Terms of Service

Last updated: 21 June 2026

1. The Service

Sumtra provides cloud-based tools for business administration, including customers, items, quotes, invoices, credit notes, job cards, job reports, employee records, planners, reports, document templates, and selected AI-assisted features.

2. Accounts and Authorised Users

• You must provide accurate account and business information.
• You are responsible for users invited to your business workspace and for assigning appropriate roles.
• You must keep login credentials secure and tell us promptly if you suspect unauthorised access.

3. Subscription, Trial, Billing, and Cancellation

• Your first owned business includes a free trial on any available package, monthly or yearly. Payment details are only collected when package selection opens during the final 10 days of the trial or after it expires.
• Yearly plans are billed upfront when you set up billing and include 12 months for the price of 10.
• Payments are processed by PayFast. Sumtra stores subscription tokens and payment status, not full card details.
• Billing is managed per business. To stop future billing for a business, sign in, open Account > Businesses, and use Cancel Billing for the relevant business or contact us for cancellation help.
• Using Cancel Billing attempts to cancel the PayFast subscription for that business immediately, while Sumtra access remains available until the end of the current paid period. If PayFast cannot be cancelled automatically, we will tell you to try again, cancel directly in PayFast, or contact us for help.
• If you want to cancel future billing but need help keeping records archived, or if you cannot access your account, email info@sumtra.app from the account owner's email address.
• Account deletion is separate from subscription cancellation. If you have an active paid subscription, cancel the relevant business billing first or contact us before deleting your account.
• Access normally remains until the end of the paid or trial period unless the relevant business or account is deleted, suspended, or otherwise restricted under these terms.
• If a recurring payment fails, we may allow a grace period and send payment reminders before limiting access.
• Unless required by law or agreed by Sumtra for a confirmed billing error, subscription payments already processed are not automatically refunded.

4. Customer Data and Backups

Your business data remains your responsibility and belongs to your business or account. We host and process it to provide the service. Data handling and retention are described in our Data Processing and Retention Policy.

5. Business, VAT, Tax, and Document Responsibility

Sumtra helps create and store business records, but you remain responsible for reviewing all documents, prices, VAT settings, tax treatment, legal wording, and accounting outputs before sending or relying on them.

6. Acceptable Use

• Do not use Sumtra for unlawful, fraudulent, abusive, or harmful activity.
• Do not attempt to bypass security controls, access another business without permission, overload the service, or upload malicious content.
• Do not use AI features to generate unlawful, misleading, discriminatory, or harmful material.

7. Availability and Changes

We aim to keep the service reliable, but we do not guarantee uninterrupted access. We may update, improve, restrict, or remove features where necessary for security, compliance, maintenance, or product changes.

8. Feedback and Feature Requests

We welcome recommendations, bug reports, workflow ideas, and feature requests. You can send suggestions to info@sumtra.app. We may use feedback to improve Sumtra, but we are not required to build, maintain, or compensate users for suggested features unless separately agreed in writing.

9. Limitation of Liability

To the fullest extent allowed by law, Sumtra is not liable for indirect loss, loss of profit, loss of business, tax penalties caused by unreviewed user data, or losses caused by third-party services outside our reasonable control.

10. Termination

We may suspend or terminate access for non-payment, abuse, security risk, unlawful use, or serious breach of these terms. Suspension or cancellation does not automatically delete business data, and Sumtra does not delete records solely because they become old. Deletion is handled only through an authorised request or an explicit future retention policy, subject to applicable law.

11. Contact

Questions about these terms can be sent to info@sumtra.app.