Subscription agreement

This agreement is between the operator of ResiCore named on the Contact page ("ResiCore") and the residence named when it is accepted ("the residence"). It is accepted on screen by an administrator who confirms they may bind the residence. The Terms of use also apply; where they differ, this agreement wins.

1. The service

ResiCore gives the residence access to its student residence management software, hosted by ResiCore, including updates, security fixes and support by email during the support hours on the Contact page. Optional extra services, if offered, are agreed separately.

2. Test mode and going live

A new residence starts in test mode, in which no real student payments are taken. The residence decides when to go live once the set-up checklist is complete.

3. Prices

The price list in force is published on the Pricing page: a base fee, a price per active bed in brackets, a minimum monthly bill, an optional set-up fee and the billing plans offered with their discounts. An active bed is a bed that is not archived, in a room and building that are not archived. No VAT is charged, because ResiCore is not registered for VAT.

ResiCore may change the price list, including a yearly inflation increase, by notifying the residence's administrators at least 60 days before the change starts. A term already paid keeps its price. If the residence does not accept a change, it may cancel before the change starts.

4. Starting and billing

• Billing starts when the residence activates its subscription by choosing a plan and paying the first invoice (the set-up fee, if any, and the first period).
• Monthly plan: invoiced on the 1st of each month for the month before, on the highest number of active beds that month. Beds added are charged pro rata from the day added; beds removed lower the bill from the following month.
• 3, 6 or 12 month plans: invoiced in advance for the term on the number of active beds when the term starts (never lower than the highest number in the month before), less the plan's discount. Beds added during a term are charged pro rata on the next 1st. Beds removed during a term are not refunded. A change of plan takes effect at the end of the current term.
• Application fee share: where the residence takes online application fees from students through ResiCore, ResiCore's agreed share of those fees (shown on the residence's billing page) is a line on the invoice.
• Invoices are emailed to the residence's administrators and are always available on its billing page.

5. Payment

The residence pays each invoice by its due date, by card (charged automatically through the payment provider, which stores the card; ResiCore never sees card details) or by EFT with proof of payment, which ResiCore confirms. Corrections are made by credit note, never by changing an invoice.

6. Late payment

If an invoice is unpaid after its due date, ResiCore notifies the administrators and continues any card retries. 14 days after the due date staff access becomes read-only (data can still be viewed and downloaded, students still see their information, new applications close). 30 days after the due date the residence is suspended (only billing and data download remain). Payment restores full access at once. ResiCore never withholds the residence's data for non-payment.

7. The residence's duties

The residence keeps its administrators' details current, controls which staff have access, uses ResiCore lawfully, and is responsible for the decisions it makes about students and for the accuracy of what it enters. It is the responsible party for its students' personal information; the POPIA operator agreement governs how ResiCore processes it.

8. Term and ending

The agreement runs from activation until cancelled. The residence may cancel at any time; the subscription ends at the end of the paid period. ResiCore may end it with 60 days' notice, or sooner if the residence materially breaches this agreement and does not remedy it within 14 days of notice. After it ends the residence can download its data for 90 days; then ResiCore deletes it, except records the law requires ResiCore to keep. Refunds follow the Refund and cancellation policy.

9. Liability

Each party is liable for its own breaches. To the extent the law allows, neither party is liable for indirect or consequential loss, and ResiCore's total liability in any twelve months is limited to the fees the residence paid in that time. These limits do not apply to a breach of confidentiality or of the operator agreement caused by gross negligence or wilful misconduct.

10. General

Notices are given by email: to ResiCore at the email address on the Contact page, and to the residence at its administrators' addresses. This agreement, the terms of use, the operator agreement and the price list in force are the whole agreement. South African law applies.