Terms & Conditions

These Terms & Conditions ("Terms", "Agreement") govern access to and use of the software platform, services, APIs, websites, applications, modules, and related systems operated by SystoMax ("SystoMax", "Company", "we", "our", or "us").

By accessing, registering for, subscribing to, or using the Platform, you ("Client", "Tenant", "Society", "Organization", "Subscriber", "User", or "Customer") agree to be legally bound by these Terms & Conditions. If you do not agree with these Terms, you must immediately discontinue use of the Platform

1. Company Information

SystoMax
Pakistan
Website: https://systomax.com

SystoMax is a Pakistan-based software technology company providing cloud-based society, property, billing, accounting, security, HR, and operational management solutions to customers globally

2. Definitions

For purposes of these Terms

2.1 Platform

Refers to the SystoMax SaaS software platform including

• Web applications
• Mobile-compatible interfaces
• APIs
• CMS systems
• Integrations
• Payment systems
• Databases
• Hosting infrastructure
• Modules and features

2.2 Tenant

Refers to an organization, housing society, management company, developer, or legal entity subscribed to the Platform

2.3 User

Refers to any authorized person accessing the Platform including

• Administrators
• Residents
• Employees
• Security staff
• Accountants
• HR personnel
• Committee Members
• Vendors
• Contractors
• Support staff

2.4 Data

Refers to all information stored, processed, uploaded, generated, or transmitted through the Platform including

• Resident records
• Accounting records
• Contracts
• Payments
• Images
• Documents
• Logs
• Reports
• Communications
• Visitor records
• Audit trails

3. Service Description

SystoMax provides a comprehensive multi-tenant society and property management platform including but not limited to

• Property & unit management
• Parking management
• Billing & invoicing
• Double-entry accounting
• Installment plans & contracts
• Security & gate management
• Visitor management
• HR & payroll
• Maintenance management
• Facility bookings
• Complaints & support
• Asset & inventory management
• Vendor management
• Society website CMS
• Communication systems
• Reporting & analytics
• REST APIs
• Payment gateway integrations
• Backup & disaster recovery
• Subscription management
• Audit trails
• Multi-tenant infrastructure

SystoMax reserves the right to

• Add or remove modules
• Modify functionality
• Change integrations
• Upgrade infrastructure
• Introduce new features
• Retire outdated services

without prior notice where reasonably necessary for business, legal, technical, or operational reasons

3.1 No Legal, Financial, or Accounting Advice

SystoMax provides software and technology services only

Nothing within the Platform, reports, templates, calculations, accounting modules, financial summaries, payroll systems, tax fields, legal templates, contracts, notices, invoices, installment plans, workflows, or generated documents shall constitute

• Legal advice
• Tax advice
• Financial advice
• Accounting advice
• Regulatory advice
• Investment advice
• Compliance certification

Clients are solely responsible for obtaining independent professional advice from qualified legal, tax, accounting, payroll, and regulatory professionals within their jurisdiction

SystoMax makes no warranty that

• Generated reports comply with local accounting standards
• Tax calculations are legally accurate
• Payroll calculations satisfy employment laws
• Contracts or templates are legally enforceable in every jurisdiction

3.2 AI / Automation / Generated Output Disclaimer

Any automated calculations, workflows, recommendations, generated documents, notices, reports, analytics, summaries, reminders, or AI-assisted outputs are provided for informational and operational convenience only

Clients are solely responsible for independently reviewing and verifying all outputs before relying upon them for

• Financial decisions
• Legal matters
• Accounting records
• Resident actions
• Employment matters
• Compliance obligations
• Contract execution

SystoMax shall not be liable for decisions made based on automated outputs

3.3 No Guarantee of Regulatory Compliance

SystoMax does not warrant or guarantee that use of the Platform alone ensures compliance with

• Local housing regulations
• Accounting standards
• GDPR
• Labor laws
• Tax laws
• Financial regulations
• Record retention laws
• Government filing requirements
• Data localization laws
• Electronic invoicing laws

Clients remain solely responsible for ensuring compliance with all laws applicable to their organization and jurisdiction

4. Eligibility & Account Registration

By registering for the Platform, you represent and warrant that

• You are legally authorized to enter binding agreements
• You are authorized to act on behalf of your organization where applicable
• All information provided is accurate and complete
• You will maintain updated account information
• You will use the Platform in compliance with applicable laws

You are solely responsible for

• Maintaining password confidentiality
• User account management
• Activity under your accounts
• Internal access controls
• User permissions and approvals

SystoMax reserves the right to reject registrations, suspend accounts, or terminate services if false, misleading, incomplete, or unauthorized information is provided

5. Multi-Tenant Architecture & Data Isolation

The Platform operates using a multi-tenant SaaS architecture that may include

• Tenant-specific database separation
• Database-per-tenant infrastructure
• Tenant-level access isolation
• Role-based access controls (RBAC)
• Domain-based tenant routing
• Permission-based feature restrictions
• Activity logging and monitoring

