Terms & Conditions

1Introduction and acceptance

Tech Oasis POS is operated by Tech Oasis Ltd (“Tech Oasis”, “we”, “us”), registration number [INSERT REGISTRATION NUMBER, IF APPLICABLE], of Greater Accra, Ghana.

You accept these Terms when you tick the acceptance box when creating an account, when you click to accept them inside the platform, or by continuing to use the platform after we have told you they apply. Displaying a link to the Terms is not acceptance. If you are accepting for a business, you confirm that you are authorised to bind that business. If you do not agree, do not use the platform.

2Definitions

• Platform: Tech Oasis POS, including the website, web application, administrator tools, and related services.
• Business owner or vendor: the person or business that registers a workspace and subscribes to the platform.
• User: anyone who uses the platform, including business owners and the staff they add (managers, sales attendants and others).
• Customer: a person who buys from a vendor. Customers are the vendor’s customers, not ours.
• Subscription: the paid plan (for example Basic, Growth, Scale or Enterprise) that gives a workspace access to the platform for a billing period.
• Transaction record: an entry in the platform describing a sale, payment method, refund, stock movement or other business event.
• Workspace: the business account and its data inside the platform.

3Eligibility

You must be at least 18 years old and have legal capacity to enter into a contract, and you must use the platform for lawful business purposes. The platform is intended for businesses, not for personal or household use by children. We may refuse or end registration where information is false or the platform is not suitable for the intended use.

4Accounts, verification and login security

• You may register with an email address and password or by signing in with Google. You must give accurate information and keep it up to date.
• New accounts must confirm their email address. Confirmation links are single-use and expire after 20 minutes; you can ask for a new link. A workspace cannot be paid for or activated until the email is confirmed.
• You are responsible for keeping your login details and devices secure, for all activity under your account, and for telling us promptly if you suspect unauthorised use.
• If you lose access, you can recover your account through the password-reset process by email. We may ask for further proof of ownership before restoring access to a workspace.
• We may require extra security steps (such as multi-factor authentication) for some accounts.

5Business owners’ responsibilities for staff and accounts

The business owner is responsible for everyone it adds to its workspace. You must give each staff member only the role and permissions they need, keep the staff list current, remove access when someone leaves, make sure staff follow these Terms, and ensure that each person uses their own login. Actions taken by a staff account are treated as actions of the business.

6Accuracy of the information you enter

You are responsible for the accuracy and completeness of the products, prices, taxes, stock quantities, customer and supplier details, staff records, shift and cash-drawer entries, expenses and sales you record, and for the corrections, refunds and voids you make. The platform processes what is entered; it cannot verify that it is true or complete. You must keep the records you are required to keep by law.

7Staff roles, permissions and access controls

The platform provides roles and permissions so that owners can control what staff may see and do. You must use them responsibly. Do not share logins, do not use a more privileged account than your role requires, and do not try to bypass access controls. Platform administrators may view operational records of a workspace (for example sales, products, shifts and live sessions) where needed for support, billing, security and compliance, as described in the Privacy Policy.

8Prohibited use

You must not, and must not allow anyone else to:

• use the platform for fraud, money laundering, selling unlawful goods or services, or any unlawful activity;
• access, or attempt to access, another business’s data or any account or system you are not authorised to use;
• probe, scan, overload, disrupt, reverse-engineer or copy the platform, or bypass security or usage limits;
• upload malicious code or use automated means to extract data except through tools we provide;
• enter personal data about others without a lawful basis, or misuse customer, staff or patient information;
• falsify transaction, stock, shift or cash records; or
• resell, sublicense or provide the platform to third parties except as we agree in writing.

We may investigate suspected breaches and cooperate with law enforcement and regulators.

9Platform features and changes

The platform offers tools such as sales and receipts, product and inventory management, customer and supplier records, staff and shift management, reports, and the General POS, Restaurant POS and Pharmacy POS interfaces. Features depend on your plan. We may add, change, improve or remove features, and may change limits and interfaces, to keep the platform secure, lawful and useful. If a change would materially reduce what you paid for, we will give reasonable notice and, where the law requires, a fair remedy.

10Subscription plans, pricing and payment obligations

• We offer Basic, Growth and Scale plans and, for larger needs, an Enterprise plan agreed with us. The plans, prices, billing cycle (monthly or yearly), currency and any applicable taxes are shown on our pricing page and at checkout. The price shown at checkout when you pay is the price you pay for that period.
• A new workspace is activated when payment has been confirmed by our server through Paystack. Returning from the payment page is not itself proof of payment.
• Changing plan: when you pay for a different plan, its features and limits apply once the payment is confirmed. Any time you have already paid for is kept, and the new period starts after it ends. A plan change may not be possible if your current usage (for example the number of products, branches or staff) exceeds the limits of the plan you choose.
• You are responsible for any bank, network or mobile-money charges that your payment provider applies to you.
• We may change prices for future billing periods. We will give notice before a change takes effect, and a change will not affect a period you have already paid for.

11Free trials and demo access

Tech Oasis POS does not offer an automatic free trial to every new account. A new workspace is activated after payment.

