Bowls Admin

Version: 1.3
Effective Date: 24 July 2026
Last Updated: 24 July 2026

1. Definitions and Acceptance

These Subscription Terms and Conditions, including the Refund Policy and Cancellation Policy below (collectively, the "Terms"), form a binding agreement between Bowls Admin ("we", "us", "our") and the subscribing club or organization ("Customer", "you", "your").

By selecting a subscription plan, using the paid features, or paying any invoice, you confirm that:

  • you have authority to bind the Customer;
  • you accept these Terms; and
  • you will ensure your authorized users comply with these Terms.

2. Service Scope and Account Responsibilities

We provide a software platform for club operations, including configurable subscription-based access to modules and features.

You are responsible for:

  • maintaining accurate account, billing, and contact details;
  • ensuring only authorized users access your account;
  • safeguarding login credentials and authentication methods;
  • complying with applicable law when using the platform and processing personal information.

3. Subscription Plans, Pricing, and Trial

3.1 Plans and Billing Cycles

  • Subscription plans, features, and pricing are presented in the Billing interface.
  • Plans may be offered on monthly or annual billing cycles.
  • Prices may be displayed in supported currencies, subject to Section 6 (Multi-currency and FX).

3.2 Trial

  • New clubs generally activate a free trial of a configured trial plan before selecting a subscription from Billing.
  • A trial, where offered, is currently configured as a 7-day period.
  • Trial requests may be subject to approval.
  • We may modify, revoke, or discontinue trial availability at any time.
  • When a trial ends without a paid plan selection, the club may continue on a Free (minimum) plan with limited modules and limits, as configured in Billing.

3.3 Plans, Modules, and Limits

  • Subscription plans, features, and pricing are presented in the Billing interface.
  • Plans may include module entitlements (for example Members, Tabs, Users) and feature entitlements (for example club branding or custom user roles).
  • Plans may set a maximum number of club users. Exceeding a seat limit after a plan change does not delete users, but new users may be blocked until seats are freed or the plan is upgraded.
  • A public free-tier plan may be available for downgrade after a trial has started.

3.4 Plan Changes

  • Upgrades may result in immediate invoicing (including pro-rata charges where applicable).
  • Downgrades and currency changes are generally scheduled for the next billing cycle unless we explicitly apply them immediately.
  • Changes are effective according to the timing shown in the Billing interface and/or confirmation notices.
  • Cancellation of a paid subscription may move the club to the Free (minimum) plan when the cancellation becomes effective.

4. Billing, Invoices, and Payment Authorization

4.1 Invoice Issuance

  • Invoices are generated for recurring billing and ad hoc charges.
  • Unless otherwise stated on the invoice, invoice due dates are generally set to 7 days from invoice date.
  • You must pay all undisputed amounts by the due date.

4.2 Payment Methods

We may support card, EFT, and debit order methods, depending on account and regional/currency eligibility.

  • Card: processed through Payfast hosted flows, with tokenized credentials for subsequent charges.
  • EFT / Debit Order: available only in eligible scenarios and subject to mandate/terms acceptance where required.

4.3 Authorization

By providing or approving a payment method, you authorize us and our payment processors to:

  • verify payment details;
  • process charges for invoices, including recurring and ad hoc charges; and
  • apply payments to outstanding invoice balances.

4.4 Failed or Unpaid Payments

  • If payment fails or remains unpaid, the invoice may be marked unpaid or failed.
  • When an automatic card collection fails, we may retry the saved card a limited number of times before the invoice due date (typically on the day after the first attempt, three days after the invoice date, and on the due date when that date is later).
  • After the due date, we may make further automatic retries (typically on invoice date + 14 days and invoice date + 21 days) on the same open invoice.
  • We may notify you of the initial automatic payment failure; subsequent automatic retries may occur without additional failure notices.
  • We may also send billing notifications and payment reminders to designated notice recipients for your club.
  • You remain responsible for paying undisputed amounts by the due date. Unpaid amounts may still trigger reminders and access changes as described elsewhere in these terms.
  • While an invoice is overdue, paid plan features may be paused while Free (minimum) plan features remain available.
  • If an invoice remains unpaid through approximately 30 days after the invoice date, we may move the club to the Free (minimum) plan. Outstanding invoice balances remain payable.
  • We reserve the right to restrict, suspend, or terminate service for non-payment, subject to law and any applicable cure periods we choose to provide.

5. Payfast and Third-Party Processing

Card processing is performed via Payfast. We do not store raw card PAN/CVV in our application database. We store payment-related references/tokens required for billing operations.

