Terms of Service
Last Updated: September 3, 2026
These Terms govern your use of QAI. They cover what you can expect from us, what we expect from you, and what happens if things go wrong. Please read them before using the Services.
1. The Agreement
1.1 Who These Terms Bind
These Terms of Service ("Terms") are an agreement between QASSETI (Pty) Ltd ("QAI", "we", "us") and the person or organisation using our asset management, maintenance, and inspection platform, website, and mobile applications (the "Services"). By creating an account or using the Services, you accept these Terms. If you are accepting on behalf of an organisation, you confirm you have authority to bind it, and "you" means that organisation.
1.2 Eligibility
The Services are for business use. You must be at least 18 years old and able to enter a binding contract to use them.
1.3 Changes to These Terms
We may update these Terms from time to time. For material changes, we will give you at least 30 days’ notice by email or in the Services before the change takes effect. If you do not agree, you may cancel before the effective date; continued use after that date means you accept the updated Terms.
1.4 Related Documents
Our Privacy Policy explains how we handle personal information and forms part of your agreement with us. If you have a signed order form or enterprise agreement with us, that document prevails over these Terms where they conflict.
2. Accounts and Workspaces
2.1 Your Account
You must provide accurate information when registering and keep it up to date. You are responsible for safeguarding your credentials and for all activity under your account. Notify us immediately at [email protected] if you suspect unauthorised access.
2.2 Workspace Administrators
Each workspace has one or more administrators who control access, permissions, and data within it. Administrators may add and remove users, access content in the workspace, and manage the subscription. If your organisation set up your access, your administrator — not QAI — controls your workspace membership.
2.3 Your Users
You are responsible for the people you give access to your workspace, and for ensuring their use of the Services complies with these Terms and applicable law.
3. Free Plan and Free Trial
3.1 Free Trial
New paid plans include a 14-day free trial with full feature access and no credit card required. When the trial ends, you can subscribe to a paid plan or continue on the free plan; features exclusive to paid plans stop being available until you subscribe.
3.2 Free Plan
Our free plan is offered as-is, for the limits published on our pricing page. We may change the features or limits of the free plan, or withdraw it, on reasonable notice.
3.3 Your Data Is Not Hostage
If you downgrade or your trial ends, we do not delete your workspace data — it remains exportable in line with section 6 and our Privacy Policy.
4. Subscriptions, Fees, and Payment
4.1 Fees
Paid plans are billed per user, monthly or annually, at the prices shown at checkout. Prices are stated in US Dollars unless indicated otherwise. All fees exclude taxes; you are responsible for any VAT, sales, or similar taxes that apply to your purchase, other than taxes on our income. Your purchase is for the Services as they exist today — it is not contingent on the delivery of any future feature or functionality.
4.2 Billing and Renewal
Subscriptions are billed in advance and renew automatically for the same period unless you cancel before the renewal date. You can cancel anytime in your account settings; cancellation takes effect at the end of the current billing period.
4.3 Price Changes
We may change prices with at least 30 days’ notice. Price changes take effect at your next renewal — never mid-term. If you do not agree, cancel before the renewal date.
4.4 Refunds
Except where these Terms or applicable law require otherwise, fees are non-refundable. If we terminate your subscription without cause, or you terminate for our uncured material breach, we will refund the prepaid fees for the unused remainder of your term.
4.5 Late Payment
If a payment fails, we will notify you and retry. If fees remain unpaid after reasonable notice, we may suspend paid features until payment is made. We will not delete your data merely because a payment failed.
5. Licence and Acceptable Use
5.1 Your Licence
We grant you a limited, non-exclusive, non-transferable right to access and use the Services, including installing our mobile apps on devices used by your authorised users, for your internal business purposes during your subscription.
5.2 Acceptable Use
You may not: resell or sublicense the Services; reverse engineer them except where the law permits; use them to build a competing product; probe or breach their security; interfere with other customers’ use; use them to store or transmit unlawful or infringing material; exceed documented API rate limits; or use automated means to scrape the Services outside the API. Our Acceptable Use Policy, available on our website, expands on these rules and forms part of these Terms.
