Logon Invoice Legal Terms

Part A — Terms and Conditions

1. Agreement and authority

These Terms form a binding agreement between Logonvoice Limited ("Logonvoice", "we", "us" or "our") and the person, company, branch, organisation, or other entity creating or using a Logon Invoice account (the "Subscriber", "you" or "your"). By creating an account, selecting the acceptance box, paying for, accessing, or using Logon Invoice, you accept these Terms and acknowledge the Privacy and Data Use Notice.

The person registering confirms that they are at least 18 years old and have authority to bind the Subscriber. A person without that authority must not create the account.

2. The service

Logon Invoice provides business-management tools that may include stock and inventory, sales, purchases, supplier records, expenses, waste, invoices and receipts, customer accounts, multi-branch access, e-commerce, employee roles, taxes and levies, membership functions, reports, exports, payment integrations, and related features. Features and limits may change as the service is improved, secured, or adapted.

3. Subscriber's business responsibility

The Subscriber is solely responsible for:

• the legality, quality, safety, description, price, delivery, warranty, return and refund of products or services it supplies;
• all cash, mobile-money, card, bank, credit, debt, supplier and customer transactions;
• checking physical stock and reconciling it against system quantities;
• the conduct, permissions, supervision and removal of its owners, staff, cashiers, agents and contractors;
• keeping source documents and correcting inaccurate, duplicate, fraudulent or unauthorised entries promptly;
• customer complaints, chargebacks, debts, refunds and disputes; and
• obtaining every business registration, licence, permit and approval required for its operations.

4. Taxes, levies, accounting and reports

Tax, VAT, levy, discount, profit, cost, depreciation, invoice-numbering and accounting functions depend on settings and data chosen or supplied by the Subscriber. Logonvoice does not determine whether a Subscriber must register for a tax, which rate applies, or whether a report satisfies a filing or audit requirement. The Subscriber must verify current Ghana Revenue Authority or other applicable rules and obtain professional tax, accounting, audit or legal advice where needed.

An invoice, receipt or report produced by the service is not independent proof that goods existed, payment was received, tax was paid, or a transaction was lawful.

5. Accounts and security

The Subscriber must provide accurate registration information, keep it current, use strong unique passwords, assign individual users and minimum necessary permissions, remove former staff promptly, and protect devices, email accounts, SIM cards and authentication codes. Suspected unauthorised access must be reported promptly.

The Subscriber is responsible for activity performed through its accounts unless it promptly reports a compromise and takes reasonable steps to secure the affected account.

6. Customer Data and lawful instructions

The Subscriber controls information it enters about its business, customers, suppliers, products, employees and transactions ("Customer Data"). The Subscriber must have a lawful basis, provide required privacy notices, collect only necessary information, keep it accurate, and respond to relevant individual rights requests.

Logonvoice processes Customer Data to host, secure, maintain, support, troubleshoot and provide the service, and on the Subscriber's documented or in-product instructions. The Subscriber must comply with the Ghana Data Protection Act, 2012 (Act 843) and any other applicable privacy law.

7. Acceptable use

The Subscriber must not use Logon Invoice to:

• create false invoices, sales, purchases, stock, tax records, customers, receipts or reports;
• commit fraud, theft, tax evasion, money laundering, unlawful surveillance or any other illegal act;
• sell prohibited, counterfeit, stolen, unsafe or unlawfully regulated products or services;
• access another organisation's account or data without written authority;
• upload malware, bypass security, overload, scrape, attack or interfere with the service; or
• store card PINs, security codes, mobile-money PINs, passwords or other secret credentials.

8. Subscription, pricing, payment and refunds

Prices, billing periods, features, limits and taxes are those shown on the applicable invoice, quotation, order or plan page. Fees are normally payable in advance. Access may be restricted when payment is overdue or a subscription expires. Renewal prices and features may differ from an earlier plan following reasonable notice.

Payments for an activated billing period are final and non-refundable merely because the Subscriber stops using the service. This does not remove a refund or remedy that cannot lawfully be excluded. SMS, USSD, payment-gateway, mobile-network, hosting, device and internet charges may be separate.

