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PRIVACY POLICY

SmartEPOS Dashboard – End User Licence Agreement

Last updated: 11 August 2026

1. About These Terms

These End User Licence Agreement terms ("Terms") govern access to and use of the SmartEPOS Dashboard ("the Dashboard").

The Dashboard is developed and operated by Smart Epos Limited, a company registered in England and Wales under company number 09292144 ("Smart EPOS", "we", "our" or "us").

The Dashboard is a private internal business application intended solely for authorised Smart EPOS employees and personnel.

It is not currently offered as a commercial software product to Smart EPOS customers or members of the public.

2. Acceptance

By accessing or using the Dashboard, you agree to comply with these Terms and with applicable Smart EPOS policies and procedures.

If you are not authorised by Smart EPOS to use the Dashboard, you must not access or attempt to access it.

3. Licence

Subject to these Terms, Smart EPOS grants authorised users a limited, revocable, non-exclusive and non-transferable licence to access and use the Dashboard solely:

  • in the course of their work for Smart EPOS;

  • for legitimate Smart EPOS business purposes; and

  • in accordance with Smart EPOS policies and instructions.

No ownership rights in the Dashboard are transferred to the user.

Smart EPOS may withdraw, suspend or restrict access at any time.

4. Permitted Use

Authorised users may use the Dashboard for legitimate internal purposes including:

  • accessing Smart EPOS financial information;

  • reviewing accounting information;

  • generating internal management information;

  • analysing operational and financial performance;

  • preparing internal reports and summaries;

  • assisting with accounting and administrative tasks; and

  • other authorised Smart EPOS business activities.

Users must only access information reasonably necessary for their role.

5. Prohibited Use

Users must not:

  • provide Dashboard access to an unauthorised person;

  • share authentication credentials;

  • use the Dashboard for unauthorised personal purposes;

  • attempt to circumvent security or access controls;

  • deliberately interfere with the Dashboard or connected systems;

  • access information they are not authorised to access;

  • extract or disclose confidential Smart EPOS information without authorisation;

  • use information obtained through the Dashboard unlawfully;

  • use the QuickBooks integration for purposes unrelated to Smart EPOS;

  • disclose API credentials, client secrets or OAuth tokens; or

  • attempt to connect the Dashboard to an unauthorised QuickBooks account.

6. QuickBooks Online Integration

The Dashboard integrates with Smart EPOS's own QuickBooks Online account through APIs provided by Intuit.

The integration is intended solely to connect the Dashboard with the QuickBooks Online account authorised by Smart EPOS.

Through this connection, the Dashboard may retrieve information including invoices, sales, payments, expenses, customer and supplier records, transactions, account balances and financial reports.

Use of QuickBooks Online remains subject to the applicable terms and policies of Intuit.

Intuit does not own, operate or assume responsibility for the SmartEPOS Dashboard.

Smart EPOS, rather than Intuit, is responsible for the operation and support of the Dashboard.

7. QuickBooks Authorisation and Credentials

The Dashboard uses Intuit's OAuth 2.0 authorisation framework to establish an authenticated connection with QuickBooks Online.

OAuth credentials, including access and refresh tokens where applicable, are maintained within protected application runtime environment variables and are not intended to be accessible to ordinary Dashboard users.

Users must not attempt to access, alter, reproduce, disclose, extract or misuse API credentials, client secrets, access tokens, refresh tokens or other authentication information used by the Dashboard.

Smart EPOS may revoke, replace or renew QuickBooks authorisation at any time.

8. Accuracy of Financial Information

The Dashboard provides an additional means of accessing, aggregating, analysing and presenting information obtained from QuickBooks Online.

QuickBooks remains Smart EPOS's underlying accounting platform.

The Dashboard does not replace Smart EPOS's underlying accounting records.

Users remain responsible for exercising appropriate professional judgement when relying upon information displayed through the Dashboard.

Information should be checked against the underlying accounting records where accuracy is material, particularly in connection with:

  • financial reporting;

  • taxation;

  • payroll;

  • regulatory reporting;

  • contractual decisions;

  • payments; or

  • other material financial decisions.

Smart EPOS does not guarantee that every calculation, aggregation, categorisation or presentation within the Dashboard will be free from error.

9. Automated Analysis and Software Features

The Dashboard may contain functionality that automatically processes, categorises, calculates, summarises, aggregates or presents information obtained from QuickBooks or other authorised Smart EPOS data sources.

Such functionality is intended to assist Smart EPOS employees rather than replace appropriate human review or professional judgement.

Users should not treat automatically generated outputs as professional accounting, legal, tax or financial advice.

Where the Dashboard identifies an apparent discrepancy, trend or conclusion that may result in a material business decision, the relevant underlying records should be reviewed before action is taken.

10. Software Development and AI-Assisted Development Tools

Smart EPOS may use software development tools, including AI-assisted development tools, when creating, reviewing, testing or maintaining the Dashboard.

The use of such tools during software development does not mean that QuickBooks information is automatically transmitted to those services during normal operation of the Dashboard.

