Terms & Conditions

Agreement and eligibility

These Terms & Conditions (“Terms”) are an agreement between the person or organisation accepting them (“Customer”, “you”) and ServicesGrid OS (“ServicesGrid”, “we”, “us”). They apply to the ServicesGrid OS websites, applications, APIs, support services, and related business-operation tools (the “Service”).

At the effective date, the Service is offered under the name ServicesGrid OS by its individual owner as an owner-operated remote online business based in Ghana. ServicesGrid OS is not yet registered as a business name or company and does not maintain a public office. Formal legal notices must be sent to legal@servicesgridos.com.

By creating an account, accepting an order, or using the Service, you accept these Terms and our Privacy Policy. If you use the Service for a company or other organisation, you confirm that you have authority to bind it. You must be at least 18 years old and legally capable of entering this agreement.

Selecting the acceptance checkbox and submitting the signup form is your electronic signature. We may record the document versions, date and time, workspace and user identifiers, IP address, and browser information associated with that acceptance.

An order form, enterprise agreement, our Data Processing Agreement, or a written commercial schedule may add to these Terms. If there is a conflict, the signed document controls for the subject it covers.

Accounts, administrators, and access

• You must provide accurate account and business information and keep it current.
• You are responsible for choosing administrators, assigning appropriate roles, reviewing staff access, and removing access when it is no longer needed.
• Each user must use their own account. Credentials, recovery codes, and API keys must be protected and must not be shared improperly.
• You must notify us promptly at support@servicesgridos.com if you suspect unauthorised access or credential compromise.

Actions performed through your workspace, user accounts, or API keys are treated as authorised by you unless you have reported a compromise and taken reasonable steps to secure the account.

The platform and your business responsibilities

The Service may support bookings, accommodation, memberships, subscriptions, point-of-sale, food and retail operations, inventory, staff access, customer communication, reporting, and payment-provider integrations. Features vary by plan, configuration, location, and availability.

You remain solely responsible for:

• the goods and services your business advertises, sells, books, fulfils, or refunds;
• your prices, taxes, statutory charges, receipts, cancellation rules, waivers, consumer notices, and regulatory licences;
• checking system outputs before relying on them for accounting, tax, payroll, safety, medical, legal, or regulatory decisions;
• obtaining customer, guardian, staff, or other permissions required for your activities and data processing; and
• maintaining appropriate backups or exports where your own continuity policy requires them.

ServicesGrid is operational software, not a bank, payment institution, tax adviser, accountant, lawyer, medical provider, or employer of your staff.

Acceptable use

You must not use the Service to:

• break the law, facilitate fraud, or infringe another person's rights;
• send unlawful, deceptive, unsolicited, abusive, or harmful communications;
• upload malicious code, probe or bypass security, disrupt the Service, or access data outside your authorised workspace;
• reverse engineer or copy the Service except where applicable law expressly permits it;
• resell, sublicense, or provide the Service to third parties unless your plan or written agreement allows it; or
• process personal data, including children's or sensitive data, without a lawful purpose and appropriate authority.

We may investigate suspected misuse and preserve or disclose relevant records where reasonably necessary to protect users, enforce these Terms, or comply with law.

Customer data and privacy

You retain ownership of data you or your authorised users submit to the Service (“Customer Data”). You grant us a limited, worldwide right to host, copy, transmit, display, secure, and otherwise process Customer Data only as needed to provide, support, protect, and improve the Service, comply with law, and fulfil our agreement with you.

For personal data you place in a workspace about members, guests, customers, staff, dependants, or other people, your business normally decides why and how that information is used. You are therefore responsible for the notices, permissions, lawful basis, retention rules, and instructions applicable to that data. We act as your service provider or data processor for that processing.

We may use aggregated or de-identified information that does not identify you, your business, or an individual to understand service performance and improve the platform. Our handling of personal information is described in the Privacy Policy. Our Data Processing Agreement forms part of these Terms when we process personal data on your behalf.

Confidentiality

“Confidential Information” means non-public business, technical, financial, security, or operational information disclosed by one party to the other that is marked confidential or should reasonably be understood to be confidential. Customer Data and non-public workspace information are your Confidential Information; non-public Service architecture, security information, and pricing are ours.

Each party will use the other's Confidential Information only to perform or receive the Service, protect it with reasonable care, and disclose it only to personnel, contractors, and advisers who need it and are bound by confidentiality obligations. These duties do not apply to information that the receiving party can show was lawfully known without restriction, independently developed, received lawfully from another source, or made public without breach.

A party may disclose Confidential Information where law or valid legal process requires it. Where legally permitted, it will give prompt notice and reasonable assistance so the other party can seek protection. On request or termination, Confidential Information will be returned or deleted subject to normal backups and legal retention duties.

Subscriptions, fees, renewals, and taxes

• Subscription fees, billing currency, included modules, usage limits, billing interval, and applicable taxes are shown at checkout, in your workspace, or on an order form.
• Where a payment method supports recurring billing, your subscription renews automatically until cancelled. Manual payment methods require renewal as shown in the product.
• Plan or add-on changes may take effect immediately or at the next billing date. Any charge, credit, proration, or lack of proration will be shown or confirmed before the change where the workflow supports it.
• You authorise our payment providers to charge the selected payment method. We may retry failed payments and restrict paid features while an account is overdue.
• Fees are exclusive of taxes unless stated otherwise. You are responsible for taxes and government charges associated with your purchase, except taxes on our net income.

You can request cancellation through available billing controls or support. Cancellation normally prevents a future renewal and does not automatically refund fees already paid. Refunds are provided where required by law, expressly stated at purchase, or approved under a written commercial arrangement.

Trials and promotional access

Eligible new workspaces may receive a 14-day free trial or another promotional offer displayed when they register. Unless the offer says otherwise, a card is not required to begin trial access.

