Terms of Service

1. Agreement to Terms

By accessing or using VehikoHQ ("the Platform") at vehikohq.com, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Platform.

These Terms constitute a legally binding agreement between you ("you", "your", "the Workshop") and VehikoHQ ("we", "us", "our"), operated from Nairobi, Kenya.

2. Description of Service

VehikoHQ is a cloud-based workshop management platform that enables automotive businesses to:

• Create and manage digital job cards
• Generate quotations, invoices, and receipts
• Record payments (M-PESA, cash, bank transfer, cheque, card)
• Track vehicle service history
• Manage customer records
• Create purchase orders and manage supplier relationships
• Manage inventory and stock levels
• Assign and track technician workloads
• Generate PDF documents with custom branding

3. Account Registration

3.1 Eligibility

You must be at least 18 years old and have the legal authority to bind your business to these Terms. By registering a workshop account, you represent that you are an authorized representative of the business.

3.2 Account Responsibility

• You are responsible for maintaining the confidentiality of your login credentials
• You are responsible for all activities that occur under your account
• You must notify us immediately of any unauthorized use of your account
• You are responsible for the accounts you create for your team members (technicians, staff)

3.3 Accurate Information

You agree to provide accurate, current, and complete information during registration and to keep your account information updated.

4. Free Trial

New workshop registrations include a 14-day free trial with full access to all platform features. During the trial period:

• No credit card or payment information is required
• All features are available without restriction
• Your data will be preserved if you subscribe after the trial
• If you do not subscribe, your account may be suspended after the trial period

5. Acceptable Use

You agree to use VehikoHQ only for lawful purposes. You must not:

• Use the Platform for any illegal activity
• Attempt to access another workshop's data
• Attempt to reverse engineer, decompile, or disassemble the Platform
• Upload malicious content, viruses, or harmful code
• Use automated tools (bots, scrapers) to access the Platform without authorization
• Impersonate another person or workshop
• Use the Platform in any way that could damage, disable, or overburden our infrastructure

6. Data Ownership

6.1 Your Data

You retain full ownership of all data you enter into VehikoHQ, including customer records, vehicle information, job cards, invoices, and other business data. We do not claim ownership of your content.

6.2 Data Portability

You may request an export of your data at any time. We will provide your data in a commonly used format (CSV or JSON) within a reasonable timeframe.

6.3 Our License to Your Data

By using VehikoHQ, you grant us a limited license to store, process, and display your data solely for the purpose of providing and improving the Platform services. We will never use your business data for marketing or share it with third parties for their benefit.

7. Multi-Tenant Isolation

VehikoHQ is a multi-tenant platform. We implement strict data isolation to ensure:

• Your workshop data is completely separated from other workshops
• No other workshop can access your customers, vehicles, invoices, or any records
• Each user account is bound to a single workshop

8. Service Availability

We strive to maintain high availability of the Platform but do not guarantee uninterrupted access. We may temporarily suspend access for:

• Scheduled maintenance (we will provide advance notice where possible)
• Emergency security updates
• Infrastructure upgrades
• Events beyond our reasonable control (force majeure)

9. Intellectual Property

The VehikoHQ platform, including its design, code, features, logos, and documentation, is the intellectual property of VehikoHQ. You may not copy, modify, distribute, or create derivative works from any part of the Platform without our written consent.

10. Account Suspension & Termination

10.1 By You

You may request account cancellation at any time by contacting us. Upon cancellation:

• Your account will be deactivated
• You may request a data export before cancellation
• Data will be retained for 90 days, then permanently deleted

10.2 By Us

We may suspend or terminate your account if:

• You violate these Terms of Service
• Your free trial expires without subscription
• Payment is overdue (for paid subscriptions)
• We detect fraudulent or abusive activity

We will provide reasonable notice before suspension, except in cases of severe violations or security threats.

11. Limitation of Liability

To the maximum extent permitted by Kenyan law:

• VehikoHQ is provided "as is" without warranties of any kind
• We are not liable for any indirect, incidental, or consequential damages arising from your use of the Platform
• Our total liability shall not exceed the amount you have paid us in the 12 months preceding the claim
• We are not responsible for business decisions made based on data in the Platform

12. Indemnification

You agree to indemnify and hold VehikoHQ harmless from any claims, damages, or expenses arising from your use of the Platform, your violation of these Terms, or your violation of any third-party rights.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of Kenya. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Nairobi, Kenya.

14. Changes to Terms

We may update these Terms from time to time. When we make material changes, we will notify registered users via email and update the "Last updated" date. Continued use of VehikoHQ after changes constitutes acceptance of the updated Terms.

15. Contact Us

For questions about these Terms of Service, contact us at: