QuickPOS Legal Center

Terms of Service

Welcome to QuickPOS ("we," "our," or "us"). These Terms of Service ("Terms") govern your access to and use of the QuickPOS web application, Progressive Web App (PWA), point of sale (POS) services, inventory management software, and all related tools, APIs, and features (collectively, the "Service"). By creating an account, accessing the QuickPOS platform, or interacting with our services, you ("User," "Merchant," or "Subscriber") expressly agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Service.

1. Definitions and Interpretation

To ensure clarity throughout this document, the following terms are defined as follows:

• "QuickPOS Platform" refers to the entirety of the software, including the core POS, Offline Mode, Bar Tab management, Wholesale CRM, Pharmacy compliance modules, and the Sync & Conflicts engine.
• "Shop Owner" refers to the primary account holder who creates the QuickPOS workspace, registers the business, and assumes ultimate liability for the account.
• "Staff Member" refers to any individual (e.g., Cashier, Manager, Pharmacist, Bar Staff) granted access to the QuickPOS platform via a 4-digit PIN generated by the Shop Owner.
• "Customer Data" refers to the names, contact information, debt records, and purchase histories of the end-consumers that the Shop Owner inputs into the QuickPOS system.
• "IndexedDB" refers to the local browser database utilized by QuickPOS to facilitate Offline Mode capabilities.

2. Account Registration and Administration

2.1. Eligibility and Creation

To utilize the Service, you must be at least 18 years of age and capable of forming a binding contract. When registering, you agree to provide true, accurate, current, and complete information regarding your identity, your business (including selecting the correct business mode: General Retail, Pharmacy, Bar/Restaurant, or Wholesale), and your contact details.

2.2. Staff Access and Security

The Shop Owner may create Staff Member accounts. Staff Members are authenticated using a 4-digit PIN. We utilize cryptographic hashing (SHA-256) to secure these PINs. However, the Shop Owner is strictly and solely responsible for maintaining the confidentiality of all login credentials and PINs. QuickPOS shall not be liable for any loss, unauthorized sales, stock discrepancies, or data breaches resulting from shared, stolen, or weak PINs. All activity conducted under a Staff Member's profile is legally attributed to the Shop Owner.

2.3. Multi-Device and Host Lease Architecture

QuickPOS allows concurrent usage across multiple devices using a Host Lease system. The Shop Owner is responsible for ensuring that devices connected to the local network are secure. We are not liable for sync conflicts that arise from intentional network manipulation or hardware failures on the User's premises.

3. Subscription, Billing, and Payments

3.1. Free Trial and Transition to Paid Plans

QuickPOS offers a free trial period. Upon expiration of this trial, continued use of the Service requires an active subscription to one of our paid tiers (Starter, Standard, Business, or Premium). QuickPOS automatically enforces plan limits regarding the number of products, staff members, and shop locations.

3.2. Payment Processing

Subscription fees are billed in advance on a recurring monthly or annual basis. We utilize third-party payment processors, specifically Paystack and Stripe, to handle transactions. By submitting your payment information, you authorize QuickPOS and its third-party processors to charge the applicable fees to your designated payment method. All fees are stated in Nigerian Naira (₦) unless otherwise specified, and are exclusive of applicable taxes unless required by law.

3.3. Refunds and Cancellations

You may cancel your subscription at any time via the Billing & Subscription portal. Cancellation will take effect at the end of your current billing cycle. QuickPOS does not provide prorated refunds or credits for partially used billing periods, except where mandated by applicable consumer protection laws.

4. Software Usage, Offline Mode, and Limitations

4.1. Offline-First Architecture

QuickPOS is uniquely engineered as an offline-first Progressive Web App. When internet connectivity is lost, the software utilizes local storage (IndexedDB) to queue transactions, stock movements, and customer data. You acknowledge that clearing your browser cache, uninstalling the PWA, or utilizing strictly "Incognito/Private" browsing modes while offline may result in the irreversible loss of unsynced data. QuickPOS holds no liability for data lost due to local device mismanagement.

