Terms & Conditions

1. Acceptance of Terms

By creating an account or using GHM Suite at ghmsuite.co.za, you agree to be bound by these Terms & Conditions. If you do not agree, you may not use the platform. These terms apply to all users of the service.

2. Nature of the Service — Management Tool Only

GHM Suite is a cloud-based management tool designed to help South African accommodation owners and operators — including guest houses and camp sites — organise their own bookings, guests, rooms, calendars, and communications in one place.

GHM Suite is not a booking platform. We do not take bookings from guests on your behalf, process guest payments, act as an agent or intermediary, or represent your property to the public. All bookings displayed within GHM Suite originate from your own direct reservations or from third-party platforms (such as Airbnb, Booking.com, or LekkeSlaap) that you have connected independently.

We reserve the right to modify, suspend, or discontinue any part of the service at any time, with or without notice.

3. Account Registration

To use GHM Suite you must register for an account by providing a valid email address and password. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorised access at info@ghmsuite.co.za

You must be at least 18 years old and a registered business operator or individual using the platform for lawful commercial purposes.

4. Subscription and Billing

4.1 Free Trial

New accounts receive a first month completely free, with no credit card required at sign-up. The free trial provides access to all platform features. After the free trial period, continued use of GHM Suite requires an active paid subscription.

4.2 Subscription Fee

The subscription fee depends on the type of property and the number of rooms or camping sites it has:

Your monthly fee is calculated from the number of rooms or sites on the property and is recalculated at each renewal. Where a minimum applies, the fee is the greater of the minimum and the amount calculated per room or site.

Where adding a room takes a guest house above the 6 rooms included in its base fee, you will be shown the resulting fee increase and asked to confirm it before the room is added. Any such increase takes effect from your next billing cycle — you are not charged immediately for the additional room.

Each property added to your account is billed separately after its respective free trial period. Fees are subject to change with 30 days' written notice by email.

The invoicing add-on is optional and enabled from your account's Subscriptions page. It is charged once per account regardless of how many properties you own. If you enable it while every property on your account is still on its free trial, the first charge is deferred to the day the first of those trials ends; otherwise it is charged immediately. The add-on is cancelled automatically, and no further charge is taken, if your account has no property on a paid subscription when its next charge falls due. Documents already issued remain available for download after the add-on ends.

4.3 Payment and Auto-Renewal

Payments are processed by a third-party payment provider. We do not store your full payment card details. By subscribing, you authorise us to charge your payment method on a recurring monthly basis. Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date.

4.4 Cancellation Process

You may cancel your subscription at any time. To cancel:

1. Log in to your GHM Suite account
2. Navigate to Settings → Subscription for the relevant property
3. Follow the cancellation steps displayed
4. Alternatively, email us at info@ghmsuite.co.za and we will cancel on your behalf

Cancellation takes effect at the end of the current billing period. You retain access to the platform until that date. We do not offer pro-rata refunds for partial months unless required by applicable law.

The invoicing add-on is cancelled separately from Subscriptions → Add-ons. You can issue and send documents until the end of the period already paid for; after that, documents already issued remain viewable and downloadable but no new ones can be created.

4.5 Account Pause on Non-Payment

If your subscription lapses or a payment fails, your account is paused — not deleted. Your data is retained and your account can be reactivated at any time by renewing your subscription. We will not delete your data solely due to non-payment.

5. Acceptable Use

You agree not to use GHM Suite to:

• Violate any applicable South African or international law or regulation
• Store or transmit unlawful, defamatory, or fraudulent content
• Attempt to gain unauthorised access to the platform or other users' data
• Interfere with or disrupt the integrity or performance of the service
• Reverse-engineer, decompile, or attempt to extract the source code of the platform
• Use automated scripts or bots to scrape or interact with the service

We reserve the right to suspend or terminate accounts that violate these requirements without notice or refund.

6. Guest Data, POPIA, and Your Responsibilities

As a user of GHM Suite, you act as the responsible party (as defined under the Protection of Personal Information Act 4 of 2013, "POPIA") for all personal information about your guests that you capture, import, or store in the platform. GHM Suite acts as the operator processing that data on your behalf and under your instruction.

