Last updated 1 September 2026Effective 1 September 2026

1. This agreement

These Terms and Conditions ("Terms") form a binding agreement between SumPOS Technologies ("SumPOS", "we", "us", "our") and the individual or entity that creates an account or uses our services ("you", "your", "Customer"). By creating an account, accessing the platform, or clicking to accept these Terms, you confirm that you have read them and agree to be bound by them.

If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity, and references to "you" mean that entity.

These Terms incorporate by reference our Privacy Policy, Cookie Policy, Acceptable Use Policy, Refund Policy and, where applicable to your plan, our Service Level Agreement. Together these form the whole agreement between us.

2. Definitions

"Platform" or "Service" means the SumPOS point of sale and enterprise resource planning software, including all applications, websites, APIs, documentation and supporting services we make available to you.
"Account" means the tenant we create for your business, together with all users, locations and registers within it.
"Register" means one active point of sale checkout session on a device, being the unit by which subscriptions are counted.
"Customer Data" means all data you or your users submit to, generate within, or process through the Platform - including product catalogues, transactions, inventory records, financial entries, employee records and information about your own customers.
"Subscription" means the paid plan you have selected, its term and its associated entitlements.
"Documentation" means the guides, help articles and technical specifications we publish for the Platform.

3. The Service and eligibility

We grant you a non-exclusive, non-transferable, revocable right to access and use the Platform for your internal business purposes during your Subscription, subject to these Terms and to any limits attached to your plan.

To use the Platform you must be at least 18 years old and legally capable of entering into a binding contract, and you must not be barred from receiving our services under any applicable law or sanctions regime.

The Platform is business software. It is not intended for personal or household use, and consumer protection provisions that apply only to consumers may not apply to your use of it.

Beta and early access features

We may make features available that are labelled beta, preview, early access or similar. These are provided as-is, may change or be withdrawn without notice, are excluded from any service level commitment, and should not be relied upon for critical business processes without your own testing.

4. Accounts, users and security

You are responsible for everything that happens under your Account. That includes the acts and omissions of your users, and any consequences of credentials being shared or left unsecured.

Provide accurate registration information and keep it current, particularly your billing contact and tax details.
Give each person who uses the Platform their own login. We do not charge per user precisely so that you never have a commercial reason to share credentials.
Configure roles and permissions appropriately for each user's job, and remove access promptly when someone leaves.
Keep passwords, PINs and API tokens confidential, and tell us immediately at the address in section 24 if you believe an account has been compromised.
Ensure that any device registered to your Account is one you control and is physically secured.

We may refuse, suspend or remove a user account that we reasonably believe presents a security risk or breaches these Terms, and will tell you when we do so unless prevented by law.

5. Plans, fees, billing and taxes

Subscription fees

Paid plans are billed per Register, in advance, either monthly or annually according to the billing period you select. Fees are set out on our pricing page or in your order form at the time you subscribe.

Monthly subscriptions renew automatically each month until cancelled.
Annual subscriptions renew automatically each year until cancelled, and we will email you a reminder at least fourteen days before an annual renewal.
Adding Registers or locations mid-term is charged pro rata from the date of addition.
Removing Registers takes effect at the start of your next billing period; we do not refund part-periods for reductions.

Payment

You authorise us to charge your nominated payment method for all fees when due. If a payment fails, we will retry and notify you. If an invoice remains unpaid after fourteen days we may restrict your Account to read-only access; after thirty days we may suspend it in accordance with section 19.

Taxes

Fees are exclusive of value added tax, general sales tax, withholding tax and any other applicable tax or duty, which you are responsible for paying in addition. Where we are required by law to collect a tax, it will be shown separately on your invoice. Where you are required to withhold tax from a payment to us, you must gross up the payment so that we receive the full invoiced amount.

Price changes

We may change our prices. If we increase the price of a plan you are on, we will give you at least thirty days' written notice before the change applies to you, and the new price will take effect at your next renewal - never mid-term. If you do not accept the new price you may cancel before it takes effect. Where we have committed in writing to fixed founding-customer pricing, that commitment overrides this paragraph for the life of your Account.

