Terms of Service

These are the terms governing your use of FreedomOS — the operations infrastructure platform built and operated by FreedomHub. By subscribing to any FreedomOS product (Coach, Accounting, Tourism, or any vertical we ship), you agree to these terms.

Effective: 9 May 2026 · Version 1.0 · Questions: info@freedomhub.io

1. Who we are

"FreedomOS" is operated by FreedomHub, a sole proprietorship registered in South Africa, contactable at info@freedomhub.io. References in these terms to "we", "us", "our", "FreedomHub", or "the operator" all mean the same thing. References to "you", "your", "the subscriber", or "the customer" mean the business or individual who has subscribed to a FreedomOS product.

"FreedomOS Product"

Any vertical-specific product within the FreedomOS platform — currently FreedomOS Coach, FreedomOS Accounting, FreedomOS Tourism, and any other vertical we ship.

"Subscription"

Your ongoing monthly (or annual) payment for access to a FreedomOS Product, including all included tier capabilities, support, and onboarding.

"Setup Fee"

A one-time fee paid before or with your first month's invoice, equal to one month of your chosen tier, covering onboarding call, data import, and brand wiring.

"Customer Data"

All data, records, content, files, and information you, your team, or your customers/clients enter into or upload to a FreedomOS Product.

2. The service

FreedomHub provides a hosted software platform configured for your industry vertical. Each FreedomOS Product includes the capabilities described on its public landing page at the time of subscription, including (but not limited to) practice/operation management workflows, client/customer portals, automation, integrations, and support channels.

The platform is delivered as Software-as-a-Service. We host it on third-party infrastructure (Cloudflare, Airtable, n8n on Railway, GitHub Pages, Microsoft Graph, and similar standard SaaS infrastructure) and we maintain it.

Features may be added, modified, or removed over time as the platform evolves. Material reductions in functionality (i.e. removing a capability you actively rely on) will be communicated in advance with a reasonable transition path.

3. Subscription & billing

3.1 Pricing

Pricing for each FreedomOS Product and tier is published on the relevant product landing page at the time of subscription. The price you sign up at is the price you pay (subject to clause 13 if we change pricing in future).

3.2 Setup fee

Setup is a one-time fee equal to one month of your chosen tier, charged on or before your first month's billing. The setup fee is non-refundable once the onboarding call has taken place, regardless of whether you proceed with the monthly subscription afterwards.

3.3 Auto-renewal

Subscriptions auto-renew on the same day each month (monthly tier) or year (annual tier). Your payment method is charged automatically. You can cancel at any time with 30 days written notice per clause 11 — any billing date that falls within the notice period will still be charged.

3.4 Failed payments

If a payment fails, we retry over 7 days. If still unpaid after 7 days, your access is suspended. If still unpaid after 14 days, your subscription is terminated and your data is retained for 30 days for export, after which it may be permanently deleted.

3.5 Late fees

For overdue annual invoices or custom Enterprise contracts, late fees of 1.5% per month may apply on the outstanding balance.

4. Refund policy

• 14-day satisfaction window: If you cancel within 14 days of your first paid month and have not yet received your onboarding call, we will refund the first month's subscription fee in full. The setup fee is refunded only if no onboarding work has been performed.
• After the 14-day window: Subscription fees are non-refundable. Cancellation requires 30 days written notice (per clause 11.1); the current paid period plus any billing date within the notice window are charged at the standard rate.
• Annual subscriptions: Pro-rated refunds may be offered on cancellation, calculated as the unused months minus a 25% early-termination charge. At our sole discretion.
• Service unavailability: If FreedomOS is unavailable for more than 24 cumulative hours in a calendar month due to our infrastructure (excluding scheduled maintenance and force majeure per clause 16), we will credit 1/30th of your monthly fee per 24-hour outage to your next invoice.
• Chargebacks instead of refund requests: See clause 5 — chargebacks without first contacting us breach these terms and are addressed separately.

5. Chargebacks & disputes

If you believe a payment is incorrect, contact info@freedomhub.io first. We respond within 2 business hours during SA business hours and will resolve legitimate billing errors immediately.

