Terms of Service

1. Acceptance of Terms

By accessing, browsing, or using the HostMas platform (“Service”), you acknowledge that you have read, understood, and agree to be bound by these Terms of Service (“Terms”) and our Privacy Policy. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, you must not access or use the Service.

2. Description of Service

HostMas is a multi-tenant, cloud-based hostel management platform operated by Waesta Enterprises U Ltd. The Service provides tools for:

• Managing hostels, rooms, beds, and accommodation facilities
• Processing student bookings, check-ins, and check-outs
• Handling payments via mobile money (MTN MoMo, Airtel Money), Pesapal, bank transfers, and cash
• Generating invoices, receipts, and GAAP-compliant accounting reports
• Sending notifications via email, SMS, and in-app messaging
• Managing student biodata, guardian information, and accommodation history
• Providing analytics, occupancy reports, and financial dashboards

The Service is provided as a Software-as-a-Service (SaaS) platform accessible via web browsers and as a Progressive Web App (PWA).

3. User Accounts

3.1 Registration

Access to the Service requires an account. Accounts may be created by organization administrators or by Waesta Enterprises during onboarding. You agree to provide accurate, current, and complete information and to update it as necessary.

3.2 Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must immediately notify us at info@waestaltd.com if you suspect unauthorized access to your account.

3.3 User Roles

HostMas supports multiple user roles including Super Admin, Tenant Admin, Admin, Manager, Accountant, Maintenance Staff, Student, and Guardian. Each role has specific permissions. Organization administrators are responsible for assigning appropriate roles and managing user access within their tenant.

4. Acceptable Use

You agree to use the Service only for lawful purposes related to hostel and accommodation management. You agree not to:

• Use the Service for any illegal, fraudulent, or unauthorized purpose
• Upload or transmit malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to other tenants’ data, systems, or accounts
• Interfere with or disrupt the Service, servers, or networks
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to harass, abuse, defame, or harm any person
• Scrape, crawl, or use automated tools to extract data from the Service
• Resell, sublicense, or redistribute the Service without written authorization
• Violate any applicable local, national, or international laws or regulations

5. Multi-Tenant & Data Isolation

HostMas operates as a multi-tenant platform. Each organization (“Tenant”) operates in a logically isolated environment:

• All data belonging to a Tenant is isolated and inaccessible to other Tenants.
• Tenant administrators are responsible for managing users, data, and settings within their organization.
• Waesta Enterprises, as the platform operator, may access Tenant data solely for the purposes of providing support, maintaining the Service, or complying with legal obligations.
• Each Tenant is responsible for ensuring that their use of the Service complies with applicable data protection laws in their jurisdiction.

6. Payment Terms

6.1 Licensing & Fees

HostMas offers subscription-based licensing plans with varying features, user limits, and pricing. Fees are communicated during onboarding and are subject to the terms of your specific licensing agreement.

6.2 Billing

Subscriptions may be billed monthly, quarterly, or annually depending on your plan. Invoices are issued in advance of each billing period. Payment is due within the timeframe specified on the invoice.

6.3 Payment Methods

We accept payments via mobile money (MTN MoMo, Airtel Money), bank transfer, and other methods as agreed during onboarding. You agree to provide accurate payment information and to pay all fees when due.

6.4 Late Payments & Suspension

If payment is not received within 14 days of the due date, we reserve the right to suspend access to the Service until the outstanding balance is settled. Repeated non-payment may result in account termination.

6.5 Refunds

Fees are generally non-refundable. Refund requests for exceptional circumstances will be evaluated on a case-by-case basis at our discretion.

7. Data & Content Ownership

7.1 Your Data

You retain full ownership of all data and content you upload, enter, or generate through the Service (“Your Data”). We do not claim ownership of Your Data. You grant us a limited, non-exclusive license to use, process, and store Your Data solely for the purpose of providing and improving the Service.

7.2 Data Export

You may export Your Data at any time using the platform’s built-in CSV and PDF export features. Upon account termination, we will make Your Data available for export for a period of 90 days.

7.3 Backups

We perform regular automated backups of the Service. However, we do not guarantee against data loss. You are responsible for maintaining your own backups of critical information where appropriate.

7.4 Data Processing

Our collection, use, and protection of personal data is governed by our Privacy Policy, which forms part of these Terms.

8. Service Availability

We strive to maintain 99.9% uptime for the Service. However, we do not guarantee uninterrupted or error-free access. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide advance notice where possible)
• Emergency maintenance to address security vulnerabilities or critical bugs
• Circumstances beyond our reasonable control (force majeure), including internet outages, natural disasters, or government actions

The PWA functionality allows limited offline access to cached data, but full Service functionality requires an active internet connection.

9. Intellectual Property

The Service, including its design, code, features, documentation, logos, and trademarks, is the intellectual property of Waesta Enterprises U Ltd and is protected by applicable copyright, trademark, and other intellectual property laws.

Your subscription grants you a limited, non-exclusive, non-transferable, revocable license to use the Service for its intended purpose during the term of your subscription. This license does not grant you any rights to the underlying source code, algorithms, or proprietary technology.

10. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• Waesta Enterprises U Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to your use of the Service, including but not limited to loss of data, revenue, profits, or business opportunities.
• Our total aggregate liability for any claims arising from or related to the Service shall not exceed the total fees paid by you in the twelve (12) months preceding the claim.

11. Indemnification

You agree to indemnify, defend, and hold harmless Waesta Enterprises U Ltd, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from:

• Your use of the Service or violation of these Terms
• Your violation of any applicable law or regulation
• Any data or content you upload, store, or transmit through the Service
• Your infringement of any third-party rights

12. Termination

12.1 Termination by You

You may terminate your account at any time by contacting us at info@waestaltd.com. Upon termination, you will have 90 days to export Your Data before it is permanently deleted.

12.2 Termination by Us

We may suspend or terminate your account immediately, with or without notice, if:

• You breach any provision of these Terms
• You fail to pay fees when due after reasonable notice
• Your use of the Service poses a security risk to the platform or other users
• We are required to do so by law

12.3 Effect of Termination

Upon termination, your right to access the Service ceases immediately. Sections relating to data ownership, limitation of liability, indemnification, and governing law survive termination.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of Uganda. Any disputes arising from or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of Kampala, Uganda.

Before initiating any legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of at least 30 days.

14. Changes to Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will:

• Update the “Last updated” and “Effective” dates at the top of this page.
• Notify active users via email or in-app notification at least 14 days before material changes take effect.
• Provide a summary of key changes where applicable.

Your continued use of the Service after the effective date of updated Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the Service and contact us to terminate your account.

15. Contact Information

If you have questions or concerns about these Terms of Service, please contact us: