QuipGuide Terms of Service

Last Updated: February 9, 2026

Effective Date: February 9, 2026

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you (the "User" or "Customer") and QuipGuide (Pty) Ltd ("QuipGuide," "we," "us," or "our"), governing your use of the QuipGuide platform, including our mobile application, web dashboard, and related services (collectively, the "Services").

By creating an account, accessing the Services, or using any features of QuipGuide, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

2. Service Description

QuipGuide is an industrial maintenance assistant platform that provides:

• QR code-based equipment identification and management
• AI-powered maintenance assistance and troubleshooting
• Digital event logging and maintenance documentation
• Task assignment and management capabilities
• Document storage and retrieval for equipment manuals and procedures
• Analytics and reporting for maintenance activities

3. Account Registration and Eligibility

3.1 Eligibility

You must be at least 18 years old to use QuipGuide. The Services are intended for use by businesses and industrial organizations. By registering, you represent that:

• You are of legal age to enter into a binding contract
• You have the authority to bind your organization to these Terms
• All information you provide is accurate and current

3.2 Account Creation

To use QuipGuide, you must create an account. You agree to:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access
• Accept responsibility for all activities under your account
• Not share your account with others

3.3 Organization Account

QuipGuide operates on an enterprise/organization basis. One or more administrators within your organization will manage user accounts, permissions, and organizational settings. You acknowledge that your organization's administrators have control over your account and access to your usage data within the organization's scope.

4. Acceptable Use Policy

4.1 Permitted Use

You may use QuipGuide solely for lawful industrial maintenance and equipment management purposes within your organization. This includes:

• Equipment tracking and maintenance logging
• Document management for procedures and manuals
• Task assignment and team coordination
• Safety compliance and incident reporting

4.2 Prohibited Activities

You agree NOT to:

• Share QR codes across multiple organizations: Each QR code must represent a single physical or logical entity within one billing boundary. QR codes may not be shared between separate enterprises or used to circumvent billing.
• Abuse or misuse the AI assistant: Do not use the AI for purposes unrelated to equipment maintenance, or attempt to extract training data or reverse-engineer models.
• Upload inappropriate content: Do not upload malicious files, pornographic material, hate speech, or content that violates South African law.
• Attempt unauthorized access: Do not access data belonging to other organizations, attempt to bypass security measures, or probe for vulnerabilities.
• Overload the system: Do not create excessive API requests, upload unreasonably large files, or engage in activities that degrade service performance for others.
• Violate intellectual property: Do not upload documents you don't have rights to, or use QuipGuide to infringe on trademarks, copyrights, or patents.
• Resell or redistribute: Do not resell, redistribute, or provide access to QuipGuide to third parties without authorization.
• Scrape or copy data systematically: Do not use automated means to extract data from QuipGuide beyond normal operational use.

4.3 QR Code Usage Policy

5. Billing and Payment

5.1 Pricing Model

QuipGuide operates on a per-QR code subscription model. Pricing is calculated at billing boundaries (enterprise or site level) based on:

• Number of active QR codes assigned to equipment
• Storage tier selected for each QR code
• Feature flags enabled for your organization
• Additional services (AI usage, document storage)

5.2 Invoicing

• Invoices are generated monthly based on active QR codes during the billing period
• Charges apply to all QR codes assigned to equipment (not unassigned QR codes)
• Pricing formulas are configurable per billing boundary and communicated in advance
• Payment terms: Net 30 days from invoice date (or as agreed in your contract)

5.3 Payment Obligations

• You agree to pay all fees according to your billing plan
• Failure to pay may result in service suspension or termination
• You are responsible for all taxes (excluding South African VAT which we collect)

5.4 Refund Policy

• Subscription fees are non-refundable except as required by law
• If you delete QR codes mid-month, charges apply for the full month
• Service credits may be issued for documented service outages exceeding our SLA

6. Data Ownership and License

6.1 Your Data

You retain all ownership rights to data you upload to QuipGuide, including:

• Equipment maintenance logs and event data
• Photos, voice recordings, and documents
• Task descriptions and checklists
• User-generated content and conversations

6.2 License to QuipGuide

By uploading content to QuipGuide, you grant us a limited, non-exclusive, royalty-free license to:

• Store, process, and display your data to provide the Services
• Use your data to train and improve AI models (anonymized and aggregated only)
• Create backup copies for disaster recovery
• Analyze usage patterns for service improvements

We do not: Sell your data, share it with third parties for advertising, or use personally identifiable information for AI training without explicit consent.

6.3 Data Retention

We retain your data according to our Privacy Policy and applicable law:

• Maintenance logs: 7 years (industrial compliance requirement)
• AI chat sessions: 24 hours (automatic deletion)
• User accounts: Active employment + 7 years after termination
• Analytics: Aggregated, anonymized data retained indefinitely

7. Intellectual Property

7.1 QuipGuide IP

QuipGuide, including all software, designs, trademarks, logos, and content, is the exclusive property of QuipGuide (Pty) Ltd. These Terms do not grant you any rights to our intellectual property except as expressly stated.

