1. About these Terms

These Terms and Conditions govern the use of BayFlow, a workshop operations software platform provided by INSIGHTSPHERE TECHNOLOGIES (PTY) LTD, registration number 2026/298628/07 ("BayFlow", "we", "us" or "our").

A business or workshop using BayFlow is referred to as the "Workshop", "you" or "your". A person accepting these Terms on behalf of a Workshop confirms that they are authorised to bind that Workshop to these Terms.

2. About BayFlow

BayFlow is a cloud-based workshop operations platform designed to assist with:

• customer and vehicle records;
• Job Cards and workshop workflow;
• inspections and photographs;
• mechanic or staff assignment;
• quotations and approvals;
• parts and labour information;
• service and repair history;
• customer communications;
• invoicing and payment records where supported;
• reporting; and
• related workshop administration.

Available functions may depend on the Workshop's plan, subscription, Pilot, Trial or other commercial agreement. BayFlow is an operational and administrative tool. It does not replace the Workshop's professional mechanical judgement, quality-control procedures, safety obligations or legal responsibilities.

3. Workshop accounts

The Workshop must provide accurate account and business information and keep it reasonably up to date. The Workshop is responsible for deciding who may access its account, assigning appropriate permissions, protecting credentials, removing access when a user is no longer authorised, activities performed through authorised accounts, and promptly notifying BayFlow of suspected unauthorised access. Where individual accounts are provided, credentials should not be shared.

4. Plans and features

BayFlow may offer plans including Starter and Professional. Features, limits and services may differ between plans. The applicable plan, price and billing arrangement will be those displayed or otherwise agreed when the service is activated.

BayFlow may improve, replace or adjust features as the product develops and will take reasonable care not to remove material paid functionality without considering the effect on existing customers.

5. 30-day Trial

Where a standard BayFlow Trial is granted, its default duration is 30 calendar days and the recorded activation date determines the period. Eligibility rules may apply, Trials may be marked as consumed to prevent repeated automatic use, and expiry does not automatically create a paid subscription. Continued operational use after the Trial requires an appropriate paid or otherwise authorised commercial status.

6. Founding Pilots

BayFlow may provide selected Workshops with a Founding Pilot or other special programme. The current Founding Pilot duration is 60 calendar days where expressly granted. Founding Pilots are governed by the separate BayFlow Founding Pilot Agreement signed with that Workshop and do not automatically become paid subscriptions.

If the signed Founding Pilot Agreement conflicts with these Terms regarding duration, price, discount, conversion or another specifically agreed Pilot matter, the signed agreement governs that matter.

7. Fees and payment

Paid services are charged according to the Workshop's applicable plan or written commercial agreement. During BayFlow's initial commercial phase, invoices may be issued manually and paid by EFT. Approved automated or recurring methods may be introduced in future.

The Workshop must pay invoices by the stated due date. Applicable taxes will be shown where legally required. Existing paying customers will receive reasonable advance notice before a material applicable pricing change takes effect.

8. Past-due accounts and suspension

BayFlow may place an account into a past-due or suspended state where payment remains outstanding after reasonable notice, these Terms are materially breached, the service is used unlawfully, the account presents a material security risk, there is deliberate abuse or attempted compromise, or suspension is legally required.

Where reasonably possible, BayFlow will give notice and an opportunity to remedy the issue. Suspension does not automatically delete Workshop data. A temporary grace period may apply according to commercial status.

9. Cancellation

A Workshop may cancel its paid service according to its plan or commercial agreement. Where no different written arrangement applies, BayFlow may require up to 30 days' written notice for a month-to-month service, subject to rights under South African law. Lawfully due amounts remain payable. Cancellation does not automatically cause immediate deletion of Workshop data.

10. Workshop data

The Workshop retains ownership of its operational and business data stored in BayFlow, including customers, vehicles, Job Cards, inspections, photographs, uploaded documents, quotations, customer approvals, repair and service history, employee or mechanic operational information, invoices, payment records and other Workshop records.

Using BayFlow does not transfer ownership of this data to INSIGHTSPHERE TECHNOLOGIES (PTY) LTD. The Workshop authorises BayFlow to host, process, transmit, secure, back up and otherwise handle it only as reasonably necessary to provide, secure, support and improve the service or comply with applicable law.

11. Personal information and POPIA

The parties must process personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and applicable South African law. The Workshop is responsible for ensuring a lawful basis for customer, employee and other personal information it places into BayFlow.

Where BayFlow processes Workshop-controlled personal information on the Workshop's behalf, BayFlow will take appropriate technical and organisational measures to protect it. BayFlow's own processing is explained in the Privacy Policy.

12. Customer communications

BayFlow may assist with operational communications including approval requests, Job Card or repair updates, quotation or estimate notifications, ready-for-collection notices, portal links, invoices, documents and related service messages. The Workshop remains responsible for ensuring that information and instructions sent to customers are accurate, lawful and appropriate.