9. Expiration, data access and deletion

When a subscription expires, access to paid features may be suspended until renewal. The Subscriber should export records required for business or legal purposes while the account is active. Data may be retained for a reasonable period for reactivation, security, backups, legal obligations and dispute resolution, after which it may be deleted or anonymised according to applicable retention practices.

10. Availability, maintenance and backups

We aim to keep Logon Invoice available and secure, but uninterrupted or error-free operation is not guaranteed. Maintenance, internet or power failure, hosting incidents, cyberattacks, telecommunications outages, force majeure and third-party failures may affect the service. Logonvoice may update features, apply reasonable limits or suspend risky functions to protect users and systems.

Service backups are maintained for operational recovery where applicable, but they do not replace the Subscriber's duty to reconcile transactions and keep legally required source documents and exports.

11. Payments, stores and third-party services

Optional features may connect to Paystack, Flutterwave, banks, mobile-money providers, SMS services, Google services, hosting providers, e-commerce tools or other third parties. Their terms, charges, settlement times, privacy practices and availability may apply. Logonvoice is not the merchant or settlement institution for the Subscriber's sales and is not responsible for a third party's independent reversal, delay, rejection or failure.

12. Software licence and intellectual property

Logonvoice and its licensors retain ownership of the software, source code, designs, documentation, branding and improvements. During an active subscription, the Subscriber receives a limited, non-exclusive, non-transferable and revocable right to use the service for its internal lawful business operations.

The Subscriber must not resell, sublicense, copy, distribute, reverse engineer or allow unauthorised third parties to use the software without prior written permission.

13. Confidentiality

Each party must protect the other's non-public business, technical, financial and customer information with reasonable care and use it only for this agreement. Necessary disclosure is permitted to bound staff, contractors, professional advisers and competent authorities as required by law.

14. Suspension and termination

Logonvoice may suspend or restrict access where reasonably necessary for overdue fees, a security threat, suspected fraud or unlawful activity, abuse, material breach, legal demand, or risk to other users. Where lawful and practicable, we will notify the Subscriber and allow a reasonable opportunity to correct the issue.

15. Disclaimers

Except for rights that cannot lawfully be excluded, the service is provided on an "as available" basis. Logonvoice does not warrant that the software will make the Subscriber profitable or compliant, prevent staff fraud or theft, verify physical stock or cash, collect debts, or replace professional accounting, audit, tax, legal or cybersecurity advice.

16. Limitation of liability

Nothing excludes liability that cannot lawfully be excluded, including liability for fraud or wilful misconduct. Subject to that rule, Logonvoice is not liable for indirect, special, incidental, punitive or consequential loss, or loss of profit, opportunity, goodwill, anticipated savings or data.

Subject to applicable law, Logonvoice's total aggregate liability arising from Logon Invoice during any 12-month period will not exceed the service fees actually paid by the Subscriber for the affected account during the 12 months immediately before the event giving rise to the claim.

17. Subscriber indemnity

To the extent permitted by law, the Subscriber will indemnify Logonvoice and its officers, employees and contractors against third-party claims, regulatory proceedings, penalties, losses and reasonable costs arising from the Subscriber's products, services, taxes, business activity, Customer Data, breach of these Terms, or acts and omissions of its staff and representatives.

18. Changes to the service or Terms

Logonvoice may update the service or these Terms for legal, security, operational or product reasons. The version date will change. Material changes will receive reasonable notice through the service, email or another appropriate channel and may require renewed acceptance.

19. Governing law and disputes

These Terms are governed by the laws of the Republic of Ghana. Before court proceedings, each party should give written notice and allow at least 30 days for good-faith resolution, except where urgent relief is needed. Courts of competent jurisdiction in Ghana have jurisdiction. If one provision is unenforceable, the remaining provisions continue in effect.

Part B — Privacy and Data Use Notice

20. Our data-protection roles

For information entered by a Subscriber about its customers, suppliers, staff and transactions, the Subscriber will ordinarily act as data controller and Logonvoice will ordinarily act as data processor. For account registration, subscriptions, billing, security, abuse prevention, service improvement and Logonvoice's own legal duties, Logonvoice may act as data controller. The exact role depends on the facts and law.

