Terms of Service

1. Eligibility & Account Access

To access and use the Service, you must:

• Be at least 18 years of age or the legal age of majority in your jurisdiction.
• Be duly authorised by your organisation to accept these Terms and to use the Service on its behalf.
• Provide accurate, current, and complete registration information and keep it up to date.
• Not be prohibited from using the Service under applicable laws or regulations.

You are solely responsible for maintaining the confidentiality of your login credentials (username and password). You must not share your credentials with any other person. You agree to notify us immediately at info@melsoftzim.co.zw if you suspect any unauthorised access to or use of your account. Melsoft will not be liable for any loss or damage arising from your failure to keep credentials secure.

All activities performed under your account are your responsibility, whether or not you authorised them, unless and until you report a compromise to us promptly.

2. Use of the Service

You agree to use the Service only for lawful business purposes and in full compliance with applicable laws and regulations, including those relating to accounting, taxation, data protection, and financial reporting in your jurisdiction.

2.1 Prohibited Conduct

You must not:

• Attempt to gain unauthorised access to any part of the Service, its underlying systems, databases, or other users' accounts.
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code or underlying algorithms of the Service.
• Use automated tools, bots, scrapers, or scripts to access or interact with the Service except through officially supported APIs.
• Introduce malicious code, viruses, ransomware, trojans, worms, logic bombs, or any other harmful or disruptive software into the Service or its supporting infrastructure.
• Upload, store, or transmit content that is unlawful, defamatory, fraudulent, or that infringes the intellectual property or privacy rights of any third party.
• Attempt to circumvent security features, access controls, or authentication mechanisms.
• Use the Service to facilitate money laundering, fraud, tax evasion, or any other illegal financial activity.
• Resell, sublicense, or otherwise make the Service available to third parties without our prior written consent.
• Impersonate another user, organisation, or Melsoft employee.
• Interfere with or disrupt the integrity or performance of the Service or the data it contains.

Melsoft reserves the right to investigate suspected violations and to take appropriate action, including immediate suspension or termination of access.

3. Customer Data & Business Records

You and your organisation retain ownership of all data, records, and content you input into or create through the Service ("Customer Data"), including but not limited to customer and supplier records, general ledger accounts, journal entries, invoices, quotations, purchase orders, goods received vouchers (GRVs), credit notes, debit notes, inventory records, and financial statements.

You are solely responsible for:

• The accuracy, completeness, and legality of all Customer Data.
• Ensuring that you have the necessary rights and consents to upload any third-party information (e.g., personal data of your customers or employees).
• Complying with all applicable tax, accounting, and financial reporting requirements in your jurisdiction.
• Maintaining appropriate backups of critical data, in addition to any backups maintained by Melsoft.

By submitting Customer Data to the Service, you grant Melsoft a limited, non-exclusive licence to process that data solely for the purpose of providing and improving the Service and as described in our Privacy Policy.

4. Processing / Posting Actions

Certain actions within the Service are designated as "Process" or "Post" actions. These actions typically:

• Change the status of a document or transaction from draft to finalised or posted.
• Update financial totals, account balances, inventory quantities, or ledger entries.
• May generate downstream documents or affect other parts of the system (e.g., a processed invoice may update debtor balances and stock levels).
• May be difficult or impossible to reverse without creating correcting entries.

You are responsible for reviewing all information carefully before initiating any Process or Post action. Melsoft strongly recommends that organisations establish internal authorisation and approval workflows before processing financial transactions. Melsoft shall not be liable for financial errors, data inconsistencies, or compliance issues arising from prematurely or incorrectly processed documents.

5. User Roles & Permissions

The Service operates a role-based access control (RBAC) system. Your organisation's designated administrator(s) are responsible for:

• Creating, configuring, and managing user accounts within your organisation's instance.
• Assigning appropriate roles and permissions to users based on their job function and the principle of least privilege.
• Promptly revoking access for users who leave the organisation or change roles.
• Maintaining the security of administrator credentials.

Melsoft is not responsible for any unauthorised access or data exposure arising from misconfigured roles or permissions within your organisation's instance.

