Terms and conditions

These terms and conditions ("Terms") are the agreement between you and InstallPass, trading as InstallPass ("InstallPass", "we", "us" or "our"). They apply when you visit https://installpass.com, create an account, start a trial, subscribe to a plan, buy QR tag packs, or view or use a public service passport page.

In plain language:

• Installers and trade businesses ("Subscribers" or "you") use InstallPass to tag and register the units they install and service, keep records, send reminders and receive booking requests.
• Homeowners and anyone who scans a tag can view a public passport page and ask the installer for help. Any work, quote or guarantee is agreed between the homeowner and the installer, not with InstallPass.
• We provide the software. We host the information, show passport pages, pass on booking requests and send reminders, but we don't carry out, inspect or certify any installation.

Our Privacy policy, Cookie policy and Shipping and returns policy form part of these Terms.

Please pay special attention to the clauses printed in bold, especially sections 15 (Disclaimers), 16 (Limitation of liability) and 17 (Indemnity). They limit our liability, place certain risks on you and require you to indemnify us. If anything is unclear, please contact us at info@installpass.com before you accept these Terms.

You accept these Terms when you create an account, confirm that you agree to them, start a free trial, pay for a subscription or order, or otherwise use InstallPass. If you don't agree, please don't use InstallPass.

If you accept these Terms on behalf of a business, you confirm that you are authorised to bind that business. In that case "you" means both you and the business.

If you only view public passport pages, look up units linked to your mobile number or submit a booking request, the parts of these Terms that apply to visitors apply to you, in particular sections 9, 10, 15, 16 and 20.

Before you pay for anything online, you will be able to review your order, correct any mistakes and withdraw before you confirm, in line with the Electronic Communications and Transactions Act 25 of 2002 ("ECTA").

InstallPass accounts are meant for installers and trade businesses, such as plumbers, solar installers, electricians and gate motor, aircon, pool, borehole, security and appliance installers. To open an account you must:

• be at least 18 years old and legally able to enter into a binding contract;
• use InstallPass for business purposes connected with installing, maintaining or servicing equipment; and
• give us accurate, complete and current information about yourself and your business, and keep it up to date.

You are responsible for keeping your login details confidential and for all activity under your account, including activity by anyone you allow to use it. Tell us immediately at info@installpass.com if you suspect that someone has accessed your account without permission.

We may refuse to open an account, or close an account, that appears to be fake, duplicated or opened to misuse InstallPass.

When you register units and use InstallPass, you are responsible for the following:

1. Accurate records. The unit details, install dates, warranty periods, service intervals, photos and documents you load must be accurate and not misleading. Always check details that were pre-filled from a rating-plate photo before you save them, because automated reading can make mistakes.
2. Compliance of your work. Your installation and service work must comply with all applicable laws, regulations, national standards, manufacturer requirements and professional registration requirements for your trade. InstallPass does not inspect, verify, approve or certify any installation, certificate or document.
3. Genuine documents. Only upload Certificates of Compliance and other documents that are genuine, relate to the unit concerned and that you are entitled to share.
4. Tagging the right units. Only tag and register units that you or your business installed, serviced or maintained, or that the property owner has asked you to register. Don't remove, cover or replace another installer's tag without the property owner's permission.
5. Correct contact details. Record customers' mobile numbers and email addresses accurately. Homeowners can look up units linked to their mobile number, and reminders are sent to the contact details you provide, so a wrong number or address could send information to the wrong person.
6. Your warranties and guarantees. Warranty periods you record are your own statements, or your summary of the manufacturer's warranty. You, not InstallPass, are responsible for honouring any warranty or guarantee you give your customers.
7. Your own legal obligations, including your tax, consumer protection, health and safety, and data protection obligations towards your customers.

When you load a customer's name, mobile number, email address, property address or other personal information into InstallPass, you are the "responsible party" for that information under the Protection of Personal Information Act 4 of 2013 ("POPIA"), and we process it on your behalf as your "operator". This means that you must:

• have a lawful basis for collecting that information and loading it into InstallPass, for example because it is needed to perform your contract with the customer or because the customer has consented;
• tell your customers that you use InstallPass to keep service records, that the QR tag on their unit links to a passport page, and that they may receive service and warranty reminders;
• obtain your customers' consent where the law requires it, for example where reminders or other messages amount to direct marketing under section 69 of POPIA;
• only mark a customer as opted in to reminders if they have actually agreed, and respect any request to stop;
• choose "basic" visibility, or not upload a document, where showing photos, documents or the property address publicly would not be appropriate, for example where a certificate shows the owner's name or address; and
• deal with your customers' requests to access, correct or delete their personal information. We will help you do this where reasonably possible.