Filing a chargeback, payment dispute, or bank reversal without first contacting us in good faith constitutes a material breach of these terms and triggers:

• Immediate suspension of your subscription pending resolution
• An administrative fee of R750 (or USD equivalent) added to your account
• Recovery costs, including bank dispute fees, charged to you in full
• If the chargeback is upheld in your favour, we may terminate your subscription permanently and decline future business, retaining your data export rights per clause 11

For Refer-a-Friend credits earned via your account, payment reversals (whether by you or by a referred customer) automatically reverse those credits per the Refer-a-Friend terms.

6. Acceptable use

You agree not to:

• Use FreedomOS for any unlawful purpose, or in any way that could violate applicable laws (including data protection, anti-spam, and consumer protection laws)
• Resell, redistribute, white-label-without-permission, or sublicense the platform without our written agreement (Light white-label per your tier is fine; full white-label requires our setup)
• Reverse-engineer, decompile, or attempt to extract source code from the platform
• Send unsolicited bulk communications ("spam") through the platform's messaging features
• Upload illegal content, malware, or content infringing third-party intellectual property
• Attempt to disrupt or compromise platform security, including the security of other tenants' data
• Share login credentials beyond your tier's permitted user count, or create user accounts for individuals not in your business
• Use the platform to conduct activities competitive to FreedomOS (e.g. building a clone)

Material breaches of acceptable use may result in immediate suspension or termination, at our discretion.

7. Data ownership & privacy

7.1 Customer Data ownership

You own your Customer Data. All client records, documents, transactions, communications, and other content you create or upload remain your property. We claim no rights of ownership.

7.2 Our use of your data

We process your Customer Data solely to provide the service. We do not sell, rent, or share Customer Data with third parties except:

• Standard infrastructure providers (Airtable, Cloudflare, n8n, GitHub, Microsoft, Anthropic) acting as data processors under appropriate data-processing agreements
• Where required by South African law, court order, or compliance obligation (we'll notify you unless legally prohibited)

7.3 Aggregate / anonymised insights

We may use aggregate, anonymised platform usage data (e.g. "X% of accounting firms use Feature Y") for product development and marketing — never identifiable to you or your customers.

7.4 Data export

You can export your Customer Data at any time during an active subscription, in standard formats (CSV, JSON). On termination, we retain your data for 30 days for export, then delete it within a further 30 days unless legally required to retain longer.

8. Service availability

We aim for 99.5% monthly uptime measured at the platform's primary endpoint. This is a target, not a contractual SLA except where explicitly stated in your tier.

• Solo and Practice tiers: best-effort availability; outages credited per clause 4 if exceeding 24 cumulative hours/month
• Firm tier: 99.5% uptime target with credit for outages exceeding 12 cumulative hours/month
• Enterprise tier: custom SLA negotiated in writing

Scheduled maintenance is announced at least 48 hours in advance and typically scheduled for off-peak SA hours (Sunday early morning).

9. Limitation of liability

To the maximum extent permitted by South African law:

• FreedomHub's total aggregate liability arising from or connected to your use of FreedomOS, in any 12-month period, is capped at the total subscription fees you paid in the 3 months preceding the event giving rise to the liability.
• Neither party is liable for indirect, consequential, incidental, special, or punitive damages, including but not limited to lost profits, lost revenue, lost business opportunities, or loss of data (beyond the data-recovery rights in clause 7.4).
• This cap applies whether the claim is in contract, delict (tort), under statute, or any other legal theory.

Nothing in these terms limits liability that cannot lawfully be limited under SA law (e.g. willful misconduct, gross negligence, or statutory consumer rights you cannot waive).

10. Indemnity

You indemnify FreedomHub against all third-party claims arising from your use of FreedomOS in breach of these terms, your Customer Data (including infringement, illegality, or breach of privacy laws by your data), or actions taken on the platform by your team or customers.

