Terms & Conditions

1. Introduction & Software Licensing

These Terms and Conditions govern your access to and use of the Vortex Billing platform. By subscribing to our services, Link X-axis Digital grants you a non-exclusive, non-transferable, revocable license to use the software for your internal business billing operations.

2. Subscription Tiers & Payment Terms

• Billing Cycle: Vortex Billing is a subscription service billed monthly in advance.
• Setup Fees: Packages requiring a "Done-For-You" white-glove setup (e.g., "The Surge") incur a once-off, non-refundable onboarding fee payable before the commencement of account configuration.
• Payment Failures: Should your monthly subscription payment fail, your access to the platform (and the automated sending of your clients' invoices) will be suspended after a 7-day grace period until the account is settled in full.

3. Acceptable Use & Account Responsibilities

You agree to use Vortex Billing strictly for lawful invoicing and business management. You are strictly prohibited from:

• Using the platform to bill for illegal goods, services, or fraudulent activities.
• Attempting to reverse-engineer, decompile, or hack the platform's architecture.
• Uploading malicious code or exploiting the "Magic Link" infrastructure.

Link X-axis Digital reserves the right to immediately terminate accounts found violating these acceptable use parameters without prior notice or refund.

4. Third-Party Payment Gateways

Vortex Billing integrates with third-party payment gateways (e.g., PayFast, Yoco, Peache Payments , SnapScan). Link X-axis Digital is solely a conduit for these integrations. We do not process, hold, or directly manage your funds. You are solely responsible for maintaining compliance with the terms of your chosen payment gateway, and we are not liable for any held funds, gateway fees, or transaction disputes between you and your clients.

5. Data Privacy, POPIA & Security

As a billing platform, we process sensitive financial data on your behalf.

5.1 Data Processing

By using Vortex Billing, you grant us permission to store and process your client data, invoice history, and business metrics strictly in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). You remain the sole owner of your client data.

5.2 Data Export & Deletion

Upon termination of your account, you have 30 days to export your invoicing history. Following this period, Link X-axis Digital will securely permanently delete your data from our active servers to maintain POPIA compliance.

6. Disclaimer of Tax & Financial Liability

Vortex Billing is an invoicing automation tool, not a certified accounting or tax advisory service. You remain entirely responsible for:

• Applying the correct VAT or relevant tax rates to your invoices.
• Ensuring your invoices meet local legal requirements for tax compliance.
• The collection of unpaid debts. Vortex Billing automates the delivery of invoices but makes no guarantees regarding the payment behavior of your clients.

Link X-axis Digital shall not be held liable for any tax penalties, revenue loss, or legal disputes arising from your use of the generated documents.

7. Service Availability & Uptime

We strive to maintain a 99.9% uptime for the Vortex Billing platform. However, the software is provided "as is". Link X-axis Digital shall not be liable for any temporary disruption of service, delayed cron-job executions, or missed invoice deliveries resulting from necessary server maintenance, third-party API outages (like WhatsApp), or acts of God.

8. Termination & Cancellation

You may cancel your month-to-month subscription at any time via your account dashboard. Cancellation will take effect at the end of your current billing cycle. No pro-rated refunds are provided for partial months.

9. Governing Law

These Terms and Conditions are governed by the laws of South Africa. Any disputes arising from these terms will be resolved by arbitration in accordance with the Arbitration Act No. 42 of 1965.