SolarOps Terms of Service

Effective date: 1 July 2026 Last updated: 1 July 2026

1. Agreement

These Terms of Service govern access to and use of SolarOps, including:

• https://solarops.cloud;
• the SolarOps web application;
• subscriber administration areas;
• client portals;
• associated services, integrations, communications, and support.

SolarOps is provided by SolarOps, trading as SolarOps ("SolarOps", "we", "us" or "our").

By creating an account, accepting an invitation, purchasing a subscription, or using SolarOps, the subscriber and each user agree to these Terms.

A person accepting these Terms for an organisation confirms that they are authorised to bind that organisation.

2. Definitions

In these Terms:

Account means a SolarOps user account.

Authorised User means a person permitted by a Subscriber to use its SolarOps account.

Customer Data means information, documents, photographs, messages, files, records, and other content entered, uploaded, generated, transmitted, or stored by or for a Subscriber.

Integration means a third-party service connected to SolarOps.

Platform means the SolarOps website, application, client portal, APIs, and related services.

Subscriber means the person or organisation that purchases, registers for, trials, or controls a SolarOps subscription.

Subscription Plan means the plan, features, usage limits, price, and billing cycle selected by the Subscriber.

3. SolarOps service

SolarOps provides software tools that may assist with:

• customer and contact management;
• project management;
• solar installation workflows;
• document and photograph storage;
• stock, product, serial-number, asset, and warranty records;
• delivery and collection records;
• tasks, reminders, and recurring workflows;
• communications;
• support and service requests;
• client portals;
• reporting;
• integrations with selected external providers;
• subscription and administration functions.

Features may differ by plan, configuration, jurisdiction, provider availability, and product stage.

SolarOps is a business-management platform. It is not:

• an accounting firm;
• an auditor;
• an attorney;
• an engineering professional;
• an electrical contractor;
• a warranty provider;
• an insurer;
• a payment institution;
• a telecommunications provider.

Records generated through SolarOps do not replace professional, regulatory, safety, tax, legal, engineering, or compliance advice.

4. Eligibility and account registration

A user must:

• be legally capable of entering into an agreement;
• provide accurate registration information;
• use the Platform for lawful business purposes;
• keep account information current;
• comply with the Subscriber’s internal authorisation rules.

The Subscriber is responsible for all Authorised Users it invites or permits to access its account.

SolarOps may refuse, suspend, or restrict registration where reasonably necessary for security, legal compliance, fraud prevention, platform integrity, or capacity management.

5. Account security

Users must:

• keep login credentials confidential;
• use strong and unique passwords;
• protect devices and recovery methods;
• avoid sharing accounts;
• promptly disable access for departed or unauthorised personnel;
• notify SolarOps of suspected unauthorised access.

The Subscriber is responsible for configuring roles and permissions appropriately.

SolarOps is not responsible for loss caused by a Subscriber’s failure to manage its users, credentials, permissions, integrations, or devices, except to the extent that liability cannot lawfully be excluded.

6. Acceptable use

Users may not use SolarOps to:

• violate any law or regulation;
• infringe privacy, intellectual-property, contractual, or other rights;
• upload information they are not authorised to process;
• send spam or unlawful direct marketing;
• harass, threaten, deceive, or discriminate;
• conduct unlawful surveillance;
• distribute malware or harmful code;
• probe or bypass security controls;
• access another Subscriber’s information;
• interfere with Platform availability;
• scrape or extract data at unreasonable scale;
• impersonate another person or organisation;
• falsify project, warranty, installation, delivery, signature, or compliance records;
• use the Platform for fraud or unlawful financial activity;
• reverse engineer the Platform except where applicable law expressly permits it;
• resell or sublicense the Platform without written permission.

SolarOps may investigate suspected misuse and may restrict access where reasonably necessary to prevent harm.

