Logonvoice SS Legal Terms

Part A — Terms and Conditions

1. Agreement and authority

These Terms and Conditions form a binding agreement between Logonvoice Limited ("Logonvoice", "we", "us" or "our") and the person, business, institution, association, cooperative, or other organisation creating or using a Logonvoice SS account (the "Customer", "you" or "your"). By creating an account, selecting the acceptance box, paying for, accessing, or using Logonvoice SS, you agree to these Terms and acknowledge the Privacy and Data Use Notice in Part B.

The person creating the account confirms that they are at least 18 years old and have authority to bind the Customer. If that person lacks authority, they must not create or use the account.

2. The service we provide

Logonvoice SS provides tools that may assist with recording and managing savings, susu collections, deposits, withdrawals, loans, fees, customer accounts, staff roles, agent activity, notifications, reports, and related administrative functions. Features may change as the service is improved, secured, or adapted to legal and technical requirements.

Entries, balances, receipts, messages, and reports generated by the platform are based on information supplied or approved by the Customer and its users. They do not constitute confirmation by Logonvoice that money was received, paid, safeguarded, insured, invested, or legally collected.

3. Customer's financial and regulatory responsibility

The Customer is solely responsible for:

• obtaining and maintaining every registration, licence, approval, permission, and insurance required for its activities;
• complying with applicable financial-services, deposit-taking, susu, credit, anti-money-laundering, customer-identification, consumer-protection, tax, employment, accounting, and reporting requirements;
• protecting, reconciling, paying, refunding, and accounting for all customer funds;
• setting lawful interest, fee, withdrawal, loan, default, and collection rules and clearly disclosing them to its customers;
• checking the identity and authority of customers, staff, agents, and representatives;
• ensuring that every transaction and record is accurate, authorised, supported by evidence, and corrected promptly when necessary; and
• handling disputes with its customers, agents, staff, banks, mobile-money providers, payment providers, and regulators.

The Customer must not describe Logonvoice as holding, guaranteeing, underwriting, licensing, or supervising the Customer's financial activities. Access to the software is not proof that the Customer is licensed or compliant.

4. Accounts, staff access, and security

The Customer must provide accurate registration information, keep it current, use strong unique passwords, restrict access by role, remove former staff and agents promptly, and protect devices, email accounts, SIM cards, authentication codes, and login details. An account must not be shared by several people where individual accounts or audit trails are available.

The Customer is responsible for activity performed through its account unless it has notified Logonvoice of suspected compromise and taken reasonable steps to secure the account. Suspected unauthorised access must be reported promptly through the contact details below.

5. Customer data and lawful instructions

As between the parties, the Customer controls the personal data and financial records it enters into Logonvoice SS about its members, depositors, borrowers, customers, agents, and staff ("Customer Data"). The Customer determines why Customer Data is collected and how it is used. Logonvoice processes Customer Data to host, secure, support, maintain, troubleshoot, and provide the service, and on the Customer's documented or in-product instructions.

The Customer must:

• have a lawful basis and provide all required notices before entering any person's information;
• collect only information reasonably needed for a lawful purpose;
• keep Customer Data accurate and respond to relevant access, correction, objection, restriction, or deletion requests;
• obtain any consent required for SMS, WhatsApp, email, marketing, biometric, identification, or other optional processing;
• not upload information obtained unlawfully or information the Customer is not authorised to process; and
• comply with the Ghana Data Protection Act, 2012 (Act 843) and any other data-protection law applicable to its operations.

6. Acceptable use

The Customer and its users must not use the service to:

• commit fraud, theft, money laundering, unlawful deposit-taking, harassment, discrimination, or any other unlawful act;
• create false customers, transactions, balances, receipts, reports, or audit records;
• access another organisation's account or data without written authority;
• upload malware, attack or probe the platform, bypass security, overload the service, or interfere with other users;
• copy, resell, reverse engineer, scrape, or exploit the service except where expressly permitted in writing; or
• store unnecessary highly sensitive data, payment-card security codes, account passwords, or secret authentication credentials.

7. Subscription, payment, taxes, and renewal

Charges, billing periods, included features, limits, and any taxes are shown in the applicable order, invoice, plan page, or quotation. Unless the order states otherwise, fees are payable in advance and access may be restricted when payment is overdue. Third-party charges, including SMS, USSD, mobile-money, payment-gateway, bank, internet, and device charges, may be separate.

Payments already earned for an activated billing period are not refundable merely because the Customer stops using the service. This does not remove any refund or remedy that cannot lawfully be excluded. Logonvoice will give reasonable notice of material price changes before the next renewal where practicable.

8. Availability, maintenance, backups, and changes

We aim to keep the service available and secure, but uninterrupted or error-free operation is not guaranteed. Maintenance, security incidents, connectivity failures, hosting or telecommunications outages, force majeure events, or third-party failures may affect access. We may install updates, change features, apply reasonable limits, or suspend risky functions to protect users and the service.

