Terms of Service

1. Who may use FarmBase

You must have legal capacity to enter into this agreement and authority to act for the farm or organisation you register. You are responsible for all users you invite, their roles and their use of the service. FarmBase is intended for business and professional farm operations, not for children.

2. FarmBase is a tool, not professional advice

FarmBase stores records, performs calculations from information you enter, presents reminders and supports operational decisions. It does not replace a veterinarian, agronomist, engineer, mechanic, accountant, payroll practitioner, tax adviser, lawyer, safety professional, licensed chemical adviser or any competent local authority.

You remain solely responsible for checking all inputs, calculations, dosages, withdrawal periods, pesticide or poison mixtures, labels, permits, labour rules, tax codes, payroll results, equipment safety, animal welfare, environmental requirements and decisions before acting. Do not use FarmBase as the only source for an emergency, medical, veterinary, chemical, safety, legal, tax or financial decision.

3. Your records and responsibilities

You retain ownership of the farm information and files you submit. You give us the limited right to host, process, back up, transmit and display that information only as needed to provide, secure and improve FarmBase. You must have a lawful basis and necessary permissions to upload employee, contractor, customer, supplier or other personal information.

You are responsible for accurate records, lawful notices to your workers and contacts, appropriate user permissions, protecting login details, maintaining any legally required original documents and keeping independent backups or exports suitable for your risk and regulatory duties.

4. Trial and subscriptions

A newly created farm receives one seven-day FarmBase Complete trial with all specialist modules, without a payment card. The trial begins when the farm workspace is first created. Unless you purchase a subscription, editing and synchronisation of new changes stop when the trial ends. Your existing records remain available to view and export.

Web subscriptions are processed by Paystack under the plan, price, currency and billing interval shown before payment. Taxes, bank fees and currency conversion may apply. Mobile-app subscriptions, if offered, may be processed under Apple or Google terms. Except where law requires otherwise, fees already paid are non-refundable.

5. Failed, cancelled or overdue payments

If a renewal fails or an amount becomes overdue, we may immediately place the farm in read-only payment suspension until payment is restored. During suspension, authorised users may sign in, view and export existing records, manage billing and contact support, but may not add, change or synchronise operational records. Repeated payment attempts and cancellation timing are governed by the payment provider and applicable law.

6. Offline use and synchronisation

FarmBase can keep changes on a device while connectivity is unavailable and attempt to synchronise them later. Offline availability, device storage and conflict recovery depend on the device, browser, operating system and network. You must review synchronisation status before relying on a record across devices. Changes made while a farm is suspended may not be accepted by the server.

7. Acceptable use

You may not misuse FarmBase, bypass access or payment controls, access another farm without authority, upload malicious or unlawful material, probe security, interfere with service operation, reverse engineer protected parts of the service, resell access without written permission, or use the service to violate law or another person’s rights.

8. Availability and changes

We work to keep FarmBase secure and available, but the service is provided on an “as available” basis. Maintenance, provider outages, internet failures, device limitations, force majeure and security events may interrupt service. We may change features where reasonably necessary for security, law, compatibility or product improvement. Material adverse changes will be communicated where reasonably possible.

9. No warranties

To the maximum extent permitted by law, we do not warrant that FarmBase will be uninterrupted, error-free, suitable for every species, crop, jurisdiction or purpose, or that a reminder, forecast, calculation, integration or synchronisation will always be complete or correct. Any warranties that cannot lawfully be excluded remain in effect.

10. Limitation of liability

Nothing in these Terms excludes liability that cannot be excluded under applicable law. Subject to that rule, Sweet Phoenix is not liable for indirect, incidental, special, punitive or consequential loss, or for lost profit, production, animals, crops, game, data, opportunity or goodwill arising from use of or inability to use FarmBase.

To the maximum extent permitted by law, our total aggregate liability relating to FarmBase is limited to the subscription fees you paid us for the affected farm during the 12 months before the event giving rise to the claim, or ZAR 1,000 if you were using a free trial. This allocation of risk is a material part of the service price.

11. Suspension and termination

We may suspend or terminate access for material breach, unlawful activity, security risk or non-payment. Where reasonably possible, we will give notice and an opportunity to remedy. You may stop using FarmBase at any time. After termination, retention and deletion follow our Privacy Policy, legal obligations and reasonable backup cycles. Export important records before cancelling.

12. Privacy and third-party services

Our Privacy Policy explains how personal information is handled. FarmBase relies on service providers including hosting, database, email, monitoring and payment providers. Their availability and separate terms may affect relevant features.

13. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. The courts of South Africa have jurisdiction, but mandatory consumer, privacy or other protections in your country continue to apply where they cannot lawfully be waived. Before filing a claim, each party should first give the other written notice and 30 days to try to resolve the dispute in good faith.

14. Contact and changes

Sweet Phoenix Creations (Pty) Ltd is the FarmBase service provider. Questions, legal notices and support requests may be sent to info@sweetphoenix.co.za. We may update these Terms and will identify the effective version. If a material update requires renewed acceptance, we will ask for it in the service.