6. Free plan and trials

We offer a free plan with defined limits and, from time to time, free trials of paid plans. Free plans and trials are provided as-is and without any service level commitment.

We may change the limits of the free plan on thirty days' notice, but we will not apply a reduction retroactively to data you have already stored.
At the end of a trial your Account moves to the free plan rather than being locked or deleted, unless you have chosen a paid plan.
We may suspend or close free Accounts that have been inactive for twelve consecutive months, after giving you at least thirty days' notice and an opportunity to export your data.
Free plans may not be used to circumvent paid plan limits - for example by creating multiple Accounts for what is in substance one business.

7. Cancellation, downgrade and refunds

You may cancel your Subscription at any time from your Account settings or by contacting us. Cancellation takes effect at the end of your current billing period, and you retain access until then.

Except where required by law or where our Refund Policy expressly provides otherwise, fees already paid are non-refundable. We do not charge a cancellation fee, we do not impose a minimum term on standard plans, and we do not require notice beyond your current billing period.

On cancellation your Account becomes read-only for ninety days, during which you can export all Customer Data. After that period we may delete your data in accordance with section 8 and our Privacy Policy.

8. Your data

Ownership

Customer Data belongs to you. We claim no ownership of it. Nothing in these Terms transfers any right in your data to us.

Our licence to process

You grant us a limited, worldwide, royalty-free licence to host, copy, transmit, display and process Customer Data solely to the extent necessary to provide, secure, support and improve the Service for you, and to comply with law. This licence ends when you delete the data or close your Account, subject only to backup retention cycles and any legal obligation to retain records.

What we will not do

We will not sell your Customer Data, or the data of your own customers, to anyone.
We will not use your transaction data to compete with you, or share it with your competitors in identifiable form.
We will not use Customer Data to train third-party artificial intelligence models.
We will not access your Account except where necessary to provide support you have requested, to investigate a fault or security incident, or where required by law - and such access is logged.

Export

You may export your Customer Data at any time in a structured, machine-readable format, at no charge, using the export tools in the Platform or by asking us. This is a contractual right, not a discretionary courtesy.

Your responsibilities

You are responsible for the accuracy, quality and legality of Customer Data, for the means by which you acquired it, and for ensuring you have all necessary rights and consents to provide it to us for processing. Where you upload personal data about your own customers or employees, you act as the data controller and we act as your data processor, on the terms set out in our Privacy Policy and, where applicable, a separate data processing agreement.

9. Acceptable use

You must use the Platform lawfully and in accordance with our Acceptable Use Policy, which forms part of these Terms. In summary, you must not:

Use the Platform to record, facilitate or conceal unlawful activity, including tax evasion, money laundering or the sale of goods you are not lawfully permitted to sell.
Attempt to gain unauthorised access to the Platform, other customers' accounts, or our infrastructure.
Reverse engineer, decompile or attempt to derive the source code of the Platform, except to the extent this restriction is prohibited by applicable law.
Resell, sublicense or provide the Platform as a service to third parties without a written partner agreement with us.
Circumvent or attempt to circumvent plan limits, usage quotas or rate limits.
Upload malicious code, or use the Platform in a way that damages, disables or impairs it for others.
Use automated means to scrape the Platform other than through our published API and within its documented limits.

10. Availability, support and changes

We aim to keep the Platform available at all times, and the cloud components of the Platform are designed for high availability. Where your plan includes a Service Level Agreement, the availability commitment and any service credits are set out there.

The Platform is designed to operate offline on your devices. Loss of internet connectivity does not prevent you from selling, and is not treated as unavailability of the Service.

We may perform planned maintenance. Where maintenance is likely to affect you, we will give at least 48 hours' notice and will schedule it outside peak trading hours in your primary market wherever possible.

We improve the Platform continuously and may add, change or remove features. Where we remove or materially degrade a feature you rely on, we will give at least sixty days' notice and, where practical, provide an equivalent capability or a migration path.

