Terms & Conditions

MICO360 Finance

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Version 1.2 Effective date: 22 September 2026 · Contact: info@mico360.com

These Terms and Conditions (the "Terms") govern use of the MICO360 Finance service (the "Service") provided by MICO360-Softwares ("MICO360", "we", "us"). By signing in or using the Service you accept these Terms. If you use the Service on behalf of a company, you also confirm that you are authorized to do so.

1. Definitions

• Platform: the MICO360 Finance web application, its API and related services.
• Company (Tenant): a customer organization provisioned on the Platform with its own isolated data, currency, settings and theme.
• Super Admin: MICO360 platform staff who provision and oversee Companies.
• Modules: the functional areas of the Service a Company can enable for its members — Petty Cash (expenses, floats, vouchers, reconciliation) and Administration (users, roles and settings) are available today, with eCheques (cheque preparation, printing and tracking), eSign (document approval and signing), Procurement (vendor registration, prequalification and RFQs) and Jobs (recruitment postings and applications) rolling out. A Company may licence some or all Modules, and a member only sees the Modules assigned to them.
• Roles and permissions: access in each Module is governed by per-action permissions. A Company assigns its members roles built from those permissions (starting from templates such as Employee, Manager, Finance and Admin); the Help Center a member sees reflects their own access.
• Content: everything a Company's users record in the Service, including expenses, ledgers, vouchers, reconciliations, cheques and cheque registers, documents submitted for approval or signature, signatures and stamps, and uploaded files.

2. Accounts

• Accounts are created by invitation only. You must provide accurate profile details and keep them current through your administrator.
• You may sign in with your email or your username. Keep your password secret; change a temporary password promptly after first sign in. You are responsible for all activity under your credentials and must tell your administrator immediately if you suspect misuse.
• One person may hold memberships in several Companies, each with its own role. Access to a Company can be granted or removed by that Company's administrator or the Super Admin.

3. Acceptable use

You agree not to:

• record false, misleading or fraudulent expenses, vouchers, counts or declarations;
• attempt to access another Company's data or another user's account, or to bypass role restrictions, rate limits or other technical safeguards;
• upload files that are unlawful, malicious, or that you have no right to use;
• probe, scan, overload or disrupt the Service, or use it to develop a competing product;
• use the Service for any purpose other than the legitimate financial-operations workflows its Modules provide (petty cash and expense management, cheque preparation and tracking, and document approval and signing);
• print, issue or circulate a cheque you are not authorised to issue, or apply a signature or company stamp you are not authorised to apply.

4. Financial records

• The Service is a record keeping and workflow tool. It does not provide accounting, tax or legal advice, and MICO360 is not responsible for the accuracy of amounts entered by users or for decisions approvers make.
• Submitted records are locked by design; corrections follow the return for revision workflow. Approvals, rejections and edits are permanently audit logged.
• Payment vouchers are internal substitute bills, are always subject to Company Admin approval, and are honored only within the configured ceiling.
• Closing a month locks its period and carries balances forward. The Company is responsible for reconciling physical cash before closing.
• eCheques: the Service prepares and records cheques; the printed paper cheque, its signatures and its presentation to a bank remain entirely the Company's responsibility. Cheque numbers, prints, reprints and lifecycle changes (presented, cleared, bounced, cancelled, void) are permanently recorded with who performed them.
• eSign: approvals and signatures recorded in the Service are internal workflow records made under each member's own credentials. The original uploaded file is preserved unaltered, and every version, approval, rejection and comment is permanently recorded. The Company is responsible for determining whether such records satisfy any statutory signature requirement that applies to it.

5. Uploads and processing

• Permitted bill formats are JPG, JPEG, PNG, WEBP, HEIC and PDF, within the size limit set by the Company.
• You consent to automatic processing of uploads: images are re-encoded to WEBP, resized, orientation corrected and, when enabled, stripped of photo metadata; PDFs are compressed; thumbnails are generated. Originals are preserved only when the Company enables that option.
• Documents uploaded to eSign are kept as submitted; approval and signature marks are recorded alongside — never written into the original file.
• The Company is responsible for ensuring its users have the right to upload the files they attach.

6. Company responsibilities

• The Company owns its Content and is the controller of its members' data recorded in the Service (see the Privacy Policy).
• The Company Admin is responsible for user access, role assignment, limits, upload rules, voucher ceilings and timely offboarding of leavers (subject to the settled float rule).
• The Company must ensure its use of the Service complies with the laws applicable to it, including bookkeeping and data protection law.

7. Fees and plans

Access is provided under the plan agreed between the Company and MICO360 (for example Standard, Pro or a trial). Fees, seat counts and billing are as set out in the applicable order or agreement. MICO360 may suspend a Company that is materially overdue after reasonable notice.

8. Intellectual property

• The Platform, its design, code and the MICO360 name and logo remain the property of MICO360-Softwares. Companies receive a non exclusive, non transferable right to use the Service for the term of their plan.
• Content belongs to the Company that recorded it. MICO360 uses Content only to operate, secure and support the Service.

9. Availability and support

• We aim to keep the Service available continuously but do not promise uninterrupted operation. Planned maintenance is announced where practical.
• Support is provided by email at info@mico360.com during MICO360's business hours.
• Where the Service is self hosted by the Company, the Company is responsible for its infrastructure, HTTPS, backups and updates as described in the deployment guide.

10. Disclaimer and limitation of liability

• The Service is provided "as is" and "as available", without warranties of any kind beyond those that cannot be excluded by law.
• To the maximum extent permitted by law, MICO360 is not liable for indirect or consequential loss, loss of profit, or loss of data caused by events outside its reasonable control, and its total liability for any claim is limited to the fees paid by the affected Company for the Service in the twelve months before the event.
• Nothing in these Terms limits liability for fraud or for anything that cannot lawfully be limited.

11. Indemnity

The Company will indemnify MICO360 against third party claims arising from the Company's Content or from use of the Service in breach of these Terms.

12. Suspension and termination

• We may suspend an account or a Company that breaches these Terms or threatens the security of the Platform, restoring access once the issue is resolved.
• A Company may end its plan as agreed with MICO360. On request, MICO360 will provide an export of the Company's records (spreadsheet register and uploaded files) before deprovisioning.
• Individual memberships end when a Company deactivates them; the settled float rule in the Help Center applies.

13. Changes

We may update the Service and these Terms. Material changes are announced in the portal, and the effective date above reflects the current version. Continued use after a change means acceptance.

14. Governing law

These Terms are governed by the laws of the Sultanate of Oman. Disputes that cannot be resolved amicably fall to the competent courts of Muscat, unless a separate written agreement between MICO360 and the Company states otherwise.

15. Contact

MICO360-Softwares · info@mico360.com