops recording new sales and stops opening new shifts. It does not lock you out of anything you have already entered: every product, batch, expense, report, export and backup remains available.

A licence is issued for a specific computer, identified by a code the software derives from that machine’s hardware. That code cannot be turned back into anything about you and contains no personal information.

Ordinary maintenance does not break your licence: you may replace a hard drive or a motherboard and Optima will keep working. Reinstalling Windows, or moving to a different computer, needs a reactivation, which is free and which you can do yourself.

If you replace the computer, release the licence on the old one first, then free its place in your account so the new computer can activate. If the old computer has been lost, stolen or has failed, you can free its place in your account without it by telling us what happened. Freeing a place does not switch off the old computer, because Optima never needs to contact us to keep working.

Because of that, freeing a place without the release code from the old computer is limited to once a year per licence; further requests are checked by us before the place is freed. Declaring that a computer is lost, stolen or broken while it is still used with your licence is a material breach of this agreement.

Your purchase includes updates for the life of your licence: fixes, improvements and new features we release for Optima Systems, at no further cost.

Installing an update is always your choice, and nothing stops working if you decide not to. There is no renewal and no update plan to buy.

You agree not to:

• Share, sell, rent or sub-licence your copy or your licence key to another pharmacy or business, other than by transferring it with the sale of your pharmacy as described below.
• Attempt to defeat, remove or work around the licensing in the software, or distribute anything that helps others do so.
• Present Optima Systems as your own product, or remove our name and branding from it.

You may take the software apart to understand it, and you may keep as many backup copies of it and your data as you like.

If you sell your pharmacy business, your licence can be transferred to its new owner, free of charge to both of you. A transfer covers the whole licence, with the same number of computers, and is made once the pharmacy has actually changed hands.

Because a transfer moves something you paid for, we confirm it with both of you before it takes effect, and we may ask for reasonable evidence that the business was sold. When it completes, your licence key stops working for new activations and the new owner receives their own.

A licence cannot be transferred on its own, separately from the pharmacy.

Your records are yours. Sales, stock, customers, prescriptions, expenses and staff records are stored on your own computer, in a standard SQLite database file you can copy, back up and export at any time.

Optima does not send your pharmacy’s data to us or to anyone else. The software works with no internet connection at all, which is not an accident of design but the point of it.

This also means the safety of that data is in your hands. Optima takes automatic local backups, but a backup on the same computer does not survive that computer being stolen or destroyed. Keep a copy somewhere else.

Optima is a business tool. It helps you track stock, expiry dates, sales and cash. It does not, and cannot, replace the professional judgement of a pharmacist.

Dispensing decisions, prescription validity, drug interactions, patient counselling and compliance with the Pharmacy and Poisons Board’s requirements remain entirely your responsibility. Expiry warnings, stock levels and reorder suggestions are calculated from the data you enter and are only as accurate as that data.

We promise the software will do substantially what this website and its documentation say it does. If it does not, tell us: we will fix it, or refund you under the refunds policy.

Beyond that, the software is provided as it is. We do not promise it is free of every defect, nor that it will suit every way of working. No software is, and none does.

Our total liability to you, for any claim connected with the software, is limited to the amount you paid us for it.

We are not liable for lost profits, lost sales, lost data, or business interruption. In particular, we are not liable for data you lose because a computer failed and no backup existed elsewhere.

Nothing in this agreement limits liability where Kenyan law does not allow it to be limited, including for death, personal injury or fraud.

You may stop using Optima at any time. Uninstalling it deliberately leaves your data directory in place, so your records survive both an uninstall and a reinstall.

We may end this agreement only if you materially breach it, most obviously by distributing your licence to other businesses or by using it on more computers than you paid for, and do not put it right within 30 days of us asking you to.

This agreement is governed by the laws of Kenya, and the courts of Kenya have exclusive jurisdiction over any dispute arising from it.

If any part of this agreement turns out to be unenforceable, the rest of it continues to apply.