7. Subscriber responsibilities

The Subscriber is responsible for:

• the accuracy and lawfulness of Customer Data;
• obtaining required consents and permissions;
• giving privacy notices;
• complying with POPIA and other applicable laws;
• configuring account access;
• reviewing generated reports and documents;
• verifying technical, financial, installation, warranty, and compliance information;
• maintaining appropriate independent backups or exports of critical records;
• using integrations in accordance with their provider terms;
• ensuring communications sent through SolarOps are lawful;
• the conduct of its Authorised Users;
• responding to its customers and data subjects.

The Subscriber remains responsible for its professional work, installations, services, quotations, invoices, warranties, and representations.

8. Customer Data ownership

As between SolarOps and the Subscriber, the Subscriber retains ownership of its Customer Data.

The Subscriber grants SolarOps a limited right to host, copy, transmit, process, back up, display, and otherwise use Customer Data only as reasonably necessary to:

• provide the Platform;
• operate requested integrations;
• maintain security;
• provide support;
• comply with law;
• enforce these Terms.

SolarOps does not acquire ownership of Customer Data merely because it is stored on the Platform.

9. SolarOps intellectual property

SolarOps and its licensors retain all rights in:

• the Platform;
• source code;
• databases and structures;
• interface designs;
• workflows;
• graphics;
• icons;
• logos;
• documentation;
• templates;
• trademarks;
• technology;
• improvements and derivative works.

No ownership rights are transferred to the Subscriber.

The Subscriber may use the Platform only during an authorised subscription and in accordance with these Terms.

Feedback may be used by SolarOps to improve the Platform without an obligation to compensate the person providing it, provided confidential Customer Data is not publicly disclosed.

10. Files, photographs, and signatures

SolarOps may allow users to upload photographs, documents, files, and signatures.

The Subscriber must ensure that:

• uploads are lawful;
• appropriate consent has been obtained;
• files are relevant and not excessive;
• signatures are used for legitimate purposes;
• users understand whether a signature is electronic, typed, drawn, or uploaded;
• legal formalities required for a particular document are independently satisfied.

SolarOps does not guarantee that every electronic signature or generated document will satisfy the formal requirements of every transaction, regulator, court, warranty provider, or jurisdiction.

11. Communications

SolarOps may support:

• transactional email;
• WhatsApp Cloud API messages;
• WhatsApp prefilled-message links;
• in-app notices;
• downloadable PDFs;
• external email-client links.

The Subscriber is responsible for:

• recipient accuracy;
• message content;
• consent and lawful authority;
• marketing compliance;
• template approval;
• honouring opt-outs;
• communication charges imposed by providers.

A message marked as created, queued, opened in another application, or submitted to a provider is not necessarily proof that it was received, read, accepted, or legally delivered.

Provider status information may be delayed, incomplete, or inaccurate.

12. Third-party integrations

SolarOps may connect with services such as:

• accounting providers;
• email providers;
• WhatsApp;
• payment providers;
• cloud storage;
• monitoring tools;
• other business services.

Integrations are provided subject to:

• availability;
• the provider’s API;
• provider approval;
• the Subscriber’s credentials and permissions;
• the provider’s terms, fees, limits, and policies.

SolarOps does not control third-party services and cannot guarantee their continued availability, functionality, accuracy, or compatibility.

A provider may alter, restrict, suspend, or discontinue its service or API.

The Subscriber authorises SolarOps to exchange information with an Integration when the Subscriber connects it.

13. Subscriptions, fees, and taxes

Available plans, prices, billing cycles, limits, and included features will be displayed in an order form, proposal, subscription screen, or written agreement.

Unless otherwise agreed:

• fees are payable in advance;
• fees exclude applicable taxes unless stated otherwise;
• the Subscriber must provide valid billing information;
• recurring subscriptions renew automatically for the selected billing period until cancelled;
• usage above plan limits may require an upgrade or additional fee;
• provider charges may be billed separately.

SolarOps may change prices on reasonable advance notice. A price change will ordinarily apply from the next renewal period unless law or the relevant agreement requires otherwise.

