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 guest house owners and operators 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 is R150 per month per guest house property. Each guest house added to your account is billed separately at R150/month after its respective trial period. Fees are subject to change with 30 days' written notice by email.

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 guest house
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.

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 guest house 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. 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).

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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