In turn, we will process your customers' personal information only on your instructions (which include these Terms and the settings and features you use), treat it as confidential, keep appropriate security safeguards in place, and notify you immediately if we have reasonable grounds to believe it has been accessed or acquired by an unauthorised person, as required by sections 19 to 21 of POPIA. These Terms are the written agreement between you, as responsible party, and us, as operator. We don't sell your customers' information or use it to market our own or anyone else's products. See our Privacy policy for more.

Free trial. You can try InstallPass without entering card details. The length of the trial and the features included are shown when you sign up. When the trial ends, you will need to choose a paid plan to keep using InstallPass. If you don't, we may limit your account (for example, to read-only access) and section 18 may apply.

Subscription plans. We currently offer monthly subscription plans, such as Starter and Pro. The features, limits and prices of each plan are shown on our Pricing page.

No minimum term. Subscriptions run month to month and renew automatically each month until you cancel. There is no minimum contract period.

Changing plans. You can upgrade or downgrade your plan. A change may take effect immediately or from your next billing date, as shown when you make the change. Downgrading may reduce the features or limits available to you.

Tag packs. Printed QR tag packs are sold separately, and our Shipping and returns policy applies to them. Self-print tag sheets are provided free as digital files.

Cooling-off for services. If you are a "consumer" as defined in ECTA (a natural person using the service as the end user), section 44 of ECTA may allow you to cancel an online agreement for services within seven days after concluding it. Under section 42 of ECTA, this right does not apply to services that began, with your consent, before the end of that seven-day period. Because a subscription gives you access to InstallPass as soon as you subscribe, the cooling-off right will generally not apply to subscriptions. You can still cancel at any time under section 8.

Prices. Prices are shown in South African rand (ZAR) on our Pricing page and at checkout. Where we are registered for VAT, prices include VAT unless stated otherwise, and our tax invoices will show our VAT number (available on request).

Recurring billing. Subscription fees are charged monthly in advance from the date your paid subscription starts. By subscribing, you authorise us and our payment provider to charge the fees for your plan to your chosen payment method each month until you cancel.

Payment provider. Payments are processed by a third-party payment provider, currently Paystack. Your card or payment details are entered into and handled by the payment provider's systems, and we don't store your full card details. The payment provider's own terms and privacy policy also apply to your payment.

Receipts. We will send you a receipt or invoice by email for each payment. Please keep it as a record of the transaction.

Price changes. We may change our prices from time to time. We will give you at least 30 days' notice by email or in the app before a new price applies to your subscription. The new price applies from your first billing date after the notice period ends. A price change won't affect a period you have already paid for. If you don't accept the new price, you can cancel before it takes effect.

Refunds. Subscription fees are not refundable, and we don't refund partial months, except where these Terms say otherwise or where the law requires a refund. Refunds for tag packs are covered by our Shipping and returns policy.

Billing errors. If you think you have been charged incorrectly, contact us at info@installpass.com. We will investigate and promptly correct any error.

Cancelling your subscription. You can cancel at any time in your account settings (where this option is available) or by emailing info@installpass.com. Cancellation takes effect at the end of your current billing period. You keep access to your plan until then, and you won't be charged again.

Failed payments. If a payment fails, we will let you know and may try to collect it again. If the amount is still unpaid seven days after we notify you, we may suspend paid features or your account until payment is made. During a suspension, your passport pages may be set to basic visibility. If the amount remains unpaid 30 days after we first notify you, we may end your account under section 18.

Suspension for other reasons. We may suspend your account or any feature, immediately if necessary, where we reasonably believe that:

• your account poses a security risk to InstallPass, other users or the public;
• your account is being used fraudulently, unlawfully or in serious or repeated breach of these Terms; or
• suspension is required by law or by a court, regulator or other authority.

Unless the law prevents us or it would compromise security or an investigation, we will tell you why we have suspended your account and what you can do to resolve the issue. We will restore access once the issue has been resolved.

Public passport pages. Each tag links to a public passport page that anyone who scans the tag, or has its link or tag code, can view. The page shows unit details, your business details, warranty status, the next service date and the service history. With standard visibility, it can also show photos, documents and the property address. With basic visibility, photos, documents and the property address are hidden. Customers' contact details are not shown on the public page. You control the visibility setting for each unit and are responsible for choosing an appropriate one.

By registering a unit, you agree that your business name, business contact details and the unit information may be shown publicly on its passport page, in line with the visibility setting you choose.

