Terms of service

01 · Who these terms are between

Koldheim is a product of Kold Software (Pty) Ltd (registration 2026/236232/07), Hilton, KwaZulu-Natal, South Africa ("we", "us"). These terms are between us and the organisation that subscribes to Koldheim ("you"). The person who accepts them on your behalf confirms they may bind your organisation.

The people you give access to (your users) use Koldheim under your account. You are responsible for who you give access to and for what they do in your workspace.

02 · Paddle sells on our behalf

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

When you buy, you also accept Paddle's terms for buyers, which Paddle shows at checkout. Card details are entered into Paddle's checkout and never reach our systems.

03 · What you are subscribing to

A subscription gives your organisation a workspace on Koldheim and the services you choose for it, such as Spend Requests, Leave or Quotes. Each service is priced on its own, or every service together as one bundle. What each service does is described on this website; the product itself is the final description.

04 · The free trial

A new workspace can try a service free for 14 days without a card. Nothing is charged during the trial and nothing is charged when it ends unless you subscribe. A workspace whose trial ends without a subscription is cancelled and handled as section 07 describes.

05 · Prices, billing and renewal

Prices are per organisation per year, for the size band your organisation is in, and are shown on the pricing page. A subscription is billed annually in advance through Paddle, with any tax Paddle is required to add, and renews automatically each year until it is cancelled. The amount at checkout, as Paddle shows it, is the amount charged.

Adding a service to a subscription that is already running is charged for the rest of the current year at the time it is added. We will tell you before a price you pay changes, and a change takes effect from your next renewal, not part-way through a year you have paid for.

06 · Your size band

A price is set for a band of people who can sign in to your workspace. If your organisation grows past its band, adding more people needs the next band's price. Nobody already in your workspace loses access when you reach the edge of a band.

07 · Cancelling

A workspace administrator can cancel any service at any time in the workspace's Billing settings. A cancelled service keeps working until the end of the year you have paid for and is not renewed. After it ends it stays readable for 90 days, then it is archived.

When every paid service has ended, or a trial ends without a subscription, the workspace is cancelled and is deleted 30 days later, with its records and files. You are told the date and reminded before it, and subscribing again before then stops the deletion. Deleted data leaves our backups as they expire, within 14 days. Invoices and the records behind them are kept for five years, as tax law requires.

Refunds are set out in our refund policy.

08 · If a payment is missed

If a renewal is not paid, your services keep working through a grace period while we and Paddle try again. If it is still unpaid after that, your paid services become read-only: nothing new can be started, but every record stays readable and can be exported. We never delete your data because a payment was missed, and paying restores everything as it was.

09 · Your data

The records, files and people in your workspace are yours. We process them only to provide Koldheim to you and on your instructions, under our data processing agreement, which is available on request from office@koldsoftware.com. We do not sell your data, use it for advertising, or put tracking in the product.

How we protect it, and where it is held, is set out on our security page. Our website's own handling of personal information is in the privacy policy.

10 · Acceptable use

You agree not to:

• use Koldheim for anything unlawful, or to store content you have no right to hold;
• try to reach another organisation's workspace or data, or to get around any security control;
• overload, disrupt or probe the service, except through a security test we have agreed in writing;
• resell or provide Koldheim to others as a service of your own without our written agreement.

We may suspend access that breaks these rules, and will tell you why.

11 · Availability and changes to the service

We work to keep Koldheim available and to recover quickly when something fails, but we do not promise a level of availability unless we have agreed one with you in writing. We improve the product continually. If we remove a feature that a paid service depends on, we will tell you beforehand and, if you then cancel that service, refund the unused part of the year you paid for it.

12 · Liability

Our total liability to you under these terms is limited to the fees you paid for Koldheim in the twelve months before the event that gave rise to the claim. Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue or goodwill.

Nothing in these terms limits liability that cannot be limited by law, including liability for fraud or for wilful misconduct.

13 · Ending the agreement

You can end the agreement by cancelling every service, as section 07 describes. We can end it if you materially breach these terms and do not put the breach right within 30 days of being told about it, or at once for a serious breach of section 10. If we end it for any other reason we will give you 90 days' notice and refund the unused part of the year you have paid for.

14 · Law and disputes

These terms are governed by the law of the Republic of South Africa. If a dispute arises, please tell us first: most problems are put right by talking. If it cannot be resolved, the courts of South Africa have jurisdiction.

15 · Changes to these terms

We will post updated terms here with a new effective date. If a change materially affects you, we will email your workspace's administrators at least 30 days before it takes effect, and it applies from your next renewal unless you agree sooner.

16 · Contact

Kold Software (Pty) Ltd
Hilton, KwaZulu-Natal, South Africa
office@koldsoftware.com