Qonta Terms of Service

1.1Qonta is accounting software provided by QONTA LTD, a company registered in Rwanda (company code 156529331), with its office at Norrsken House Kigali, 1 KN 78 St, Kigali ("Qonta", "we", "us").

1.2These terms apply to every business that creates a Qonta account or signs an agreement with us ("the customer", "you"), on every plan and through every channel: the web at app.qonta.rw, the phone app and WhatsApp.

1.3By creating an account, paying for a plan or signing an order form, you accept these terms on behalf of your business. The person who accepts must have authority to bind the business.

1.4Where a signed agreement or order form with your business says something different from these terms, the signed agreement wins for that point. Everything else in these terms still applies.

2.1The person who opens the account is its owner (CEO role) and controls who joins the team and what each person can do. Ownership can be handed over to another person in the business.

2.2Every plan includes unlimited users. Each user signs in with their own WhatsApp number or email, and every record shows who made it.

2.3You are responsible for the people you add, for keeping their access up to date, and for removing people who leave the business. Actions taken by your users are treated as actions of your business.

2.4You must give accurate business details (name, TIN and contacts) and keep them up to date.

2.5Tell us straight away at hello@qonta.rw or on WhatsApp if you think someone has used your account without permission.

3.1Qonta is sold on three plans: Starter, Professional and Growth. What each plan includes is shown on qonta.rw/pricing, or in your signed order form.

3.2Plans are paid in advance. Starter and Professional are paid monthly or yearly. Growth is paid every 3 months or yearly. Prices are in Rwandan francs and include applicable taxes.

3.3Payment is by Mobile Money or bank transfer to the accounts named on our invoice.

3.4Price for your term.The price you pay is fixed for the period you have paid for. If we change our prices, we tell you at least 30 days before your next renewal, and the new price applies only from that renewal.

3.5Late payment.If a renewal is not paid within 7 days of its due date, your account becomes read-only: you can still see and export your records, but you cannot add new ones. Full access returns as soon as payment is received.

3.6Refunds.Whether a payment is refunded depends on the situation:

To ask for a refund, write to hello@qonta.rw from the email or WhatsApp number on your account. We pay it back to the Mobile Money number or bank account the payment came from.

3.7Upgrades.You can move to a higher plan at any time. We credit the unused part of your current plan against the new one.

4.1Support hours:Monday to Saturday, 08:00 to 17:00 (Kigali time), excluding Rwandan public holidays. Response times below count working hours only.

4.2How to reach us:email hello@qonta.rw or WhatsApp and phone +250 799 641 428.

4.3Priority levels.We set the priority of each request when you report it:

4.4Support by plan:

4.5Critical issues.Once we respond, we keep working on a critical issue until it is fixed or a workaround is in place, and we update you during the working day.

4.6Requests.We reply to every feature request with a plan or a clear answer that we will not build it. We do not promise to build requested features.

4.7Not included in support:correcting records entered wrongly by your users, entering historical data beyond what your plan's setup includes, and custom development. We can quote for these separately.

4.8Problems outside our control,such as an outage at WhatsApp, a mobile network or RRA's systems, are not counted against our response times. We will tell you what is happening and help where we can.

5.1Your data is yours.Everything your business records in Qonta belongs to your business. We use it only to provide the service to you.

5.2Privacy.Qonta staff cannot see your amounts, customers or records. We access your account only when you ask us to help, and only for that request.

5.3Personal data.We handle personal data in line with Rwanda's Law No 058/2021 of 13/10/2021 relating to the protection of personal data and privacy. Our privacy notice on qonta.rw explains what we collect and why.

5.4Security.Sign-in uses a one-time code sent by WhatsApp or email, so there are no passwords to steal. Access is limited by each user's role.

5.5Backups.We back up your data every night and restore it on request.

5.6Export.You can export all your data at any time, in PDF, Excel and CSV formats.

5.7We do not sell your dataand do not share it with anyone, except our service providers who help us run Qonta (for example hosting and messaging), or where Rwandan law requires it.

6.1Qonta is a tool, not your tax advisor or auditor.Qonta calculates and prepares figures such as VAT, PAYE, RSSB and CBHI from the records your team enters. Your business remains responsible for checking them, filing returns and paying taxes on time.

6.2Accuracy depends on your records.Reports and tax figures are only as accurate as what your users record. Qonta reads each record back for confirmation before saving it, but your business is responsible for what is confirmed.

6.3EBM.Qonta's EBM (VSDC) e-invoicing is built to RRA's specification. It issues receipts on RRA's live system once RRA has certified the connection and issued live credentials for your business. Until then, you must keep using your current EBM for official receipts. We are not responsible for delays or outages on RRA's side.

6.4Professional advice.For tax, legal or audit questions, consult a qualified accountant or adviser.

7.1Fair use.You must not use Qonta for anything unlawful, to record false transactions, to send spam through Qonta's WhatsApp channel, or to try to access other businesses' data or break the system's security.

7.2Availability.We work to keep Qonta available at all times, but we cannot promise it will never be interrupted. Planned maintenance happens outside support hours, with at least 48 hours' notice.

7.3Third-party services.Parts of Qonta rely on services we do not control, such as WhatsApp (Meta), mobile networks, Mobile Money providers and RRA's systems. Their outages or rule changes can affect Qonta, and we will tell you when they do.

7.4Product changes.We improve Qonta regularly. We may change or replace features, but we will not remove a main feature of your plan during a period you have already paid for without giving you an equivalent.

8.1We provide Qonta with reasonable care and skill, in line with these terms.

8.2We are not liable for indirect losses, such as lost profits, lost business or penalties, or for losses caused by records entered wrongly by your users, by your failure to file or pay taxes, or by services we do not control (section 7.3).

8.3Our total liability to your business for any claim is limited to the fees your business paid us in the 12 months before the claim.

8.4Nothing in these terms limits liability that cannot be limited under Rwandan law.

9.1Stopping.You can stop at any time by not renewing. Your access continues until the end of the period you have paid for.

9.2Suspension.We may suspend an account that breaks section 7.1, or that remains unpaid after the account becomes read-only (section 3.5), after telling you in writing and giving you 14 days to put it right.

9.3Your data after you leave.After your plan ends, your records stay available read-only for 90 days so you can export them. After that we delete them, except where Rwandan law requires us to keep them.

9.4Changes to these terms.We may update these terms. We tell you at least 30 days before a change takes effect, by email or WhatsApp. If you do not agree, you can stop at the end of your paid period.

9.5Law and disputes.These terms are governed by the laws of Rwanda. We will first try to settle any dispute by talking together in good faith. If that fails within 30 days, either side may take the dispute to the competent courts of Rwanda.

9.6Contact.QONTA LTD, Norrsken House Kigali, 1 KN 78 St, Kigali, Rwanda. Email hello@qonta.rw. WhatsApp and phone +250 799 641 428.