Booking requests. People who scan a tag can send you a booking request. We pass requests on to you by email and show them in your account. We don't guarantee that anyone will submit booking requests, or that every request or email will be delivered. You are responsible for responding to requests and for any quote or agreement you make with the customer.

If you are a homeowner or visitor: submitting a booking request does not create a contract with InstallPass, and it doesn't guarantee that the installer will respond or be available. Any work, price, quote, warranty or guarantee is agreed between you and the installer. Please only submit genuine requests, and don't provide information about other people without their permission.

Reminders. InstallPass sends automated reminder emails on your behalf, currently when a service is due within 30 days, when a service is 14 days overdue, and when a warranty ends within 60 days. Reminders go to customers who have opted in, and otherwise to you. We may change the reminder schedule and content as we improve the service.

Reminders are a convenience. They depend on the information you enter being accurate and on email systems we don't control, so we don't guarantee that they will be sent, delivered or read, or that they will lead to bookings. You remain responsible for your own service and warranty obligations to your customers.

You must not, and must not allow anyone else to:

• use InstallPass for anything unlawful, fraudulent or misleading, including recording false warranties, false compliance claims or forged certificates;
• upload content that infringes anyone's rights, or that is defamatory, offensive or harmful, or that contains viruses or other malicious code;
• load personal information without a lawful basis, or upload unnecessary personal information such as photos of people, identity documents, or special personal information as defined in POPIA;
• send spam or unsolicited messages through InstallPass, or submit false or abusive booking requests;
• create, copy, sell or distribute tags or QR codes that imitate InstallPass or another installer, or link tags to units you have no connection with;
• access, or try to access, accounts or information that aren't yours, or probe, scan or test the security of InstallPass without our written permission;
• scrape, harvest or bulk-download information from passport pages or any other part of InstallPass, other than through our API as permitted by these Terms;
• copy, modify, reverse engineer or decompile the InstallPass software, except to the extent the law allows this despite this restriction;
• resell, sublicense or provide InstallPass to third parties as a service without our written agreement; or
• interfere with or disrupt InstallPass, place an unreasonable load on it, or get around any usage limits or security measures.

We may remove content, restrict features or suspend accounts that breach this section.

You own your data. "Subscriber Data" means the information, photos and documents that you and people using your account load into InstallPass, including unit records, customer information and booking requests. As between you and us, you own your Subscriber Data or have the rights to it. We don't claim ownership of it.

Our licence. You give us a non-exclusive, royalty-free licence to host, store, copy, process, transmit and display your Subscriber Data for as long as needed to provide, secure, support and improve InstallPass, and to comply with the law. This includes:

• showing Subscriber Data on public passport pages according to your visibility settings;
• sending booking notifications and reminders;
• reading rating-plate photos with automated tools to pre-fill unit details; and
• keeping Subscriber Data after your account ends as described in section 18 and our Privacy policy.

Aggregated information. We may create aggregated, de-identified statistics from information in InstallPass (for example, the number of units registered by type or region, or typical service intervals). These statistics do not identify you, your customers or any other person, and we may use them to operate and improve InstallPass and to share general, non-identifying insights.

Your promise. You confirm that you have the rights and permissions needed to load your Subscriber Data into InstallPass and to give us this licence.

Keeping copies. We take reasonable steps to back up data, but you should keep your own copies of important documents, such as Certificates of Compliance.

Feedback. If you send us ideas or suggestions, we may use them freely without any obligation to you.

InstallPass, including our website, software, API, passport page and tag designs, trade marks, logos and content (but not your Subscriber Data), is owned by us or our licensors and protected by intellectual property laws.

While you have an active account and comply with these Terms, we give you a limited, non-exclusive, non-transferable and revocable right to use InstallPass for your own business purposes. We reserve all rights not expressly granted to you.

You may use the InstallPass name and tag designs only as needed to use your tags and to tell customers that you use InstallPass. Any other use needs our written permission.

You give us the right to display your business name and logo on your passport pages, booking notifications and reminders. We won't use your name or logo in our marketing without your permission.

API access. Where a plan includes API access, you may use the InstallPass API subject to our API documentation, rate limits and any usage guidelines we publish. Keep your API keys secure and confidential, because you are responsible for all activity using them. We may change, limit or retire API versions on reasonable notice, and we may suspend API access immediately if it is used in breach of these Terms or threatens the security or stability of InstallPass.

Third-party services. InstallPass relies on, or connects to, services provided by other companies. These include our payment provider (currently Paystack), hosting and infrastructure providers, email delivery providers, automated image reading (AI) services and integrations such as QuoteGenio.