5.3 API
If you use our API, you must follow the API documentation. We may set and adjust rate limits to protect the platform, and will give reasonable notice of breaking API changes where practical.
6. Your Data
6.1 You Own Your Data
All data, content, and records you or your users put into your workspace ("Customer Data") belong to you. You grant us the limited rights needed to host, process, transmit, display, and back up Customer Data solely to provide and support the Services.
6.2 Data Protection
We process personal information within Customer Data on your behalf and on your instructions, as described in our Privacy Policy, and we apply the security measures described there. Enterprise customers may request a data processing agreement at [email protected].
6.3 Export and Return
You can export Customer Data in common formats (CSV, PDF) at any time. After termination, we keep Customer Data available for export for 30 days, then delete it from production systems in line with our Privacy Policy.
6.4 De-Identified Data
We may use data that has been aggregated or de-identified so it no longer identifies you or any person, to operate, benchmark, and improve the Services.
6.5 Your Responsibilities
You are responsible for the lawfulness of the Customer Data you collect and put into the Services, including having any consent required to record personal information about your employees, contractors, or clients. The Services are not designed for special categories of personal information — do not upload government ID numbers, financial account numbers, health records, or similar sensitive personal data.
6.6 Confidentiality — Both Ways
Each party will protect the other’s confidential information (for you: your Customer Data and anything marked or reasonably understood as confidential; for us: non-public details of the Services and any negotiated pricing) with at least reasonable care, use it only to perform under these Terms, and not disclose it except to staff and advisers who need it and are bound to confidentiality — or where disclosure is compelled by law, with notice to the other party where lawful. This does not cover information that is public, already lawfully known, or independently developed.
7. AI Features
7.1 AI-Generated Content
The Services include AI-assisted features such as generating checklists from photos or text, extracting data from documents, and answering questions from your uploaded content. AI output is generated automatically and may be incomplete, outdated, or wrong.
7.2 A Qualified Person Must Verify
AI features assist your work — they do not replace professional judgment. Checklists, extracted values, and answers produced by AI features must be reviewed by a person qualified to assess them before being relied on, especially for safety-critical work, statutory inspections, or regulatory compliance. QAI does not provide engineering, legal, or compliance advice, and AI output is not such advice.
7.3 Compliance Remains Yours
Using QAI to schedule, record, or document inspections and maintenance does not transfer your regulatory obligations to us. You remain responsible for meeting the standards, regulations, and certification requirements that apply to your operations.
7.4 Fair Use of AI Output
AI output you adopt into your workspace becomes part of your Customer Data — but because similar prompts produce similar results, output generated for you may be substantially similar to output generated for other customers, and no exclusivity is granted in it. You may not use AI features or their output to train or improve other AI models, or present AI output as reviewed or endorsed by QAI.
8. Integrations, Third-Party Services, and Beta Features
8.1 Third-Party Services
The Services can connect to third-party products you choose to enable. Those products are governed by their own terms and privacy policies; we are not responsible for them, and enabling one authorises us to exchange the relevant data with it on your behalf.
8.2 Beta Features
We may offer features labelled beta, preview, or early access. These are provided as-is for evaluation, may change or be withdrawn without notice, and are excluded from any warranties in these Terms.
9. Intellectual Property and Feedback
9.1 Our IP
The Services, including software, design, documentation, and trademarks, are owned by QAI and our licensors. Apart from the licence in section 5.1 and your ownership of Customer Data, no rights are transferred to you.
9.2 Feedback
If you send us suggestions or feedback, you grant us a perpetual, irrevocable, royalty-free right to use it without obligation to you. We will never publicly attribute feedback to you without your consent.
10. Warranties and Disclaimers
10.1 Our Commitments
We warrant that the Services will perform materially as described in our documentation under normal use, and that we will provide them with reasonable skill and care. Your remedy for breach of this warranty is that we re-perform or fix the affected Service; if we cannot within a reasonable time, you may terminate and receive a pro-rata refund of prepaid fees for the unused term.
