Terms of Service

Last updated 8 October 2026

By starting a trial, creating a company account, or using the XZONO business portal operated by XZONO (PTY) LTD (Registration No. 2026/739337/07) (“we”, “us”, “our”), you agree to these Terms of Service, our Privacy Policy, and (where relevant) our Terms of Use.

“Customer” or “you” means the business entity and its authorised users.

1. The service

XZONO provides software tools which may include, depending on your plan and settings:

  • Public business listing / directory profile
  • Online client booking and schedule
  • Point of sale (POS), invoices and related accounting features
  • Optional paid add-ons (for example HR/payroll) when enabled

Features may change as we improve the product. Soft-launch or early-access limits may apply.

2. Accounts and access

  • You must provide accurate company and owner details.
  • You are responsible for staff accounts, roles and permissions you grant.
  • You must keep credentials secure and notify us of suspected unauthorised access.
  • You must not allow password sharing outside authorised staff.

3. Trials, fees and payment

  • Trials (if offered) are for evaluation and may convert to paid plans or expire.
  • Paid plans are billed according to the pricing shown at signup or in-app.
  • The monthly debit order runs on the 1st of every month. If a paid plan starts after the 1st, the first charge is a pro-rata amount for the rest of that month. The full monthly debit then runs on the 1st of each following month.
  • Each month’s invoice is due on the 1st. You may pay by that debit order, or by EFT using the payment reference on the invoice.
  • If an invoice is unpaid, the portal stays open for a 14-day grace period after the due date. Your account and data are kept.
  • When that grace period ends and the invoice is still unpaid, access to the rest of the portal stops. The owner can sign in only to pay that invoice. Staff cannot sign in until it is paid.
  • Paying after the grace period does not give back the days the portal was closed. Those days are not refunded and are not added to a later month. The next month’s fee is still due on the 1st of the next month, whether or not the earlier invoice has been paid.
  • Payments may be processed by PayFast or another payment provider; their terms also apply to the payment step.
  • Fees are generally non-refundable except where required by law or expressly stated in the Refund policy.
  • We may also suspend or end access for a chargeback or a breach of these terms.

4. Refund policy

This is the refund policy for fees you pay to XZONO (PTY) LTD for the software. It does not cover a treatment, product, or appointment you buy from a business listed on XZONO. Take that up with that business.

  • A fee for a billing period that has already started is not refunded, except where South African law requires a refund.
  • If the same fee is paid twice by mistake, the duplicate will be refunded.
  • If we cannot provide the paid service for a reason on our side, the unused part of that period will be refunded.
  • Email info@xzono.com with the company name, the amount, the date, and the payment reference.
  • We reply within 5 business days. If the refund is approved, a refund will be done within 7 business days.

5. Cancellation policy

You may cancel a paid plan or a paid add-on, or ask us to close the company account.

  • Email info@xzono.com from the owner address on the account. Include the company name and what you want to cancel.
  • We confirm by email. Cancellation stops the next renewal.
  • You keep access until the end of the period you have already paid for.
  • Cancelling does not refund that period. The Refund policy says when a refund is made.
  • Fees already incurred stay payable.
  • Unpaid invoices follow the grace period in Trials, fees and payment. We may also suspend or end access sooner for a chargeback or a breach of these terms.

6. Delivery policy

XZONO is software. We do not sell physical goods and we do not ship anything by courier or post.

  • Delivery means access to the business portal in your browser.
  • After PayFast confirms a successful payment, the paid plan or add-on is available online on the company account that was paid for.
  • If the payment is declined, the paid feature is not switched on.
  • You need an internet connection. We do not deliver the software on a disc or other physical medium.

7. Your responsibilities

  • Comply with laws applicable to your business (including tax, consumer protection, and POPIA regarding your clients’ data)
  • Publish accurate business information (hours, prices, services)
  • Honour bookings and policies you set in a fair way
  • Not use XZONO to spam, abuse clients, or attack the platform
  • Not reverse engineer or build a competing service by misusing our software or APIs

8. Client data and POPIA

When you store client or employee personal information in XZONO, you are typically the responsible party for that processing. We act as an operator/platform provider processing data on your instructions to deliver the service. You must have a lawful basis to collect and use that data. Our Privacy Policy describes how we process platform-level data.

9. Acceptable use and enforcement

We may suspend or terminate accounts that threaten platform security, spam registrations, scrape data, abuse APIs, or breach these terms. We may cancel abusive bookings or remove harmful content.

10. Intellectual property

The XZONO platform remains ours. You retain ownership of your business content. You grant us a licence to host and display that content to operate the service (including public listings you publish).

11. Availability and support

We aim for reliable uptime but do not guarantee uninterrupted service. Maintenance and third-party outages (hosting, payment, email) may occur. Support channels will be as published on the site or in-app.

12. Liability and indemnity

To the fullest extent permitted by South African law:

  • We are not liable for lost profits, loss of data (beyond reasonable backup practices we operate), or indirect damages
  • Our aggregate liability for a claim relating to the service is limited to fees you paid us for the service in the three (3) months before the claim (or a higher amount if required by law)
  • You indemnify us against claims arising from your business operations, your content, or your misuse of the platform, except to the extent caused by our gross negligence or wilful misconduct

13. Termination

How you cancel is set out in the Cancellation policy. We may terminate for material breach. On termination, we may delete or anonymise data after a retention period, subject to legal holds. Use any export options available before closure.

14. Governing law

Laws of the Republic of South Africa. South African courts have jurisdiction, subject to mandatory protections.

15. Contact

info@xzono.com for legal and privacy matters. Use published support contacts for product support.

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