APOPS Business Suite

Terms

These terms apply when you create an APOPS Business Suite account and use it for your business.

Free trial

A new account is free for 60 days. No card is needed. After the trial you choose a package to keep creating and changing records. Until then your workspace stays available in read-only mode: you can sign in and see and download everything for 60 days. If you do not choose a package by then, all the workspace data is permanently deleted and we email you a certificate of data destruction. We remind you before that by email and when you sign in.

Your data

Each company works in its own private workspace. Your data is never shared with other companies. You are responsible for the data you enter and for the people you give access to. You can ask us for a copy of your data or for its deletion at any time.

Data protection (Kenya Data Protection Act, 2019 and EU GDPR)

  1. Who is responsible. Your company is the data controller of the business data you enter (customers, quotes, invoices, receipts, payments, payouts, suppliers, staff). APOPS Assurance Ltd, which runs APOPS Business Suite, is only your data processor (Data Protection Act, 2019, section 42; GDPR Article 28): we process that data only to provide the service, on your instructions.
  2. We keep nothing for ourselves. APOPS does not use, read, analyse, sell, share or keep your business data for its own purposes. It lives only in your private workspace. Our staff open it only when you ask for support, and every sign-in is recorded. We keep no copy outside the service and its routine backups.
  3. Fingerprints of your documents. Every quote, invoice and receipt gets a SHA-256 fingerprint (a hash) the moment it is saved, kept in a sealed register in which each entry also seals the one before it. Changes are recorded as new versions, so nobody, including APOPS, can change a document unnoticed. You can send a document's code to your client, download the whole register with your data, and anyone can check a code at /verify.
  4. Your rights. You can see, download and take away all your data (sections 26 and 38; GDPR Articles 15 and 20): the account owner downloads it under Companies & data, in a file that opens in Excel, together with the fingerprints. You can have data corrected or erased (section 40; GDPR Articles 16 and 17); we act within 14 days of a request.
  5. How long we keep it. While you subscribe, for as long as you use the service. If a free trial ends without an upgrade, the workspace stays read-only for 60 days so you can download everything; then all its data is permanently deleted and we email you a certificate of data destruction (section 39; GDPR Article 5(1)(e)). After deletion we keep only that certificate (company name, account email, dates and the number of records destroyed) as proof.
  6. Security. Encrypted connections (HTTPS), passwords stored only as one-way hashes, a one-time code at every sign-in (by email, WhatsApp or an authenticator app, as you choose), a "not a robot" check, password-protected PDFs when documents are emailed (the password goes to your client's phone), encrypted M-Pesa keys, and each company in its own separate workspace (section 41; GDPR Article 32).
  7. Breaches. If a breach affects your data, we tell you without delay and at the latest within 48 hours of finding it, with what you need to inform the Data Commissioner within 72 hours (section 43; GDPR Article 33).
  8. Service providers. We use a hosting provider and an email provider to run the service, bound by confidentiality and security obligations. Where data is stored outside Kenya, it is protected by appropriate safeguards (sections 48 and 49; GDPR Chapter V).
  9. Questions and complaints. Write to info@checkthis.top. You may also complain to the Office of the Data Protection Commissioner (odpc.go.ke) or, in the EU, to your supervisory authority.

Tax and records

You are responsible for your own tax obligations, including issuing KRA eTIMS invoices, charging and paying VAT, withholding taxes, PAYE and statutory deductions, and keeping your tax records for at least 5 years as the Tax Procedures Act requires. The suite helps (client KRA PIN, VAT, withholding receipts, salary deductions, data downloads), but its invoices are not eTIMS invoices unless eTIMS has been connected for your company, and its tax figures should be checked by your tax advisor.

Payments and payouts

APOPS Pay records and verifies the payments your customers make to your own Paybill, Till or bank account; money never passes through us. M-Pesa prompts and automatic payouts are switched on once your own provider account is connected. PayLink payouts always need an approver with a one-time code.

Software ownership

APOPS Business Suite, including its source code, object code, database design, templates, documentation and every improvement, customisation or integration, is and remains the exclusive property of APOPS Assurance Ltd. Using the service, subscribing or buying it out gives you a right to use it, never ownership of the software or its source code. Do not copy, decompile, reverse-engineer, modify, resell or share it, except where the law expressly allows it. Your own business data stays yours.

Prices, cycles and referrals

The price, billing cycle and any extra charges of a subscription are those agreed with you and shown on your invoices. With Refer a friend (in the menu), every company that signs up through your link and starts paying earns you one free month until 31 March 2027; after that date, referrals earn loyalty points that give up to 5% off your subscription once they are two months old. You get a referral statement every two months. Referring your own company does not count.

Amounts on documents are in Kenya shillings. A quote or invoice can also show its total in another currency at the rate printed on it; the rate is for information and the amount due stays in KES unless agreed otherwise.

Fair use

Do not use the service to send spam, to break the law or to try to access another company's data. E-mails sent from a workspace are limited per day. We may pause a workspace that is misused.

A growing service

We are still building and improving the modules and we take your feedback into account. Features may change; we tell you about important changes in the app or by email.

Contact

Email info@checkthis.top or WhatsApp +254 722 102 317.