6. Fees & Payment

Access to the Service may be subject to subscription fees, licence fees, or other charges as agreed between your organisation and Melsoft ("Fees"). Unless otherwise specified in a separate agreement:

• All Fees are payable in advance for the agreed billing period.
• Fees are non-refundable except as expressly stated in a written agreement or as required by applicable law.
• Melsoft reserves the right to modify its Fee structure upon reasonable notice. Continued use of the Service after a Fee change constitutes acceptance of the new Fees.
• Failure to pay Fees when due may result in suspension or termination of access to the Service.
• All applicable taxes, levies, or duties imposed by government authorities in relation to the Service are your responsibility, unless explicitly stated otherwise.

7. Intellectual Property

The Service, including its software, source code, object code, design, user interface, documentation, trademarks, logos, and all related intellectual property, is owned by or licensed to Melsoft and is protected by applicable intellectual property laws, including copyright, trademark, patent, and trade secret laws.

These Terms do not grant you any ownership rights in or to the Service. Your right to use the Service is limited to the non-exclusive, non-transferable, revocable licence granted by Melsoft for the duration of your authorised access, solely for your organisation's internal business purposes.

You must not:

• Copy, reproduce, or create derivative works based on the Service or its components.
• Remove or alter any proprietary notices, labels, or branding within the Service.
• Use Melsoft's name, logo, or trademarks without prior written consent.

Any feedback, suggestions, or ideas you provide to Melsoft regarding the Service may be used by us freely and without any obligation to compensate you.

8. Confidentiality

Each party agrees to keep confidential any non-public information disclosed by the other party in connection with the Service that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information ("Confidential Information"). This obligation does not apply to information that: (a) becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party prior to disclosure; (c) is independently developed by the receiving party; or (d) is required to be disclosed by law or valid legal process.

Melsoft will treat your Customer Data as Confidential Information and will not disclose it except as described in the Privacy Policy or as required by law.

9. Availability, Maintenance & Changes

We endeavour to maintain high availability of the Service but do not guarantee uninterrupted or error-free access. We may from time to time:

• Schedule planned maintenance windows, during which access to the Service may be temporarily unavailable. We will endeavour to provide advance notice of planned downtime where feasible.
• Perform emergency maintenance or apply security patches with minimal notice where necessary to protect the integrity or security of the Service.
• Add, modify, or remove features, workflows, or functionality to improve the Service or to comply with legal or regulatory requirements. Where changes are material, we will endeavour to provide reasonable prior notice.
• Discontinue the Service entirely upon reasonable notice, in which case we will provide you with a reasonable opportunity to export your data.

Melsoft shall not be liable for any loss or inconvenience arising from scheduled or emergency maintenance, system outages, or service modifications.

10. Integrations & Third-Party Services

The Service may support integrations with third-party systems, APIs, or platforms (e.g., banking systems, payment gateways, government e-filing portals). Your use of any third-party integration is subject to the terms and conditions and privacy policies of those third parties. Melsoft:

• Does not control or endorse any third-party service.
• Is not responsible for the availability, accuracy, or security of third-party services.
• Is not liable for any loss or damage arising from your use of or reliance on third-party integrations.

You are responsible for complying with any terms imposed by third-party providers when using integrations.

11. Disclaimers

The Service is provided on an "as is" and "as available" basis without warranties of any kind. To the maximum extent permitted by applicable law, Melsoft expressly disclaims all warranties, express or implied, including but not limited to:

• Implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• Any warranty that the Service will be uninterrupted, timely, secure, or error-free.
• Any warranty regarding the accuracy, reliability, or completeness of any information or output generated by the Service.
• Any warranty that defects in the Service will be corrected.

12. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall Melsoft, its directors, officers, employees, agents, or suppliers be liable for any:

• Indirect, incidental, special, consequential, punitive, or exemplary damages.
• Loss of profits, revenue, data, business opportunities, goodwill, or savings.
• Costs of procuring substitute services.
• Any damages arising from: unauthorised access to or alteration of your data; errors or omissions in data entered by users; actions taken in reliance on reports or outputs from the Service; or events beyond our reasonable control.

