Terms of Use
Effective Date: 1 January 2025 · Last Updated: 26 March 2026
1. Agreement to Terms
These Terms of Use ("Terms") constitute a legally binding agreement between you ("you", "your", or the "User") and Orinex OS (Pty) Ltd ("Orinex OS", "we", "us", or "our"), governing your access to and use of the Orinex OS platform ("Platform", "Service"), including all associated websites, APIs, and services.
By registering for an account, accessing, or using Orinex OS, you agree to be bound by these Terms. If you do not agree, you may not use the Platform. If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.
2. Description of Service
Orinex OS is a cloud-based, multi-tenant financial operations platform designed for South African businesses. The Platform provides:
- Invoicing: Create, customise, and send professional invoices with branded templates, automatic payment references, and configurable payment terms
- Recurring Invoices: Configure billing schedules (weekly, monthly, quarterly, or custom) that automatically generate and send invoices to debtors on the defined cadence
- Debtor Management: Maintain customer records, contact details, risk assessments, communication preferences, and credit balances
- Automated Collections: Multi-stage email reminder workflows with configurable escalation cadences, from friendly reminders to final demand notices
- Pay Now & Online Payments: When a supported payment gateway (currently Payfast) is configured, a Pay Now button is automatically embedded in invoice emails and PDF attachments, enabling debtors to pay online. Payments are confirmed via an Instant Transaction Notification (ITN) webhook and automatically reconciled to the correct invoice
- Bank Reconciliation: Upload bank statements and use AI-powered matching to reconcile transactions against open invoices, with a dedicated workspace and rules engine
- Expense Management: Capture expenses by uploading receipts, with AI-powered extraction of vendor, amount, and category data
- Cashbook: Real-time tracking of all financial inflows and outflows linked to invoices, payments, and expenses
- Procurement: Manage suppliers, create quotations, purchase orders, and supplier invoices
- VAT Management: VAT dashboard, reporting, input VAT review, and configurable VAT settings
- Credit Control: Automated credit hold enforcement based on configurable thresholds, with override controls and audit logging
- Reports & Analytics: Aging analysis, collection rates, income and expense reports, debtor risk scores, and dashboard insights
- Invoice Studio: Customise invoice templates with your branding, colours, fonts, and layout
- Custom Email: Connect your own SMTP server for branded transactional emails
- Practitioner Portal: Multi-business management for accountants, bookkeepers, and financial practitioners
2a. Payment Gateway and Online Collections
Tenants who configure a supported payment gateway (currently Payfast) may enable online payment collection. By enabling this feature, you agree to the following:
- You are solely responsible for maintaining a valid merchant account with the gateway provider and complying with their terms of service
- Orinex OS generates payment URLs and embeds Pay Now buttons in emails and PDFs on your behalf but does not process, hold, or have access to payment funds
- All payment transactions are processed entirely by the gateway provider. Orinex OS (Pty) Ltd is not a payment service provider and assumes no liability for payment processing failures, fraud, chargebacks, or disputes
- Transaction data (amounts, references, and debtor email addresses) is transmitted to the gateway as required to initiate a payment. See our Privacy Policy for full details
- Payment gateway credentials (merchant key, passphrase) are encrypted at rest and are never stored in plaintext or transmitted to any third party other than the gateway itself
- You are responsible for testing your gateway integration in sandbox mode before enabling live payments
3. Account Registration and Security
To use Orinex OS, you must:
- Provide accurate and complete registration information
- Be at least 18 years of age
- Maintain the security of your account credentials
- Notify us immediately of any unauthorised access to your account
You are responsible for all activities that occur under your account. We reserve the right to suspend or terminate accounts that we reasonably believe are being used in violation of these Terms.
Each registration creates a tenant — an isolated business environment within the Platform. You are the tenant owner and are responsible for managing users and data within your tenant.
4. Pricing, Plans, and Billing
Orinex OS offers tiered pricing plans with varying feature sets, user limits, and debtor capacities. Details of current plans and pricing are available on our pricing page.
- Free Plans: Subject to feature and capacity limitations as described in the plan
- Paid Plans: Billed monthly or annually as selected at subscription. Prices are in South African Rand (ZAR) and include VAT where applicable
- Trial Periods: Some plans include a free trial period. At the end of the trial, your plan will revert to the free tier unless you subscribe
- Upgrades and Downgrades: You may change your plan at any time. Downgrades take effect at the end of the current billing cycle
- Practitioner Plans: Separate pricing tiers apply for practitioner accounts managing multiple businesses
We reserve the right to change pricing with 30 days' written notice to existing subscribers. Continued use of the Platform after a price change constitutes acceptance of the new pricing.