When you connect an integration such as QuoteGenio, you instruct us to share the relevant data with that service, and your use of it is governed by that provider's own terms and privacy policy. We are not responsible for third-party services that we don't control. An integration may change or stop working if the provider changes or withdraws its service.

We work to keep InstallPass available and working well, but we can't promise that it will always be uninterrupted, error-free or secure. InstallPass may be unavailable at times because of maintenance, updates, failures of hosting, network or other third-party providers, or events beyond our reasonable control, such as power outages or load-shedding, internet disruptions, natural disasters, strikes or civil unrest.

We may change, add or remove features to improve InstallPass, to respond to changes in technology or law, or for security reasons. If a change materially reduces the core features of your paid plan, we will give you reasonable notice. You may then cancel, and we will refund a fair pro-rata share of any fees you have paid in advance for the period you can no longer use.

We may offer new or trial features marked as "beta" or "preview". These are provided as they are, may change or be withdrawn at any time, and may not be as reliable as other features.

To the extent permitted by law:

• InstallPass is a record-keeping and communication tool. We don't install, inspect, service, test or certify any unit, and we don't verify installers' qualifications, registrations or the information they load. Passport information, including warranty status and next service dates, is based on information provided by installers and may be incomplete, out of date or incorrect.
• A passport page is not proof that an installation is safe, compliant or certified, and it does not replace any official certificate. Where safety or compliance matters, check with a suitably registered professional.
• We are not responsible for any installer's workmanship, products, advice, prices, availability or compliance with the law. Any contract for work, and any warranty or guarantee for work or products, is between the homeowner and the installer (or the manufacturer).
• Reminders and booking requests are provided as a convenience. We don't guarantee that they will be sent, delivered or acted on, or that using InstallPass will result in any particular number of bookings or amount of revenue.
• Automated reading of rating-plate photos may be inaccurate, and installers must check pre-filled details.
• Except as expressly set out in these Terms, InstallPass is provided "as is" and "as available", without any other warranties.

Nothing in these Terms excludes or limits any right you have under the Consumer Protection Act 68 of 2008 ("CPA"), ECTA or any other law, where that right cannot lawfully be excluded or limited.

Important: this clause limits our liability to you. Please read it carefully.

To the extent permitted by applicable law, including the CPA where it applies:

1. We are not liable for any indirect, consequential, special or incidental loss or damage, or for any loss of profit, revenue, business, goodwill, data or anticipated savings, however it arises.
2. We are not liable for any loss or damage arising from an installer's work, products or advice; from information loaded by installers or other users; from third-party services we don't control (including payment, email, hosting and integration providers); or from events beyond our reasonable control.
3. Our total liability for all claims arising out of or in connection with InstallPass or these Terms, whether in contract, tort (including negligence) or otherwise, is limited to the total fees you paid us for InstallPass in the 12 months before the event giving rise to the claim. If you have not paid us any fees, our total liability is limited to R1,000.

Nothing in these Terms excludes or limits our liability for:

• death or personal injury caused by our negligence;
• loss caused by our gross negligence, wilful misconduct or fraud; or
• any other liability that cannot be excluded or limited by law, including under the CPA or ECTA.

You indemnify InstallPass and our directors, employees and agents, and hold us harmless, against all claims, losses, damages, fines, penalties, costs and expenses (including reasonable legal costs) arising from:

• your installation, servicing or other work, and any product, warranty or guarantee you supply;
• the information, photos and documents loaded through your account, including claims that they are inaccurate, misleading or infringe someone's rights;
• your processing of your customers' personal information without a lawful basis, or any other breach of POPIA by you; or
• your breach of these Terms or of any law.

This indemnity does not apply to the extent that a claim is caused by our own breach of these Terms, negligence or wilful misconduct. Where the CPA applies to our agreement with you, this clause applies only to the extent that it is fair and reasonable and permitted by the CPA. We will tell you promptly about any claim covered by this indemnity and give you a reasonable opportunity to take part in its defence.

Ending the agreement. You may stop using InstallPass and cancel at any time, as set out in section 8.

We may end your account:

• for any reason, by giving you at least 30 days' notice by email, in which case we will refund any fees you paid in advance for the period after your account ends; or
• immediately by notice, if you materially breach these Terms and don't fix the breach within seven days after we ask you to (or if the breach can't be fixed), if you repeatedly breach these Terms, if you use InstallPass fraudulently or unlawfully, if fees remain unpaid as described in section 8, or if your business becomes insolvent or stops trading.