13. Customer portal and digital approvals

BayFlow may provide secure customer-facing links for inspections, Job Cards, quotations, approvals or related functions. The Workshop is responsible for sending links to the correct intended recipient.

An approval recorded through BayFlow provides an electronic operational record. The Workshop remains responsible for ensuring that work corresponds with customer instructions and complies with applicable consumer, repair and safety law.

14. Acceptable use

Users may not:

• use BayFlow for unlawful, fraudulent or abusive purposes;
• access or attempt to access another Workshop's data without authority;
• bypass authentication, permissions or tenant-isolation controls;
• introduce malicious software, probe or attack the platform;
• deliberately overload or disrupt the service;
• use another person's account without authority;
• upload unlawful or infringing material; or
• materially interfere with another customer's use.

BayFlow may investigate suspected misuse and take reasonable protective action.

15. Tenant isolation

BayFlow is a multi-tenant platform. Each Workshop is logically separated through tenant-aware security and access controls. A Workshop may access only information belonging to its authorised tenant unless another access method is expressly provided and authorised. Attempts to obtain another tenant's data are prohibited.

16. Intellectual property

BayFlow software, source code, architecture, user interface, designs, branding, documentation and related intellectual property remain the property of INSIGHTSPHERE TECHNOLOGIES (PTY) LTD or the relevant rights holder. A paying, Trial or Pilot Workshop receives only a limited right to use BayFlow for authorised business activities while access is valid. No software ownership is transferred.

17. Feedback

A Workshop may provide suggestions, ideas and feedback. BayFlow may use that feedback to improve the platform without owing additional compensation or ownership rights. Confidential Workshop information must not be publicly disclosed merely because it formed part of feedback.

18. Third-party services

BayFlow depends on third-party providers for cloud hosting, databases, file and media storage, transactional email, security, monitoring and related infrastructure. Independent interruptions may occasionally affect BayFlow. BayFlow will take reasonable care in selecting and using appropriate providers but cannot guarantee uninterrupted operation of independent services.

19. Service availability

BayFlow will take reasonable steps to provide a reliable and secure service, but no online system can guarantee continuous availability. Interruptions may result from maintenance, updates, infrastructure or network failures, security events, third-party outages or circumstances beyond reasonable control. Unless specifically agreed in writing, these Terms do not create a guaranteed service level agreement.

20. Security

BayFlow will maintain reasonable technical and organisational measures appropriate to the information and services it handles. The Workshop must maintain reasonable security over its devices, users, passwords, email accounts and authorised access. No internet-connected system can be guaranteed entirely free from security risk.

21. Backups and business continuity

BayFlow will take reasonable platform-level measures to protect and preserve stored data. The Workshop remains responsible for any separate records it is legally or operationally required to maintain independently.

22. Confidentiality

Each party must take reasonable steps to protect confidential technical, operational and commercial information received from the other. Confidential information may be used only for the BayFlow service or the parties' relationship unless disclosure is authorised or legally required.

23. Limitation of liability

BayFlow assists with administration and workshop operations. The Workshop remains responsible for mechanical diagnosis, repair decisions, workmanship, vehicle safety, customer quotations, legal and regulatory compliance, customer instructions and approvals, and actions of employees and contractors.

To the maximum extent permitted by applicable South African law, BayFlow will not be liable for indirect, special, incidental or consequential loss. Nothing excludes or limits a right or liability that may not lawfully be excluded or limited, and no provision requires a protected party to waive rights that cannot lawfully be waived.

24. Termination by BayFlow

BayFlow may terminate an account for serious or repeated breach, unlawful use, deliberate security interference, persistent non-payment after reasonable notice, or legal or regulatory requirements. Where reasonably possible, notice will be provided.

25. Data after termination

Termination, suspension or expiry does not transfer ownership of Workshop data to BayFlow. Information may be retained where reasonably necessary for legal compliance, account administration, security, dispute handling, backup cycles or legitimate record keeping.

Where technically available and legally appropriate, authorised Workshops may be given an opportunity to access or export relevant information before final deletion. Further detail appears in the Privacy Policy.

26. Electronic communications

The parties agree that agreements, notices, approvals and other BayFlow communications may be created and delivered electronically where permitted under South African law. Electronic records maintained by BayFlow may be used as evidence of platform activity, subject to applicable law.

27. Changes to these Terms

BayFlow may update these Terms where reasonably required because of changes in law, security, functionality, infrastructure, business operations or commercial arrangements. Material changes affecting an existing customer will be communicated with reasonable notice.

The current version and effective date will be displayed. Where appropriate, BayFlow may require an authorised Workshop representative to accept a new material version before continuing normal administrative use.

28. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. The parties should first attempt in good faith to resolve disputes directly. If unresolved, either party may use remedies available under South African law.

29. General

If any provision is invalid or unenforceable, the remaining provisions continue. Failure to enforce a right immediately does not waive it. Signed Pilot or other specific written agreements may supplement these Terms. Where such an agreement expressly conflicts on a specific subject, the signed agreement governs that subject.

30. Provider details