Terms of Service

Last updated: 13 August 2026 Effective from: 14 August 2026

These Terms of Service ("Terms") govern your access to and use of the Zaventory platform (the "Service" or "Zaventory"), including our website, applications, and related services, operated by Zaventory Software (Pty) Ltd ("we", "us", "our", or "Zaventory"), a company registered in the Republic of South Africa.

By accessing, registering for, or using the Service in any way, you agree to these Terms. If you do not agree, you must not access or use the Service.

1. The Service

Zaventory is a cloud-based business administration platform for product-based businesses, providing inventory management, quoting and invoicing, customer relationship management (CRM), an optional online storefront, and returns handling (collectively, the "Service").

We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business operations, subject to these Terms and any plan or usage limits described on our site or in your account.

We may add, change, or remove features of the Service from time to time. We'll give reasonable notice of material changes that affect your use of core functionality where practical.

2. Accounts and Registration

To use the Service, you must create an account with accurate, current information and keep it up to date. You are responsible for safeguarding your login credentials and for all activity under your account.

We may suspend or terminate accounts that violate these Terms, our Acceptable Use requirements, or applicable law, as set out in Section 14.

3. Subscriptions and Payments

3.1 Plans and Trial

Zaventory offers a 14-day free trial. A valid payment card is required to start your trial; we place a small R1 charge on your card at signup to verify it before your trial begins. After the trial, continued use of paid features requires an active subscription at the price shown on our Pricing page or in your account.

3.2 Billing

Subscriptions are billed monthly in advance and renew automatically unless cancelled before the renewal date. You can cancel anytime from your account settings; cancellation stops future billing but does not refund the current billing period, except as required by law.

3.3 Payment Processor

Subscription payments are handled by a third-party payment processor acting as our payment facilitator or merchant of record. The processor currently in use is shown at checkout and in your account, and may change from time to time as our processing arrangements evolve. Use of the payment processor is also subject to that processor's own terms.

We do not handle or store your card details directly — this is done by our payment processor.

3.4 Price Changes

We may change subscription pricing with reasonable prior notice. Continued use after a price change takes effect constitutes acceptance of the new price.

4. Storefront and Payment Gateways

4.1 Optional Feature

Zaventory includes an optional storefront module that lets you ("you", the "Tenant") sell products or services online to your own customers ("your Customers"). The storefront is off by default and must be actively enabled by you.

4.2 Bring-Your-Own-Gateway

To accept payments through the storefront, you must connect your own merchant account with a supported third-party payment gateway. We currently support Payfast and iKhokha in South Africa, with other gateways to be added over time. You are responsible for opening and maintaining that gateway account and for complying with its terms.

4.3 We Are Not a Party to Your Sales

When a Customer buys from your storefront, payment is processed directly between the Customer and your connected gateway account. Zaventory does not process, route, hold, or have custody of any funds from these transactions at any point, and we are not a party to the sale.

4.4 You Are the Merchant of Record

You are the merchant of record for every sale made through your storefront. You are solely responsible for:

• the accuracy of your product listings, pricing, and availability;
• delivering the goods or services sold;
• customer support, refunds, and returns for your Customers;
• responding to and resolving disputes and chargebacks raised by your Customers through your gateway provider; and
• complying with consumer protection, tax, and other laws applicable to your sales.

Zaventory has no role in, and disclaims all liability arising from, transactions between you and your Customers through the storefront. Any dispute relating to such a transaction is between you and the relevant Customer (and, where applicable, your gateway provider).

5. Acceptable Use

You agree not to:

• use the Service for any unlawful purpose or in violation of these Terms;
• upload or process data you don't have the right to use, or in violation of applicable data protection law;
• reverse engineer, scrape, or attempt to gain unauthorised access to the Service;
• introduce malware or interfere with the operation or security of the Service; or
• use the Service, including the storefront, to sell illegal goods or services, or goods or services that violate the acceptable use policies of our payment processors or gateway partners.

We may suspend or terminate access for violations of this section, as set out in Section 14.

6. Your Data and Inventory Content

You retain ownership of the data you upload to the Service ("Your Data"), including inventory, invoicing, CRM, and storefront data.

You grant us a licence to host, process, and use Your Data as needed to provide and maintain the Service, and to generate anonymised or aggregated analytics to improve our product.

We maintain regular backups and use commercially reasonable measures to protect Your Data, but you're responsible for keeping your own export or backup of critical business records.

We act as a data processor on your instructions where data protection law applies, and as a data controller for account and billing information we collect directly from you.

7. Feedback

Suggestions, ideas, or feedback you send us about the Service ("Feedback") may be used by us without restriction or compensation. You grant us a perpetual, irrevocable, worldwide, royalty-free licence to use and incorporate Feedback into the Service or other products.

8. Intellectual Property

The Service, including its code, design, and trademarks, remains our property. These Terms grant you only the limited licence described in Section 1 — no other rights transfer to you.

9. Support and Availability

We provide support via email at legal@zaventory.co.za. We use commercially reasonable efforts to respond to support requests in a timely manner and to keep the Service available, but we don't guarantee uninterrupted or error-free operation, and scheduled maintenance may cause temporary downtime.

10. Third-Party Services

The Service relies on third-party providers, including our subscription payment processor (Section 3.3), storefront payment gateways such as Payfast and iKhokha (Section 4.2), hosting infrastructure, and analytics tools such as Google Analytics. Use of these providers' services is also governed by their own terms, which apply alongside ours.

11. Warranties and Disclaimers

The Service is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Nothing in these Terms excludes liability for gross negligence, wilful misconduct, or any liability that cannot be excluded under South African law, including the Consumer Protection Act.

12. Limitation of Liability

To the maximum extent permitted by law, our total liability to you for any claim arising from these Terms or the Service is limited to the fees you paid us in the 12 months before the claim arose.

We are not liable for indirect, consequential, special, incidental, or punitive damages, including lost profits or lost data, even if we were advised of the possibility.

This is separate from Section 4.3–4.4: we accept no liability at all for storefront transactions between you and your Customers, since we are not a party to them.

13. Indemnification

You agree to indemnify us against claims arising from: your use of the Service in breach of these Terms; Your Data; and, in particular, any claim brought by one of your Customers, or any dispute, chargeback, or regulatory action, arising from a transaction made through your storefront.

14. Termination

We may suspend or terminate your account for breach of these Terms, non-payment, or as required by law, generally with prior notice except where immediate action is needed to protect the Service or other users.

You may cancel your account at any time via your account settings. Upon termination, your access ends, and we may delete Your Data after a reasonable grace period — export anything you need beforehand.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Republic of South Africa, and the South African courts have exclusive jurisdiction over any dispute.

16. Changes to These Terms

We may update these Terms from time to time; the current version is always posted here. We'll notify you of material changes where practical. Continued use of the Service after changes take effect constitutes acceptance.

17. Contact Us

Zaventory Software (Pty) Ltd

Email: legal@zaventory.co.za

Physical address: 6803 Zithulele Street, Orange Farm, Extension 2, Johannesburg, 1805, South Africa