You acknowledge that:

  • Payfast and other service providers process data under their own terms and policies;
  • payment status notifications (including provider callback notifications) are used by us to reconcile and update invoice/payment statuses;
  • we are not liable for outages or failures caused by third-party providers, except as required by law.

6. Multi-currency and FX Disclosure

Where plans are displayed in non-ZAR currencies, card settlement may still be processed in ZAR via payment provider flows.

You acknowledge and accept that:

  • final debited amounts may vary due to exchange-rate movement, bank conversion rates, and bank fees;
  • your bank or card issuer may apply additional currency conversion charges;
  • we may store source-currency amount, charged ZAR amount, and related FX metadata for reconciliation and support.

Disclosure used in checkout and billing flows:
"Charged in ZAR; your bank may apply its own conversion rate/fees."

7. Refund Policy

7.1 General Rule

Except where required by applicable law, all subscription fees, invoice payments, and charges are non-refundable.

7.2 No Refund Circumstances

To the maximum extent permitted by law, refunds are not granted for:

  • partial billing periods after activation or renewal;
  • downgrades, non-use, or reduced usage;
  • delayed cancellation where service remained available during the paid term;
  • bank or FX-related differences beyond our direct control.

7.3 Legal Exceptions

Where South African law requires a refund, we will process the legally required amount and timing after validating the claim and applicable entitlement.

7.4 Refund Process

Refund requests must be submitted in writing to [email protected] with:

  • Customer name and account details;
  • invoice number(s);
  • reason for request; and
  • supporting documentation.

8. Cancellation and Renewal Policy

8.1 Customer Cancellation

  • You may request cancellation through supported billing channels.
  • Cancellation generally takes effect at the end of the current paid billing period (or scheduled effective date shown in Billing).
  • Access typically continues until the cancellation effective date.

8.2 No Pro-rata Refund on Cancellation

Except where required by law, cancellation does not entitle you to pro-rata or partial refunds for the unused portion of the current term.

8.3 Renewal and Recurring Billing

  • Subscriptions renew according to the selected billing cycle unless canceled.
  • We may issue recurring invoices and attempt collection using your active authorized payment method(s).

9. Service Availability, Suspension, and Termination

We may, acting reasonably, suspend or terminate access where:

  • fees remain overdue;
  • there is suspected fraud, abuse, or unlawful activity;
  • platform security or integrity is at risk; or
  • required by law or regulator direction.

Where practical, we may provide notice before suspension, but may act immediately for urgent security, fraud, or legal reasons.

10. Intellectual Property and Acceptable Use

All rights, title, and interest in the platform, software, and related materials remain ours and/or our licensors'.

You may not:

  • reverse engineer, decompile, or attempt unauthorized access;
  • use the service for unlawful or infringing purposes; or
  • interfere with platform operation, availability, or security.

11. Warranties and Limitation of Liability

To the maximum extent permitted by law:

  • the service is provided on an "as is" and "as available" basis;
  • we disclaim implied warranties of merchantability, fitness for purpose, and non-infringement;
  • we are not liable for indirect, incidental, special, consequential, or punitive losses, including loss of profits, revenue, goodwill, or data.

Our aggregate liability for claims arising out of or related to the service is limited to the amounts paid by you for the service in the 3 months preceding the event giving rise to the claim, unless a higher minimum is required by law.

Nothing in these Terms excludes or limits liability that cannot be excluded under applicable law.

12. Privacy Policy

How we collect, use, disclose, and protect personal information in connection with the Bowls Admin application (including member and account data, POPIA rights, and processor disclosures) is described in the Privacy Policy section of our Terms of Service.

Billing-related payment data handling for club subscriptions (including Payfast card tokenization and debit-order mandate details) is also described in that Privacy Policy and in Sections 4–5 of these Terms.

13. Changes to Terms

We may update these Terms from time to time. Updated versions become effective on publication or the stated effective date. Continued use of the service after the effective date constitutes acceptance of the updated Terms.

14. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Republic of South Africa.

The parties submit to the jurisdiction of South African courts, unless an alternative forum is required by non-excludable law or agreed in writing.

15. Contact Details

  • Legal Entity: Bowls Admin
  • Registration Number: N/A
  • Registered Address: 137 Sherbourne Place, 1 Quartz Street, Jukskei Park, Randburg 2188, Republic of South Africa
  • Billing Contact: [email protected]
  • General Contact: [email protected]