Logonvoice may maintain service backups for operational recovery, but backups are not a substitute for the Customer's own records. The Customer must regularly review reports, reconcile them against real transactions, and export or retain records required for its business and legal obligations.

9. SMS, USSD, payment, and other third-party services

Optional features may depend on mobile networks, SMS or USSD providers, payment gateways, banks, cloud hosts, maps, identity providers, or other third parties. Their terms, charges, availability, settlement timelines, and security practices may apply. Logonvoice is not responsible for a third party's independent failure, reversal, delay, rejection, pricing, or unlawful act, but will provide reasonable technical assistance for integrations it supports.

10. Intellectual property and feedback

Logonvoice and its licensors retain ownership of the software, designs, source code, documentation, branding, and service improvements. The Customer receives a limited, non-exclusive, non-transferable, revocable right to use the service during an active subscription for its internal, lawful operations. The Customer retains its rights in Customer Data. Feedback may be used to improve the service without identifying or disclosing the Customer's confidential information.

11. Confidentiality

Each party must protect the other party's non-public business, technical, financial, and customer information with reasonable care and use it only for the agreement. Disclosure is permitted to staff, contractors, and professional advisers who need the information and are subject to confidentiality obligations, or where disclosure is required by law or a competent authority.

12. Suspension and termination

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

Either party may end the service according to the applicable plan or order. On termination, the Customer must stop using the service and pay outstanding charges. Subject to security, technical, and legal limitations, the Customer should export needed data before access ends and may request a reasonable export during any stated post-termination period. Sections intended by their nature to continue—including payment, confidentiality, intellectual property, responsibility, liability, and dispute provisions—survive termination.

13. Warranties and disclaimers

Each party warrants that it has authority to enter the agreement. Except for rights or warranties that cannot lawfully be excluded, the service is provided on an "as available" basis. Logonvoice does not warrant that the software will make the Customer compliant, prevent employee or agent fraud, verify that physical cash exists, guarantee collection or loan repayment, or replace professional legal, accounting, audit, cybersecurity, or regulatory advice.

14. Limitation of liability

Nothing in these Terms 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, arising from the service.

Subject to applicable law, Logonvoice's total aggregate liability arising from the service during any 12-month period will not exceed the service fees actually paid by the Customer to Logonvoice for the affected Logonvoice SS account during the 12 months immediately before the event giving rise to the claim. This allocation applies regardless of the legal basis of the claim and does not increase for multiple events or claims.

15. Customer indemnity

To the extent permitted by law, the Customer will defend, indemnify, and hold Logonvoice and its officers, employees, and contractors harmless from third-party claims, regulatory proceedings, penalties, losses, and reasonable costs arising from the Customer's unlawful financial activity, handling of customer funds, breach of these Terms, infringement of another person's rights, unlawful or unauthorised Customer Data, or acts and omissions of its staff and agents. Logonvoice must notify the Customer of the claim and permit reasonable participation in the defence, unless prohibited by law.

16. Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control, including natural disaster, epidemic, war, civil disturbance, government action, national network or power failure, labour disruption, cyberattack by a third party, or failure of critical suppliers, provided the affected party takes reasonable steps to reduce the impact.

17. Changes to these Terms

We may update these Terms for legal, security, operational, or service reasons. The version date will be updated. For a material change, we will provide reasonable notice through the service, email, or another appropriate channel and may require renewed acceptance. Continued use after the effective date constitutes acceptance where permitted by law.

18. Governing law and disputes

These Terms are governed by the laws of the Republic of Ghana. Before commencing court proceedings, each party should give written notice of the dispute and allow at least 30 days for good-faith resolution, except where urgent relief is required. Courts of competent jurisdiction in Ghana have jurisdiction. If any provision is unenforceable, it will be limited or removed only to the minimum extent necessary, and the remaining provisions continue in effect.

19. General provisions

These Terms, the Privacy and Data Use Notice, the applicable plan or order, and any signed agreement form the entire agreement for Logonvoice SS. A signed agreement prevails to the extent it expressly conflicts with these online Terms. Failure to enforce a provision is not a waiver. The Customer may not assign the agreement without written approval, except as part of a lawful business transfer. Logonvoice may use affiliates and subcontractors to provide the service and remains responsible for its obligations under the agreement.

Part B — Privacy and Data Use Notice

20. Who this notice covers

This notice explains how Logonvoice handles personal data relating to account owners, staff, agents, support contacts, website visitors, and people whose information is entered into Logonvoice SS. It should be read together with the Customer's own privacy notice to its customers and members.

21. Our data-protection roles

For Customer Data entered by a Customer about its members, depositors, borrowers, agents, or staff, the Customer will ordinarily act as the data controller and Logonvoice will ordinarily act as a data processor providing the software service. For data used to create accounts, manage subscriptions, prevent abuse, secure our systems, meet our own legal duties, improve service performance, and communicate with our business contacts, Logonvoice may act as a data controller. The legal role may depend on the facts and applicable law.