5. Acceptable Use
You agree not to use Orinex OS to:
- Violate any applicable law or regulation, including South African financial regulations, POPIA, or the Consumer Protection Act
- Send spam, unsolicited communications, or abusive content through the email features
- Upload malicious files, viruses, or harmful code
- Attempt to access another tenant's data or circumvent security controls
- Reverse engineer, decompile, or disassemble any part of the Platform
- Use the Platform for money laundering, fraud, or any illegal financial activity
- Resell or sublicense access to the Platform without our written consent
- Overload the Platform with automated requests or scraping activities
- Misrepresent your identity or affiliation with any person or entity
6. Data Ownership and Intellectual Property
6.1 Your Data
You retain full ownership of all data you upload, create, or store on Orinex OS ("Your Data"). This includes debtor records, invoices, payments, expenses, bank statements, and all financial information. We do not claim ownership of Your Data.
You grant us a limited licence to process, store, and display Your Data solely for the purpose of providing the Platform services to you.
6.2 Our Property
The Platform, its design, code, trademarks, logos, and all underlying technology are the intellectual property of Orinex OS (Pty) Ltd. You may not copy, modify, distribute, or create derivative works from any part of the Platform without our prior written consent.
7. AI-Powered Features
Orinex OS utilises artificial intelligence (powered by OpenAI) for the following features:
- Bank statement transaction extraction
- AI-powered invoice matching and reconciliation suggestions
- Receipt and supplier invoice data extraction from images
- Automatic expense categorisation
By using AI features, you consent to the transmission of relevant transaction data to OpenAI's API for processing. See our Privacy Policy for details on how this data is handled.
8. Automated Communications
Orinex OS sends automated emails on your behalf, including payment reminders, collection notices, invoices, recurring invoice notifications, Pay Now payment links, and system notifications. You are responsible for:
- Ensuring that you have appropriate consent or legal basis to contact the recipients of these emails
- Configuring reminder cadences and email content that comply with applicable laws
- The accuracy of debtor contact information stored in the Platform
- Compliance with South Africa's Electronic Communications and Transactions Act (ECTA)
- Ensuring that Pay Now links sent to debtors direct them to your correctly configured and active gateway account
We provide the tools; you are responsible for how they are used in relation to your debtors and contacts.
9. Practitioner Access
The Platform supports practitioner accounts (accountants, bookkeepers, and financial practitioners) that manage multiple businesses. If you grant practitioner access to your business:
- The practitioner will be able to view and manage your financial data according to their assigned role (Owner, Manager, Viewer)
- You may revoke practitioner access at any time by contacting support
- We are not responsible for actions taken by practitioners on your data
Practitioners are bound by these same Terms and are additionally responsible for maintaining the confidentiality of client data in accordance with their professional obligations.
10. Service Availability
We strive to maintain high availability of the Platform, but we do not guarantee uninterrupted access. The Platform may be temporarily unavailable due to:
- Scheduled maintenance (we aim to provide advance notice)
- Emergency security patches
- Force majeure events (natural disasters, power outages, internet disruptions)
- Third-party service provider outages (cloud hosting, AI services, email providers)
11. Limitation of Liability
Our total liability for any claim arising from these Terms or your use of the Platform shall not exceed the total fees paid by you to Orinex OS in the 12 months preceding the claim.
Orinex OS is a tool to assist with financial operations. It is not a substitute for professional accounting, tax, or legal advice. You are responsible for the accuracy of your financial records and compliance with all applicable laws.
12. Indemnification
You agree to indemnify and hold harmless Orinex OS (Pty) Ltd, its directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:
- Your use of the Platform in violation of these Terms
- The data you upload or create on the Platform
- Automated communications sent through the Platform on your behalf
- Your violation of any applicable law or third-party rights
13. Termination
You may close your account at any time by contacting us at support@orinexos.co.za.
We may suspend or terminate your access to the Platform if:
- You breach these Terms
- Your account is used for fraudulent or illegal activity
- You fail to pay applicable subscription fees after reasonable notice
- We discontinue the Platform (with reasonable notice to all users)
Upon termination, your data will be retained in accordance with our Privacy Policy data retention schedule. You may request an export of Your Data before account closure.
14. Disclaimers
THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
Without limiting the foregoing, we do not warrant that:
- The Platform will meet all of your requirements
- The Platform will be error-free, secure, or uninterrupted
- AI-generated outputs will be accurate or complete
- Defects will be corrected within any particular timeframe
15. Governing Law and Dispute Resolution
These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the South African courts.
Before initiating legal proceedings, you agree to attempt to resolve any dispute informally by contacting us at support@orinexos.co.za. We will endeavour to resolve the matter within 30 business days.
16. Severability
If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.
17. Entire Agreement
These Terms, together with the Privacy Policy, constitute the entire agreement between you and Orinex OS regarding the use of the Platform and supersede any prior agreements or understandings, whether written or oral.
18. Contact Us
Republic of South Africa