Terms of Service

4.1 Plans

ERPGear is offered on a subscription basis, typically monthly or annually. Plans differ by user count, modules included, storage, support tier, and optional add-ons. Current pricing is published on our website and may change with reasonable notice.

4.2 Implementation and professional services

Onboarding, data migration, customization, and training services may be offered separately as professional services, either as fixed-fee engagements or time-and-materials. Such services are governed by separate statements of work ("SOW") referencing these Terms.

4.3 Payment

Payments are processed through authorized payment processors. By subscribing, you authorize us (and our payment processors) to charge the payment method you provide for all fees due.

4.4 Auto-renewal

Subscriptions automatically renew at the end of each billing period unless you cancel before the renewal date. Annual plans renew for an additional year unless cancelled at least 30 days before renewal. You may manage auto-renewal from your account settings.

4.5 Taxes

Prices exclude applicable taxes (VAT, withholding tax, etc.). You are responsible for all taxes, duties, and levies imposed by authorities in your jurisdiction, except taxes on OnePrefix's net income.

4.6 Refunds

Subscription fees are generally non-refundable. Where Egyptian consumer protection law or applicable GCC law requires a refund, we will comply. Pro-rated refunds may be offered at OnePrefix's discretion in specific cases (e.g., extended service outages attributable to us, or if you cancel within 14 days of first-time subscription).

Professional services fees (onboarding, implementation, customization) are non-refundable once work has commenced, unless specified otherwise in the SOW.

4.7 Late payment

If payment fails, we may suspend the Service until payment is received. Repeated payment failures may result in account termination and retention of your data under the terms of Section 12.3.

5.1 Your ownership

You retain all ownership rights to the content, data, documents, records, transactions, and other information you upload, submit, or generate through the Service ("Customer Data"), including all financial records, invoices, inventory data, HR records, and business documents.

5.2 Our license to operate the Service

You grant OnePrefix a limited, worldwide, non-exclusive license to access, use, copy, transmit, store, back up, and process Customer Data solely as necessary to provide the Service, comply with your instructions, and meet legal obligations.

5.3 Your responsibility for Customer Data

You represent and warrant that:

• You own or have the right to use and share Customer Data through the Service
• Customer Data does not infringe the rights of third parties
• You have obtained all rights, consents, and authorizations necessary from employees, customers, suppliers, and other data subjects to lawfully collect, store, and process their personal data through the Service
• Customer Data complies with applicable law, including tax, accounting, employment, and data protection law

5.4 Data accuracy

You are solely responsible for the accuracy of Customer Data, including all financial records, tax calculations, invoices submitted to ZATCA or other authorities, and regulatory filings. OnePrefix does not audit, verify, or validate the accuracy of Customer Data.

6.1 Our role

The Service may generate, format, and transmit electronic invoices to Saudi Arabia's ZATCA Fatoora platform under Phase 2 (Integration Phase) of the Saudi e-invoicing regulations, and may support similar e-invoicing or tax reporting systems in other jurisdictions (e.g., Egyptian Tax Authority e-invoice).

OnePrefix acts as a technical tool facilitating your compliance. We are not a certified ZATCA solution provider, a tax advisor, or a regulatory agent on your behalf, unless expressly stated in writing in a separate agreement.

6.2 Your responsibility

You are solely responsible for:

• The accuracy of all invoice data
• Timely submission of invoices within regulatory deadlines
• Maintaining necessary ZATCA (or equivalent) credentials, certificates, and cryptographic keys
• Responding to any regulatory inquiries, audits, or penalties
• Compliance with all tax laws and regulations

6.3 No warranty of regulatory compliance

While we endeavor to keep the Service aligned with published ZATCA specifications, we do not warrant that the Service will remain continuously compliant if regulatory standards change, and we are not liable for fines, penalties, or enforcement actions resulting from regulatory non-compliance or changes in regulation.

7.1 License

Subject to these Terms, OnePrefix grants you a limited, non-exclusive, non-transferable, revocable license to install and use the ERPGear Mobile application on devices owned or controlled by you or your authorized users, solely for use with your ERPGear subscription.

7.2 Device permissions

The mobile application may request permissions including:

• Location (GPS): for van-sales route tracking, check-in/check-out logging, and location-based features
• Camera: for barcode scanning, document capture, and delivery proof
• Bluetooth: for thermal receipt printer connectivity (Sunmi and similar devices)
• Storage: for offline data caching and receipt storage
• Notifications: for push alerts on orders, approvals, and sync events
• Phone/SMS: for OTP verification (where applicable)

You and your authorized users consent to the Service's use of these permissions when granted. You may revoke permissions at any time through device settings, but doing so may limit functionality.

7.3 Offline mode and data sync

The mobile application may operate in offline mode and sync data when connectivity is restored. You are responsible for ensuring that data is properly synced before device changes, factory resets, or uninstallation. OnePrefix is not liable for loss of unsynced offline data.

7.4 App store terms

Downloads and installations through Apple App Store, Google Play, or other stores are subject to those stores' terms, which apply in addition to these Terms.

7.5 Updates

We may release updates to the mobile application. You agree to install updates reasonably promptly. Outdated versions may stop functioning or may not receive security patches.