The Dashboard is not currently designed to transmit QuickBooks accounting data to OpenAI, ChatGPT, Codex or another generative artificial intelligence service as part of its normal operation.

Any future functionality that intentionally submits QuickBooks information to an external artificial intelligence or machine-learning service will be subject to appropriate technical, security, privacy and contractual review before deployment.

11. Intellectual Property

All intellectual property rights in the Dashboard, including its source code, functionality, interface, design, documentation and other materials created for it, belong to Smart EPOS or its applicable licensors unless expressly stated otherwise.

QuickBooks, Intuit and associated names, logos and intellectual property belong to Intuit Inc. or its applicable affiliates or licensors.

Nothing in these Terms transfers ownership of Smart EPOS or third-party intellectual property to a user.

12. Confidentiality

Information available through the Dashboard may include confidential, commercially sensitive, financial or otherwise restricted Smart EPOS information.

Users must treat such information in accordance with their employment obligations and applicable Smart EPOS confidentiality and information-security requirements.

Access to information through the Dashboard does not give a user permission to disclose that information outside Smart EPOS.

These confidentiality obligations continue after the user's access to the Dashboard ends.

13. Security

Users are responsible for taking reasonable steps to protect the Dashboard and information available through it.

In particular, users must:

  • protect their computer and account credentials;

  • not allow unauthorised individuals to use a device while the Dashboard is accessible;

  • not attempt to access protected application credentials or runtime configuration;

  • report suspected unauthorised access promptly;

  • comply with applicable Smart EPOS IT and security policies; and

  • notify Smart EPOS of any suspected loss, misuse or unauthorised disclosure of information.

API credentials, client secrets and OAuth tokens used by the Dashboard are stored within protected application runtime environment variables rather than being embedded within client-side code or publicly accessible source code.

14. Availability

The Dashboard is an internal operational tool.

Smart EPOS does not guarantee uninterrupted or error-free availability.

The Dashboard may be unavailable because of maintenance, development work, system issues, internet connectivity, QuickBooks availability, API changes, authentication requirements, security measures or other technical circumstances.

Smart EPOS may modify, suspend, replace or discontinue any part of the Dashboard at any time.

15. Third-Party Services

The Dashboard relies upon third-party services, principally QuickBooks Online and the QuickBooks API provided by Intuit.

Smart EPOS does not control the availability, functionality or future operation of third-party services.

Changes made by a third-party provider may require Smart EPOS to modify, restrict or discontinue related Dashboard functionality.

16. Support

The Dashboard is supported internally by Smart EPOS.

Questions, technical problems or security concerns relating to the Dashboard should be reported to the appropriate Smart EPOS contact or to:

info@smartepos.co.uk

Smart EPOS, rather than Intuit, is responsible for supporting the Dashboard itself.

17. Suspension and Termination of Access

Smart EPOS may suspend or terminate a user's access to the Dashboard at any time, including where:

  • the user no longer requires access for their role;

  • their employment or engagement with Smart EPOS ends;

  • security concerns arise;

  • these Terms have been breached;

  • access is no longer operationally necessary; or

  • Smart EPOS modifies or discontinues the Dashboard.

On termination of access, the user must immediately cease using the Dashboard and must not attempt to regain access without authorisation.

Where appropriate, Smart EPOS may also revoke associated authentication sessions, credentials or permissions.

18. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

To the extent permitted by law, the Dashboard is provided as an internal business tool and Smart EPOS does not warrant that it will:

  • operate without interruption;

  • be completely free from errors;

  • remain compatible with all future QuickBooks or Intuit API changes;

  • produce results suitable for every business purpose; or

  • identify every error, discrepancy or issue within underlying accounting information.

Users remain responsible for reviewing material outputs and verifying important information against the relevant underlying records.

Smart EPOS will not be responsible for losses arising from unauthorised use of the Dashboard, misuse of information obtained through the Dashboard, or reliance on outputs contrary to these Terms or applicable Smart EPOS procedures.

19. Privacy

Personal information processed through the Dashboard and its QuickBooks integration is handled in accordance with the SmartEPOS Dashboard Privacy Policy.

The SmartEPOS Dashboard Privacy Policy supplements the general Smart EPOS Privacy Policy.

Users must handle personal information accessed through the Dashboard in accordance with Smart EPOS's applicable privacy, confidentiality and information-security requirements.

20. Changes to These Terms

Smart EPOS may amend these Terms where necessary, including where:

  • the Dashboard's functionality changes;

  • the QuickBooks integration changes;

  • Intuit or another relevant third-party service changes its requirements;

  • the Dashboard's technical architecture changes; or

  • applicable legal or regulatory requirements change.

The latest version of these Terms will be published on the Smart EPOS website.

Continued authorised use of the Dashboard following an update will be subject to the revised Terms.

21. Governing Law and Jurisdiction

These Terms and any dispute or claim arising from or connected with them are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction in relation to disputes arising from or connected with these Terms.

22. Contact

Questions concerning these Terms, the SmartEPOS Dashboard or its QuickBooks integration can be directed to:

Smart Epos Limited
Company number: 09292144
Email: info@smartepos.co.uk
Website: www.smartepos.co.uk

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