# HubHutch Terms and Conditions ## 1 Introduction 1.1 HubHutch is owned and operated by Rare Matter Technologies (Pty) Ltd, trading as **MatterWorks Software**. In these Terms, “we”, “us” and “our” refer to that company. 1.2 HubHutch is a job and project management platform that connects service businesses with their customers. Businesses use it to prepare quotations, schedule and manage work, coordinate staff, keep project records and issue invoices. Customers use it to communicate with Businesses, review shared documents and organise personal projects. 1.3 These Terms use the following definitions: - **Business** means a sole proprietor, company or other organisation using HubHutch’s business service. - **Customer** means an individual using HubHutch’s free customer features for private personal use. - **You** means the Business, Customer or authorised staff member using the service. 1.4 These Terms form the agreement between you and MatterWorks Software for use of HubHutch’s app and web service. If you accept on behalf of a Business, you must have authority to bind it. ## 2 Using the service 2.1 Keep your account information accurate and your login details secure. Access only accounts and records you are authorised to use, and notify us promptly if you suspect someone has accessed your account without permission. 2.2 You may use the features available to your account for their intended purpose and within the applicable limits. We and our licensors retain ownership of HubHutch’s software, designs and branding. 2.3 You must not use HubHutch for fraud, impersonation, harassment, unlawful communications or infringement of another person’s rights. You must not distribute malicious software, interfere with the service, bypass security or usage limits, or copy, resell or reverse engineer the software except as permitted by law. 2.4 A Business is responsible for the access it gives its staff and their use of its account. It must assign appropriate permissions and remove access when a staff member is no longer authorised. 2.5 Some document links allow anyone holding the link to view the document. Share them only with authorised recipients. Report a misdirected link or unauthorised access to the sender or to us promptly. ## 3 Business subscriptions ### Trial and billing 3.1 After the 14-day free trial, a Business must subscribe to continue using paid features. The trial does not automatically convert to a paid subscription. 3.2 Subscription fees depend on the selected plan and number of paid Business users, including the account owner. The price, billing period and user allocation are confirmed at purchase. Fees are paid monthly in advance or upfront for the full year, according to the selected billing period. 3.3 Monthly subscriptions renew each month until cancelled. An annual subscription continues monthly after the paid year unless the Business cancels or expressly agrees to another annual term. We show the applicable charge and renewal arrangements before purchase. ### Plan and price changes 3.4 Before a Business confirms a change to its plan or paid user allocation, we will show the charge and when the change takes effect. 3.5 A price increase will apply only to future billing periods. We will notify the Business before its next renewal and allow sufficient time to cancel renewal before the increase takes effect. ### Cancellation and refunds 3.6 A Business can cancel renewal through the service that bills its subscription. App Store subscriptions must be cancelled through Apple’s subscription settings. Deleting the app or closing a HubHutch account does not cancel an App Store subscription. 3.7 When renewal is cancelled, the subscription continues until the current paid period ends. Unused time is not refunded simply because a Business stops using the service. The refund and cancellation rights in clauses 3.8–3.11 remain available. 3.8 If we cannot supply the subscribed service, the Business may cancel and receive a refund for the service not supplied. If we discontinue HubHutch or withdraw its paid plan’s core functionality, the Business may cancel and receive a proportionate refund for the affected unused period. A payment provider’s refusal to activate a merchant account does not by itself mean that HubHutch’s subscribed service has not been supplied. ### Consumer rights 3.9 If section 14 of the Consumer Protection Act applies to a fixed-term subscription: - We will give written notice of its expiry, renewal options and any material changes between 40 and 80 business days before it ends. - At expiry, the subscription will continue month to month unless the Business cancels it or expressly agrees to another fixed term. - The Business may cancel early on 20 business days’ notice. We may deduct a reasonable, lawful cancellation charge and amounts already owed, and must return any remaining prepaid amount due to the Business. 3.10 If the cooling-off right under the Electronic Communications and Transactions Act applies, the Business may cancel within seven days after concluding the subscription agreement, without a cancellation penalty, and receive its refund within 30 days of cancellation. This right does not apply where the service began with the Business’s consent before the seven-day period ended. 3.11 App Store refunds are processed through Apple’s refund procedure. Contact us if you need assistance. Using that procedure does not remove a refund obligation we owe you. ## 4 Business accounts 4.1 A Business must keep its profile and representative details accurate. An authorised representative manages the Business’s account, subscription and staff access. 4.2 A Business does not need a Paystack account or merchant verification to subscribe to HubHutch or use its other business features. To collect online payments, it must connect its own supported merchant account and meet the payment provider’s activation and verification requirements. 4.3 The payment provider decides whether to activate or restrict the merchant account. Checks performed by us or the payment provider do not certify a Business’s qualifications, financial position or quality of work. ## 5 Customer accounts 5.1 Customers use HubHutch’s customer features without a subscription fee. They remain responsible for charges agreed with a Business for its work. 5.2 Customer accounts are for private personal use. They must not be used to operate a business, avoid a Business subscription, resell access, send spam or store unrelated bulk content. ### Fair-use limits 5.3 Each Customer account may have **two active personal projects** at a time and create **five new personal projects per calendar month**, measured in South African time. A project counts as active until it is closed or deleted. Closing or deleting a project does not restore the month’s creation allowance. 5.4 Correspondence allows up to five attachments per message, 5 MB per attachment and 100 MB of attachment storage per Business–Customer relationship. Retained and expired attachments count towards storage until removed. Contact support if these prevent further uploads. 5.5 We may restrict excessive use that materially affects the service or other users. We will explain the problem and normally give the Customer reasonable time to reduce that use. Any restriction must be proportionate; urgent action may be taken under section 9 to protect the service. 