10.2 Disclaimer
EXCEPT AS EXPRESSLY STATED IN THESE TERMS, THE SERVICES ARE PROVIDED "AS IS" AND WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE, OR THAT AI OUTPUT WILL BE ACCURATE.
10.3 Statutory Rights
Nothing in these Terms excludes or limits any right or warranty that cannot lawfully be excluded, including any non-excludable rights under the South African Consumer Protection Act 68 of 2008 where it applies to you.
11. Limitation of Liability
11.1 Cap
TO THE MAXIMUM EXTENT PERMITTED BY LAW, EACH PARTY’S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS IS LIMITED TO THE FEES YOU PAID US IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM (OR, FOR FREE PLANS, USD 100).
11.2 Excluded Damages
NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY.
11.3 Exceptions
These limits do not apply to your payment obligations, either party’s indemnification obligations under section 12, your breach of section 5, or any liability that cannot be limited under applicable law (including liability for gross negligence or wilful misconduct).
12. Indemnification
12.1 By Us
We will defend you against third-party claims that the Services (excluding Customer Data and third-party services) infringe intellectual property rights, and pay damages finally awarded, provided you notify us promptly, let us control the defence, and cooperate. If the Services are found to infringe, we may procure the right for you to keep using them, modify them, or terminate and refund prepaid fees for the unused term.
12.2 By You
You will defend us against third-party claims arising from Customer Data, your use of the Services in breach of these Terms, or your violation of law, and pay damages finally awarded, under the same notice, control, and cooperation conditions.
13. Suspension and Termination
13.1 Suspension
We may suspend access to the Services where reasonably necessary — for a security threat, unlawful use, breach of section 5, or non-payment after notice. We will limit suspensions to what is necessary and restore access once the issue is resolved.
13.2 Termination by You
You may cancel your subscription at any time, effective at the end of the current billing period.
13.3 Termination for Breach
Either party may terminate if the other materially breaches these Terms and fails to cure the breach within 30 days of written notice.
13.4 After Termination
On termination, your right to use the Services ends. Your data remains exportable for 30 days per section 6.3. Sections that by their nature should survive — including ownership, confidentiality (section 6.6), your rights over your data, liability limits, and indemnities — survive termination.
14. Governing Law and Disputes
14.1 Talk to Us First
If you have a dispute with us, contact [email protected] before taking formal steps. Both parties agree to attempt in good faith to resolve any dispute informally within 60 days.
14.2 Governing Law and Jurisdiction
These Terms are governed by the laws of the Republic of South Africa, without regard to conflict of law principles. Disputes that cannot be resolved informally will be heard by the courts of the Republic of South Africa, and both parties consent to their jurisdiction. This does not deprive you of the protection of mandatory consumer laws of your country of residence, where those apply.
15. General
15.1 Entire Agreement
These Terms, the Privacy Policy, the Support Policy, the Acceptable Use Policy, and any order form or signed agreement between us make up the entire agreement about the Services and replace any prior discussions.
15.2 Assignment
You may not assign these Terms without our written consent, except to a successor in a merger or sale of your business. We may assign them to an affiliate or successor.
15.3 Severability and Waiver
If any provision is found unenforceable, the rest remain in effect. A failure to enforce a provision is not a waiver of the right to enforce it later.
15.4 Force Majeure
Neither party is liable for delay or failure caused by events beyond its reasonable control, such as natural disasters, war, government action, power failures, or internet outages — except for your payment obligations for Services already delivered.
15.5 Language
The Services and our website are offered in several languages for convenience. The English version of these Terms, the Privacy Policy, and the Services is the authoritative one; translations are not binding where they differ.
15.6 Notices
We may give you notice by email to your account address or through the Services. You may give us notice at [email protected].
16. Contact Information
Questions about these Terms? Contact us:
Thank You for Using QAI
We wrote these Terms to be fair and readable. If something seems off or unclear, tell us — we would rather fix the document than hide behind it.