Terms of Service & Privacy Policies

1. License Grant and Restrictions

Subject to your compliance with this Agreement and payment of applicable subscription fees, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Software solely for your internal business operations.

You shall not:

• Decompile, reverse engineer, disassemble, or attempt to derive the source code of the Software.
• Sublicense, lease, rent, resell, or distribute the Software to any third party outside your authorized user seats.
• Use the Service to build a competitive product or service.
• Bypass or attempt to bypass any security measures, rate limits, or access controls.

2. User Accounts and Multi-User Seats

• Registration: You must provide accurate, complete, and current information when creating an account. You are responsible for safeguarding your credentials.
• Tenant Isolation: Your account represents a distinct business tenant. You are responsible for all activities, data entries, and transactions occurring under your tenant workspace.
• User Seats: Authorized access is limited to the number of user seats included in your active subscription tier. Sharing user credentials across multiple individuals is strictly prohibited.

3. Financial and Accounting Accuracy Disclaimer

Activezoft’s activeledgers provides cloud-based double-entry ledger, invoicing, inventory tracking, payroll, and depreciation calculation tools.

• No Professional Advice: activeledgers is a software tool, not a professional accounting, tax, legal, or financial advisory firm. The Service does not replace the professional judgment of a certified accountant or tax professional.
• User Responsibility: You are solely responsible for verifying the accuracy of all financial records, tax calculations, payroll compliance, manual journal entries, fixed asset depreciations, and regulatory filings generated by or entered into the Software.
• System Integrity: We do not guarantee that the calculations provided by the Software comply with local tax laws (e.g., VAT, GST, or payroll statutes) in your specific jurisdiction. You must independently audit all outputs.

4. Data Ownership, Backups, and Purging

• Your Data: You retain all intellectual property rights and ownership over the financial records and data you upload to the Service ("Customer Data").
• User-Initiated Purges: The Software provides built-in utilities allowing you to permanently delete, overwrite, or "purge" ledger transactions, paid invoices, bills, and payroll sheets. You acknowledge and agree that running a data purge is irreversible.
• Backup Policy: While we run regular server-side system backups for disaster recovery, you are solely responsible for downloading your own local database backups (via our JSON/CSV export features) prior to executing any destructive commands, database resets, or year-end closures. We accept no liability for data lost due to user-initiated purges or actions.

5. Subscription, Payments, and Cancellations

• Billing: Subscriptions are billed on a recurring monthly or annual basis via our payment processor (Stripe).
• Price Adjustments: We reserve the right to modify subscription pricing upon thirty (30) days' written notice.
• Cancellations: You may cancel your subscription at any time through your Billing Settings page. Upon cancellation, your access to write or modify data will be restricted at the end of your current paid billing cycle.
• Refunds: Except as required by local consumer law, all subscription fees are non-refundable.

6. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall activezoft Pte. Ltd. or its suppliers be liable for any special, incidental, indirect, or consequential damages whatsoever (including, but not limited to, damages for loss of profits, loss of confidential or other information, business interruption, personal injury, loss of privacy, or failure to meet any duty) arising out of or in any way related to the use of or inability to use the Software, even in the event of fault, tort (including negligence), or breach of contract.

Our total liability under any provision of this Agreement shall be limited to the amount actually paid by you for the Service during the twelve (12) months immediately preceding the event giving rise to the claim.

7. Termination

We reserve the right to suspend or terminate your account and license immediately, without prior notice or liability, if you breach any term of this Agreement or fail to pay subscription fees. Upon termination, your right to use the Service ceases immediately.

8. Governing Law and Jurisdiction

This Agreement shall be governed by and construed in accordance with the laws of Singapore, without regard to its conflict of law provisions. Any legal action or proceeding arising under this Agreement shall be brought exclusively in the courts located in Singapore.

1. Information We Collect

We collect information necessary to provide, secure, and bill for our Service:

• Account Registration Data: Names, email addresses, phone numbers, and physical business addresses.
• Financial and Operational Data: Ledger records, contacts (customers/vendors), product descriptions, pricing charts, invoice transactions, bank account names/codes, and fixed asset lists.
• Payment Details: Payment card processing is handled securely and directly by our third-party payment processor, Stripe. We do not store raw credit card numbers on our servers.
• System Usage Information: IP addresses, browser types, log-in timestamps, and activity audit logs.

2. How We Use Your Information

We use the collected data solely to:

• Provision, maintain, and secure your tenant environment.
• Process subscription payments and handle billing.
• Maintain internal system audit logs (e.g., tracking who created a journal entry or ran depreciation).
• Respond to customer support and technical inquiries.
• Comply with legal, financial, and tax reporting requirements.

3. Data Storage, Security, and Protection

• Data Hosting: Your data is stored securely in cloud databases located in Singapore / AP-Southeast-1 via Neon/AWS.
• Encryption: All data transferred between your browser and our servers is encrypted in transit using Transport Layer Security (TLS/HTTPS). Critical database connections are enforced with Secure Sockets Layer (SSL) modes.
• Database Isolation: We employ strict software-level row-isolation (SaaS tenant filtering) to ensure that your business data can never be viewed or accessed by other tenants on our platform.

4. Sharing of Data with Third Parties

We do not sell, rent, or trade your company's financial data to any third parties. We share data only with trusted service providers necessary to run the Service:

• Stripe: To process billing transactions securely.
• Email Providers: To send system notifications, automated invoices, and payslips generated by your command.
• Database Hosts: To maintain your ledger records under high-availability parameters.

5. Your Data Control Rights

Under applicable data protection laws, you have the right to access, edit, export, or delete your personal and business records.

• CSV/JSON Export: The system provides built-in tools for you to export your data (Contacts, Products, Invoices, General Ledger Backups) at any time.
• Account Deletion: You can request the permanent deletion of your entire workspace and tenant profile by contacting our support team at support@activezoft.com. Once deleted, all active database records are wiped and cannot be recovered.