Website terms of use

These terms apply to your use of optimasystems.co.ke and every page under it, including the guides, the help pages, the download page, your Optima account and the pages where you order and pay. The website is run by Optima Systems, a business registered in Kenya, referred to here as we or us.

Using Optima Systems, the desktop software, is governed by the licence agreement. Refunds are covered by the refunds policy, and what we collect and why by the privacy notice. Where one of those documents deals with a subject specifically, it takes priority over these more general terms.

By using the website, or by creating an account, you accept these terms. If you are acting for a pharmacy or other business, you confirm you are allowed to accept them on its behalf.

You can read this website without an account. You need a free Optima account to download the installer, place and track orders, activate a licence, and manage the computers connected to it.

When you create and use an account, you agree to:

• Give accurate details, in particular the name of the pharmacy and a phone number you can be reached on, and keep them up to date.
• Keep your password and any sign-in codes to yourself, and not share one account between unrelated businesses.
• Tell us promptly if you believe someone else has gained access to your account.

You are responsible for what is done through your account, including approving a computer that asks to connect or activate. Only approve a request you started yourself, on a computer you recognise. Sign-in is provided for us by Clerk, a specialist authentication service; see the privacy notice for what that involves.

You must be at least 18 years old to create an account or buy a licence.

Prices are shown in Kenya Shillings and include VAT. A licence for the main computer at a pharmacy is KES 25,000, and additional networked computers at the same pharmacy are KES 5,000 per additional terminal until 31 December 2027, then KES 10,000. The pricing page always shows the current figures.

When you start an order, our server calculates the price and gives the order a reference beginning with OPT. That price is fixed for that order. A price displayed in your browser before the order exists is for information only, and if it ever differs from the order, the order is correct.

Placing an order does not commit you to paying for it. An order you have not paid expires after 7 days, and you can start a new one whenever you are ready. If we made an obvious pricing mistake, we will tell you before taking payment, or refund you in full if payment has already been made.

Payment is made by M-Pesa, using the order reference exactly as shown on your order so that we can match the payment to it. An order counts as paid once Safaricom has confirmed the payment to us and it has been matched to your order. Your licence is issued after that, and the order in your account shows its progress.

Pay only the amount shown on the order, from a number you control, and keep the M-Pesa confirmation message until your licence is active. If a payment was made with the wrong reference or amount, or has not been matched after a reasonable time, contact us with the confirmation code and we will sort it out.

We never ask for your M-Pesa PIN, by phone, message or on this website. Anyone who does is not us.

Installers are provided only to signed-in accounts, and updates only to computers connected to an account. Download links we give you are personal and short-lived: do not republish them, and do not host or redistribute the installer elsewhere. Anyone who wants Optima can get it here, from the source, which is the only place we can vouch for.

The download page shows a SHA-256 checksum for each installer. If you want to be sure the file you have is the one we published, compare the two before installing.

You agree not to:

• Try to access an account, order, licence or computer that is not yours, or approve a request on someone else’s behalf without their authority.
• Try to obtain an installer, update, licence, activation or extension you are not entitled to, including by forging or replaying requests.
• Probe, scan or test the security of the website, or overload it, without our written permission. If you have found a vulnerability, please tell us privately first; we will thank you, not threaten you.
• Scrape or bulk-copy the site, or use automated tools against account, download or payment pages. Ordinary search engine indexing of public pages is welcome.
• Create accounts in bulk or with false details, or use the site for anything unlawful under Kenyan law, including the Computer Misuse and Cybercrimes Act.

To keep the site available for everyone, some actions are rate-limited, and a request that looks automated may be challenged or refused.

The guides, help pages and other articles on this website are general information about running a community pharmacy business and using Optima. We write them carefully and try to keep them current, but they are not professional, pharmaceutical, legal, tax or accounting advice, and they are not a substitute for guidance from the Pharmacy and Poisons Board, the Kenya Revenue Authority or your own advisers.

Rules, fees and requirements change. Before acting on anything that has legal, tax or regulatory consequences for your pharmacy, check it with the relevant authority.

The text, guides, screenshots, graphics, logo and design of this website, and the name Optima Systems, belong to us. You may read, print and share links to pages for your own use and for training your staff. You may quote short extracts with a link back to the page.

You may not republish whole guides or substantial parts of the site, or use our name or logo in a way that suggests you are us, work for us, or are endorsed by us.

The website depends on other providers, among them Cloudflare for hosting, Clerk for sign-in and Safaricom for M-Pesa. An outage on their side can affect the website for a while. It never affects Optima already installed at your pharmacy, which does not need this website to keep working.

Links to other websites, such as WhatsApp or a regulator’s site, are provided for convenience. We are not responsible for their content or their terms.

We aim to keep the website available at all times, but we do not promise it will be uninterrupted or error-free. We may change, add or remove pages and features, and take the site down briefly for maintenance.

None of that can take away something you have already paid for. Your licence, your installed software and your pharmacy’s records do not depend on this website being online.

You can stop using your account at any time, and ask us to close it. See the privacy notice for what we must keep afterwards, such as payment records.

We may suspend or close an account that is used to break these terms, for example for fraud, for attacking the website, or for trying to obtain licences that were not paid for. Except where the problem is serious or urgent, we will contact you first and give you a chance to explain or put it right.

Closing an account does not revoke a licence that was properly bought, and it never touches your pharmacy’s data, which was never on this website in the first place.

The website and its content are provided as they are. To the extent the law allows, we are not liable for loss arising from the website being unavailable, from reliance on the general information in the guides, or from someone using your account because your sign-in details were not kept private.

Where we are liable in connection with the website, our total liability is limited to the amount you have paid us. Nothing in these terms limits any right you have under the Consumer Protection Act, 2012 or any other Kenyan law that cannot be excluded, or our liability for fraud.

We may update these terms as the website changes. The date at the top of this page shows when they last changed. If a change materially affects account holders, we will tell you by email or in your account before it takes effect.

A change never applies to an order that was already paid before the change was published.

These terms are governed by the laws of Kenya, and the courts of Kenya have exclusive jurisdiction over any dispute arising from them. If any part of these terms turns out to be unenforceable, the rest continues to apply.

Most disagreements are misunderstandings. Before anything formal, please contact us on WhatsApp at +254 725 532 997 or by email at support@optimasystems.co.ke, and we will try to resolve it directly.