If you would like to see the platform first, you can request a demo. Where we approve a request, we may grant limited trial access for a period that we set in writing or in the platform. Trial access is at our discretion, may be limited to one per business, person or payment method, and may be withdrawn if misused. A trial does not require a payment unless we tell you otherwise before it starts. When a trial ends, access is restricted as described in section 14 until a subscription is paid. Any other trial, discount or promotional arrangement applies only on the terms shown to you when it is offered.

12Renewals and automatic billing

• Automatic renewal applies only to a card that you save for this purpose through Paystack and only after you have been shown the amount and billing period and have given your authorisation at checkout (the box you tick before paying). We then charge the renewal when each period ends, until you cancel automatic renewal.
• If you pay by mobile money or bank transfer, your subscription does not renew automatically; you must pay again for each period.
• We may send reminders before a subscription ends or a renewal is due, and receipts after payment.
• You can turn automatic renewal off at any time in Settings → Plan in the platform. Turning it off stops future automatic charges; the subscription continues until the end of the period already paid.
• If your card details change or your card expires, you must update them to avoid interruption.

13Paystack’s role

We use Paystack, a third-party payment gateway, to process subscription payments. Paystack handles your card, mobile money or bank details; we receive information such as the transaction reference, amount, status and confirmation or failure message so that we can manage your subscription. Payment processing is subject to Paystack’s own terms and privacy policy, which you should read (see paystack.com/gh/privacy/merchant). We are not responsible for Paystack’s services, but we will help you resolve problems that involve our platform.

14Failed payments, expiry and access

• If a payment fails or a subscription ends, the workspace may be placed in a restricted state. When a renewal payment fails, we try again up to 4 times, about 24 hours apart, and keep the workspace open for a 3-day grace period while we do; if payment is still not received, access becomes restricted until it is paid.
• While access is restricted, selling and editing are paused. You can still sign in to view your data and, where the platform allows, export it, and you can pay to reactivate the workspace at any time. Your records are not deleted automatically merely because a subscription ends.
• Paying the amount due restores full access once the payment is confirmed.
• If a workspace stays unpaid for a long period, we may close it after giving notice, as described in section 24.

15Cancellation and refunds

• Cancelling: you may stop renewing at any time by turning off automatic renewal or by not paying for the next period. Your access continues until the end of the period you have paid for.
• Refunds: Payments are not refundable once made, except where the law requires otherwise. You may cancel after your first month; cancelling stops future renewals, and your access continues until the end of the period you have already paid for.
• Nothing in these Terms limits any right you have under Ghanaian law that cannot lawfully be excluded, including any right to a remedy where the service is not provided as described or where we make an error in charging you.
• If you believe you have been charged incorrectly, contact support@techoasisltd.com with the payment reference and we will investigate promptly.

16We do not receive or hold customers’ payments to vendors

Tech Oasis POS does not receive, hold or safeguard the money that customers pay to vendors. We are not a bank, financial institution, escrow service, payment custodian or provider of customer-fund settlement.

Customers pay vendors directly through the payment arrangements available to those vendors. The platform records sales, payment methods and related details. Where a vendor chooses to accept online payments through the platform, Paystack processes each payment and settles it to the payout account the vendor has connected to Paystack; the sale proceeds do not pass into a balance held by us. A platform service fee of 0.5% of each online payment currently applies. It is deducted by Paystack when the payment is settled and is our charge to the vendor; it is not vendor money that we hold. The current fee is shown in the vendor’s payment settings.

17Vendors’ responsibility to receive, verify and reconcile payments

Vendors are responsible for checking that they have actually received what customers owe them, whether in cash, mobile money, card, bank transfer or any other method, and for reconciling their cash drawer, bank and payment-provider statements against the platform’s records. Vendors who use a payment provider such as Paystack must also follow that provider’s terms, identity-verification and settlement requirements, and are responsible for the accuracy of the payout details they connect.

18A transaction record is not proof of funds

A sale shown as “paid”, “completed” or similar in the platform is a record created or confirmed in the software. It is not, by itself, proof that funds have been received, cleared or settled, and it is not a guarantee of payment by any customer, bank or payment provider. You must not rely on a transaction record alone to release goods, treat a debt as paid, or report income, without checking your actual payments.

19Reports, inventory and financial records

Reports, dashboards, stock counts and totals are calculated from the information entered into the platform and may be affected by entry errors, timing, offline activity that has not yet synchronised, and your settings. They are management aids, not accounting, tax, audit or legal advice. Business owners remain responsible for the accuracy of their reports, inventory, staff records and financial records, and for meeting their own tax and record-keeping duties.

20Your data and our intellectual property

• Your data: you keep ownership of the business data, customer records, product information and other content you submit (“your data”). You give us a limited right to host, process, copy, back up, display and transmit your data to provide and secure the platform, support you, and comply with law.
• Our property: the platform, its software, design, text, logos, trade names and documentation belong to us or our licensors. We give you a limited, non-exclusive, non-transferable, revocable right to use the platform for your own business while you comply with these Terms. You may not copy, modify, distribute or create derivative works from it except as the law allows.
• Feedback: if you suggest improvements, we may use them without obligation to you.
• You are responsible for having the right to submit your data, including any personal data of customers, staff or patients, and for the content you enter.

