Terms & Conditions

1. The agreement

The Service is provided to the organisation named on the account (“you”) by the operator of SOFT BOOK (“we”, “us”), based in Kigali, Rwanda. The person who creates the account confirms they are authorised to accept these terms for that organisation.

If a signed order form or service agreement exists between us, that document prevails over these terms wherever the two conflict.

2. Accounts and users

• Each person who uses the Service must have their own login. Shared credentials break the audit trail and are not permitted.
• You are responsible for keeping credentials confidential and for activity carried out under them.
• You decide what roles and permissions your users hold, and you remain responsible for what they post.
• Tell us promptly if you believe an account has been compromised.

3. Trials, plans and payment

• Trials require no payment card. When a trial ends, you choose a plan or the account moves to a restricted state.
• Fees, billing cycles and included limits are those shown on the pricing page or on your order form at the time of purchase.
• Invoices are payable by the due date shown. Persistent non-payment may lead to suspension under section 9.
• Prices may change with reasonable notice. A change never applies to a billing period you have already paid for.
• Taxes applicable in Rwanda are added where required by law.

4. Your data and your books

Your accounting records, customer and supplier information, documents and payroll data remain yours. We process them to provide the Service, as described in the Privacy Policy.

• You can export your data — ledgers, invoices, reports and master data — for as long as your account is active.
• We keep backups for operational resilience; they are not a substitute for your own exports.
• After termination we retain data only as long as needed to close the account, resolve billing, and meet legal retention obligations.
• You are responsible for the accuracy and lawfulness of what you upload, including personal data about your employees and customers.

5. Acceptable use

You agree not to use the Service to:

• break Rwandan law, or the law of any other country whose rules apply to you;
• record transactions you know to be false, or maintain records intended to mislead a tax authority, auditor or lender;
• store or distribute malware, or attempt to breach, probe or overload the Service or other tenants' data;
• resell, sublicense or white-label the Service without our written agreement;
• reverse engineer or copy the Service except to the limited extent Rwandan law permits.

6. Availability and support

We aim to keep the Service available at all times and to carry out planned maintenance outside Rwandan business hours where practical. Support is provided on working days through the channels listed on the contact page. Where your plan or order form states a specific service level, that document governs.

7. What the Service is not

8. Liability

To the extent permitted by law, we are not liable for indirect or consequential loss, lost profits, lost revenue, or penalties and interest arising from filings you make or fail to make. Our total liability in any twelve-month period is limited to the fees you paid for the Service in that period.

Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for fraud or for death or personal injury caused by negligence.

9. Suspension and termination

• You may close your account at any time. Export what you need before you do.
• We may suspend an account for non-payment, for a breach of section 5, or where required by law or by an order of a competent authority.
• Where a suspension is not urgent, we give notice and a reasonable chance to put things right.
• Fees already due remain payable on termination.

10. Changes, law and disputes

We may update these terms as the Service or the law changes. Material changes are announced in the product or by email before they take effect; continued use after that date means you accept them.

These terms are governed by the laws of the Republic of Rwanda, and the courts of Rwanda have jurisdiction. Before going to court, both sides agree to try to resolve the matter through the complaints process.

Questions about these terms: info@opa.rw.