8.1 OnePrefix's IP

The Service, including our proprietary customizations, configurations, branding, documentation, and trademarks, is owned by OnePrefix or its licensors and protected by Egyptian and international intellectual property laws. You receive a limited, non-exclusive, non-transferable license to use the Service for your business purposes during your subscription.

8.2 ERPNext open-source license

The underlying ERPNext platform is distributed under GNU GPL v3. Your use of the Service does not grant you rights to the ERPNext source code beyond what is granted by its open-source license. Open-source components and their respective licenses are disclosed within the Service.

8.3 Restrictions

You agree not to:

• Copy, modify, reverse-engineer, or create derivative works of OnePrefix's proprietary code or customizations
• Sublicense, resell, or make the Service available to any third party except your authorized users
• Remove proprietary notices
• Use the Service to build a competing product
• Attempt to extract the Service's source code other than permitted ERPNext open-source components

8.4 Feedback

If you provide feedback, ideas, or suggestions about the Service, you grant OnePrefix a perpetual, irrevocable, royalty-free license to use them without obligation.

11.1 Availability

We aim to provide reliable service but do not guarantee uninterrupted availability. Planned maintenance will be communicated in advance where possible. Unplanned outages may occur due to factors including third-party infrastructure, network failures, ZATCA platform downtime, or force majeure events.

11.2 Support tiers

Support channels and response times depend on your subscription plan, as described on our website. Standard plans include email/ticket support; higher tiers may include phone support, dedicated account managers, or priority response.

11.3 Service Level Agreement (SLA)

The standard Service is provided on a best-effort basis. Enterprise tenants may negotiate a formal SLA with specific uptime guarantees, response times, and credit remedies, documented in a separate agreement. Contact info@erpgear.com for SLA inquiries.

11.4 Backups

We maintain regular backups of Customer Data. Despite our efforts, you are encouraged to maintain your own backups, particularly of mission-critical data, and to periodically export your data using the Service's export features.

12.1 Termination by you

You may cancel your subscription at any time from your account settings or by contacting support. Cancellation takes effect at the end of the current billing period. Annual plans cancelled mid-term remain active until the end of the paid term, with no refund of remaining fees unless otherwise required by law.

12.2 Termination by OnePrefix

We may suspend or terminate your account immediately if:

• You breach these Terms or any SOW
• You fail to pay fees when due
• Your use violates applicable law
• We are required to do so by law or regulation
• Continued operation of your account poses a security risk

12.3 Effect of termination

Upon termination:

• Your access to the Service ends
• You may export your data within 60 days of termination using the export tools or by written request to info@erpgear.com. After 60 days, we may delete Customer Data, subject to legal retention obligations described in our Privacy Policy.
• Fees already paid are not refunded except as required by law
• Sections of these Terms that by their nature should survive (intellectual property, disclaimers, limitations of liability, indemnification, governing law, data retention obligations) continue to apply

12.4 Data retention for tax and regulatory purposes

Certain Customer Data (including invoices, financial records, and audit trails) may be subject to statutory retention periods under tax and accounting law in your jurisdiction. You are responsible for exporting and retaining such data independently. OnePrefix may retain records as required by law.

18.1 Governing law

These Terms are governed by and construed in accordance with the laws of the Arab Republic of Egypt, without regard to conflict-of-laws principles.

18.2 Amicable resolution

Before formal proceedings, the parties agree to attempt to resolve disputes in good faith through direct negotiation for at least thirty (30) days after written notice.

18.3 Arbitration (for enterprise and GCC tenants)

For disputes involving tenants registered in GCC countries (Saudi Arabia, UAE, Bahrain, Kuwait, Oman, Qatar), or for disputes exceeding USD 50,000 in value, unresolved after the amicable resolution period, the parties agree to submit to binding arbitration under the rules of the Cairo Regional Centre for International Commercial Arbitration (CRCICA), seated in Cairo, conducted in English and Arabic, with an arbitration panel of one or three arbitrators as determined by CRCICA rules. The arbitral award shall be final and binding.

18.4 Court jurisdiction (for Egyptian tenants and smaller disputes)

For disputes not covered by arbitration above, the parties agree to submit to the exclusive jurisdiction of the competent courts of Cairo, Egypt.

18.5 Enforcement

Nothing in this section prevents either party from seeking injunctive or equitable relief in any court of competent jurisdiction to protect intellectual property rights or prevent irreparable harm pending arbitration.

19.1 Entire agreement

These Terms, together with our Privacy Policy, any SOW, DPA, SLA, or other signed agreements, constitute the entire agreement between you and OnePrefix regarding the Service.

19.2 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign these Terms to an affiliate or in connection with a merger, acquisition, or sale of assets.

19.3 Severability

If any provision of these Terms is held unenforceable, the remaining provisions will remain in full effect.

19.4 No waiver

Our failure to enforce any right or provision shall not be a waiver of that right or provision.

19.5 Notices

Notices to OnePrefix must be sent to info@erpgear.com. Notices to you may be sent to the email address on your account or through in-product notifications.

19.6 Language

These Terms are provided in both English and Arabic. In case of inconsistency between versions, the Arabic version shall prevail for consumers in Egypt where required by Egyptian law, and for tenants in GCC jurisdictions where the local language is Arabic; the English version shall prevail for all other users and enterprise agreements signed in English.