Terms and Conditions

These Terms and Conditions (the “Terms”) govern your access to and use of EquipLoop’s websites, applications, and equipment management services (collectively, the “Service”). By creating an account, joining an organisation, or otherwise using the Service, you agree to these Terms.

If you use EquipLoop for a company or other organisation, you confirm that you have authority to accept these Terms on its behalf. If you do not agree, do not use the Service.

EquipLoop is a multi-tenant software service that helps organisations record equipment, people, assignments, locations, condition, returns, activity, and related history. Features may include QR codes, notifications, reports, imports, exports, storage, and future equipment workflows.

We may improve, add, remove, or change features as the product develops. We will not intentionally prevent you from retrieving your organisation’s data, subject to technical, legal, and account-status limitations.

You must provide accurate account information and keep your access credentials secure. You are responsible for activity performed through your account unless you promptly notify us of suspected unauthorised access.

You may sign in using email and password or Google authentication. Google sign-in is facilitated through Supabase Auth and is also subject to Google’s applicable terms. We do not receive or store your Google password. You may revoke EquipLoop’s Google access from your Google Account settings.

Organisation owners and administrators control membership, roles, settings, and organisation data. If you join an organisation, its authorised administrators may manage your access and view activity you perform in that workspace.

You are responsible for granting appropriate permissions, removing access when a member no longer requires it, and ensuring your use of information about employees, contractors, customers, students, or other people is lawful.

You retain ownership of information you submit to EquipLoop, including equipment records, assignment history, people, locations, notes, photos, custom fields, and files (“Customer Data”). You grant us a limited right to host, process, back up, transmit, and display Customer Data only as needed to provide, secure, support, and improve the Service.

You are responsible for ensuring that:

• you have the right and any required notices or consent to upload and use Customer Data;
• Customer Data is accurate enough for your operational purposes;
• you maintain appropriate internal processes and any backups or exports your business requires; and
• your records do not contain unlawful, harmful, or unnecessarily sensitive information.

You must not use the Service to:

• break any law, infringe rights, or process personal information without a lawful basis;
• gain unauthorised access to another account, organisation, system, or network;
• upload malware, disrupt the Service, bypass limits, or probe security without written permission;
• resell, copy, reverse engineer, or exploit the Service except where law expressly permits it; or
• send spam, harass others, or store content that is deceptive, abusive, or illegal.

We may investigate violations and suspend access where reasonably necessary to protect users or the Service.

EquipLoop may offer free and paid plans with different limits and features. Pricing, billing periods, usage limits, and renewal terms shown when you subscribe form part of these Terms. Unless stated otherwise, fees are charged in advance, are exclusive of applicable taxes, and are non-refundable except where required by law.

We may change pricing or plan limits with reasonable advance notice. If a paid subscription is not renewed or payment fails, we may downgrade or suspend the workspace after providing any notice required by law.

We use reasonable technical and organisational safeguards, including authentication and tenant access controls, to protect the Service. No online service is completely secure or continuously available, and we cannot guarantee that data loss, interruption, or unauthorised access will never occur.

Scheduled maintenance, third-party outages, internet failures, or events beyond our reasonable control may affect availability. Please report suspected security issues through our contact page.

EquipLoop and its software, design, branding, documentation, and original content belong to us or our licensors. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to use the Service for your internal business purposes. Feedback you provide may be used without restriction or compensation, but we will not identify you publicly without permission.

You may stop using EquipLoop at any time. Organisation owners may request closure of their workspace, subject to identity and authority checks. Before closure, export any data you need to retain.

We may suspend or terminate access for material breach, unlawful use, security risk, non-payment, or where needed to comply with law. Where practical, we will provide notice and an opportunity to remedy the issue. Sections that by nature should continue—including ownership, disclaimers, liability, and dispute provisions—survive termination.

EquipLoop is an administrative record-keeping tool. It does not replace physical inspections, safety procedures, insurance, professional advice, or your responsibility to manage equipment. The Service is provided “as is” and “as available” to the extent permitted by law.

To the maximum extent permitted by law, EquipLoop will not be liable for indirect, incidental, special, consequential, exemplary, or punitive loss, or for lost profits, revenue, goodwill, or data. Our aggregate liability relating to the Service will not exceed the fees you paid for the Service during the 12 months before the event giving rise to the claim. Nothing in these Terms excludes liability that cannot legally be excluded.

We may update these Terms to reflect product, legal, or operational changes. We will update the date above and, for material changes, provide reasonable notice through the Service or your registered email address. Continued use after the effective date means you accept the updated Terms.

These Terms are governed by the laws of the Republic of South Africa. Courts with jurisdiction in South Africa will have jurisdiction over disputes, unless mandatory consumer law requires otherwise. Please contact us first so we can try to resolve concerns promptly. Our handling of personal information is described in the Privacy Policy.