Terms of Service

Effective date: 9 September 2026

These terms govern use of the NexaPOS website, point-of-sale software and related services. "NexaPOS", "we" and "us" refer to the provider of NexaPOS identified in your order or invoice. "You" means the person using the service and, where applicable, the business that person is authorized to represent. Contact NexaPOS support on +254 768 415 017 for provider details or questions about these terms.

1. Using NexaPOS

By accepting these terms during registration or purchase, or using NexaPOS after being given access to them, you agree to them. If you use NexaPOS for a business, you must have authority to do so. Do not use the service if you do not agree. NexaPOS is a business tool and is not directed at children.

NexaPOS provides tools for sales, inventory, expenses, receipts, reports and shop device synchronization. Features depend on your installed version, supported operating system, license and configuration. Online services, activation, payment processing and cloud backups require a working internet connection. Features announced or under development are not included until released and enabled.

2. Licenses, charges and updates

Subject to your agreed license, NexaPOS grants you a limited, non-exclusive right to install and use the software for your authorized business operations. License duration, device coverage, installation fees, support charges and any renewal charges are those disclosed and agreed in your order or invoice. These terms do not create an automatic renewal or authorize an undisclosed charge.

A device may access a shop through its own license or, where supported, an invitation to an existing shop. An invitation does not grant an independent license. Leaving the shop or having access removed may require that device to activate separately before further use.

Updates may correct defects, improve security or change features. Maintain a recent backup before updating and use official NexaPOS downloads. Continued compatibility with every older operating system, printer or third-party service cannot be guaranteed.

For billing errors, cancellation or refund requests, contact support with your order or payment reference. Requests will be handled under the agreed purchase terms and applicable law. Nothing here removes a refund or other remedy you are legally entitled to.

3. Accounts, shop access and recovery

You are responsible for authorizing staff, assigning appropriate roles, securing devices and promptly removing access that is no longer needed. Do not share passwords, license keys, recovery codes or authenticator setup keys with unauthorized people.

Where available, fingerprint, face authentication or Windows Hello uses your device's authentication service. Use these features only on devices whose enrolled users are authorized to access the associated NexaPOS account.

Support-assisted password or authenticator recovery requires appropriate verification of your authority over the account or shop. A device ID alone is not proof of ownership. Support may request additional evidence or decline a reset when authority cannot be established. Password resets do not recover forgotten backup encryption passphrases.

4. Your business records

You retain ownership of the business data you enter into NexaPOS. You authorize the processing reasonably necessary to provide the functions you use, such as storing records, synchronizing authorized shop devices, producing reports and performing requested backups or restores. Personal information is handled as described in our Privacy Policy.

You are responsible for the accuracy and lawful collection of customer and staff information, prices, tax settings, stock entries and other records. Check reports and transactions before relying on them for accounting, tax or regulatory submissions. NexaPOS does not provide accounting, legal or tax advice, and a receipt generated by the app is not a guarantee of compliance with any specific invoicing or tax system.

Import data from another POS only when you own it or have permission to do so. Review the import preview, keep the original records and reconcile totals after migration. Supported imports depend on the source format and available access; an import may not reproduce every feature or report from another system.

5. Backups and optional Google Drive access

Maintain independent backups and check that they can be restored. Device damage, theft, storage exhaustion, uninstalling software, deleting files, account restrictions and interrupted uploads can affect availability. Synchronization is not a substitute for a separately retained backup.

Where Google Drive backup is available in your version, connecting it is optional and uses your own Google account. You authorize NexaPOS to access its application data in that account for the backup and restore functions you enable. The planned application-data storage uses Google's hidden app-data folder, which is not a normal folder you browse in Drive. Actual permissions are shown on Google's consent screen before you approve them.

Cloud backup requires sufficient storage, a working connection and valid authorization. Google provides the account and storage under its own terms. You can revoke NexaPOS access through your Google account and, where available, disconnect it in NexaPOS. Revoking access stops future access but does not by itself guarantee deletion of already stored backups; use the relevant account or application data deletion controls, or contact support for guidance.

Where encrypted backup recovery uses a passphrase or recovery key, keep it securely outside the device being backed up. Loss of the required passphrase or key can make the backup permanently unrecoverable, even by NexaPOS support. Signing into Google or resetting your NexaPOS login does not decrypt such a backup. Review any recovery warning presented when enabling backups.

Use of Google API data is subject to the Google API Services User Data Policy, including applicable Limited Use requirements. Connecting Google Drive does not transfer ownership of your records to NexaPOS.

6. Customer payments

Electronic payments offered through our payment processor, including a checkout option labelled "M-Pesa Prompt", are processed through it and its supported payment partners. The available payment methods depend on the provider, merchant account and country. You must complete any required merchant verification and provide accurate settlement details.

NexaPOS does not guarantee payment approval, instant settlement or a particular payout time. Payment-provider fees, settlement schedules, refunds, disputes, reversals and chargebacks are governed by the applicable provider agreement, including the payment processor's terms. An allocation of the full merchant share does not waive payment-provider fees or legally required deductions.

Confirm payment using the verified transaction status and reconcile it with provider records. A browser return to the app, a screenshot or a pending transaction is not by itself proof of payment. You remain responsible for supplying goods or services, customer disputes and any refunds you authorize.

7. Acceptable use and intellectual property

Do not use NexaPOS to conduct unlawful transactions, misrepresent payments, access another shop without permission, distribute malicious software, interfere with the service or circumvent license and access controls. Do not resell or sublicense the software without permission. These restrictions do not limit rights that applicable law expressly permits.

NexaPOS and its licensors retain their rights in the software, branding and service materials. Third-party and open-source components remain subject to their own licenses. Your license to use NexaPOS does not transfer ownership of those materials.

8. Availability, support and responsibility

We aim to provide a reliable service, but defects, maintenance, network interruptions and third-party outages may occur. Support availability and any guaranteed service levels are those specifically agreed with you. Report faults with enough detail to investigate, while avoiding unnecessary disclosure of customer information or secrets.

Except for promises expressly agreed with you and protections required by law, the service is provided on an "as available" basis. To the extent permitted by law, NexaPOS is not responsible for indirect or consequential loss, such as loss of expected profit, arising from use of the service. This does not exclude responsibility for fraud, deliberate misconduct, or any liability that the law does not allow to be excluded, and does not remove mandatory consumer or data-protection rights.

9. Suspension and ending use

You may stop using NexaPOS at any time, subject to charges already agreed or incurred. Export and back up records you need before ending use, changing shops or uninstalling the app. Ending a license or disconnecting a device does not automatically delete every local, synchronized or cloud copy of your data.

Access may be suspended or ended for an expired license, a material breach of these terms, unauthorized access or a legal requirement. Where practical, we will explain the reason and allow an opportunity to resolve it. Urgent action may be needed to protect accounts or comply with law. Contact support about recovery, export or data-deletion requests.

10. Changes and disputes

We may update these terms as the service changes. We will publish the new date and provide reasonable notice of material changes through an available app, website or contact channel. Changes do not retroactively remove rights already accrued or change agreed charges without the required notice or agreement. Where consent is required by law, we will obtain it.

Please contact support first so we can try to resolve a concern. These terms do not require mandatory arbitration or waive your right to use a court, regulator or other remedy available under applicable law. Any separately agreed purchase terms apply alongside these terms, subject to mandatory legal protections.

11. Contact

NexaPOS support and installation: 0768 415 017 (Kenya), or message NexaPOS on WhatsApp. Include your shop name and a non-sensitive order or device reference so we can locate your request. Never send a password, authenticator secret, payment PIN or backup passphrase.