14. Trials and promotional access

Trial or promotional access may:

• have limited features;
• have usage restrictions;
• expire automatically;
• be converted to a paid plan only with appropriate authorisation;
• be withdrawn where abused.

SolarOps may delete or restrict trial data after the stated trial or export period, subject to applicable law and any written undertaking.

15. Payment failure

Where payment fails or becomes overdue, SolarOps may:

• retry collection;
• notify the Subscriber;
• place the account into a grace period;
• restrict paid functionality;
• suspend access;
• prevent new data creation while permitting limited export;
• terminate the subscription after reasonable notice.

SolarOps will not automatically delete an account merely because one payment attempt failed.

The Subscriber remains liable for undisputed fees accrued before suspension or termination.

16. Cancellation

The Subscriber may cancel in accordance with:

• the cancellation controls in the Platform;
• the relevant order form;
• a written agreement;
• applicable consumer or contract law.

Unless otherwise required by law or agreed in writing:

• cancellation prevents future renewal;
• access continues until the end of the paid billing period;
• fees already paid are not automatically refundable;
• outstanding amounts remain due.

Consumer rights that cannot lawfully be excluded remain unaffected.

17. Availability and maintenance

We aim to provide a reliable service but do not guarantee uninterrupted or error-free operation.

Access may be affected by:

• maintenance;
• upgrades;
• security measures;
• internet failures;
• hosting-provider failures;
• third-party APIs;
• power or network disruptions;
• force majeure;
• emergency repairs.

SolarOps may modify, replace, or discontinue features where reasonably necessary. We will try to provide notice of material changes where practicable.

18. Backups and exports

SolarOps may maintain system backups for continuity and disaster recovery.

Backups are not a substitute for the Subscriber’s own record-retention obligations.

The Subscriber should regularly export business-critical information where an export function is available.

SolarOps does not guarantee restoration of every individual record, file, message, or version.

19. Beta and pre-release features

A feature identified as beta, preview, experimental, or early access may:

• be incomplete;
• contain defects;
• change without notice;
• have limited support;
• be withdrawn.

Such features should not be relied upon as the sole system for critical legal, safety, financial, or operational functions.

20. Confidentiality

Each party must protect the other party’s confidential information using reasonable care.

Confidential information does not include information that:

• is publicly available without breach;
• was lawfully known before disclosure;
• is independently developed;
• is received lawfully from another source;
• must be disclosed by law.

SolarOps personnel and service providers may access Customer Data only where reasonably necessary for service delivery, support, security, legal compliance, or authorised maintenance.

21. Privacy and data protection

Our processing of personal information is described in the SolarOps Privacy Policy available at:

https://solarops.cloud/privacy

Where SolarOps processes Customer Data on behalf of a Subscriber, the parties may enter into an additional data-processing agreement where reasonably required.

22. Suspension

SolarOps may suspend or restrict access where reasonably necessary because of:

• non-payment;
• security risk;
• suspected compromise;
• unlawful activity;
• abuse;
• breach of these Terms;
• excessive use affecting other users;
• a lawful instruction;
• third-party provider restrictions.

Where appropriate, we will provide notice and a reasonable opportunity to remedy the issue.

Immediate action may be taken where delay could expose a person, system, or organisation to harm.

23. Termination

Either party may terminate as permitted by the applicable plan, order form, written agreement, or law.

SolarOps may terminate for a material breach that is not remedied within a reasonable period after notice, or immediately for serious unlawful conduct, fraud, deliberate security abuse, or conduct creating substantial risk.

Following termination:

• the Subscriber’s right to use the Platform ends;
• integrations may be disconnected;
• unpaid amounts remain due;
• data export may be available for a limited period;
• data may later be deleted or de-identified according to our retention policy;
• provisions intended to survive termination remain effective.

