Terms of Use

1. These Terms and who they apply to

These Terms of Use govern access to OrgSpace by Pixels, including the mobile app, organisation portals and related web services. They apply to individual users and to organisations that create or use an OrgSpace workspace.

By creating an account, accepting an invitation or using OrgSpace, you agree to these Terms. If you use OrgSpace for an organisation, you must also follow that organisation's lawful policies and instructions. If you create or buy a workspace for an organisation, you confirm that you have authority to bind or act for that organisation.

2. Accounts and access

An OrgSpace account belongs to the authorised person named on it. Keep sign-in details secure, do not share an account, and tell the organisation or OrgSpace promptly if you think an account or device has been compromised.

The customer organisation controls membership, roles, approval assignments, group access and access to its own workspace. OrgSpace may rely on instructions given by an authorised administrator unless there is a clear reason not to.

3. Responsibilities of the customer organisation

The organisation is responsible for the lawful use of its workspace, including who it invites, which roles it assigns, what information it asks people to enter, which approval routes it configures and how long its legitimate records must be kept.

The organisation must have an appropriate legal basis for the staff, financial, vehicle, leave and other workplace information it places in OrgSpace. It must also keep its administrators, billing contacts and authorised approvers current.

4. Approvals, signatures and workplace records

When you submit, approve, reject, schedule, sign or otherwise act on a record in OrgSpace, you are representing that you are authorised to take that action and that the information you provide is accurate to the best of your knowledge.

Approved, paid, payment-scheduled or otherwise finalised records may be locked or preserved to protect the organisation's audit trail. OrgSpace provides workflow and recordkeeping tools; it does not replace an organisation's own financial, employment, legal, tax or governance responsibilities.

5. Organisation content and records

The organisation and its users remain responsible for the information, documents, photos, videos and other content they lawfully place in OrgSpace. They grant Pixels the limited right to host, copy, transmit, back up and otherwise process that content only as needed to provide, secure, support and maintain OrgSpace or to comply with law.

Organisation records remain associated with the organisation workspace even if one user's access ends. Deleting a personal account does not automatically delete legitimate organisation records, records involving other people, or records that must reasonably be retained for legal, financial, employment, security, audit or governance purposes.

6. Acceptable use

Use OrgSpace only for legitimate activities you are authorised to perform. You may not attempt unauthorised access, falsify records, impersonate another person, upload malicious or unlawful material, interfere with security controls, scrape or overload the service, or use OrgSpace to infringe another person's rights. The Acceptable Use Policy forms part of these Terms.

7. Subscriptions, billing and refunds

OrgSpace is offered primarily as a business-to-business service. Paid organisation subscriptions are arranged outside the mobile app and may be processed by Paystack or another disclosed payment provider. Current pricing, renewal, cancellation, failed-payment and refund rules are set out in the Subscription & Billing Terms and form part of these Terms.

A person who starts, changes or cancels a paid plan confirms that they are authorised to do so for the organisation. Nothing in these Terms removes any non-waivable right that applies under the Consumer Protection Act or other applicable law.

8. Third-party services

OrgSpace relies on third-party infrastructure and services, including cloud hosting, authentication, mobile notification and payment services. Those providers may have their own terms and privacy notices. OrgSpace is responsible for choosing and managing its providers in accordance with its own obligations, but it cannot control an outage or failure inside an independent provider.

9. Availability and changes to the service

We aim to keep OrgSpace reliable and useful, but uninterrupted availability is not guaranteed. Internet connectivity, device limitations, maintenance, security work, third-party services and events outside reasonable control can affect access.

OrgSpace may improve, replace or retire features where reasonably necessary. Material changes that significantly reduce a paid service will be handled in a reasonable way, taking the customer's current paid period into account. Users should not rely on push notifications as the only record of an approval, deadline or other important event.

10. Suspension, termination and access to records

Access may be restricted or suspended where an organisation administrator requests it, where an account presents a security risk, where payment remains unresolved after the applicable grace period, where these Terms are materially breached, or where continued access would be unlawful.

Ending a user's access does not erase the organisation's legitimate records. Ending a paid subscription is handled under the Subscription & Billing Terms. Where the organisation is entitled to export records, it should do so before closing its workspace or before any agreed retention period ends.

11. Intellectual property

The OrgSpace software, source code, service design, logos and branding are protected by applicable intellectual-property law and remain the property of their respective owners. These Terms give users only the limited right to use the service for authorised purposes; they do not transfer ownership of OrgSpace software or branding.

12. Privacy and confidentiality

Personal information is handled under the OrgSpace Privacy Policy and, for organisation workplace information, the applicable Data Processing Terms. Users must treat information they can access through OrgSpace as confidential where their organisation or the nature of the information requires it.

13. What OrgSpace does not decide for you

OrgSpace is a workplace software tool. It does not provide legal, accounting, tax, employment, medical or financial advice, and it does not make an organisation's management decisions. The organisation remains responsible for checking important records and for decisions made using them.

14. Liability

Each party remains responsible for loss caused by its own unlawful conduct, negligence or breach of these Terms. To the maximum extent permitted by law, Pixels is not responsible for indirect or consequential loss arising only from user-entered information, an organisation's own decisions, internet or device failure, or an independent third-party service outside Pixels' reasonable control.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, or any non-waivable consumer right that applies to a particular transaction.

15. Electronic communications and notices

You agree that account, security, billing and service notices may be sent electronically to the email address linked to the account or organisation. Keep those contact details current. Electronic records, approvals and notices may be used as evidence to the extent permitted by applicable law.

16. Changes to these Terms

These Terms may be updated when the service, law or commercial arrangements change. The current version and effective date will remain available on the public Terms page. Material changes will be communicated through an appropriate service channel and will not rewrite rights or charges that already accrued before the change.

17. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa, subject to any mandatory rights that apply in another jurisdiction. If a dispute arises, the parties should first try to resolve it through the OrgSpace support channel before using any other remedy available under contract or law.

18. Supplier and contact information

OrgSpace is operated under the Pixels trading name. The applicable legal supplier, registration details and service address for a customer are identified in the customer's order, subscription record or other contracting document. The OrgSpace website is orgspace.co.za and the general contact address is hello@orgspace.co.za.

Questions about these Terms can be submitted through orgspace.co.za/support. If the Electronic Communications and Transactions Act, Consumer Protection Act or another mandatory law gives a user additional rights in a particular transaction, those rights continue to apply.