22. Personal data we may process

• Account and contact data: names, organisation, phone number, email, role, login identifiers, and account status.
• Customer financial records: customer or member details, account numbers, deposits, withdrawals, loans, fees, balances, receipts, and related notes entered by authorised users.
• Identity and compliance data: identification or verification details where a Customer chooses and is lawfully permitted to use supported fields.
• Technical and security data: IP address, device/browser information, dates and times, authentication events, audit logs, errors, and activity needed to operate and secure the service.
• Billing and support data: plan, invoices, payment references or status, support messages, call or chat details, and troubleshooting information.
• Communications preferences: operational notification settings and optional marketing choices.

Logonvoice does not need payment-card PINs, card security codes, mobile-money PINs, email passwords, or bank-login passwords. Users must never enter those secrets into free-text fields or support messages.

23. How data may be used

Depending on our role and applicable law, personal data may be used to:

• create and administer accounts and provide requested features;
• store, organise, calculate, display, export, and transmit records as instructed by authorised users;
• authenticate users, maintain audit trails, prevent fraud and abuse, and investigate security events;
• send receipts, alerts, service notices, and other communications requested through the platform;
• bill for the service, verify payment status, provide support, and resolve complaints;
• monitor reliability, repair errors, maintain backups, and improve performance and usability;
• comply with law, enforce agreements, establish or defend legal claims, and respond to competent authorities; and
• send marketing only where permitted and consistent with the recipient's choices.

We process data as needed to perform the service agreement, follow lawful Customer instructions, comply with legal obligations, protect legitimate security and business interests, and, where required, on the basis of valid consent. Withdrawing optional consent does not affect processing that is required for another lawful basis.

24. When data may be disclosed

Personal data may be disclosed only as reasonably necessary to:

• the Customer and its authorised users, agents, branches, and administrators;
• hosting, backup, email, SMS/USSD, support, analytics, security, payment, and other service providers bound by appropriate duties;
• professional advisers, insurers, auditors, investors, or parties to a genuine corporate transaction under confidentiality restrictions;
• regulators, courts, law-enforcement agencies, or other authorities where required or lawfully requested; and
• other parties where the individual directs or validly authorises the disclosure.

Logonvoice does not sell Customer Data or member/depositor personal data. We do not disclose one Customer's data to another Customer except with proper authority or where required by law.

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, including appropriate contractual, organisational, and security measures. The Customer must notify Logonvoice if it is subject to a data-localisation rule not already agreed in writing.

26. Security and incidents

Logonvoice uses reasonable administrative, technical, and organisational safeguards appropriate to the nature of the service. No internet, mobile, or storage system is completely secure. The Customer must apply its own access controls, staff training, device security, reconciliation, and incident procedures. Where required by law, Logonvoice will notify the affected Customer of a confirmed personal-data incident without undue delay and provide reasonably available information to support the Customer's response.

27. Retention, export, and deletion

We retain personal data for as long as reasonably needed to provide the service, secure accounts, meet contractual and legal duties, resolve disputes, and maintain necessary business records. The exact period depends on the type of record, the Customer's subscription, legal requirements, and security needs. Operational logs and backups may remain for limited periods after live data is removed and will be isolated or overwritten through normal retention cycles.

During an active account, authorised users may use available reports or export tools. On a verified request and subject to applicable law, contractual rights, security, and technical feasibility, Logonvoice may assist the Customer to export, correct, restrict, or delete Customer Data. The Customer remains responsible for deciding what financial records it must legally retain.

28. Individual rights and complaints

Subject to the Data Protection Act, 2012 (Act 843) and other applicable law, an individual may have rights to be informed about processing and to request access, correction, blocking, deletion, or objection in appropriate circumstances. A member, depositor, borrower, or employee should normally contact the Customer organisation that collected the information first. Logonvoice will reasonably assist the Customer with verified requests where Logonvoice acts as processor.

A person may also make a complaint to Ghana's Data Protection Commission. Exercising a privacy right will not result in unlawful discrimination, although some information may be necessary to keep an account secure or provide a requested service.

29. Children's data

Logonvoice accounts are for authorised adults and organisations. If a Customer records information about a child, the Customer must have a lawful basis, provide any required notice to a parent or guardian, restrict access, and apply protections appropriate to the child's best interests. The Customer must not use the service to open or operate a child's financial account where prohibited by law.

30. Communications and marketing choices

Service, security, billing, and legal notices are necessary account communications and may still be sent when marketing is declined. Optional marketing can be stopped through any unsubscribe method provided or by contacting Logonvoice. The Customer is responsible for ensuring it has proper permission before sending messages to its customers through Logonvoice SS.

31. Contact

Questions, privacy requests, security reports, and legal notices may be sent to:
Logonvoice Limited
Rovince Arcade, Spintex Road, adjacent to Zenith Bank, Accra, Ghana
Telephone: 0302 823 672
Website: www.logonvoice.com

We may take reasonable steps to verify the identity and authority of a person making a request before disclosing, changing, exporting, or deleting information.