AIO ERP SOLUTIONS - Terms and Conditions

Last Updated: August 20, 2025

Welcome to AIO ERP! These Terms and Conditions ("Terms") govern your access to and use of the AIO ERP software platform, associated services, websites, and applications (collectively, the "Service") provided by AIO ERP SOLUTIONS ("we," "us," or "our").

By registering for, accessing, or using the Service, you ("you," "your," or "User") agree to be bound by these Terms and our Privacy Policy. If you are using the Service on behalf of an organization or entity, you represent that you have the authority to bind that entity to these Terms.

1. Definitions

• "Service": Refers to the AIO ERP software platform, including all its modules (e.g., Accounting, CRM, HR, Inventory), features, data, APIs, and associated support services.

• "Subscription": The plan you select that determines the scope of services, features, number of users, and the fees payable for the use of the Service.

• "User Data": Any data, information, or material that you or your authorized users upload, submit, or generate within the Service. This includes financial records, customer information, employee data, and other business-related content.

• "Intellectual Property Rights": All patents, copyrights, trade secrets, trademarks, and any other intellectual property rights recognized in any jurisdiction.

• "Confidential Information": Includes all information exchanged between the parties, whether in writing, electronically, or orally, including the Service itself and User Data, but not including information that is publicly known.

2. The Service & Synergy

2.1. Description: AIO ERP is an integrated Enterprise Resource Planning platform designed to be the central operational hub for your business. It provides tools for various business functions, including but not limited to accounting, tax management, marketing analytics, legal document management, and more.

2.2. Synergy Sapphire Concept: The Service is designed to seamlessly integrate with other offerings from AIO ERP SOLUTIONS, such as the AIO Education System, AIO Hospital System, AIO Market, and our web/app development and hosting services. Use of these other services may be subject to separate terms and conditions.

3. User Accounts & Responsibilities

3.1. Registration: You must provide accurate, complete, and current information during the registration process. You are responsible for maintaining the accuracy of this information.

3.2. Account Security: You are solely responsible for safeguarding your account credentials (username and password) and for all activities that occur under your account. You must notify us immediately of any unauthorized use of your account.

3.3. Acceptable Use: You agree not to: a) Use the Service for any illegal or unauthorized purpose. b) Resell, sublicense, or otherwise make the Service available to any third party without our express written consent. c) Attempt to reverse engineer, decompile, or otherwise discover the source code of the Service. d) Use the Service to store or transmit infringing, libelous, or otherwise unlawful material, or to store or transmit material in violation of third-party privacy rights. e) Interfere with or disrupt the integrity or performance of the Service or third-party data contained therein.

4. Fees and Payment

4.1. Subscription Fees: The Service is provided on a subscription basis. Fees are based on your selected Subscription plan and are billed in advance on a monthly or annual cycle.

4.2. Payment: All fees are due as specified in the applicable invoice. Payments are non-refundable, except as required by law or as specified in your Subscription. You are responsible for providing a valid payment method.

4.3. Taxes: All fees are exclusive of any applicable taxes, levies, duties, or similar governmental assessments, which you are responsible for paying.

4.4. Changes in Fees: We reserve the right to change the Subscription fees upon 30 days' notice. Such changes will not apply to your current subscription term but will take effect upon renewal.

5. License and Intellectual Property

5.1. License to You: We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes, subject to the terms of your Subscription and these Terms.

5.2. Our Intellectual Property: We own all rights, title, and interest in and to the Service, including all related Intellectual Property Rights. The AIO ERP SOLUTIONS name, the AIO ERP logo, and the product names associated with the Service are our trademarks, and no right or license is granted to use them.

5.3. Your Intellectual Property: You retain all rights, title, and interest in and to your User Data. You grant us a worldwide, royalty-free license to host, copy, transmit, and display your User Data as necessary for us to provide the Service in accordance with these Terms.

6. Data, Privacy, and Confidentiality

6.1. User Data: You are solely responsible for the accuracy, quality, legality, and integrity of your User Data. We will not be responsible for any loss or disclosure of User Data resulting from your failure to maintain account security.

6.2. Privacy: Our use of any personal information you provide is governed by our Privacy Policy, which is incorporated into these Terms by reference.

6.3. Confidentiality: Each party agrees to protect the other’s Confidential Information from unauthorized use, access, or disclosure in the same manner that it protects its own confidential information of a similar nature.

7. Third-Party Services

The Service may integrate with or provide links to third-party services (e.g., payment gateways, external hosting). We are not responsible for the operation, content, or practices of these third-party services. Your use of such services is governed by their respective terms and privacy policies.

8. Term and Termination

8.1. Term: These Terms commence on the date you first accept them and continue for the duration of your Subscription term. Your Subscription will automatically renew for successive periods unless you cancel it before the end of the current term.

8.2. Termination by You: You may terminate your Subscription and these Terms by providing notice through your account settings before the start of the next renewal period.

8.3. Termination by Us: We may suspend your access or terminate your Subscription and these Terms if you are in material breach of these Terms, including non-payment of fees.

8.4. Effect of Termination: Upon termination, your license to use the Service will cease. You will have a period of thirty (30) days to export your User Data, after which we may delete it. Sections 5, 6, 8.4, 9, 10, 11, and 12 will survive termination.

9. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." WE DISCLAIM ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL AIO ERP SOLUTIONS, ITS AFFILIATES, DIRECTORS, OR EMPLOYEES BE LIABLE FOR ANY INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES, INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF PROFITS, GOODWILL, OR DATA, ARISING OUT OF THE USE OF, OR INABILITY TO USE, THE SERVICE.

OUR AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE SHALL IN NO EVENT EXCEED THE TOTAL AMOUNT OF FEES PAID BY YOU TO US DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

11. Indemnification

You agree to defend, indemnify, and hold harmless AIO ERP SOLUTIONS and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including, without limitation, reasonable legal and accounting fees, arising out of or in any way connected with your access to or use of the Service, or your violation of these Terms.

12. General Provisions

12.1. Governing Law: These Terms shall be governed by the laws of the United Republic of Tanzania, without regard to its conflict of law provisions.

12.2. Dispute Resolution: Any dispute arising from these Terms shall be resolved through binding arbitration in Dar es Salaam, Tanzania, before a single arbitrator.

12.3. Entire Agreement: These Terms, together with our Privacy Policy and any Subscription order form, constitute the entire agreement between you and us regarding the Service.

12.4. Changes to Terms: We may modify these Terms at any time. We will provide notice of such changes by posting the new Terms on our site or by other communication. Your continued use of the Service after the changes become effective constitutes your acceptance of the new Terms.