7.2 Restrictions

You may not:

• Copy, modify, or create derivative works of QuipGuide
• Reverse engineer, decompile, or disassemble the software
• Remove or alter any proprietary notices
• Use our trademarks without written permission

8. Service Availability and Support

8.1 Service Level

We strive to provide reliable service but do not guarantee 100% uptime. We target:

• Availability: 99.5% uptime (excluding scheduled maintenance)
• Scheduled Maintenance: Announced at least 48 hours in advance
• Emergency Maintenance: May occur without advance notice

8.2 Support

• Email support: [email protected]
• Response time: 1-2 business days for standard inquiries
• Priority support available for enterprise customers

9. Warranties and Disclaimers

9.1 Service Provided "As Is"

QuipGuide is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.

9.2 AI Assistance Disclaimer

9.3 No Guarantee of Results

We do not guarantee that QuipGuide will:

• Meet all your specific requirements
• Be uninterrupted, secure, or error-free
• Provide accurate or complete AI responses in all cases
• Be compatible with all hardware or software environments

10. Limitation of Liability

10.1 Liability Cap

To the maximum extent permitted by South African law, QuipGuide's total liability to you for any claim arising from or related to these Terms or the Services shall not exceed the amounts paid by you to QuipGuide in the 12 months preceding the claim.

10.2 Exclusion of Consequential Damages

QuipGuide shall not be liable for:

• Indirect, incidental, special, or consequential damages
• Loss of profits, revenue, or business opportunities
• Loss of data or data corruption
• Equipment downtime or production losses
• Third-party claims

This limitation applies even if QuipGuide has been advised of the possibility of such damages.

10.3 Exceptions

The above limitations do not apply to:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Liability that cannot be excluded by law

11. Indemnification

You agree to indemnify, defend, and hold harmless QuipGuide, its officers, directors, employees, and agents from any claims, liabilities, damages, losses, or expenses (including legal fees) arising from:

• Your violation of these Terms
• Your misuse of the Services
• Your violation of any laws or third-party rights
• Content you upload to QuipGuide
• Your organization's use of the Services

12. Termination

12.1 Termination by You

You may terminate your account at any time by:

• Contacting [email protected] with a termination request
• Providing 30 days' written notice
• Paying all outstanding fees through the end of the notice period

12.2 Termination by QuipGuide

We may suspend or terminate your account immediately if:

• You violate these Terms
• You fail to pay fees when due (after 30-day grace period)
• Your use poses a security risk to other users
• We are required to do so by law

12.3 Effect of Termination

Upon termination:

• Your access to the Services will be disabled
• You must pay all outstanding fees
• You may request a data export within 30 days
• We will retain data according to our Privacy Policy and legal obligations
• Sections 6 (Data), 7 (IP), 9 (Disclaimers), 10 (Liability), and 13 (Disputes) survive termination

13. Dispute Resolution and Governing Law

13.1 Governing Law

These Terms are governed by the laws of the Republic of South Africa, without regard to conflict of law principles.

13.2 Jurisdiction

Any disputes arising from these Terms or the Services shall be subject to the exclusive jurisdiction of the courts of South Africa.

13.3 Dispute Resolution Process

Before initiating legal proceedings, you agree to:

1. Informal Resolution: Contact us at [email protected] to attempt resolution
2. Negotiation Period: Allow 30 days for good-faith negotiations
3. Mediation: If negotiation fails, agree to mediation before arbitration or litigation

14. Changes to Terms

14.1 Modification Rights

We reserve the right to modify these Terms at any time. When we make material changes, we will:

• Notify you via email (to your registered email address)
• Display an in-app notification
• Update the "Last Updated" date at the top of this document
• Provide at least 30 days' notice before changes take effect

14.2 Acceptance of Changes

Continued use of QuipGuide after the effective date constitutes acceptance of the updated Terms. If you do not agree with changes, you must terminate your account before the effective date.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and QuipGuide regarding the Services, superseding any prior agreements.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

15.3 Waiver

Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

15.4 Assignment

You may not assign these Terms without our written consent. We may assign our rights and obligations without restriction.

15.5 Force Majeure

We are not liable for failure to perform due to circumstances beyond our reasonable control, including natural disasters, war, terrorism, riots, embargoes, acts of government, or network outages.

16. Contact Information

17. Acknowledgment

By using QuipGuide, you acknowledge that:

• You have read and understood these Terms of Service
• You agree to be bound by these Terms
• You have the authority to enter into this agreement on behalf of your organization
• You understand the QR code usage policy and billing model
• You acknowledge the AI assistant disclaimer and safety limitations