SystoMax implements commercially reasonable safeguards to prevent unauthorized cross-tenant access. However, no digital infrastructure can guarantee absolute security

Each Tenant is solely responsible for

• Its own operational data
• Resident records
• User activities
• Internal compliance
• Financial operations
• Regulatory obligations

6. User Responsibilities & Acceptable Use

Users agree not to

• Use the Platform for unlawful activities
• Upload malicious code or malware
• Attempt unauthorized access
• Reverse engineer the software
• Interfere with infrastructure or security
• Abuse APIs or integrations
• Violate intellectual property rights
• Upload illegal, fraudulent, defamatory, or infringing content
• Use the Platform in violation of sanctions or export laws

The Client remains solely responsible for

• Accounting accuracy
• Tax compliance
• Payroll compliance
• Employment obligations
• Resident disputes
• Vendor relationships
• Financial transactions
• Legal notices and documentation

6.1 Data Accuracy Disclaimer

SystoMax is not responsible for inaccurate, incomplete, outdated, misleading, fraudulent, or improperly entered data submitted by Clients or Users

Clients are solely responsible for verifying the accuracy and legality of all information entered into the Platform

SystoMax shall not be liable for damages arising from inaccurate records, resident disputes, accounting discrepancies, payroll errors, ownership conflicts, or incorrect operational data entered by users

6.2 Client Security Responsibilities

Clients are solely responsible for

• Strong password policies
• User access management
• Internal cybersecurity practices
• Employee account security
• Device security
• Antivirus protection
• Network security
• Preventing unauthorized access within their organization

SystoMax shall not be liable for breaches caused by compromised client credentials or poor internal security practices

6.3 Intellectual Property Abuse Protection

Clients may not

• Copy the software
• Resell the Platform unlawfully
• Clone modules or workflows
• Reverse engineer the system
• Scrape data
• Reproduce templates commercially
• Use the Platform to create competing services

Violation may result in immediate termination and legal action

6.4 User-Generated Content Liability

Clients are solely responsible for all

• Uploaded documents
• Announcements
• Notices
• Communications
• Images
• Contracts
• Files
• Messages
• Content distributed through the Platform

SystoMax does not monitor or verify all user-generated content and shall not be liable for unlawful, defamatory, fraudulent, or infringing material uploaded by users

7. Subscription Plans & Billing

7.1 Subscription Model

SystoMax provides subscription-based SaaS services under

• Monthly plans
• Quarterly plans
• Annual plans
• Enterprise agreements
• Custom pricing structures

7.2 Billing

Subscription fees are billed in advance unless otherwise agreed

Failure to pay invoices on time may result in

• Service restrictions
• Suspension
• Late fees
• Permanent termination

7.3 Automatic Renewals

Subscriptions may automatically renew unless canceled before the renewal date

7.4 Taxes

Clients are responsible for all

• Sales taxes
• VAT
• GST
• Withholding taxes
• Banking fees
• Government duties
• Cross-border charges

applicable under their jurisdiction

8. Payment Gateway Services

SystoMax may integrate with third-party payment providers including

• Stripe
• PayPal
• JazzCash
• Bank transfers
• Offline payment systems
• Other regional processors

SystoMax is not a banking institution or licensed financial intermediary unless explicitly stated

All transactions remain subject to

• Banking regulations
• Payment processor policies
• Fraud checks
• International transaction restrictions
• Currency conversion rates
• Chargeback procedures

SystoMax shall not be liable for

• Failed transactions
• Payment delays
• Gateway downtime
• Banking restrictions
• Currency fluctuations
• Fraudulent transactions
• Payment reversals

9. Data Ownership

All Client-generated data remains the property of the respective Client or lawful owner

SystoMax does not claim ownership over

• Contracts
• Resident records
• Uploaded documents
• Financial records
• Communications
• Media files
• Audit logs
• Operational records

Clients grant SystoMax a limited operational license to

• Host
• Process
• Backup
• Transfer
• Cache
• Display

such data solely for purposes of operating and improving the Platform

10. Data Privacy & Security

SystoMax implements commercially reasonable safeguards including

• RBAC permission systems
• Audit logging
• Database isolation
• Access monitoring
• Authentication systems
• Backup infrastructure
• Security monitoring

However, Clients acknowledge that

• Internet services inherently involve cybersecurity risks
• Unauthorized access may occur
• No cloud system guarantees absolute security

Clients are responsible for

• Password security
• User permission management
• Internal operational controls
• Compliance with local privacy laws

11. Cross-Border Data Processing

Because SystoMax serves international customers, data may be

• Processed
• Stored
• Backed up
• Routed
• Cached

across multiple countries and cloud providers

By using the Platform, Clients consent to

• International data transfer
• Cross-border processing
• Cloud infrastructure usage
• Third-party infrastructure integrations

