Terms of Service

1. Acceptance of Terms

By accessing or using the Opsuite platform (“Service”), operated by Opsuite Technologies Ltd (“Company”, “we”, “us”, or “our”), you (“User”, “you”, “your”, or “Subscriber”) agree to be bound by these Terms of Service (“Terms”). If you are entering into these Terms on behalf of a business or other legal entity, you represent that you have the authority to bind such entity to these Terms.

If you do not agree to these Terms, you must not access or use the Service. We reserve the right to modify these Terms at any time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Your continued use of the Service after such changes constitutes acceptance of the modified Terms.

These Terms constitute a legally binding agreement between you and Opsuite Technologies Ltd, a company incorporated under the laws of the Federal Republic of Nigeria.

2. Definitions

• “Service” means the Opsuite multi-tenant cloud-based business management platform, including all modules, features, APIs, kiosk interfaces, digital signage displays, and related services.
• “Tenant” means a business entity that has registered for and subscribed to the Service, identified by a unique subdomain (e.g., yourbusiness.opsuite.io).
• “Authorised User” means any individual granted access to a Tenant's account, including administrators, employees, cashiers, and staff members.
• “End User Data” means all data entered into, collected by, or generated through the Service by or on behalf of a Tenant.
• “Biometric Data” means physiological data used for identification purposes, including fingerprint templates and facial recognition templates collected through attendance and device management features.
• “Modules” means the individual functional components of the Service, including Dashboard, POS, Inventory, Accounting, Attendance, Payroll, CRM, Communications & Marketing, Digital Signage, Visitor Management, and Reports & Analytics.
• “Subscription Plan” means the pricing tier selected by the Tenant (Starter, Growth, Pro, or Enterprise), which determines available modules, user limits, and feature access.

3. Service Description

Opsuite is a multi-tenant Software-as-a-Service (SaaS) platform that provides integrated business management tools. The Service includes the following core modules, subject to your Subscription Plan:

• Point of Sale (POS): Sales transaction processing, multiple payment methods, receipt generation, commission tracking, and QuickSell Kiosk.
• Inventory Management: Stock tracking, SKU/barcode management, reorder alerts, expiry tracking, vendor management, and StockFlow Kiosk.
• Accounting & Financial Management: Invoice and quotation generation, expense tracking, tax (VAT) calculation, journal entries, account ledgers, and financial reporting.
• Attendance & Time Tracking: Employee clock-in/out tracking, biometric device integration (fingerprint and facial recognition), lateness and overtime detection, leave management, and shift scheduling.
• Payroll Management: Salary computation, statutory deductions (PAYE, Pension, NHF, NHIS), allowance and bonus management, overtime calculation, and payslip generation.
• CRM & Customer Management: Customer database, purchase history, loyalty programmes, customer segmentation, RFM analysis, health scoring, and churn risk assessment.
• Communications & Marketing: Email campaign management, contact segmentation, campaign scheduling, performance tracking, and birthday reward automation.
• Digital Signage: Remote display management, media uploads, playlist creation, scheduling, app instances, and device pairing.
• Visitor Management: Visitor pre-registration, self-check-in kiosk, approval workflows, badge/QR code generation, visitor history, and host notifications.
• Reports & Analytics: Sales analytics, revenue trending, staff performance reports, attendance reports, and data export.
• Dashboard: Real-time key performance indicators, business overview, and centralised monitoring.

4. Account Registration and Security

4.1 Registration. To use the Service, you must register a Tenant account by providing accurate and complete information. You must select a Subscription Plan and complete the payment process.

4.2 Subdomain. Upon registration, you will be assigned a unique subdomain (yourbusiness.opsuite.io). Subdomains must be between 3 and 30 characters. We reserve the right to reclaim subdomains that violate these Terms or infringe on third-party rights.

4.3 Account Security. You are responsible for maintaining the confidentiality of all account credentials, including passwords and PINs. You must immediately notify us of any unauthorised access. You are liable for all activities that occur under your account.

