Terms of Service

By accessing or using Eight Books ("the Platform", "the Service"), you ("Client", "you", "your organisation") agree to be bound by these Terms of Service ("Terms") and all policies incorporated herein by reference, including our Privacy Policy and Cookie Policy. If you do not agree to all of these Terms, you must not use the Service. These Terms constitute a legally binding agreement between you and Eight Books (operated by Nawa Simalumba, Zambia).

Eight Books is a cloud-based Enterprise Resource Planning (ERP) and accounting platform designed for Zambian businesses. The Service includes modules for invoicing, payroll, expense tracking, loan management, budget control, and financial reporting. The Service is accessed via subscription on a Software-as-a-Service (SaaS) basis. We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice.

Client Data Ownership: You retain full ownership of all business data, financial records, employee records, customer data, and any other information you input into the Platform ("Client Data"). Eight Books makes no claim of ownership over Client Data. Upon termination, you may request a complete data export in a machine-readable format (CSV/JSON) within 30 days.

Platform Ownership: Eight Books retains exclusive ownership of the Platform architecture, source code, algorithms, data models, user interface designs, branding, trademarks, documentation, and all proprietary technology underlying the Service. No license to the underlying software is granted except the limited right to use the hosted Service as described herein.

Prohibited Conduct: You may not: (a) reverse engineer, decompile, disassemble, or attempt to derive the source code of the Platform; (b) scrape, crawl, or systematically extract data from the Platform using automated means; (c) resell, sublicense, or provide access to the Platform to third parties not within your organisation without written consent; (d) use the Platform to develop a competing product or service.

You are responsible for all activities that occur under your account. You must maintain the confidentiality of your credentials and immediately notify Eight Books of any suspected unauthorised access. You are responsible for ensuring that all users added to your workspace comply with these Terms. The administrator account is responsible for managing role-based access and ensuring appropriate permissions are assigned.

The Service is offered on a paid subscription basis following a 30-day free trial. Subscription fees are payable in Zambian Kwacha (ZMW) in advance on a monthly or annual basis. Failure to pay within 7 days of the due date may result in suspension of access. All fees paid are non-refundable except where required by Zambian consumer protection law. You may cancel your subscription at any time; cancellation takes effect at the end of the current billing period.

No Uptime Guarantee: Eight Books provides the Service on a commercially reasonable efforts basis. We do not guarantee uninterrupted, error-free, or continuous availability of the Service. The Platform may be unavailable during scheduled maintenance windows, infrastructure outages, or events beyond our reasonable control.

Third-Party Infrastructure: The Service is hosted on Supabase and related cloud infrastructure. Service availability is partially dependent on the uptime of these third-party providers. Eight Books shall not be liable for downtime caused by provider-level outages, network issues, or force majeure events.

No SLA Commitment: No formal Service Level Agreement (SLA) is offered under any subscription tier unless separately negotiated in writing. Enterprise clients requiring formal SLA commitments should contact Eight Books directly.

Limitation of Liability: TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, EIGHT BOOKS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO: LOSS OF PROFITS, LOSS OF REVENUE, LOSS OF BUSINESS DATA, BUSINESS INTERRUPTION, PAYROLL PROCESSING ERRORS, TAX MISCALCULATIONS, REGULATORY PENALTIES, OR LOSS OF GOODWILL, EVEN IF EIGHT BOOKS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. In no event shall Eight Books's total aggregate liability exceed the total subscription fees paid by you in the three (3) months immediately preceding the claim.

Indemnification: You agree to indemnify, defend, and hold harmless Eight Books, its operators, directors, employees, and agents from and against any and all claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or relating to: (a) your use of the Service in violation of these Terms; (b) your breach of any applicable law or regulation, including Zambian tax and employment laws; (c) data you upload or process through the Platform; (d) any dispute between you and your employees, customers, suppliers, or regulators relating to data processed via the Service.

You are solely responsible for ensuring that your use of the Service complies with all applicable Zambian laws and regulations, including but not limited to: the Zambia Revenue Authority (ZRA) Act and associated tax legislation, NAPSA and NHIMA contribution requirements, the Employment Code Act, data protection laws, and any sector-specific regulatory requirements. Eight Books provides calculation tools as a convenience; the accuracy of inputs, review of outputs, and compliance with regulatory filings remain your responsibility.

Each party agrees to keep the other's confidential information in strict confidence and not to disclose it to any third party without prior written consent, except as required by law. Eight Books will not access Client Data except as necessary to provide the Service, respond to support requests, or comply with legal obligations.

Either party may terminate these Terms at any time with written notice. Eight Books may terminate or suspend access immediately upon breach of these Terms, non-payment, or if required by law. Upon termination, your right to access the Service ceases immediately. Client Data will be retained for 30 days post-termination to allow for export, after which it may be permanently deleted.

These Terms are governed by and construed in accordance with the laws of the Republic of Zambia. Any disputes arising under these Terms shall first be subject to good-faith negotiation between the parties. If unresolved within 30 days, disputes shall be referred to arbitration in Lusaka, Zambia, in accordance with applicable Zambian arbitration rules, before recourse to the courts.

Eight Books reserves the right to modify these Terms at any time. We will notify you of material changes by email and/or by displaying a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms.

For legal notices or questions regarding these Terms, contact: [email protected] · WhatsApp: 0767338528 · Lusaka, Zambia.