4.2. Sync and Conflict Resolution

Upon reconnection to the internet, QuickPOS will automatically attempt to synchronize offline data with our cloud servers. In the event of inventory conflicts (e.g., selling items offline that are out of stock on the server), the Service will generate a "conflict record" or a "deferred sale." The Shop Owner or an authorized Manager is responsible for manually reviewing and resolving these conflicts via the Sync & Conflicts dashboard.

4.3. Industry-Specific Modules

• Pharmacy Mode: You acknowledge that QuickPOS provides tools to track NAFDAC numbers, batch expiry dates (FEFO), and controlled substances. However, QuickPOS is an administrative tool, not a medical or regulatory authority. You are solely responsible for compliance with the Pharmacists Council of Nigeria (PCN) and NAFDAC regulations. QuickPOS's "Expired Drug Block" feature is a fail-safe dependent on the accurate input of expiry dates by your staff.
• Bar/Restaurant Mode: The use of table tabs and service charges is provided "as is." QuickPOS is not responsible for unpaid tabs or errors in custom service charge configurations.
• Wholesale Mode: Features such as tiered pricing, credit limits, and debtor aging are informational. QuickPOS does not guarantee the collection of debts from your B2B clients.

5. Acceptable Use Policy (AUP)

You agree not to use the QuickPOS Platform to:

• Process sales for illegal, illicit, or heavily embargoed goods without proper licensing.
• Reverse engineer, decompile, or attempt to extract the source code of the QuickPOS PWA or offline sync engine.
• Circumvent plan limits (e.g., using a single Staff PIN for multiple employees to avoid upgrading to a higher tier).
• Upload malicious code, viruses, or utilize automated bots to scrape the shared product catalog.

6. Intellectual Property

QuickPOS and its original content, features, proprietary search algorithms, offline sync logic, and user interface designs are owned by QuickPOS and are protected by international copyright, trademark, patent, and intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable license to use the software for your internal business operations.

7. Limitation of Liability and Warranties

Disclaimer of Warranties: The Service is provided on an "AS IS" and "AS AVAILABLE" basis. QuickPOS expressly disclaims all warranties of any kind, whether express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, entirely error-free, or fully secure.

Limitation of Liability: In no event shall QuickPOS, its directors, employees, or affiliates be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, goodwill, or business interruption, arising out of or in connection with your use of the Service. Our total liability for any claim arising out of these Terms shall not exceed the amount you paid to QuickPOS in the three (3) months preceding the claim.

8. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the Federal Republic of Nigeria. Any dispute arising from or relating to these Terms or the QuickPOS platform shall be resolved through binding arbitration in Lagos, Nigeria, in accordance with the Arbitration and Conciliation Act.

Privacy Policy

At QuickPOS, we understand that your data is the lifeblood of your business. This Privacy Policy outlines how we collect, use, process, and protect the personal and commercial data of our Shop Owners, Staff Members, and the end-consumers whose data is processed through our point of sale software. This policy complies with standard global data protection principles and the Nigerian Data Protection Regulation (NDPR).

1. Information We Collect

We collect information in three primary categories to provide a seamless POS and inventory management experience:

1.1. Information Provided by the Shop Owner

• Account Details: Full name, email address, phone number, and shop name/location.
• Billing Information: Credit card details, billing addresses, and tax identification numbers. Note that payment data is transmitted directly to our secure processors (Paystack/Stripe) and is not stored on QuickPOS servers.
• Staff Information: Names, assigned roles (Cashier, Manager, etc.), and hashed representations of 4-digit Staff PINs.

1.2. Commercial and Customer Data (Data Processing)

As you use the POS, you will input data regarding your business operations and your customers. In this context, QuickPOS acts as a Data Processor, while you act as the Data Controller.

• Customer Data: Names, phone numbers, email addresses, debt balances, and purchase histories of walk-in or returning customers.
• Inventory & Financial Data: Product pricing, cost prices, supplier details, expense logs, stock movement histories, and total revenue metrics.
• Pharmacy Data: In Pharmacy Mode, you may record patient names, prescribing doctor details, and controlled substance logs. QuickPOS treats this as highly sensitive data and applies strict access controls to it.

