Terms of Service

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1. Definitions

• "Service" — The RetaillyPOS cloud-based Point-of-Sale platform, accessible at our domain and tenant subdomains.
• "Organisation" / "Tenant" — A business entity that has registered a workspace on the Service.
• "Administrator" — A user with admin-level access within an Organisation.
• "User" — Any individual authorised by an Organisation to access its workspace.
• "Subscription" — The paid or trial access plan that governs the Organisation's use of the Service.
• "Content" — All data, records, files, and information submitted to the Service by an Organisation or its Users.

2. Acceptance of Terms

By registering for, accessing, or using the Service, you agree to be bound by these Terms of Service, our Privacy Policy, and any applicable supplemental policies. If you do not agree, you must not use the Service.

These Terms constitute a binding legal agreement between you (and your Organisation, where applicable) and RetaillyPOS.

3. Service Description

RetaillyPOS is a multi-tenant Software-as-a-Service (SaaS) platform providing:

• Point-of-Sale (POS) transaction management
• Inventory and stock management with expiry tracking
• Purchase order and supplier management
• Sales order and customer management
• Human resources and payroll management
• Financial management (expenses, income, bank accounts)
• Audit trails and activity logging
• Role-based access control
• Two-factor authentication security
• Subscription management and billing

We reserve the right to modify, enhance, or discontinue features with reasonable notice.

4. Account Registration & Security

4.1 Registration

You must provide accurate, current, and complete information during registration. Each Organisation receives a unique subdomain. You are responsible for maintaining the accuracy of your account information.

4.2 Account Security

You are responsible for:

• Maintaining the confidentiality of all user credentials, PINs, and two-factor authentication codes
• All activities that occur under your account, whether authorised or not
• Promptly notifying us at info@support.ftghana.com of any suspected unauthorised access
• Ensuring that all Users in your Organisation comply with these Terms

4.3 Security Features

The Service provides account lockout (after 5 failed attempts), Two-Factor Authentication (2FA), and audit logging. We strongly recommend that all Administrator accounts enable 2FA. Failure to use available security features does not reduce your responsibility for account security.

4.4 Authorised Users

You may grant access to your workspace to employees and authorised personnel only. You must immediately revoke access for any individual whose employment or authorisation ends. You are liable for all actions taken by your Users within the Service.

5. Subscription & Payment

5.1 Plans & Pricing

The Service is offered under subscription plans published on the platform. Pricing is in Ghana Cedis (GHS) unless otherwise stated. We reserve the right to change pricing with 30 days' notice to existing subscribers.

5.2 Trial Period

New Organisations receive a 14-day free trial. No payment is required during the trial. At the end of the trial, you must subscribe to a paid plan to continue accessing the Service.

5.3 Payment

Payments must be made in advance for the selected subscription period. Accepted payment methods include Mobile Money (MTN MoMo, Telecel Cash, AirtelTigo), Bank Transfer, and Credit/Debit Card. Payments are processed by authorised third-party gateways.

5.4 Renewal & Grace Period

Subscriptions do not auto-renew. You are responsible for renewing before expiry. Upon expiry:

• A 30-day grace period applies during which you retain access with a renewal warning.
• After 30 days without renewal, your account is suspended and login is blocked.
• After 60 days of suspension, your data may be deleted permanently.

We send email and SMS reminders at 30, 15, 7, 3, and 1 day(s) before expiry, and during the grace period.

5.5 Refunds

Subscription fees are generally non-refundable. Exceptions may be granted at our sole discretion in cases of extended service unavailability caused by us. Contact us within 14 days of payment for refund requests.

6. Acceptable Use Policy

You agree NOT to use the Service to:

• Process, store, or transmit unlawful, fraudulent, or deceptive financial transactions
• Circumvent, disable, or interfere with security features of the Service
• Attempt to access another tenant's data or systems
• Upload malware, viruses, or malicious code
• Conduct brute-force attacks, denial-of-service attacks, or penetration testing without written consent
• Share your credentials with unauthorised individuals
• Use the Service in violation of any applicable local, national, or international law
• Scrape, reverse-engineer, or copy the platform's code or design
• Resell or sublicence access to the Service

Violation of this Acceptable Use Policy may result in immediate suspension or termination without refund.

7. Data Ownership & Privacy

You own your data. All Content submitted to your workspace belongs to your Organisation. We do not claim any rights over your business data.

By using the Service, you grant us a limited licence to process your Content solely to deliver and improve the Service. We process your data in accordance with our Privacy Policy.

You are responsible for ensuring that your use of the Service complies with applicable data protection laws, including obtaining any necessary consents from your customers and employees whose data you process through the platform.

8. Multi-Tenancy

The Service is architected as a shared multi-tenant platform. While we implement technical controls to isolate tenant data (separate organisation scopes, subdomain routing, access control), you acknowledge that:

• The platform is shared infrastructure. We take reasonable precautions but cannot guarantee absolute isolation in all failure scenarios.
• You must report any suspected data cross-contamination immediately to info@support.ftghana.com.
• Super-admin access for platform maintenance is subject to our internal access controls and is logged.

9. Intellectual Property

The Service, including its software, design, trademarks, and all non-user Content, is the exclusive intellectual property of RetaillyPOS and its licensors. These Terms do not transfer any intellectual property rights to you.

You are granted a limited, non-exclusive, non-transferable licence to use the Service for your internal business purposes during your active subscription period.

10. Service Availability & SLA

We target 99.5% monthly uptime for production environments. Scheduled maintenance will be announced at least 24 hours in advance. We are not liable for downtime caused by:

• Force majeure (natural disasters, power outages, government orders)
• Third-party service failures (payment gateways, DNS, cloud providers)
• Your own network or device issues
• Scheduled maintenance windows

11. Limitation of Liability

12. Termination & Suspension

12.1 Termination by You

You may cancel your subscription at any time by contacting us. Termination takes effect at the end of your current billing period. No refund is issued for unused days.

12.2 Termination by Us

We may suspend or terminate your account immediately if you:

• Violate these Terms or the Acceptable Use Policy
• Fail to pay subscription fees within the grace period
• Engage in fraudulent or illegal activity using the Service
• Represent a security threat to other tenants or the platform

12.3 Data After Termination

After termination, we will retain your data for 30 days during which you may request an export. After 30 days, data will be permanently deleted. Payment records are retained for 7 years per legal requirements.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of Ghana. Any disputes shall be subject to the exclusive jurisdiction of the courts of Ghana. If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

14. Changes to Terms

We reserve the right to update these Terms. For material changes, we will notify Organisation Administrators by email at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the new Terms.

15. Contact

For questions about these Terms or to request legal documents:

• Email: info@support.ftghana.com
• Platform: https://retailly.app