4.4 Multi-User Access. You may create accounts for Authorised Users within the limits of your Subscription Plan. Available roles include Administrator, Custom, Cashier, and Staff, each with configurable permissions.

4.5 Account Lockout. Accounts are locked after 5 consecutive failed login attempts for a period of 15 minutes. Two-factor authentication is available and recommended for administrator accounts.

5. Subscription Plans, Billing, and Payment

5.1 Plans and Pricing. The Service is offered under tiered Subscription Plans (Starter, Growth, Pro, and Enterprise). Current pricing is published on our website and may be updated with 30 days' prior notice.

5.2 Payment. Payments are processed through Paystack, a licensed third-party payment processor. By subscribing, you authorise recurring charges. All amounts are stated and charged in Nigerian Naira (NGN) unless otherwise specified.

5.3 Billing Cycle. Subscriptions are billed monthly and renew automatically each month.

5.4 No Refunds. All subscription fees are non-refundable. Once a billing cycle begins, no refunds will be issued for that period, regardless of whether you use the Service, cancel your subscription, or downgrade your plan.

5.5 Failed Payments. If a payment fails, we will attempt to process it again. A grace period may be provided. If payment is not successful within the grace period, your account may be suspended.

5.6 Taxes. You are responsible for all applicable taxes, duties, and levies imposed by any governmental authority, excluding taxes based on our net income.

6. Data Ownership and Processing

6.1 Your Data. You retain all ownership rights in your End User Data. We do not claim ownership of any data you enter into the Service.

6.2 Data Controller and Processor. For the purposes of applicable data protection laws (including the Nigeria Data Protection Regulation 2019 and the Nigeria Data Protection Act 2023):

• You are the Data Controller with respect to the personal data of your customers, employees, visitors, and other individuals whose data you enter into the Service.
• We are the Data Processor, processing such data on your behalf and in accordance with your instructions.

6.3 Your Responsibilities as Data Controller. You are responsible for: (a) obtaining all necessary consents from individuals whose personal data you enter, including employee consent for biometric data collection; (b) providing appropriate privacy notices; (c) ensuring compliance with applicable data protection laws; (d) responding to data subject access requests.

6.4 Multi-Tenant Data Isolation. Each Tenant's data is logically separated using tenant-specific identifiers and enforced at the database query level. No Tenant can access another Tenant's data.

6.5 Data Export. You may export your End User Data in standard formats at any time during your active subscription.

6.6 Data Deletion. Upon termination, we will retain your data for 90 days for data export. After this period, your data will be permanently deleted, except where retention is required by law.

8. Employee Monitoring and Attendance

8.1 Employer Responsibility. The attendance features enable employers to monitor employee clock-in/out times, detect lateness and early departure, calculate overtime, and generate reports. As the employer and Data Controller, YOU are solely responsible for: (a) informing employees about monitoring practices; (b) obtaining required consents; (c) ensuring monitoring is proportionate and lawful; (d) establishing clear attendance policies.

8.2 No Employment Advice. Attendance data, lateness calculations, and overtime computations are tools to assist operations. They do not constitute employment advice. You are responsible for verifying accuracy and making employment decisions in compliance with applicable labour laws.

10. Analytics and Automated Insights Disclaimer

10.1 The Service provides automated analytics including customer RFM segmentation, customer health scores, churn risk assessments, Customer Lifetime Value (CLV) predictions, sales analytics, staff performance metrics, and inventory analytics.

10.2 Estimates Only. All analytics, scores, predictions, and insights are statistical estimates based on the data you have entered. They are NOT guarantees or representations of actual outcomes. These tools are provided to assist decision-making and should be used in conjunction with your own judgement and professional advice.

10.3 No Automated Decision-Making. The analytics features are informational tools. Any business decisions made based on these analytics are your sole responsibility.