Passport pages after your account ends. Tags stay on units after an account ends, so we need to deal with their passport pages sensibly. We may set them to basic visibility, replace them with a limited page (for example, one showing that the unit was registered but the installer's account is no longer active), or disable them. We will decide reasonably, taking into account your instructions and the interests of property owners.

Getting your data. Before your account ends, you can export your Subscriber Data where the app allows, or ask us for a copy. For 30 days after your account ends, you can still request a copy by emailing info@installpass.com. After that, we may delete or de-identify your Subscriber Data. We may keep some information for longer where we need it to meet legal obligations, resolve disputes, enforce these Terms or keep a basic passport page available (limited unit information only, without customer contact details). Deleted information may remain in backups for a limited period until they are overwritten.

Surviving clauses. Clauses that by their nature should continue after the agreement ends will continue, including those on amounts owed, our licence to keep data as described above, intellectual property, disclaimers, limitation of liability, indemnity and disputes.

Section 43 of ECTA requires us to make the following information available to you:

• Full name: InstallPass, trading as InstallPass
• Legal status and place of registration: registered in the Republic of South Africa, registration number available on request
• VAT number: available on request
• Directors (office bearers): available on request from info@installpass.com
• Physical address, and address for service of legal documents: available on request
• Telephone number: available on request
• Email address: info@installpass.com
• Website address: https://installpass.com
• Self-regulatory bodies, codes of conduct and alternative dispute resolution: we are not a member of any self-regulatory body and do not subscribe to any industry code of conduct or alternative dispute resolution code
• Description of our goods and services: sections 6 and 9 of these Terms, our website and our Pricing page
• Full price, including taxes and delivery costs: shown on our Pricing page and at checkout, including the shipping fee for tag packs
• Payment methods: online payment through our third-party payment provider, using the methods offered at checkout
• Terms of the agreement, guarantees and minimum duration: these Terms. Subscriptions run month to month with no minimum duration
• Delivery times: access to InstallPass is provided when your account or subscription is activated. Dispatch and delivery of tag packs are covered in our Shipping and returns policy
• Record of your transaction: we email a receipt for every payment, and these Terms can be viewed, saved and printed at any time at https://installpass.com/terms
• Returns, exchanges and refunds: section 7 of these Terms and our Shipping and returns policy
• Security of payments and personal information: payments are processed by our payment provider, and we don't store full card details. Our Privacy policy explains how we protect personal information
• Cooling-off rights under section 44 of ECTA: see section 6 of these Terms and our Shipping and returns policy

These Terms are governed by the laws of the Republic of South Africa.

If you have a complaint or dispute, please contact us first at info@installpass.com with the details. We will both try in good faith to resolve it within 20 business days. If it is not resolved, we may agree to refer it to mediation or arbitration, or either of us may refer it to a competent court in South Africa.

To the extent permitted by law, you and we consent to the jurisdiction of the magistrates' court in terms of section 45 of the Magistrates' Courts Act 32 of 1944, even if the amount claimed would otherwise exceed that court's jurisdiction. Either of us may still approach the High Court where appropriate.

Nothing in this section stops you from approaching a court for urgent relief, or, where you are entitled to do so, from lodging a complaint with the National Consumer Commission, a provincial consumer protection authority or consumer court, or, for privacy matters, the Information Regulator.

We may update these Terms from time to time, for example to reflect changes to InstallPass or to the law. We will publish the updated Terms on this page with a new effective date.

If we make a material change, we will tell subscribers by email or in the app at least 30 days before it takes effect, unless a shorter period is needed to comply with the law or to address a security risk. We may ask you to accept the updated Terms the next time you sign in.

If you don't agree with a change, you can cancel your subscription before it takes effect. If you keep using InstallPass after the effective date, you accept the updated Terms. Changes won't apply to a dispute that arose before the change took effect.

• Entire agreement. These Terms, together with the policies referred to in them, are the whole agreement between you and us about InstallPass.
• Severability. If any part of these Terms is found to be invalid or unenforceable, the rest remains in force.
• No waiver. If we don't enforce a right immediately, we don't give up that right.
• Transfer. You may not transfer your rights or obligations under these Terms without our written consent. We may transfer ours to a successor or buyer of our business, provided that your rights are not reduced, and we will tell you if we do.
• Notices. We will send notices to the email address linked to your account. You can send notices to us at info@installpass.com, and legal notices must also be delivered to available on request.
• Relationship. Nothing in these Terms creates a partnership, joint venture or employment relationship between you and us.

If you have any questions about these Terms, please contact us:

• Email: info@installpass.com
• Phone: available on request
• Address: available on request
• Website: https://installpass.com