You are responsible for:

• Obtaining lawful consent from your guests before capturing their personal information
• Processing guest data only for lawful purposes related to managing your accommodation business
• Complying fully with POPIA and all other applicable data protection laws
• Ensuring guests are aware of how their information is used
• Notifying guests of any data breach that may affect them

GHM Suite provides the technical infrastructure to store this data securely, but we are not responsible for your obligations as a responsible party under POPIA. For details on how we process data on your behalf, see our Data Processing Agreement.

6.1 ID and Registration Data

GHM Suite includes an optional field to record whether a guest's ID has been verified. The storage and use of ID information is governed by POPIA and relevant tourism and hospitality regulations. You are solely responsible for complying with all laws applicable to the collection and retention of identification records. GHM Suite makes no representation that use of this feature satisfies any particular legal or regulatory requirement.

7. Hospitality and Regulatory Compliance

GHM Suite is a management tool only. Compliance with all laws, regulations, and requirements applicable to your accommodation business — including but not limited to guest registration laws, municipal by-laws, provincial tourism regulations, health and safety requirements, and any other hospitality industry obligations — remains the sole responsibility of the property owner and operator.

GHM Suite does not provide legal, regulatory, or compliance advice. Nothing in this platform or these Terms should be construed as such. If you are uncertain about your compliance obligations, you should seek independent legal advice.

8. Third-Party Platform Integrations

GHM Suite allows you to connect external calendar feeds from platforms such as Airbnb, Booking.com, and LekkeSlaap using iCal links that you provide. These integrations allow booking data to be imported into GHM Suite for your own management purposes.

You are solely responsible for ensuring that your use of GHM Suite complies with the terms of service of any third-party platform you connect. This includes, without limitation, the terms of Airbnb, Booking.com, and LekkeSlaap regarding data use, display, and aggregation. GHM Suite makes no representation that importing or displaying calendar data within our platform is permitted under those platforms' terms.

We are not affiliated with, endorsed by, or partnered with Airbnb, Booking.com, or LekkeSlaap. Any reference to these platforms is for descriptive purposes only.

We are not responsible for the availability, accuracy, or continued operation of any third-party platform or integration, and changes made by those platforms may affect the functionality of GHM Suite features.

9. WhatsApp Messaging

GHM Suite includes a feature that allows you to compose WhatsApp messages using pre-built templates and open them in the WhatsApp application on your device. GHM Suite does not send WhatsApp messages on your behalf. We are not a WhatsApp Business Solution Provider.

You are solely responsible for:

• Ensuring that any guest or contact you message has consented to receive communications from you via WhatsApp
• Complying with the Electronic Communications and Transactions Act (ECTA) and any applicable spam or direct-marketing regulations
• Complying with WhatsApp's own Terms of Service

GHM Suite accepts no liability for messages sent, complaints received, or regulatory action arising from your use of the WhatsApp messaging feature.

10. Invoicing and Tax Documents

The invoicing add-on lets you create invoices, pro forma invoices and credit notes for bookings, and email them to guests as PDF documents that carry your property's name, address, logo, banking details and — where you tell us you are a registered VAT vendor — your VAT registration number.

You are the issuer of every document. GHM Suite is a tool that lays out and delivers documents on your instruction. It is not your accountant, bookkeeper or tax adviser, and it does not issue documents on its own behalf. In particular:

• The details printed on a document — your legal name, address, registration and VAT numbers, banking details, the recipient's details, the description, quantity and price of each line — are those you enter. You are responsible for their accuracy.
• Whether a document is headed "Tax Invoice" and shows VAT, or is headed "Invoice" and shows none, follows the VAT registration status you set for the property. It is your responsibility to set that status correctly and to keep it current. Issuing a document that purports to be a tax invoice when you are not a registered vendor is an offence under the Value-Added Tax Act, and the consequences of doing so rest with you.
• VAT is calculated from the amounts and settings you supply, at the standard rate, on the basis that your prices include VAT, and — for commercial accommodation supplied for an unbroken period exceeding 28 days — on 60% of the charge as section 10(10) of the Act provides, unless you choose otherwise. You are responsible for confirming that this treatment is correct for your circumstances.
• GHM Suite does not provide tax, accounting or legal advice, and nothing in the platform constitutes such advice. Whether the documents you issue satisfy the requirements of the South African Revenue Service or any other authority is for you and your advisers to determine.

