Effective: 7 November 2026 · Version 1.0
| Document type | Company policy |
|---|---|
| Department | Software Development |
| Review frequency | At least once a year |
| Approved by | Company Management |
1. Introduction
This policy sets out how Permalink Business Ltd. plans, designs, develops, tests, deploys and supports custom software, including business systems, web applications, mobile apps, integrations and APIs. Where a signed quotation, invoice or service agreement says something different, that agreement takes priority for that project.
2. Scope
- Custom business and management systems.
- Web applications and client portals.
- Android, iOS and cross-platform mobile apps.
- Integrations with M-Pesa, KRA eTIMS, SMS, email and third-party APIs.
- Upgrades, migration and modernisation of existing systems.
- Maintenance, support and hosting of delivered software.
3. Requirements and scope agreement
Every project starts with a discovery session to understand your workflows, users and goals. We then share a written scope listing features, user roles, integrations, timeline and cost. Work begins once the scope is approved and the agreed deposit is paid.
Features not in the approved scope are treated as change requests and are quoted separately before work on them starts.
4. Development process
We work in short stages (sprints) with regular demos so you can see progress and give feedback early.
- Discovery and requirements.
- User flows, wireframes and interface design.
- Development in stages, with a demo at the end of each stage.
- Testing and user acceptance testing (UAT).
- Deployment, training and handover.
- Support and maintenance.
5. Coding standards
- Clean, documented code that follows recognised standards for the language and framework used.
- Version control for all code, with every change tracked.
- Code reviews before features are merged.
- No hard-coded passwords or keys; credentials are stored securely.
6. Testing and acceptance
Software is tested for functionality, usability, security and performance before release. You are given a test environment for user acceptance testing and a reasonable period (usually 7 working days) to report issues. Software is considered accepted when you approve it or when it is put into live use.
7. Data protection and security
We handle client and end-user data in line with the Kenya Data Protection Act, 2019. Access to production data is limited to staff who need it, connections are encrypted, user passwords are hashed and regular backups are configured for systems we host.
8. Deployment and hosting
We deploy to our recommended hosting or to infrastructure you provide. Hosting, domains, SMS units, app store accounts and third-party licences are billed separately unless included in the quotation.
9. Ownership and intellectual property
Once the project is paid in full, you own the custom code written specifically for you, and we hand over source code and documentation on request. Our reusable components, frameworks and ready-made products (such as POS, HMS or School systems) remain the property of Permalink and are licensed to you for use.
10. Payments
Unless agreed otherwise, projects are billed as a deposit before work starts, a stage payment on demo approval and the balance before go-live. Work may pause if payments are overdue.
11. Warranty, support and maintenance
Bugs in delivered features are fixed free of charge for 90 days after go-live. After that, support and new features are provided under a maintenance plan or quoted per request. Issues caused by changes made by others, hosting outside our control or third-party services are excluded.
12. Client responsibilities
- Provide accurate requirements, sample data and timely feedback.
- Nominate a contact person who can approve work.
- Keep login details secure and inform us of staff changes.
- Test and report issues within the agreed UAT period.
13. Non-compliance
Failure to follow this policy may lead to corrective action, additional project costs, suspension of work or other appropriate measures, depending on the circumstances. Any exception must be reviewed and approved by company management.
14. Policy review and amendments
This policy is reviewed at least once a year, or sooner when there are significant changes in technology, business operations, security requirements or the law. The latest version is always published on this page.
15. Approval and contact
This policy is approved for implementation by the management of Permalink Business Ltd. Questions about this policy or about a project are welcome.
Permalink Business Ltd., Nairobi, Kenya
Email: info@permalinkbusiness.com
Phone / WhatsApp: +254 706 143 654