Terms for using VendorFlow

1. Acceptance of the agreement

VendorFlow ("the Company") provides services to automate supplier invoice management. Access to the software is available via any internet browser that supports our services. You can access the software by subscribing through this website. If you do not agree with the terms and conditions below, do not use any of our services.

You can accept these terms and conditions by checking the checkbox upon registration or by actually using our services. By registering, you agree to provide true, accurate, up-to-date, and complete user details as required.

2. Subscription and pricing

Unless you are in a trial period or other free offer period, you shall pay the selected subscription fee and any additional services selected at sign-up and reflected on the Company's tax invoice. You remain liable for those amounts regardless of the extent to which you have used the services provided.

Pricing plans may vary by region, and details of subscription fees are available on the pricing page. Subscription fees may be amended from time to time, and we will make every reasonable effort to inform you of pricing changes.

Payment will be credited to your account once the amount is cleared into our bank account. If timely payment is not received, we may suspend access to your subscription until payment is made.

If you fail to pay any subscription fees and your licence to use the services is revoked, and you later elect to reinstate your subscription, you will remain liable for payment of all outstanding invoices.

3. Payment security

Payment may be made via Visa, MasterCard, Diners, or American Express cards, or by bank transfer into the Company's bank account, the details of which will be provided on request.

Card transactions will be acquired for the Company via Stripe, an approved payment gateway that uses advanced encryption to help ensure the security of your payment information. No card details are stored on this website. Users may visit www.stripe.com to view its security certificate and security policy.

Customer details will be stored by the Company separately from card details, which are entered by the client on Stripe's secure site. The merchant outlet country at the time of presenting payment options to the cardholder is South Africa. Transaction currency is South African Rand (ZAR).

4. Termination of services

You may terminate your subscription with one month's notice through the billing section available within our application.

Your subscription period is the period covered by the subscription fee that was paid or is payable, whether monthly or annually depending on your selection. At the end of the billing period, the subscription automatically continues for a further period of the same duration previously selected.

You can choose to terminate your subscription within the billing section, providing one month's notice. No refund is due if you terminate your subscription in accordance with these terms.

5. Data ownership and privacy

We respect your right to ownership of content created or stored by you. You own the content created or stored by you, but you grant us permission to use, copy, distribute, store, transmit, reformat, analyse, and back up all data submitted through our services for the purpose of providing services to you.

Personal information you provide through our services is governed by our Privacy Policy. Your election to use our services indicates your acceptance of the terms of that policy.

You are responsible for maintaining the confidentiality of your username, password, and other sensitive information. You are responsible for all activities that occur in your user account and agree to inform us immediately of any unauthorised use by email to support@vendorflow.tech. We are not responsible for any loss or damage to you or any third party incurred as a result of unauthorised access to or use of your user account.

When you use our services, we may create anonymised statistical data from your data and usage, including through aggregation. Once anonymised, we may use it for our own purposes, such as improving our services, developing new offerings, identifying trends, and for other uses we communicate to you.

6. Restrictions on use

In addition to all other terms and conditions, you shall not:

• Transfer our services or make them available to any third party.
• Share licences or reassign user licences to new entities.
• Attempt to disassemble, reverse engineer, or decompile our services, except as permitted under applicable law.
• Attempt to gain unauthorised access to our services or related systems and networks.
• Use our services in any manner that could damage, disable, overburden, or impair any server, network, or computer system of the Company.
• Use our services in any manner that interferes with or disrupts the integrity, security, or performance of our services, its components, and the data contained therein.
• Create a false identity to mislead any person regarding the identity or origin of any communication.
• Host, display, upload, modify, publish, transmit, store, update, or share any information that belongs to another person or entity without consent.
• Use our services for transmitting false or untrue information with the intent to mislead or harass a person, entity, or agency for financial gain or to cause injury.
• Violate any applicable local, state, national, or international law.

7. Inactive user accounts policy

We reserve the right to terminate unpaid user accounts that are inactive for a continuous period of 120 days. In the event of such termination, all data associated with those user accounts may be deleted. We will provide prior notice of such termination and the option to back up your data.

8. Limitation of liability

You indemnify us against losses, damages, fines, and expenses, including attorney's fees and costs, arising out of your use of our services.

We have no liability arising from use of our services for any loss of revenue or profit, loss of anticipated savings, legal, tax, or regulatory compliance issues, damage to reputation, or loss of contract.

For loss or corruption of data, our liability will be limited to taking reasonable steps to recover data made available through backups. Our total aggregate liability to you in any circumstances is limited to the total amount you paid us for your subscription in the three months immediately preceding the date on which the claim giving rise to the liability arose.

9. Company information and country of domicile

This website is run by VendorFlow (Pty) Ltd based in South Africa with registration number 2022 / 238553 / 07.

This website is governed by the laws of South Africa, and the Company chooses as its domicilium citandi et executandi for all purposes under this agreement, whether in respect of court process, notice, or other documents or communication of whatsoever nature, Sandton, Johannesburg, South Africa.

10. Contact us

Questions about these Terms and Conditions can be sent to support@vendorflow.tech.