Clients are solely responsible for obtaining legally required user consents under applicable privacy or data protection laws

12. Backup & Disaster Recovery

SystoMax may provide

• Automated backups
• Backup scheduling
• Cloud storage integrations
• Backup restoration tools
• Disaster recovery systems

However

• Backup retention periods may vary
• Backup availability is not guaranteed under all plans
• Clients should maintain independent backups of critical records

SystoMax shall not be liable for data loss caused by

• Hardware failures
• Cyberattacks
• Third-party outages
• User error
• Natural disasters
• Infrastructure failures

13. Intellectual Property Rights

All intellectual property rights related to the Platform remain the exclusive property of SystoMax and/or its licensors, including

• Source code
• UI/UX designs
• APIs
• Documentation
• Branding
• Website templates
• Databases
• Workflows
• Modules
• Reports
• Visual assets

Clients receive a limited, non-exclusive, non-transferable, revocable license to use the Platform during an active subscription

No ownership rights are transferred

14. Third-Party Integrations

The Platform may integrate with third-party providers including

• SMS gateways
• Email providers
• Payment processors
• Cloud storage providers
• CDN services
• Maps
• Analytics providers
• APIs

SystoMax is not responsible for

• Third-party downtime
• API changes
• Provider discontinuation
• Data loss caused by third parties
• Service interruptions outside SystoMax control

14.1 API & Third-Party Integration Liability Disclaimer

SystoMax shall not be responsible for losses, failures, or damages caused by

• Third-party API changes
• Payment gateway failures
• SMS delivery failures
• Email delivery issues
• Cloud provider outages
• Mobile application incompatibility
• Banking interruptions
• Browser compatibility issues
• Operating system changes

Third-party services are provided on an "as available" basis

14.2 Communication & Delivery Disclaimer

SystoMax does not guarantee delivery of

• SMS notifications
• Emails
• Push notifications
• OTP messages
• Announcement broadcasts
• Third-party communications

Delivery may depend on

• Telecom operators
• Internet availability
• Spam filtering
• Third-party providers
• User device settings

14.3 Open Source Components Disclaimer

The Platform may include or rely upon third-party open-source software components licensed under their respective licenses

SystoMax makes no warranties regarding third-party open-source components beyond what is legally required

15. Availability & Support

SystoMax aims to maintain commercially reasonable uptime but does not guarantee uninterrupted operation

Scheduled maintenance, upgrades, emergency patches, infrastructure issues, or third-party failures may result in temporary service interruptions

Support availability may vary depending on the subscription plan

15.1 Service Availability & SLA Limitation

Unless expressly stated in a separately executed Service Level Agreement (SLA), SystoMax does not guarantee

• 100% uptime
• Continuous availability
• Uninterrupted service
• Real-time synchronization
• Immediate backup restoration
• Error-free operation

Temporary downtime may occur due to

• Maintenance
• Infrastructure upgrades
• Security incidents
• Third-party failures
• Internet disruptions
• Force majeure events

15.2 Beta Features Disclaimer

SystoMax may occasionally release beta, preview, experimental, or early-access features

Such features are provided "as is" without warranties and may contain bugs, incomplete functionality, or temporary instability

SystoMax may modify or discontinue beta features at any time without liability

15.3 Backup Restoration Limitation

Although SystoMax may maintain backups, restoration of data is not guaranteed in every circumstance

Corrupted, deleted, encrypted, or compromised data may not always be recoverable

Clients are encouraged to maintain independent backups of critical operational records

16. Suspension & Termination

SystoMax may suspend or terminate accounts immediately if

• Subscription payments remain overdue
• Illegal activity is suspected
• Security threats are detected
• Terms are violated
• Fraudulent behavior occurs
• Abuse of services is identified

Upon termination

• Access rights immediately cease
• Data retention policies apply
• Outstanding balances remain payable
• Data may be permanently deleted after retention periods expire

17. Data Retention & Deletion

Unless otherwise agreed in writing

• Data may be retained for up to thirty (30) days after termination
• Certain logs may be retained longer for legal or security purposes
• Deleted data may not be recoverable after permanent deletion

Clients are responsible for exporting necessary records before account closure

18. Compliance With Laws & International Use

SystoMax operates from Pakistan while serving international customers globally

Clients agree to comply with

• Laws of the Islamic Republic of Pakistan
• Laws applicable within their own jurisdiction
• Financial regulations
• Labor laws
• Tax regulations
• Privacy laws
• Electronic transaction laws
• Anti-fraud and anti-money laundering laws

This includes compliance, where applicable, with

• Prevention of Electronic Crimes Act (PECA) 2016
• Electronic Transactions Ordinance 2002
• Income Tax Ordinance 2001
• Consumer protection laws
• Employment regulations
• International e-commerce regulations

