Terms of use

1. Who we are

ResiCore is software that student residences use to run applications, room allocation, leases, payments and life in residence. It is provided by the operator of ResiCore named on the Contact page ("ResiCore", "we", "us"). Our contact details, physical address and support hours are on the Contact page.

These terms apply to everyone who uses ResiCore: residences and their staff ("residences", "you"), students and applicants, and visitors to our public pages. A residence that subscribes also accepts the Subscription agreement and the POPIA operator agreement; where those agreements say something different, they win.

2. Accounts

• Every account is confirmed by a code sent to its email address. Keep your password secret and do not share an account.
• Staff accounts must use two-step verification. Students may switch it on and we recommend it.
• You are responsible for what is done with your account. Tell us at once at the email address on the Contact page if you think someone else has used it.
• A residence decides who on its staff has access and what they may do, and removes access when someone leaves.

3. Acceptable use

You may not:

• use ResiCore for anything unlawful, or to store information you have no right to hold;
• try to reach another residence's information, test our security without our written permission, or get around a limit or check;
• upload malicious files, or overload or disrupt the service;
• copy, resell or reverse engineer the software, except where the law allows it.

We may suspend an account that breaks these rules, and will tell you why unless the law or an investigation prevents it.

4. Students and applicants

Your residence decides on applications, rooms, leases, fees and rent. ResiCore only provides the system. Questions about a decision, an offer or a payment go to your residence. Your residence's privacy notice explains how it uses your information; ResiCore's own privacy notice explains our part.

5. Prices and billing (residences)

• Prices are on the Pricing page: a base fee plus a price per active bed charged in brackets, a minimum monthly bill, an optional set-up fee, and billing plans (monthly or for a longer term) with any discount shown there.
• No VAT is charged: ResiCore is not registered for VAT. If that changes, we will give notice before VAT is added.
• Monthly plan: invoiced on the 1st for the month before, on the highest number of active beds that month. Beds added during the month are charged pro rata from the day they were added. Removing beds lowers the bill from the next month.
• Longer plans: invoiced in advance for the term, 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; the next term uses the new count.
• Application fee share: where your residence charges students an online application fee, our agreed share of those fees is a line on your invoice.
• Price changes, including the yearly inflation increase, are announced to your administrators at least 60 days before they start. A term you have already paid keeps its price.

6. Late payment

If an invoice is not paid by its due date we tell your administrators and keep trying any card on file. 14 days after the due date, staff accounts become read-only: staff can still see everything and download your data, students can still see their information, and new applications are closed. 30 days after the due date the residence is suspended: staff can only see billing and download your data. Paying the invoice lifts either step at once. We never withhold your data for non-payment.

7. Cancellation

A residence may cancel at any time on its billing page. The subscription ends at the end of the period already paid. Your data stays available for download for 90 days after that and is then deleted, except records we must keep by law (for example our invoices to you). The Refund and cancellation policy explains refunds.

8. Your information and ours

Each residence owns the information it puts into ResiCore and is responsible for it under the Protection of Personal Information Act (POPIA). We process it only to provide the service, as set out in the operator agreement. We own the software, its design and our brand. Feedback you give us may be used to improve ResiCore.

9. Availability and changes

We work to keep ResiCore available and secure, but cannot promise it will never be interrupted. We announce planned maintenance where we can. We may improve or change features; if a change takes away something a paying residence relies on, we will give reasonable notice. We will tell you before changing these terms, and the date at the top shows the version in force.

10. Liability

ResiCore is provided with reasonable care and skill. To the extent the law allows, we are not liable for indirect or consequential loss, and our total liability to a residence in any twelve months is limited to the fees it paid us in that time. Nothing in these terms limits a right you have under the Consumer Protection Act or the Electronic Communications and Transactions Act that cannot be excluded.

11. Consumers

If you contract with us as an individual consumer, you may cancel a subscription within 7 days after agreeing to it, without reason or penalty, and we will refund what you paid less the cost of services already provided (Electronic Communications and Transactions Act, section 44).

12. Disputes and law

Please contact us first at the email address on the Contact page; most problems are solved quickly. These terms are governed by the law of the Republic of South Africa, and South African courts have jurisdiction.