Where liability cannot be excluded by law, Melsoft's total cumulative liability for all claims arising out of or related to these Terms or the Service shall not exceed the total Fees paid by your organisation to Melsoft in the three (3) months immediately preceding the event giving rise to the claim, or such minimum amount as required by applicable law.

These limitations apply regardless of the theory of liability (contract, tort, statute, or otherwise) and even if Melsoft has been advised of the possibility of such damages.

13. Indemnification

You agree to indemnify, defend, and hold harmless Melsoft and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with:

• Your access to or use of the Service in violation of these Terms.
• Your breach of any representation, warranty, or obligation under these Terms.
• Any Customer Data you submit to the Service, including any claims that such data infringes the rights of a third party or violates applicable law.
• Your violation of any applicable law or regulation.

14. Termination & Suspension

Either party may terminate access to the Service upon reasonable written notice. In addition, Melsoft may immediately suspend or terminate your access without notice if:

• You materially breach these Terms and (where the breach is capable of remedy) fail to remedy it within five (5) business days of written notice.
• We have reasonable grounds to believe your account has been compromised or is being used for fraudulent or unlawful activity.
• Continued access would pose a security risk to the Service or other users.
• Payment of applicable Fees is overdue by more than thirty (30) days.
• We are required to do so by applicable law or a competent authority.

Upon termination, your right to access and use the Service ceases immediately. Provisions of these Terms that by their nature should survive termination (including Sections 7, 8, 11, 12, 13, 16, and 17) will survive.

15. Data Upon Termination

Following termination of your access to the Service:

• We will make Customer Data available for export for a period of thirty (30) days following termination, after which we reserve the right to delete it in accordance with our data retention practices.
• You are responsible for exporting any Customer Data you wish to retain before the expiry of the retention period.
• We may retain certain information as required by applicable law, regulation, or our legitimate operational needs, as described in our Privacy Policy.

16. Dispute Resolution

In the event of any dispute, claim, or controversy arising out of or relating to these Terms or the Service, the parties agree to first attempt to resolve the matter through good-faith negotiation. Either party may initiate this process by providing written notice describing the dispute in reasonable detail. The parties shall have thirty (30) days from the date of such notice to attempt resolution through negotiation.

If the dispute is not resolved through negotiation, either party may pursue any available legal remedies in the appropriate courts as set out in Section 17.

17. Governing Law

These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of Zimbabwe, without regard to its conflict of law principles, unless otherwise required by mandatory law applicable in your jurisdiction. You agree to submit to the non-exclusive jurisdiction of the courts of Zimbabwe for the resolution of any such disputes, without prejudice to any mandatory consumer protections that may apply in your jurisdiction.

18. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy and any applicable Order Form or Subscription Agreement, constitute the entire agreement between you and Melsoft regarding the Service and supersede all prior agreements, representations, and understandings.
• Amendments: We reserve the right to update these Terms from time to time. We will notify you of material changes by updating the "Last Updated" date and, where appropriate, providing in-app or email notification. Continued use of the Service after the effective date of any amendment constitutes acceptance of the revised Terms.
• Waiver: Failure by Melsoft to enforce any provision of these Terms shall not constitute a waiver of that or any other provision.
• Severability: If any provision of these Terms is found to be unlawful, void, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, or if modification is not possible, it shall be severed, and the remaining provisions shall continue in full force and effect.
• Assignment: You may not assign or transfer these Terms or any rights or obligations hereunder without Melsoft's prior written consent. Melsoft may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets.
• Force Majeure: Melsoft shall not be liable for any delay or failure to perform resulting from causes outside its reasonable control, including acts of God, government action, pandemics, cyberattacks, telecommunications failures, or natural disasters.
• Notices: Notices under these Terms shall be sent by email to the address associated with your account (for notices to you) or to info@melsoftzim.co.zw (for notices to Melsoft).
• Language: These Terms are written in English. In the event of any conflict between an English version and a translated version, the English version shall prevail.

19. Contact

For questions, legal notices, or other communications regarding these Terms, please contact us:

• Email: info@melsoftzim.co.zw
• Company: Melsoft (Private) Limited, Zimbabwe