SystoMax does not guarantee the legality or availability of the Platform in every jurisdiction

Clients accessing the Platform internationally do so at their own risk and are solely responsible for ensuring local legal compliance

SystoMax is strictly a software technology provider and does not provide legal, tax, accounting, or regulatory advisory services

18.1 Government & Law Enforcement Requests

SystoMax may disclose data where required by

• Court orders
• Government authorities
• Law enforcement agencies
• Regulatory bodies
• Legal obligations under applicable law

SystoMax reserves the right to comply with lawful requests without prior notice where legally prohibited from doing so

19. Export Controls & Sanctions

Clients agree not to use the Platform in violation of

• Export control laws
• Trade sanctions
• Anti-terrorism regulations
• Financial restrictions
• International compliance obligations

Clients represent that they are not

• Subject to sanctions
• Operating prohibited businesses
• Engaged in unlawful financial activities

SystoMax reserves the right to suspend accounts violating applicable compliance requirements

20. Limitation of Liability

To the maximum extent permitted by law

The Platform is provided on an "AS IS" and "AS AVAILABLE" basis without warranties of any kind

SystoMax disclaims all warranties including

• Merchantability
• Fitness for a particular purpose
• Non-infringement
• Continuous availability
• Error-free operation

SystoMax shall not be liable for

• Indirect damages
• Lost profits
• Data loss
• Business interruption
• Reputation damage
• Cybersecurity incidents
• Payment disputes
• Regulatory penalties
• Third-party service failures

SystoMax total aggregate liability shall not exceed the total subscription fees paid by the Client during the preceding twelve (12) months

20.1 Limitation on Indirect & Consequential Damages

Under no circumstances shall SystoMax be liable for

• Loss of profits
• Loss of business opportunity
• Loss of goodwill
• Loss of anticipated savings
• Data corruption
• Operational disruption
• Tenant disputes
• Resident disputes
• Payroll disputes
• Tax penalties
• Regulatory fines
• Indirect, incidental, punitive, or consequential damages

Even if SystoMax has been advised of the possibility of such damages

20.2 Cybersecurity Incident Limitation

SystoMax shall not be liable for damages arising from

• Hacking attempts
• Malware attacks
• Ransomware incidents
• Credential theft
• Phishing attacks
• Distributed denial-of-service attacks (DDoS)
• Internet-wide vulnerabilities
• Third-party breaches

SystoMax will use commercially reasonable efforts to mitigate and respond to security incidents

21. Indemnification

Clients agree to indemnify and hold harmless SystoMax, its employees, directors, affiliates, contractors, and partners against claims arising from

• Misuse of the Platform
• Violation of laws
• Financial disputes
• Tax obligations
• Employment disputes
• Uploaded content
• Regulatory violations
• Data submitted by Clients

22. Governing Law & Jurisdiction

These Terms & Conditions shall be governed by and construed in accordance with the laws of the Islamic Republic of Pakistan

Any disputes arising out of or relating to

• The Platform
• Subscription services
• Payments
• Data handling
• APIs
• Service access
• These Terms

shall be subject to the exclusive jurisdiction of the competent courts of Pakistan

International Clients acknowledge that

• They are contracting with a Pakistan-based company
• Pakistani law governs the contractual relationship unless mandatory local consumer laws apply

SystoMax reserves the right to pursue legal remedies in any jurisdiction where enforcement is permitted

22.1 Arbitration Option

Any dispute arising from these

22.2 Class Action Waiver

To the maximum extent permitted by applicable law, Clients agree that disputes shall be brought only in an individual capacity and not as part of any class action, collective action, or representative proceeding

23. Force Majeure

SystoMax shall not be liable for delays or failures caused by events beyond reasonable control including

• Natural disasters
• Internet outages
• Government restrictions
• Power failures
• Cyberattacks
• Pandemics
• Civil unrest
• Infrastructure failures
• Third-party outages

24. Amendments to Terms

SystoMax reserves the right to modify these Terms at any time

Updated Terms become effective upon posting on the Platform, website, or notification through official communication channels

Continued use of the Platform after updates constitutes acceptance of revised Terms

25. Severability

If any provision of these Terms is found invalid or unenforceable, the remaining provisions shall remain fully enforceable

26. Entire Agreement

These Terms, together with applicable policies, subscription agreements, privacy policies, and addendums, constitute the entire agreement between SystoMax and the Client regarding use of the Platform

27. Contact Information

SystoMax
Pakistan
Website: https://systomax.com

For support, legal notices, billing inquiries, or compliance matters, Clients may contact SystoMax through official support channels available on the website

28. Electronic Records & Digital Acceptance

Clients agree that electronic records, approvals, digital signatures, audit logs, and system-generated confirmations may constitute valid electronic evidence subject to applicable law