1.3. Automatically Collected Data & Telemetry

• Device and Usage Information: IP addresses, browser types, device IDs (for Host Lease architecture), and operating systems.
• Audit Logs: Timestamps of logins, sales, voids, stock adjustments, and offline-sync conflict resolutions. This is essential for the QuickPOS Audit Trail feature to prevent internal theft and ensure business accountability.
• Offline Storage Metrics: The size and status of your local IndexedDB cache to ensure the Progressive Web App (PWA) is functioning correctly during internet outages.

2. How We Use Your Information

QuickPOS utilizes the collected data exclusively to operate, improve, and secure our services. Specific uses include:

• Core Functionality: Facilitating POS transactions, inventory syncing across multiple devices, and offline-to-cloud data reconciliation.
• Service Communications: Sending subscription renewal notices, low-stock threshold alerts, and critical system updates.
• QR Menu Operations: Routing customer orders initiated from the QuickPOS QR Menu directly to your designated WhatsApp number.
• Analytics and Product Improvement: Aggregating anonymized data to improve our search algorithms, predictive inventory models, and overall system architecture.
• Security and Fraud Prevention: Monitoring audit logs to detect unauthorized access, brute-force PIN attempts, or fraudulent subscription sign-ups.

3. Data Storage, Offline Architecture, and Security

3.1. Local Storage (IndexedDB)

To enable our Offline Mode, QuickPOS stores substantial amounts of your commercial data locally on your device's browser using IndexedDB. This allows your cashiers to make sales without the internet. It is your responsibility to secure the physical devices running QuickPOS, utilizing device lock screens and physical access controls to prevent unauthorized access to this local database.

3.2. Cloud Synchronization and Encryption

When your device regains internet connectivity, data is securely transmitted to our cloud servers using robust TLS encryption. Data at rest on our servers is encrypted using industry-standard AES-256 encryption. Staff PINs are never stored in plaintext; they are hashed using SHA-256 algorithms.

4. Third-Party Sharing and Disclosures

QuickPOS does not sell, rent, or lease your personal or commercial data to third parties. We only share data under the following circumstances:

• Service Providers: We share necessary information with trusted infrastructure partners, such as cloud hosting providers (e.g., AWS, Google Cloud), payment gateways (Paystack, Stripe), and transactional email/SMS delivery services.
• Legal and Regulatory Compliance: If compelled by a court of competent jurisdiction or to comply with Nigerian law enforcement requests (particularly regarding the Controlled Substance Register in Pharmacy mode), we may disclose required records.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity under the strict condition that they uphold this Privacy Policy.

5. Your Rights as a Data Controller and Subject

Depending on your jurisdiction, including the guidelines set forth by the NDPR, you possess specific rights regarding your data:

• Right to Access and Export: You may view all your commercial data within the QuickPOS Dashboard and use the "Export" feature in the Reports module to download your data in CSV format at any time.
• Right to Rectification: You can edit customer data, supplier records, and inventory details directly within the QuickPOS platform.
• Right to Erasure (The "Right to Be Forgotten"): You may request the deletion of your QuickPOS account. Upon verification, we will permanently delete your shop data, transaction history, and customer databases from our active servers within 30 days, subject to legal data retention obligations (e.g., financial tax records).

6. Customer Data Management (For Shop Owners)

As the merchant, you are responsible for obtaining the necessary consent from your end-consumers before adding their phone numbers, emails, or names to the QuickPOS CRM for debt tracking, credit sales, or digital receipts. QuickPOS is not liable for a merchant's violation of local spam or privacy laws concerning their direct customers.

7. Changes to this Privacy Policy

As we add new features to QuickPOS (such as AI Insights or new API integrations), we may update this Privacy Policy to reflect changes in our data processing practices. We will notify you of any material changes via an alert in the QuickPOS Dashboard or by email prior to the changes taking effect.

8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, your data, or our security practices, please contact our Data Protection Officer (DPO) at privacy@quickpos.ng.