11. Email Marketing and Communications

If you use the Communications & Marketing module, YOU are responsible for: (a) obtaining proper consent from recipients; (b) including accurate sender identification; (c) providing a clear unsubscribe mechanism; (d) honouring unsubscribe requests; (e) complying with all applicable anti-spam and electronic communications laws, including the Nigeria Data Protection Regulation.

We reserve the right to suspend your access to email features if your emails generate excessive bounce rates or spam complaints, or if your practices violate these Terms.

12. Visitor Management

The Visitor Management module collects personal data from visitors including names, contact information, identification documents, photographs, and vehicle details. As the operator, YOU are the Data Controller and are responsible for: (a) displaying appropriate privacy notices; (b) informing visitors about data collected; (c) obtaining required consents; (d) establishing data retention periods; (e) responding to data access or deletion requests from visitors.

13. Digital Signage

You are solely responsible for all content displayed through the Digital Signage module. You must ensure content does not infringe on third-party intellectual property rights, complies with applicable advertising standards, and does not contain defamatory, obscene, or illegal material.

14. Acceptable Use Policy

You may use the Service only for lawful business management purposes. You shall not: (a) use the Service for any illegal purpose; (b) attempt to access another Tenant's data; (c) reverse engineer any part of the Service; (d) use the Service to store malicious code; (e) exceed user limits of your plan; (f) share account credentials with unauthorised individuals; (g) interfere with or disrupt the Service; (h) sublicense or redistribute the Service without prior written consent.

15. Intellectual Property

The Service, including its software, design, documentation, logos, and all related intellectual property, is owned by Opsuite Technologies Ltd. “Opsuite”, “Opsuite.io”, “QuickSell”, “StockFlow”, and related logos are trademarks of Opsuite Technologies Ltd. You retain ownership of all content and data you upload. If you provide feedback, you grant us a perpetual, royalty-free licence to use it for any purpose.

16. Service Availability and Support

We strive to maintain high availability but do not guarantee uninterrupted access. Support is provided according to your Subscription Plan: Starter (email support), Growth (priority email), Pro (dedicated account assistant), Enterprise (24/7 phone with dedicated engineer). Unless you are on an Enterprise plan with a separately executed SLA, we do not guarantee specific uptime percentages or response times.

18. Indemnification

You agree to indemnify and hold harmless Opsuite Technologies Ltd from all claims, damages, losses, and expenses arising from: your use of the Service; your violation of these Terms or applicable law; your collection and processing of personal data (including biometric data); claims by your employees, customers, visitors, or third parties; content you display; and your failure to obtain required consents or comply with tax/payroll obligations. This obligation survives termination.

19. Termination

By You. You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing cycle. No refunds will be issued.

By Us. We may suspend or terminate your account if you breach these Terms, payment fails beyond the grace period, your use poses a security risk, or we are required to by law.

Effect of Termination. Your data will be retained for 90 days for export, then permanently deleted. Provisions regarding data ownership, biometric data, financial disclaimers, intellectual property, limitation of liability, indemnification, and governing law survive termination.

20. Governing Law and Dispute Resolution

Governing Law. These Terms shall be governed by the laws of the Federal Republic of Nigeria.

Dispute Resolution. Disputes shall first be resolved through good-faith negotiation. If unresolved within 30 days, either party may submit to mediation under the rules of the Lagos Court of Arbitration. If mediation fails, the courts of Lagos State, Nigeria, shall have exclusive jurisdiction.

Class Action Waiver. To the maximum extent permitted by law, dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action.

21. General Provisions

These Terms, together with the Privacy Policy, constitute the entire agreement between you and Opsuite Technologies Ltd. If any provision is found invalid, the remaining provisions continue in full force. Our failure to enforce any provision does not constitute a waiver. We shall not be liable for failure to perform due to circumstances beyond our reasonable control (force majeure). Notices to you will be sent to your Tenant email. Notices to us should be sent to support@opsuite.io.

22. Contact Information