MakeBizEasy Virtual Office — Terms of Use

Virtual Office is an online business-management service designed to help businesses organise and manage their day-to-day work.

Depending on the features available to your account, Virtual Office may include tools for managing work, customers, suppliers, schedules, goals, notes, documents, team collaboration, email and AI-assisted functions.

MakeBizEasy may improve, update or add to Virtual Office over time as the service develops.

Eligible new customers may receive a 7-day free trial. No card is required. Pay only if you choose to continue.

The trial begins when the customer successfully completes the initial setup of their Virtual Office. It does not begin merely because a signup form is submitted or an invitation is received.

The trial lasts for seven consecutive 24-hour periods.

Only one introductory free trial is available to an eligible customer. MakeBizEasy may retain a limited record necessary to determine whether introductory free access has previously been used and to protect the trial from misuse.

The trial is provided so that customers can experience Virtual Office before deciding whether to purchase continued access.

The free trial does not automatically become a paid subscription.

If you do not purchase a subscription after the trial ends, access to the affected Virtual Office may be restricted.

Your business records are not immediately deleted simply because your trial has ended.

If you choose to continue using Virtual Office, you can select an available subscription and complete payment.

The standard Virtual Office subscription prices are:

• Monthly — US$29
• Annual — US$290

The applicable price will be shown before payment.

Where payment is made in another currency, including Kenya Shillings where supported, the amount and relevant payment information will be shown as part of the payment process.

Applicable taxes, payment charges or other charges will be disclosed where required.

MakeBizEasy may change subscription pricing in the future. Any change affecting an existing customer will be communicated before the new price applies to that customer's future subscription or renewal.

Payment must be made using a payment method supported by MakeBizEasy at the time of purchase.

Paid access is granted or renewed only after MakeBizEasy receives trusted confirmation that the required payment has been successfully completed.

A screenshot, customer-side message, browser page or other indication of payment does not by itself establish that payment has been received.

Where payment is pending, unsuccessful or cannot be confirmed, paid access may remain unavailable until payment has been successfully confirmed.

A monthly subscription provides access for the applicable monthly subscription period. An annual subscription provides access for the applicable annual subscription period.

If the selected payment method supports automatic or recurring payment, any applicable renewal arrangements will be explained before the customer authorises them.

Where automatic renewal is not supported or has not been authorised, the customer may need to make or approve another payment to continue access.

MakeBizEasy will not represent a subscription as automatically renewing unless the applicable payment arrangement actually supports and has been authorised for automatic renewal.

You may choose not to renew your subscription.

Choosing not to renew does not normally end access for a subscription period that has already been paid for. You may continue using Virtual Office until the end of that paid period.

At the end of the paid period, access may become restricted if another payment has not been successfully completed.

Where the product allows it, a customer may reverse a decision not to renew before the current paid period expires.

Where applicable, MakeBizEasy may provide a limited grace period following the end of a paid subscription.

If payment is not successfully completed within any applicable grace period, the Virtual Office may enter Payment Required status and access may be restricted.

Payment Required does not, by itself, delete the customer's business records.

If payment is subsequently completed and confirmed, access may be restored in accordance with the applicable subscription and payment rules.

Customers receive a 7-day free trial so that they can experience Virtual Office before deciding whether to purchase continued access.

Once payment has been successfully completed and the corresponding paid Virtual Office access has been granted, subscription payments are generally non-refundable.

Choosing not to use Virtual Office, changing your mind, or choosing not to renew during an already-paid subscription period does not normally entitle you to a full or partial refund. Your access remains available until the end of the paid period.

MakeBizEasy may issue an appropriate refund, reversal or payment correction in circumstances such as:

• a duplicate or incorrect charge;
• payment being received but the corresponding paid access being unavailable and MakeBizEasy being unable to correct the problem within a reasonable period;
• an unauthorised transaction that has been properly established; or
• circumstances in which a refund is required by applicable law.

Nothing in these Terms limits a customer right that cannot lawfully be excluded.

Virtual Office may include AI-assisted features designed to reduce administrative work and help customers operate their businesses.

Depending on the features available, AI may assist with activities such as organising information, identifying matters requiring attention, connecting relevant information, preparing suggestions or drafts, and carrying out permitted actions within the customer's authority.

AI-generated information may occasionally be incomplete, inaccurate or unsuitable for a particular situation. Customers remain responsible for decisions requiring their professional or business judgement.

MakeBizEasy may use permissions, safeguards, verification and human-approval requirements to govern AI-assisted activities.

AI functionality is included with the Virtual Office subscription for normal business use.

AI services have variable operating costs. If a customer's AI usage becomes exceptionally high, MakeBizEasy may in future introduce reasonable usage limits or additional charges for usage beyond what is included with the subscription.

If such limits or additional charges are introduced, customers affected by them will be informed before the new limit or charge applies.

Any applicable pricing or usage terms will be made clear before a customer incurs an additional AI usage charge.

MakeBizEasy will not impose undisclosed retrospective AI usage charges.

MakeBizEasy may monitor AI usage where reasonably necessary to operate and secure the service, manage capacity and costs, prevent abuse and understand service usage.

