Terms of Service

1. Who we are and acceptance of terms

The Service is operated by ReportingServices ("ReportingServices", "we", "us"). "You" and "your organisation" refer to the tenant organisation that signs up for the Service, and the individual users it authorises to access it. Creating an account, starting a trial, or using the mobile application constitutes acceptance of these terms and of our Privacy Policy.

ReportingServices
South Africa

2. The Service

ReportingServices is a multi-tenant reading capture, reconciliation, and reporting platform for operational data (fuel & tank, utilities, mining & bulk, production, facilities, and agriculture verticals), accessible via web application, mobile application, and an API for machine/telemetry integrations. Each organisation's data is logically isolated from every other organisation using the Service.

3. Accounts and user access

• Your organisation's administrator is responsible for inviting users, assigning their roles, and revoking access when a user leaves — up to your plan's user limit.
• You are responsible for keeping login credentials and API tokens confidential, and for all activity carried out under your account. Every reading and record change is attributed to the authenticated user who made it.
• You must notify us promptly of any unauthorised use of your account.

4. Trial, subscription, and billing

• New organisations receive a 14-day free trial. A valid card is required at signup, but is not charged until the trial ends.
• After the trial, your organisation is billed automatically on a recurring monthly cycle, in ZAR, at the rate for the plan selected, via our payment processor, PayFast.
• Plans include defined limits (sites, users, and, where applicable, webhook endpoints). Exceeding a limit requires upgrading to a plan that supports it.
• If a recurring charge fails, your subscription is marked past due; you may retry payment or update your card directly from your billing page. Continued failure to pay may result in suspension of record access after the applicable grace period (5 days) — account and billing pages remain reachable throughout so you can resolve payment.
• You may cancel at any time from your billing page. On cancellation, record access continues until the end of the period you've already paid for, after which it is suspended.
• Fees are non-refundable except where required by law. We do not prorate mid-cycle cancellations.

5. Acceptable use

You agree not to:

• Use the Service to store or transmit unlawful, infringing, or fraudulent content.
• Attempt to access another organisation's data, circumvent tenant isolation, or probe, scan, or test the vulnerability of the Service without authorisation.
• Interfere with or disrupt the integrity or performance of the Service, including via excessive automated requests beyond documented API rate limits.
• Reverse-engineer, resell, or white-label the underlying platform outside of the branding customisation features we provide.
• Use the mobile application's photo or location capture features to collect data about individuals without a lawful basis for doing so.

We may suspend or terminate access for a breach of this section, with notice where practicable.

6. Your data

Your organisation retains all ownership rights to the site, asset, reading, and other operational data it submits to the Service ("your data"). We only process your data to provide the Service, as described in our Privacy Policy. You are responsible for the accuracy of the data your organisation's users and integrations submit, and for having the right to submit any photo or location data your users choose to attach to a reading.

7. Support access

Our platform administrators may, for legitimate support purposes, view tenant configuration and, where explicitly initiated, sign in as one of your users to help diagnose an issue. Every such action is logged against the real administrator's identity and shown on-screen to your organisation for the duration of the session, as described in our Privacy Policy.

8. Intellectual property

The Service, including its software, design, and branding, is owned by ReportingServices and protected by applicable intellectual property laws. Nothing in these terms transfers ownership of the Service to you. Your own branding, applied via our white-label settings, remains yours.

9. Availability and disclaimers

We aim to keep the Service available and reliable but do not guarantee uninterrupted or error-free operation. The Service is provided "as is" and "as available", without warranties of any kind beyond those that cannot be excluded by law. Threshold alerts, reconciliation checks, and anomaly flags are decision support tools based on configuration your organisation controls — they do not replace your organisation's own operational judgement or compliance obligations.

10. Limitation of liability

To the maximum extent permitted by law, ReportingServices is not liable for any indirect, incidental, or consequential loss arising from your use of the Service, including loss of profits or data, except where caused by our gross negligence or wilful misconduct. Our total liability arising from these terms is limited to the fees your organisation paid us in the three months preceding the claim.

11. Termination

You may stop using the Service and cancel your subscription at any time. We may suspend or terminate your access for breach of these terms, non-payment beyond the applicable grace period, or if required by law. On termination, we retain your data for a reasonable period as described in our Privacy Policy, after which it may be permanently deleted.

12. Changes to these terms

We may update these terms from time to time. Material changes will be reflected by updating the "Last updated" date at the top of this page. Continued use of the Service after a change constitutes acceptance of the updated terms.

13. Governing law

These terms are governed by the laws of the Republic of South Africa, and any dispute arising from them is subject to the exclusive jurisdiction of the South African courts.

14. Contact us

For any question about these terms, contact us at support@reportingservices.co.za or via our contact form.