Trial functionality, duration, and eligibility may be limited. When a trial ends, you must select and pay for an available plan to continue using paid features. We may restrict workspace access after expiry. Trial or promotional offers may be withdrawn or modified before acceptance and may not be combined.

Third-party services

The Service may connect to payment processors, email and SMS providers, CAPTCHA services, monitoring tools, channel managers, fiscal-invoicing providers, and other services. Their own terms and privacy notices apply to their services.

We are not responsible for a third party's systems, decisions, outages, fees, settlement timing, or changes. We may suspend or replace an integration if it becomes insecure, unlawful, unavailable, or commercially impractical.

Providers that process Customer Data for us are described on our Subprocessors page.

Availability, maintenance, and changes

We work to keep the Service available and secure, but no online service is uninterrupted or error-free. Maintenance, internet failures, providers, security events, force majeure, or circumstances outside our reasonable control may affect availability. Any service-level commitment applies only if stated in a separate written agreement.

We may update the Service and add, change, or retire features. Where a change materially reduces paid core functionality, we will use reasonable efforts to provide notice or an appropriate transition, except where urgent security, legal, or provider changes require faster action.

Suspension, termination, and data access

You may stop using the Service and cancel your subscription. We may suspend or terminate access if you materially breach these Terms, do not pay amounts due, create a security or legal risk, misuse the Service, or if continued operation is prohibited by law. Where reasonable, we will give notice and an opportunity to remedy the issue.

Subject to account status, technical capability, legal restrictions, and applicable retention duties, workspace administrators may export available data before termination. When an owner requests workspace deletion through the Service, access is suspended and a 30-day restoration period begins. During that period, an owner may contact support to request restoration, subject to identity, security, and legal checks. After the period expires, the workspace becomes eligible for our scheduled deletion process. Primary application-database records are ordinarily removed during the next successful purge cycle, and linked local files are removed where supported.

Completion timing can vary for protected backups, cached copies, third-party providers, and records that require manual or provider-specific handling. Those copies remain protected and are deleted or de-identified through their applicable lifecycle. Limited billing, security, fraud-prevention, legal, or audit records may be retained where law or the establishment, exercise, or defence of claims requires it.

Provisions that are intended by their nature to continue—including payment obligations, confidentiality, intellectual property, disclaimers, limitations of liability, and dispute provisions—survive termination.

Intellectual property, licence, and feedback

ServicesGrid and its licensors own the Service, software, documentation, designs, branding, and related intellectual property. While your subscription is active, we grant you a limited, non-exclusive, non-transferable, revocable right to use the Service for your internal business operations in accordance with your plan and these Terms.

You retain ownership of Customer Data and your own names, logos, and materials. If you provide suggestions or feedback, you allow us to use it without restriction or payment, provided we do not identify you publicly as the source without permission.

Indemnification

You will defend and indemnify ServicesGrid, its personnel, and affiliates against a third-party claim to the extent it arises from Customer Data, your goods or services, your unlawful or unauthorised use of the Service, or your material breach of these Terms.

We will defend and indemnify you against a third-party claim that your authorised use of the Service infringes that party's intellectual-property right. This obligation does not cover a claim arising from Customer Data, third-party services, modifications we did not make, use outside these Terms or documentation, or continued use after we provide a non-infringing replacement.

If an infringement claim is likely, we may modify or replace the affected feature, obtain the right for continued use, or terminate it and refund prepaid fees for the unused portion of the affected subscription. Indemnification requires prompt written notice, reasonable cooperation, and control of the defence by the indemnifying party; no settlement may admit fault or impose a non-monetary obligation on the protected party without its consent.

Disclaimers and limitation of liability

To the fullest extent permitted by law, the Service is provided on an “as available” basis. We disclaim implied warranties that can lawfully be excluded, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that every feature will meet every regulatory or business requirement.

To the fullest extent permitted by law, neither party is liable to the other for indirect, incidental, special, exemplary, punitive, or consequential loss, or for lost profit, revenue, goodwill, or anticipated savings, arising from these Terms or the Service.

Except for liability that cannot legally be limited, each party's aggregate liability arising from these Terms or the Service will not exceed the greater of (a) the subscription fees paid or payable by you for the Service during the 12 months immediately preceding the event giving rise to the claim and (b) GHS 1,000.

The aggregate cap above applies to each party's defence and indemnification obligations under Section 13, including settlements and amounts finally awarded, except to the extent applicable law does not permit that liability to be limited.

Nothing in these Terms excludes liability for fraud, wilful misconduct, death or personal injury caused by negligence where such liability cannot be excluded, or any statutory consumer right that applicable law does not permit the parties to waive.

General legal terms

Governing law and disputes

These Terms are governed by the laws of the Republic of Ghana, without regard to conflict-of-law rules. Before starting formal proceedings, each party will use reasonable efforts to resolve a dispute through good-faith discussions. Subject to any mandatory rights that apply, the courts of Ghana have jurisdiction.

Notices

We may send operational or legal notices to the email associated with your account or display them in the Service. You must keep your account contact details current. Formal notices to us should be sent to legal@servicesgridos.com.

Changes to these Terms

We may update these Terms to reflect changes in the Service, law, security, or business practices. We will post the revised date and give reasonable notice of material changes. Continued use after the updated Terms take effect constitutes acceptance; if you do not agree, you must stop using the Service and cancel before the change takes effect.

Entire agreement and assignment

These Terms and incorporated documents form the agreement about the Service unless a signed document says otherwise. If one provision is unenforceable, the remainder continues. A failure to enforce a provision is not a waiver. You may not assign this agreement without our written consent; we may assign it as part of a merger, reorganisation, sale of business, or transfer to an affiliate, subject to applicable law.