You are responsible for keeping your account credentials secure and for ensuring that people using your business account have appropriate authority.

Virtual Office may offer two-step verification or other security protections.

Where two-step verification is optional, customers may choose whether to enable it. MakeBizEasy may remind customers about available security protections at appropriate points.

Once two-step verification has been enabled, applicable verification requirements may be enforced during subsequent authentication.

MakeBizEasy may require additional security measures where reasonably necessary to protect an account, customer, business, transaction or the service.

Virtual Office may allow a business to invite other people and assign different levels of access or responsibility.

Business Owners and other authorised users are responsible for granting appropriate access.

Users may access information and perform actions only to the extent permitted by their authority within Virtual Office.

Users must not attempt to bypass access controls or obtain information belonging to another user or business without authority.

You retain your rights in the business information and content you provide to Virtual Office.

You give MakeBizEasy the permission necessary to host, process, secure and use that information for the purpose of providing and operating Virtual Office.

MakeBizEasy does not acquire ownership of your business merely because its information is stored in Virtual Office.

Personal information is handled as described in the MakeBizEasy Privacy Policy.

When a trial or paid subscription ends and access is not restored, MakeBizEasy will normally retain the affected Virtual Office and its customer business data for up to three months.

This retention period gives the customer an opportunity to restore access without immediately losing their business records.

After that period, the Virtual Office and associated customer business data may be permanently deleted and may no longer be recoverable.

Certain limited information may be retained for longer where reasonably necessary for legal, accounting, payment, tax, security, fraud-prevention, audit, dispute-resolution or regulatory purposes.

MakeBizEasy may also retain limited information necessary to enforce the one-introductory-free-trial rule.

The Privacy Policy provides further information about how personal information is retained and handled.

You must not use Virtual Office to:

• break applicable law;
• access another person's or business's information without authority;
• interfere with the security, integrity or availability of the service;
• circumvent access, payment, usage or security controls;
• introduce malicious software;
• use automated activity in a way that materially harms or overloads the service; or
• facilitate fraud or other unlawful activity.

MakeBizEasy may take reasonable action to protect Virtual Office, its customers and its systems where misuse threatens security, availability or integrity.

MakeBizEasy aims to provide Virtual Office reliably, but no online service can be guaranteed to operate without interruption.

Maintenance, third-party services, telecommunications problems, security incidents and circumstances outside our reasonable control may occasionally affect availability.

We may make reasonable changes necessary to maintain, secure, improve or develop Virtual Office.

If a change materially affects a paid customer's charges or contractual rights, appropriate notice will be provided where required.

Virtual Office may rely on or connect with third-party services, including payment services, email services, authentication services, hosting infrastructure and AI providers.

Third-party services may be subject to their own terms and privacy practices.

MakeBizEasy remains responsible for its own obligations but cannot guarantee the uninterrupted operation of independent third-party services.

MakeBizEasy may suspend or restrict access where reasonably necessary because of:

• non-payment;
• a serious security concern;
• suspected fraud or unlawful activity;
• a material breach of these Terms;
• misuse that threatens other customers or the service; or
• a legal or regulatory requirement.

Where reasonable and lawful, MakeBizEasy will seek to provide appropriate information about the restriction.

You may stop using Virtual Office at any time.

Stopping use does not automatically create a right to a refund for an already-paid subscription period.

If your subscription remains paid and active, access ordinarily remains available until the end of that period.

Following expiry, customer business data is handled according to the retention provisions in these Terms and the Privacy Policy.

MakeBizEasy and its licensors retain their rights in Virtual Office, including its software, systems, design, branding and original content.

Your subscription gives you permission to use Virtual Office in accordance with these Terms and applicable access permissions. It does not transfer ownership of the software or MakeBizEasy intellectual property to you.

Virtual Office is designed to assist with business administration and operations.

Unless explicitly stated otherwise for a particular service, Virtual Office and its AI-assisted features do not constitute legal, accounting, tax, financial or other regulated professional advice.

Customers remain responsible for obtaining appropriate professional advice where required.

To the extent permitted by applicable law, MakeBizEasy will not be responsible for indirect or consequential losses arising from circumstances outside its reasonable control.

Nothing in these Terms excludes or limits liability or customer rights where doing so would be unlawful.

MakeBizEasy may update these Terms as Virtual Office, applicable law or our commercial arrangements change.

Where a change materially affects a customer's rights, charges or obligations, MakeBizEasy will provide reasonable notice.

Where appropriate because of the significance of a change, customers may be required to accept updated Terms before entering or renewing an affected paid service.

The applicable version and effective date of these Terms will be identified on the Terms page.

Existing Pilot or Early Access customers will not be required to accept commercial paid-service Terms merely to continue an existing Pilot or Early Access arrangement.

Where they choose to transition into the commercial paid service, they may be required to accept the then-current commercial Terms as part of that transition.

These Terms are governed by the laws of Kenya, subject to any rights or protections under applicable law that cannot be excluded.

For questions about Virtual Office or these Terms, contact:

MakeBizEasy AI
Nairobi, Kenya
support@make-biz-easy.com
make-biz-easy.com

For billing or payment enquiries:

accounts@make-biz-easy.com