11. Third-party services, hardware and integrations

The Platform integrates with third-party services including payment providers, messaging platforms, e-commerce systems, hardware manufacturers and government tax systems. Those services are operated by third parties under their own terms, and we do not control them.

Your use of a third-party service is governed by that party's terms, and you are responsible for complying with them.
We are not liable for the acts, omissions, availability, accuracy or security of any third-party service.
A third party may change or discontinue its interface, which may require us to change or withdraw an integration. We will give you as much notice as the third party gives us.
We do not sell hardware. Any hardware recommendation we give is offered in good faith and without warranty; your contract for hardware is with your supplier.

12. Tax compliance features - important limitation

The Platform includes features intended to help you meet tax and fiscal obligations, including real-time invoice reporting to revenue authorities and the generation of tax documents.

You are responsible for registering with the relevant authority and for providing us with accurate credentials and configuration.
You are responsible for reviewing that invoices, tax rates and exemptions are configured correctly for your business.
We are not liable for penalties, interest, assessments or other losses arising from incorrect configuration, incorrect data entry, or from the unavailability, change or malfunction of a government system.
Tax rules change frequently. We work to keep integrations current, but we do not warrant that the Platform is compliant with every rule in every jurisdiction at every moment.
You should obtain advice from a qualified tax professional in your jurisdiction. Nothing on our website or in the Platform is tax, legal or accounting advice.

13. Intellectual property

The Platform, including all software, source code, interfaces, designs, text, graphics, trade marks and Documentation, is owned by SumPOS Technologies or its licensors and is protected by intellectual property law. Except for the limited right of use granted in section 3, no rights are granted to you.

You may not use our name, logo or brand assets without our written permission, except to state factually that you use the Platform.

Feedback

If you give us feedback, suggestions or ideas about the Platform, we may use them without restriction and without owing you any compensation. You are not obliged to give us feedback, and we will not treat feedback as your confidential information unless you tell us it is before you share it.

14. Confidentiality

Each party may receive information from the other that is marked confidential or that a reasonable person would understand to be confidential. Each party will protect the other's confidential information with at least the care it applies to its own, and will not disclose it except to personnel and advisers who need it and are bound by equivalent obligations.

These obligations do not apply to information that is publicly available through no fault of the receiving party, was already known to it without restriction, is independently developed, or is required to be disclosed by law - in which case the disclosing party will be given notice where legally permitted.

15. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care, and in accordance with the Documentation in all material respects.

Except as expressly stated in these Terms, and to the maximum extent permitted by applicable law, the Platform is provided "as is" and "as available", and we disclaim all other warranties, whether express, implied or statutory, including any implied warranties of merchantability, fitness for a particular purpose, title and non-infringement.

We do not warrant that the Platform will be uninterrupted or error-free, that every defect will be corrected, or that the Platform will meet requirements you have not communicated to us. You are responsible for determining whether the Platform is suitable for your business before relying on it.

16. Limitation of liability

Nothing in these Terms excludes or limits either party's liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited.

Subject to the paragraph above, and to the maximum extent permitted by applicable law:

Neither party is liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, goodwill, anticipated savings or business opportunity, however arising.
Our total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the total fees you paid us in the twelve months immediately preceding the event giving rise to the claim.
Where you are on a free plan and have paid us nothing, our total aggregate liability is limited to one hundred United States dollars.

You acknowledge that the fees for the Platform reflect this allocation of risk, and that we would not be able to offer the Platform on these commercial terms without it.

Your data and backups

We take backups and design the Platform to protect against data loss, but you remain responsible for exporting and retaining your own copies of business-critical records, particularly financial and tax records that you are legally required to keep.

17. Indemnity

You will indemnify and hold us harmless against any third-party claim, and any resulting loss, damage, cost or expense (including reasonable legal fees), arising from your Customer Data, your use of the Platform in breach of these Terms or applicable law, or your infringement of a third party's rights.

