End User License Agreement

Please read this agreement carefully before using the PTMS platform or its integrations.

1. Definitions

In this Agreement:

• "Platform" means the PTMS software, web application, and all associated modules including Appointment Booking, Finance Module, and QuickBooks Online integration.
• "Company" means Kicatex Technology, the operator of PTMS.
• "User" means any individual who accesses the Platform under a Company-authorised account.
• "Client Data" means any data, files, financial records, or project information entered into or generated by the Platform.
• "QuickBooks Integration" means the optional feature that connects PTMS to Intuit QuickBooks Online for financial data synchronisation.

2. Licence Grant

Kicatex Technology grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform solely for your authorised business purposes, subject to the terms of this Agreement.

You may not: sublicence, sell, resell, or transfer the Platform; modify, reverse-engineer, or create derivative works; use the Platform for unlawful purposes; or share login credentials with unauthorised individuals.

3. User Accounts and Access

Access to PTMS is granted by a system administrator. You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account. You must notify the system administrator immediately of any unauthorised access.

The Platform uses two-factor authentication (2FA) for all accounts. You agree to keep your authentication methods (email, phone, authenticator) up to date.

4. QuickBooks Online Integration

4.1 What Data Is Accessed

When the QuickBooks Online integration is enabled by an authorised administrator, PTMS may access and write to the connected QuickBooks Online company account. Specifically, the integration:

• Creates Vendor records in QBO to represent payees (experts/technicians) when they do not already exist.
• Creates Bill and BillPayment records in QBO when a payment disbursement is recorded in PTMS.
• Creates Customer records in QBO to represent project clients when they do not already exist.
• Creates Invoice records in QBO for meeting fees and project-related charges.
• Reads authentication tokens from QBO to maintain the connection.
• Does not read, modify, or delete any existing QBO records that were not created by PTMS.
• Does not access bank account details, credit card information, payroll data, or any QBO data outside of the scope listed above.

4.2 OAuth Authorisation

The QBO integration uses OAuth 2.0. By connecting PTMS to your QuickBooks Online account, you authorise Kicatex Technology to access your QBO data as described above. You may revoke this authorisation at any time by disconnecting the integration from PTMS Settings or from your Intuit developer account.

4.3 Data Handling

OAuth tokens are stored securely in the PTMS database on your hosted server. Kicatex Technology does not store your QBO data on external servers. All QBO API calls are made directly from your PTMS installation to Intuit's servers. Token refresh is handled automatically to maintain the connection.

4.4 Intuit Terms

Use of the QuickBooks Online integration is also subject to Intuit's Terms of Service and Privacy Statement. In the event of conflict between this Agreement and Intuit's terms regarding the use of QuickBooks data, Intuit's terms prevail.

5. Data Privacy and Security

Kicatex Technology takes the security of your data seriously. The Platform employs:

• Encrypted connections (HTTPS/TLS) for all data transmission.
• Password hashing using industry-standard algorithms (bcrypt).
• Role-based access control — users can only access data appropriate to their assigned role.
• Audit logging for all significant system actions.
• Two-factor authentication for all accounts.

Client Data is stored on your organisation's hosting infrastructure. Kicatex Technology does not transfer Client Data to third parties except as required to deliver the platform's integrated services (e.g. email delivery, SMS notifications, QuickBooks Online synchronisation) or as required by law.

6. Acceptable Use

You agree to use the Platform only for lawful, authorised purposes. You must not:

• Upload or transmit malicious code, viruses, or disruptive content.
• Attempt to gain unauthorised access to any part of the Platform or its infrastructure.
• Use automated scripts or bots to access the Platform without prior written consent.
• Use the Platform to store or transmit content that is defamatory, fraudulent, or in violation of any applicable law.

7. Payment and Fees

Certain features of the Platform involve financial transactions, including expert payment disbursements and meeting booking fees. All fees are calculated and displayed transparently within the Platform before any commitment is made. By confirming a transaction (e.g. marking a payment as disbursed, confirming a meeting booking), you authorise the associated fee to be recorded.

Meeting cancellation fees (base fee + 10% penalty) are automatically calculated and recorded by the Platform upon cancellation. Users acknowledge this fee structure at the time of booking.

8. Intellectual Property

The Platform, including its design, code, and all content created by Kicatex Technology, is the intellectual property of Kicatex Technology. Nothing in this Agreement transfers any intellectual property rights to the User.

Client Data remains the property of your organisation. You grant Kicatex Technology a limited licence to process Client Data solely to deliver the services described in this Agreement.

9. Limitation of Liability

In no event shall Kicatex Technology's total liability to you exceed the amount paid by you for the Platform in the twelve (12) months preceding the claim.

10. Termination

This Agreement is effective until terminated. Kicatex Technology may suspend or terminate your access to the Platform at any time for breach of this Agreement, non-payment, or any other reason, with or without notice. Upon termination, your licence to use the Platform ceases immediately.

You may terminate this Agreement by ceasing use of the Platform and requesting account deletion from your administrator.

11. Changes to This Agreement

Kicatex Technology reserves the right to modify this Agreement at any time. Changes will be posted at this URL with an updated effective date. Continued use of the Platform after changes are posted constitutes your acceptance of the revised Agreement.

12. Governing Law

This Agreement is governed by the laws of the Republic of Kenya. Any disputes arising from this Agreement shall be subject to the exclusive jurisdiction of the courts of Kenya.

13. Contact

For questions about this Agreement, the QuickBooks integration, or data handling practices, please contact:

Last updated: August 2026 · Kicatex Technology · Project & Technician Management System (PTMS)