24. Disclaimers

To the maximum extent permitted by law:

• the Platform is provided on an “as available” basis;
• SolarOps does not guarantee that all defects will be corrected immediately;
• generated calculations, reminders, reports, documents, and workflows must be reviewed by the Subscriber;
• SolarOps does not warrant third-party services;
• SolarOps does not guarantee the legal validity of Subscriber-created records;
• SolarOps does not guarantee that use of the Platform alone makes a Subscriber compliant with any law, standard, warranty condition, safety rule, or professional requirement.

Nothing in these Terms excludes a warranty or right that cannot lawfully be excluded.

25. Limitation of liability

To the maximum extent permitted by law, SolarOps will not be liable for indirect, incidental, special, punitive, or consequential loss, including loss of:

• profits;
• revenue;
• business opportunity;
• anticipated savings;
• goodwill;
• data;
• production;
• contracts.

SolarOps is not liable for loss caused by:

• inaccurate Customer Data;
• unauthorised Subscriber users;
• compromised user credentials;
• third-party providers;
• unlawful Subscriber communications;
• incorrect configuration;
• failure to review generated outputs;
• internet or device failures;
• Subscriber installations, workmanship, products, warranties, or advice.

Where SolarOps is found liable and liability may lawfully be limited, aggregate liability arising from the service will not exceed the fees paid by the affected Subscriber to SolarOps during the six months preceding the event giving rise to the claim.

This limitation does not apply where liability cannot lawfully be limited or excluded.

26. Indemnity

To the extent permitted by law, the Subscriber indemnifies SolarOps against third-party claims arising from:

• unlawful Customer Data;
• Subscriber products or services;
• Subscriber communications;
• breach of privacy or marketing laws by the Subscriber;
• infringement caused by Subscriber-provided content;
• unauthorised use of integrations;
• fraudulent, negligent, or unlawful conduct by the Subscriber or its Authorised Users.

This indemnity does not apply to the extent that a claim was caused by SolarOps’ own unlawful or wrongful conduct.

27. Force majeure

Neither party will be liable for delay or failure caused by circumstances beyond its reasonable control, including:

• natural disasters;
• widespread power or network failures;
• war;
• civil unrest;
• labour disruption;
• government action;
• cloud-provider failure;
• telecommunications failure;
• cyberattacks that could not reasonably have been prevented;
• epidemics or public emergencies.

The affected party must take reasonable steps to reduce the impact.

28. Notices

SolarOps may send notices through:

• email;
• an in-app notification;
• the Subscriber’s account;
• the SolarOps website;
• another agreed electronic channel.

The Subscriber must keep its account and billing contact information current.

Legal notices to SolarOps may be sent to:

hello@solarops.cloud

or delivered to:

Available on request

29. Changes to these Terms

SolarOps may update these Terms to reflect changes in:

• law;
• services;
• security requirements;
• providers;
• subscription models;
• business operations.

Material changes will take effect after reasonable notice, unless an earlier change is required for law, security, or urgent platform protection.

Continued use after the effective date constitutes acceptance to the extent permitted by law.

30. Governing law and jurisdiction

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

Subject to any mandatory consumer rights or dispute procedures, the parties submit to the jurisdiction of the courts of South Africa.

The parties should first attempt in good faith to resolve a dispute through written communication before starting formal proceedings.

31. General provisions

If a provision is invalid or unenforceable, it will be severed or limited to the minimum extent necessary without affecting the remaining provisions.

A failure to enforce a right is not a waiver.

The Subscriber may not transfer its agreement without SolarOps’ written consent, except as part of a lawful transfer of its business with prior notice.

SolarOps may transfer its rights and obligations as part of a restructuring, financing, merger, or sale of the business, subject to applicable law.

These Terms, the Privacy Policy, the applicable plan, and any signed order form or written agreement constitute the agreement relating to the Platform.

32. Contact details

Service provider: SolarOps Trading name: SolarOps Physical address: Available on request Support or legal email: hello@solarops.cloud Website: https://solarops.cloud