21. Information we may process

• Account data: name, phone, email, organisation, role, country, plan and account status.
• Business records: products, stock, pricing, sales, purchases, suppliers, expenses, waste, taxes, customers, employees, invoices, receipts and reports.
• Technical data: IP address, browser, device, dates, login events, audit activity, errors, cookies and security logs.
• Billing and support data: invoices, payment references or status, support requests and troubleshooting information.
• Preferences: operational notifications and optional marketing choices.

Users must never provide card PINs, card security codes, mobile-money PINs, bank-login passwords, email passwords or other secret credentials to Logonvoice.

22. How information may be used

• to create and administer accounts and provide requested Logon Invoice functions;
• to store, calculate, display, report, export and transmit records as instructed by authorised users;
• to authenticate users, maintain audit trails, prevent abuse and investigate security events;
• to process subscriptions, confirm payment status and provide support;
• to maintain backups, diagnose errors and improve performance and usability;
• to comply with law, enforce agreements and establish or defend legal claims; and
• to send marketing only where permitted and consistent with the recipient's choices.

23. Legal bases

Depending on our role and applicable law, processing is performed to provide the service agreement, follow lawful Subscriber instructions, meet legal obligations, protect legitimate security and business interests, or on valid consent where consent is required. Withdrawing optional consent does not stop necessary processing supported by another lawful basis.

24. Disclosure and service providers

Personal data may be disclosed only as reasonably necessary to:

• the Subscriber and its authorised users, branches and administrators;
• hosting, backup, email, SMS, payment, analytics, security and support providers subject to appropriate duties;
• professional advisers, auditors, insurers or parties to a genuine corporate transaction under confidentiality;
• courts, regulators, law-enforcement agencies or other competent authorities where required; and
• another party directed or validly authorised by the affected person or Subscriber.

Logonvoice does not sell Customer Data or disclose one Subscriber's data to another Subscriber without proper authority or a legal requirement.

25. International processing

Some hosting, communications, security or support providers may process data outside Ghana. Where this occurs, Logonvoice will take reasonable steps required by applicable law to protect the data through appropriate contractual, organisational and security safeguards.

26. Security and incidents

Logonvoice uses reasonable administrative, technical and organisational safeguards, including encrypted internet transport where supported. No internet or storage system is completely secure. The Subscriber must maintain its own staff training, device security, access controls, reconciliation and incident procedures. Where required by law, Logonvoice will notify the affected Subscriber of a confirmed personal-data incident without undue delay.

27. Retention, export and deletion

Data is retained for as long as reasonably needed to provide and secure the service, maintain necessary business records, meet legal duties and resolve disputes. Logs and backups may remain for limited periods after live data is removed. Authorised users should use available exports while the account is active. Verified export, correction or deletion requests remain subject to law, security, contractual rights and technical feasibility.

28. Individual rights

Subject to the Data Protection Act, 2012 (Act 843), individuals may have rights to be informed and to request access, correction, blocking, deletion or objection in appropriate circumstances. A retail customer, supplier or employee should normally contact the Subscriber that collected their data first. Logonvoice will reasonably assist the Subscriber where Logonvoice acts as processor. A person may also complain to Ghana's Data Protection Commission.

29. Cookies, analytics and communications

Logon Invoice may use essential cookies for login, preferences and security and may use analytics to understand reliability and feature use. Blocking essential cookies may prevent parts of the service from working. Service, security, billing and legal notices may still be sent when marketing is declined. Optional marketing can be stopped through an unsubscribe method or by contacting Logonvoice.

30. Children

Logon Invoice accounts are for authorised adults and organisations and are not directed to children. A Subscriber entering information about a child must have a lawful basis, provide required notices and apply protections appropriate to the child's best interests.

31. Contact

Logonvoice Limited
Rovince Arcade, Spintex Road, adjacent to Zenith Bank, Accra, Ghana
Email: info@logonvoice.com
Telephone: 0302 823 672
Website: www.logonvoice.com

Terms and Privacy version: 2026-08-29

Effective date: 29 August 2026