FreedomHub indemnifies you against third-party claims that the FreedomOS platform itself (excluding your Customer Data, your branding, and your customisations) infringes their intellectual property rights, subject to the liability cap in clause 9.

11. Termination

11.1 By you — 30 days written notice

You can cancel at any time, but cancellation requires 30 days written notice. Notice can be given via your subscription portal (PayPal, Stripe, etc.) or by emailing info@freedomhub.io. The 30 days run from the date we receive your notice.

During the notice period you keep full access to the platform, and any standard billing date that falls within the notice window will be charged at your normal rate. After the 30 days end, no further charges are made and your access ends. No retroactive refund (subject to clause 4).

The 30-day notice is a buffer that lets us close out your data export, return any in-flight client assets, and avoid mid-month service interruptions for your customers. Most B2B SaaS platforms apply the same window.

11.2 By us

We may terminate immediately for material breach (non-payment after grace period, breach of acceptable use, abuse of refund/chargeback mechanisms, or insolvency events). For non-cause termination of a paid annual contract, we'll refund the unused months minus a 25% early-termination charge.

11.3 Effect of termination

On termination, your access to the platform ends. You retain export rights to Customer Data for 30 days. After that, we may permanently delete your Customer Data unless legally required to retain it.

12. Intellectual property

FreedomHub owns the platform. All intellectual property in the FreedomOS software, including its design, code, infrastructure, methodology, documentation, and brand, is and remains FreedomHub's.

You own your brand and your data. Your logos, brand colours, business name, content, and Customer Data remain yours. We have a limited licence to display and process them solely to deliver the service to you.

Light white-label. If you upload your brand assets via the Settings interface, the platform automatically reskins to your brand for your customers. This is included in all tiers.

Full white-label. Where contracted (e.g. on Firm tier or via custom agreement), removing FreedomOS branding entirely and using your custom domain requires a one-time setup fee and explicit written agreement.

13. Changes to these terms

We may update these terms over time. For material changes, we'll notify you by email at least 30 days in advance. Non-material changes (e.g. clarifications, typo fixes, additional new-product clauses that don't affect your existing subscription) take effect on publication.

If you don't accept a material change, you can cancel before the change takes effect with a pro-rated refund of any prepaid period beyond the change date.

14. Governing law & disputes

These terms are governed by the laws of the Republic of South Africa. The courts of the Western Cape have non-exclusive jurisdiction.

Before initiating legal proceedings, both parties agree to attempt resolution through good-faith negotiation, then (if unresolved within 30 days) through mediation by a mutually agreed mediator. If mediation fails after a further 30 days, either party may pursue legal remedies.

15. POPIA, GDPR & data processing

FreedomHub complies with the South African Protection of Personal Information Act ("POPIA") and, where you operate in the EU/UK, the General Data Protection Regulation ("GDPR").

FreedomHub acts as a data processor on your Customer Data — you remain the responsible party / data controller. We process Customer Data only on your documented instructions (i.e. as part of providing the service).

For Enterprise tier or any subscriber requiring it, we will sign a Data Processing Agreement (DPA) on request, including standard contractual clauses for cross-border data transfers.

Sub-processors we use (Airtable, Cloudflare, n8n on Railway, GitHub, Microsoft Graph, Anthropic, OpenAI for specific AI features) are listed in our DPA template. We notify you of any new sub-processor with 30 days to object.

Data breach notification: we notify you within 72 hours of becoming aware of a breach affecting your Customer Data, with available details and remediation actions.

16. Force majeure

Neither party is liable for delays or failures in performance caused by circumstances beyond their reasonable control — including infrastructure provider outages, internet connectivity failures, natural disasters, war, civil unrest, government action, or pandemic-related restrictions.

Force majeure does not excuse payment of fees due before the event, but does extend the time for affected non-payment performance proportionally.

One last thing. These terms are written in plain English to be readable. We've drafted them carefully to protect both sides, but we'll have a SA SaaS lawyer review them before scaling beyond founding members. If anything reads unclear or you'd like us to walk you through a clause, email info@freedomhub.io — happy to clarify before you sign up.