21Privacy

Our Privacy Policy explains how we handle personal data and forms part of your relationship with us. Where you enter personal data about other people into the platform, you are responsible for having a lawful basis and for meeting your duties under the Data Protection Act, 2012 (Act 843), as explained in the Privacy Policy.

22Third-party services

The platform depends on third-party services, including Paystack for payments, Google for optional sign-in, email and SMS delivery providers, hosting and network providers, and website tools. We choose them with care but do not control them. Their availability, behaviour and terms are their own, and your use of them may be subject to separate terms. We are not responsible for delays, errors or losses caused by a third-party service, except as the law requires.

23Availability, maintenance and backups

We work to keep the platform available and secure, but we do not promise that it will be uninterrupted or error-free. It may be unavailable for maintenance, updates, faults, security measures or reasons beyond our control, including internet, power or third-party outages. Where we can, we will give notice of planned maintenance. The platform has an offline mode that lets some actions continue without a connection and synchronise later, but offline use depends on your device and connection, and you should check that synchronisation has completed.

We make regular backups for disaster recovery. Backups are for our operational use; we do not guarantee that any individual record can be restored. You should keep your own copies of important records, for example by using the export tools in the platform.

24Suspension, termination and closure

• We may suspend or restrict access immediately where needed to protect the platform, other users or the law, for example for suspected fraud, security risk, abuse, breach of these Terms, or legal requirement. Where reasonable, we will tell you why and how to put things right.
• We may end your access if you seriously or repeatedly breach these Terms, if payment remains outstanding after notice, or if we stop offering the platform (in which case we will give reasonable notice).
• You may stop using the platform at any time and may ask us to close your workspace.
• When an account closes, your right to use the platform ends. Subject to the law and the Privacy Policy, we may delete your data or return it to you on request; we may keep information that we are required or permitted to keep, such as billing and audit records. Amounts already due remain payable.

25Data export and retention

The platform provides export tools for some records, such as reports and lists. If you need your data in another form, or after your access is restricted or closed, contact support@techoasisltd.com and we will help where reasonably possible and permitted by law. How long we keep data is explained in the Privacy Policy. We do not promise a specific deletion timeline except as stated there or confirmed to you in writing.

26Disclaimers

The platform is provided on an “as available” basis. To the extent the law allows, we do not promise that it will meet every business need or that business decisions made using it will succeed. We are not responsible for decisions you make based on reports or data, for accounting or tax treatment, for loss caused by an unreliable internet connection or device, or for the acts of third-party services. These disclaimers do not affect rights that cannot lawfully be excluded.

27Limitation of liability

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud or fraudulent misrepresentation, or for death or personal injury caused by negligence, and nothing affects any mandatory consumer protection.

Subject to that, to the extent permitted by law: (a) we are not liable for indirect or consequential loss, loss of profit, loss of business or goodwill, or loss of data that you could have avoided by keeping your own copies; and (b) our total liability to you for all claims arising out of or in connection with the platform in any 12-month period is limited to the subscription fees you paid us for that period. This section applies only to the extent the law allows.

28Indemnity

To the extent permitted by Ghanaian law, you agree to compensate us for losses, claims and reasonable costs that we suffer because you (or someone you authorise) breached these Terms, misused the platform, entered personal data without a lawful basis, or infringed another person’s rights. We will tell you of any claim promptly and let you take part in the defence where appropriate. This does not apply where the loss is caused by our own breach or negligence.

29Complaints, support and dispute resolution

If you have a complaint, contact support@techoasisltd.com with your account details and a description of the problem. We will acknowledge it and try to resolve it fairly and promptly. If we cannot resolve a dispute between us informally, the parties will first try to settle it in good faith by discussion. If that fails, the dispute may be referred to mediation or arbitration under Ghanaian law, if both parties agree, or to the courts of Ghana. Nothing prevents you from complaining to a competent regulator or exercising rights that the law gives you.

30Governing law

These Terms and any dispute arising out of or in connection with them are governed by the laws of the Republic of Ghana, including the Electronic Transactions Act, 2008 (Act 772) as it applies to electronic agreements and records.

31Changes to these Terms

We may update these Terms. The version and “last updated” date at the top show the current version. If a change is significant, we will give reasonable notice by email or a notice in the platform and, where required, ask you to accept the new version before you continue. If you do not agree to a change, you may stop using the platform and close your workspace before it takes effect.

Each acceptance is recorded with the version of the Terms and Privacy Policy accepted, the date and time, and your account identifier.

32Contact and legal notices

• Support and complaints: support@techoasisltd.com
• Privacy and data protection: privacy@techoasisltd.com
• Legal notices: Tech Oasis Ltd, Greater Accra, Ghana (copy by email to support@techoasisltd.com)

We may give you notices by email to the address on your account or through the platform. You must keep your contact details current.