Terms of Service

These terms are between Zameda Systems (“Zameda”, “we”), Nairobi, Kenya, and the pharmacy that signs up (“you”). They cover the Zameda cloud service at app.zameda.co.ke, including the online shop feature. Creating a workspace or using Zameda means you accept these terms. The person who signs up confirms they have authority to bind the pharmacy.

Our Privacy Policy, Data Processing Agreement and Acceptable Use Policy are part of these terms. A pharmacy that runs Zameda on its own server signs a separate licence agreement instead, and these terms do not apply to it.

Zameda is pharmacy management software: the till, stock by batch and expiry, prescription and controlled-drug records, purchasing and supplier invoices, insurance claim records, reports, and an optional online shop. What each plan includes is shown on our pricing page, and we describe it as it works today.

• It is not medical advice. Zameda records and checks; it does not decide. Interaction and allergy alerts are aids. The decision to dispense in every sale is made by your registered pharmacist.
• It does not replace your legal duties. It helps you keep the records the Pharmacy and Poisons Board and KRA expect. You remain responsible for them.
• Some features depend on other organisations (KRA, Safaricom, insurers, courier and SMS companies). We cannot promise that those services accept what is sent to them, or are available. Do not rely on a feature connecting to an outside service until we have told you it is live.
• We may improve, change or retire features. If we remove something that your plan includes and you use, we will tell you in advance and you may cancel.

• The owner of the workspace controls who else can sign in and what each person can do.
• Keep sign-in details and PINs private. Do not share one login between people. You are responsible for what happens under your users’ logins.
• Deactivate people who leave. Tell us straight away at hello@zameda.co.ke if you think someone has got in who should not have.
• Give us correct information about your pharmacy (name, KRA PIN, PPB licence) and keep it up to date.

Starter and Pro start with a 14-day free trial. You do not need to pay during the trial. Some add-ons have their own trial, once per pharmacy. When a trial ends we send an invoice. Enterprise is agreed with you directly.

• Prices are in Kenya shillings and are on our pricing page. They do not include VAT. If VAT ever applies to our fees, it will be shown as a separate line on the invoice before you pay it.
• We invoice by email. You pay by M-Pesa Paybill, using the invoice number as the account number so we can match your payment. A payment counts once we have confirmed it on our Paybill statement.
• You can pay monthly, or yearly in advance if we offer yearly pricing for your plan. Add-ons and extra branches are invoiced for the days of the period that remain when you start them, and then with your plan.
• Your price is held. The price you signed up at stays the same until you change plan, or until we give you at least 30 days’ written notice of a new price, which then applies from your next renewal.
• Fees are for time already started. We do not refund part of a period you have paid for, except where the law requires it, or where we agree in writing, for example if we could not provide the service for an extended time.

• If an invoice is not paid by its due date, the account has 7 days’ grace and works as normal. We remind you by email and in the app.
• After that the account becomes read-only: you can still sign in, look at your records and export them, but you cannot record new sales or make changes. Keep a paper record of anything you sell in the meantime, because the law still expects it.
• Paying the invoice restores full access straight away.
• We may suspend an account for a serious breach of these terms (section 9), after telling you why unless the law or safety stops us.

• Upgrades take effect straight away. Downgrades take effect at the end of the period you have paid for. Before you downgrade, or switch an add-on off, the app shows what will stop working. Records you already made, such as insurance claims after the Insurance add-on is switched off, stay readable.
• Cancelling: the owner can ask to cancel in Settings. The account keeps working for 30 days so you can export your receipts, audit log and customer data. After that we close the account, and your information is handled as the Privacy Policy describes.
• If we end the service for you without a breach on your part, or stop offering Zameda, we give you at least 30 days’ notice, a chance to export, and a refund of any fees paid for time after the end date.

• The records you put in Zameda are yours. You give us permission to store and process them to provide the service, as the Privacy Policy explains. We do not sell them or use them for advertising.
• You can export your records at any time from the reports and export screens. Keep your own copies of anything the law makes you keep; we back up daily, but a backup is not a substitute for your obligation to keep records.
• For your patients’ and customers’ information, your pharmacy decides what is collected and why, and is responsible for having a lawful reason and for telling them. We process it for you.

You agree to the rules in our Acceptable Use Policy, which include:

• follow the law that applies to a pharmacy in Kenya, including the Pharmacy and Poisons Act and PPB rules, tax law and the Data Protection Act;
• have a registered pharmacist make every dispensing decision;
• not sell or supply controlled medicines illegally, or use Zameda to help anyone do so;
• not try to break, overload, copy or reverse-engineer Zameda, get into another pharmacy’s data, or bypass the limits of your plan;
• not upload anything unlawful or harmful.

The pharmacy is the seller to its own customers. Prices, stock, descriptions, prescription checks, delivery and refunds are the pharmacy’s responsibility, and Zameda is not a party to those sales. Zameda does not let controlled medicines be ordered through the shop, but you remain responsible for what you list and sell. A shop that your plan stops covering is switched off, and your orders and customer records stay available to you.

• We work to keep Zameda running, but we cannot promise it will never be interrupted. We may take it down for maintenance and will try to do so at quiet times.
• Support is by WhatsApp and email (support@zameda.co.ke). Starter has standard support; Pro and Enterprise have priority support. We do not promise a fixed response time.

Zameda, its software and its name belong to us. While your subscription runs you may use it for your pharmacy; you get no other rights in it. Your records belong to you (section 8). If you give us ideas or suggestions, we may use them without owing you anything.

• Nothing in these terms limits liability that the law does not allow to be limited, including for fraud, or for death or personal injury caused by negligence.
• Subject to that, we are not liable for indirect or knock-on loss, or for lost profit, lost sales or business interruption.
• We are not responsible for loss caused by outside services (KRA, Safaricom, insurers, internet or power failures), by your users, or by a dispensing decision your pharmacist made.
• We are not liable for loss of your data unless it was caused by our gross negligence or deliberate misconduct.
• Subject to the first point, our total liability to you for anything connected with Zameda is limited to the fees you paid us in the 12 months before the event.

If we change these terms in a way that matters, we will email the pharmacy owner at least 30 days before it takes effect and show the new date at the top of this page. If you do not agree, you can cancel before it takes effect. If you keep using Zameda after that, you accept the new terms.

These terms are governed by the laws of Kenya. If we disagree, please write to us first and give us 30 days to put it right. If we still cannot agree, the courts of Nairobi decide.