Terms of Service

Last updated 16 September 2026

These terms govern the use of Xinnace Reports, operated by Xinnace (Pty) Ltd, trading as Xinnace (“we”, “us”), by client organisations and the people they invite. By signing in, you accept them on your own behalf. The organisation that invited you accepts them on its behalf when its administrator accepts the welcome pack — these terms, the Privacy Policy and the Operator Policy, shown at sign-in and accepted by ticking and submitting. We record which documents were accepted, in which version, by whom, when, and from what address, and will give a client a copy of that record on request.

1. The service

Xinnace Reports delivers performance reporting to client organisations: reports built from data the client uploads, held in a database that is the client’s alone, and released only to the people the client names. Where a written agreement exists between Xinnace and a client, that agreement prevails over these terms wherever the two differ.

2. Accounts

• Accounts are created by invitation only — by Xinnace for a client’s administrator, and by that administrator for their own people.
• You are responsible for keeping your credentials to yourself. An action taken under your account is treated as yours.
• A client’s administrator controls who at their organisation can see which reports, and may restrict access to particular networks.
• We may suspend an account that appears compromised, and will tell the client’s administrator when we do.

3. The client’s data

• Data a client uploads remains the client’s. We claim no ownership of it, and we process it only to provide the service, as set out in the Operator Policy.
• The client warrants that it is entitled to upload the data it uploads — including that it has met its own obligations, under POPIA or otherwise, for any personal information the data contains.
• Reports are built from what is uploaded. We validate the shape of the data, not its truth; the client is responsible for the accuracy of its own figures.

4. Acceptable use

You may not:

• attempt to reach another client’s data, or any part of the platform you have not been given access to
• share report links or credentials with people the client has not named
• probe, scan, or test the platform’s security without our written agreement
• upload content that is unlawful or that infringes anyone’s rights

5. Fees and invoicing

• Fees are as agreed with each client. Invoices state their own amounts, due dates and payment references.
• The payment reference on an invoice must be used exactly as shown, so payments can be matched.
• We may suspend a client’s service for sustained non-payment, after telling the client’s billing contact.

6. Availability

We work to keep the platform available and take nightly backups, but we do not promise uninterrupted service. Maintenance happens; where it is planned and disruptive, clients are told in advance.

7. Intellectual property

The platform, its report designs and its scorecard methodology are ours. The client’s data, and the reports generated from it for that client, are for the client’s use.

8. Confidentiality

Each side keeps the other’s non-public information confidential, and uses it only for the purposes of the service. This survives the end of the relationship.

9. Liability

• The service is provided as described, without further warranties.
• We are not liable for decisions taken on the basis of reports, which reflect the data the client supplied.
• Neither side is liable to the other for indirect or consequential loss. Our total liability in any twelve-month period is limited to the fees the client paid us for that period.
• Nothing here excludes liability that cannot lawfully be excluded.

10. Ending the relationship

• A client may close its account at any time by written notice.
• We may close a client’s account for material breach of these terms that is not put right within 14 days of written notice, or for sustained non-payment.
• After closure, the client’s data is retained for 90 days — during which closure can be reversed and the client can request an export of every version of its data, the uploaded files still kept, and its current reports — and is then permanently destroyed, as described in the Privacy Policy.

11. General

• These terms are governed by the law of the Republic of South Africa.
• If a part of these terms is unenforceable, the rest stands.
• If these terms change, the date above changes with them, and clients are told about material changes before they take effect. A client’s administrator is then asked to accept the new version, and the platform is not available to them until they do.

Questions: accounts@xinnace.co.za.