We will indemnify you against any third-party claim that the Platform, used in accordance with these Terms, infringes that third party's intellectual property rights, provided you notify us promptly, give us control of the defence and cooperate reasonably. This indemnity does not apply where the claim arises from Customer Data, from modification of the Platform by anyone other than us, or from combination of the Platform with anything we did not supply.

18. Suspension

We may suspend your access to the Platform, in whole or in part, where:

An invoice remains unpaid thirty days after its due date and we have given you notice.
We reasonably believe your use presents a security risk to the Platform or to other customers.
We reasonably believe your use is unlawful or breaches our Acceptable Use Policy.
We are required to do so by law, regulation or court order.

We will give you as much notice as is reasonably practicable, will limit the suspension to what is necessary, and will restore access promptly once the cause is resolved. Where suspension is for non-payment, we will maintain read-only access to your data for export wherever we lawfully can.

19. Termination

You may terminate at any time by cancelling your Subscription, as described in section 7.

Either party may terminate immediately on written notice if the other commits a material breach that is not remedied within thirty days of written notice, or becomes insolvent, enters administration or ceases to carry on business.

We may terminate a free Account for convenience on thirty days' written notice. We will not terminate a paid Account for convenience during a paid term.

On termination: your right to use the Platform ends; you must pay any fees accrued up to the termination date; and you may export your Customer Data during the ninety-day read-only period described in section 7. Sections 8, 13, 14, 15, 16, 17, 21 and 23 survive termination.

20. Changes to these Terms

We may update these Terms to reflect changes in the Platform, in our business, or in the law. Where a change is material and adverse to you, we will give at least thirty days' notice by email and by notice in the Platform before it takes effect.

If you do not accept a material change, you may terminate before it takes effect and we will refund any prepaid fees covering the period after termination. Continued use of the Platform after the effective date constitutes acceptance.

We keep previous versions of these Terms and will provide a copy on request.

21. Governing law and disputes

These Terms and any dispute arising out of them are governed by the laws of England and Wales, without regard to its conflict of law rules. The courts of England and Wales have exclusive jurisdiction, except that either party may seek injunctive relief in any competent court to protect its intellectual property or confidential information.

Before commencing proceedings, both parties agree to attempt in good faith to resolve the dispute through discussion between senior representatives for at least thirty days. This does not prevent either party from seeking urgent interim relief.

Where you are contracting with a SumPOS entity established in another jurisdiction - for example a US or EU subsidiary - the governing law and forum stated in your order form apply instead. Consumers, where consumer protection law applies to them, retain the rights and forums their local law grants regardless of this clause.

22. Force majeure

Neither party is liable for failure or delay in performance caused by events beyond its reasonable control, including natural disaster, war, civil unrest, epidemic, government action, failure of national telecommunications or power infrastructure, or the failure of a third-party cloud provider. The affected party must notify the other promptly and use reasonable efforts to mitigate. Payment obligations are not excused by this section.

23. General

Assignment: you may not assign these Terms without our written consent, which will not be unreasonably withheld. We may assign to an affiliate or in connection with a merger, acquisition or sale of substantially all our assets, on notice to you.
No partnership: nothing in these Terms creates a partnership, joint venture, agency or employment relationship between us.
Third parties: a person who is not a party to these Terms has no right to enforce any of its provisions.
Severability: if any provision is held unenforceable, it will be modified to the minimum extent necessary or severed, and the remainder will continue in force.
Waiver: a failure to enforce a right is not a waiver of it.
Entire agreement: these Terms, together with the policies they incorporate and any order form, are the entire agreement between us and supersede all prior discussions and representations.
Notices: we will send notices to the billing email on your Account and by in-product notification. You should send notices to us at the address in section 24.
Language: these Terms are drafted in English. Any translation is for convenience, and the English version prevails.

24. Contact us

Questions about these Terms, or notices under them, should be sent to legal@sumpos.com. We read everything sent to that address and reply to legitimate queries.

Terms & Conditions