Numbering and immutability. Each property's documents are numbered sequentially within a series and year. Once issued, a document cannot be edited or deleted; a mistake is corrected by issuing a credit note against it, which is how the Act requires corrections to be made. Numbers are never reused, including where a document has been fully credited.

Storage and retention. We do not store the PDF files themselves. Each document's content is stored as data and the PDF is regenerated, identically, whenever it is downloaded or sent. The details of the issuing property and the recipient are frozen on the document at the moment of issue, so later changes to your settings or to a guest's record do not alter documents already issued. Issued documents are retained and remain downloadable for at least five years, including after the add-on or your subscription ends, in line with the record-keeping periods that apply to you. Your logo, if you upload one, is stored at a publicly accessible address so that it can be shown in emails.

Email delivery. Documents are emailed from a GHM Suite address in your property's name, with replies directed to your property's email address. We will make reasonable efforts to deliver each email and will record every attempt, but we cannot guarantee that an email is delivered, opened or not treated as spam by the recipient's provider. Confirming receipt with a guest, and providing the document by other means where necessary, remains your responsibility.

Your content. You warrant that you hold the rights to any logo, name or other content you place on documents, and that the documents you issue are for goods or services you have actually supplied.

GHM Suite accepts no liability for any tax, penalty, interest, assessment, dispute or loss arising from the content of documents you issue, from your VAT registration status, or from a document not reaching its recipient.

11. Intellectual Property

All intellectual property in the GHM Suite platform — including software, design, logos, and content created by us — remains the exclusive property of GHM Suite. Your subscription grants you a limited, non-exclusive, non-transferable licence to use the platform for its intended purpose.

You retain ownership of all data you input into GHM Suite (your bookings, guest records, and property information).

12. Disclaimer of Warranties and Service Availability

GHM Suite is provided on an "as is" and "as available" basis. We do not warrant that:

• The service will be uninterrupted, error-free, or free of viruses or other harmful components
• The service will meet your specific requirements or expectations
• Data imported from third-party calendar feeds will be complete, accurate, or timely
• The platform will prevent double-bookings — GHM Suite is designed to help reduce the risk of double-bookings but cannot guarantee this where data from external platforms is delayed, incomplete, or incorrectly formatted

We aim to maintain high availability but make no uptime guarantee. Scheduled or unscheduled maintenance may cause temporary unavailability.

13. Limitation of Liability

To the maximum extent permitted by South African law, GHM Suite and its owners, directors, employees, and agents shall not be liable for any:

• Indirect, incidental, special, or consequential damages
• Loss of revenue, profits, or business opportunities
• Loss of data or costs of data recovery
• Business interruption or loss of goodwill
• Double-booking incidents or disputes with guests or third-party platforms
• Failure or delay of third-party integrations (Airbnb, Booking.com, LekkeSlaap, WhatsApp, payment provider)

Our total aggregate liability to you for any claim arising from or related to your use of GHM Suite shall not exceed the total subscription fees paid by you in the 12 months immediately preceding the claim.

Nothing in these Terms limits liability for death, personal injury, or fraud caused by our negligence, or any other liability that cannot be excluded by law.

14. Data Loss Disclaimer

While we take reasonable measures to protect your data, you acknowledge that no system is immune to data loss. You are responsible for maintaining your own backups of critical business records. GHM Suite shall not be liable for any loss or corruption of data, howsoever caused.

15. Termination

We may terminate or suspend your account immediately, without prior notice, if you breach these Terms & Conditions or engage in fraudulent, abusive, or illegal activity. Upon termination, your right to use the service ceases immediately.

You may terminate your account at any time by emailing us at info@ghmsuite.co.za. We will delete your data within 30 days of account termination, except where retention is required by law.

16. Governing Law and Disputes

These Terms & Conditions are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the South African courts.

Before initiating formal proceedings, both parties agree to attempt to resolve disputes informally by contacting us at info@ghmsuite.co.za.

17. Changes to These Terms

We may update these Terms & Conditions from time to time. When we do, we will update the "Last updated" date at the top of this page. If changes are material, we will notify you by email at least 14 days before the changes take effect. Continued use of GHM Suite after changes are posted constitutes your acceptance of the revised terms.

18. Contact Us

If you have any questions about these Terms & Conditions, please contact us:

GHM Suite
Email: info@ghmsuite.co.za
Website: ghmsuite.co.za