5.6 We will give reasonable advance notice of reduced limits or other material changes to the free service, and allow a reasonable opportunity to retrieve affected records. 5.7 We will not charge a Customer for a paid service unless the Customer chooses it and accepts the price. ## 6 Work and payments ### The work agreement 6.1 The agreement for work is between the Business and its Customer. MatterWorks Software provides the HubHutch platform and is not a party to that agreement, the contractor performing the work or an agent of either party. 6.2 The Business is responsible for its quotations, prices, invoices, licences, materials and work, including workmanship, defects, delays, safety and damage caused by the Business or those carrying out the work for it. It must deal with complaints and remedies arising from that work. 6.3 The Customer is responsible for its instructions, approvals, agreed access arrangements and payment obligations to the Business. Disputes about the work, amounts charged or non-payment must be resolved between the Business and Customer. 6.4 **We do not guarantee either party’s performance and are not liable for loss caused by a Business or Customer in carrying out, failing to carry out or disputing their work agreement.** This does not exclude liability to the extent that our own breach of these Terms or wrongful conduct caused the loss. Section 10 governs the limits on our liability. 6.5 A Customer’s approval of a quotation, variation or other work document is given to the Business. Customers must check the document before approving it. HubHutch records and transmits the submitted response. ### Payments 6.6 A Business collecting online payments must use its own supported merchant account and comply with the payment provider’s terms. It must reconcile its payment records and report discrepancies promptly. The provider’s charges are separate from HubHutch subscription fees. 6.7 The payment provider processes payments and manages settlement, refunds and chargebacks under its agreement with the Business. HubHutch supplies the software connection and does not receive or hold those funds. Our responsibility for faults in that connection is subject to section 10. 6.8 Customers must check the payee, amount and payment details before paying. Direct questions about the work, an invoice or a refund to the Business, and faults in the provider’s payment service to the provider. Contact us about a fault in HubHutch or its connection to that service. ## 7 Records and privacy 7.1 You retain your rights in records and content added to or created through HubHutch. You authorise us to store, process and transmit them to provide and support the service, including sharing them with recipients you select. We will keep nonpublic records confidential, except for authorised sharing and disclosures required by law. 7.2 Businesses must have a lawful basis for collecting and using information about their staff, Customers and others. They must provide required privacy notices and use staff time and location features lawfully. Anyone submitting information must have the right to use and share it. 7.3 When we process personal information on a Business’s behalf, the Business is the responsible party and we are its operator under the Protection of Personal Information Act (“POPIA”). We will follow its lawful instructions, keep the information confidential and maintain appropriate safeguards against loss, unauthorised access and misuse. 7.4 Providers processing information for us must be subject to confidentiality and security obligations. We remain responsible for the processing we entrust to them, including lawful arrangements for processing outside South Africa. 7.5 We will notify a Business immediately if we have reasonable grounds to believe personal information processed on its behalf has been accessed or acquired without authorisation. We will cooperate with its investigation and notification duties. 7.6 We are the responsible party for information used to administer Business and Customer accounts, operate Customers’ personal-project features and manage our billing, account security and support. We will make the notifications required of us under POPIA if that information is compromised. 7.7 The [Privacy Notice](HubHutch%20Privacy%20Notice%20POPIA.md) explains how personal information is handled and how to exercise privacy rights. Businesses and Customers may contact us directly about our handling of their information. ## 8 Service and support 8.1 We will provide HubHutch with reasonable care and skill to Businesses and Customers, including those using it for free. We will maintain appropriate safeguards for their records, investigate reported faults and take reasonable steps to address them. Report service, access or security problems to hello@matterworkssoftware.com. 8.2 Maintenance, updates and events outside our reasonable control may interrupt access. We will give advance notice of planned interruptions where practicable and take reasonable steps to restore the service. We do not guarantee uninterrupted access or error-free software. 8.3 We will give a Business advance notice of changes that materially reduce its paid plan’s core functionality. Clause 3.8 provides a cancellation and refund right if we withdraw that functionality during a paid period. 8.4 Enabling a connection to another service authorises the information exchange needed for that connection. The connected service may have its own charges and terms. We may suspend a connection that becomes unsafe, unlawful or technically unsupported, and will notify affected users where reasonably possible. 8.5 Keep independent copies of records you need and arrange another means of communicating about urgent work during an outage. This does not reduce our responsibility for safeguarding records held by us. ## 9 Suspension and closure 9.1 If a Business subscription expires or payment fails, we may restrict paid features. Existing records remain available to view and export while the account remains open. We will give notice before withdrawing that access and allow a reasonable opportunity to export records. 9.2 Customers may stop using the free service and request account closure at any time without a HubHutch cancellation charge. Access to a Business’s shared records may also end when that relationship or the Business’s account ends. 9.3 We may suspend access to address fraud, unlawful use, a security threat, serious or repeated fair-use abuse, or another serious breach of these Terms. We will limit the suspension to what is necessary and explain the reason unless disclosure would be unlawful or compromise an investigation. A Business or Customer may ask us to review the decision. We will restore affected access once the reason for suspension has been resolved. 9.4 Either party may terminate this agreement if the other commits a material breach and fails to remedy it after written notice and a reasonable opportunity to do so. Where section 14 of the Consumer Protection Act applies, we will allow at least 20 business days to remedy the breach before terminating. A breach that cannot be remedied may justify immediate termination where the law permits it. 9.5 Before withdrawing access, we will allow a reasonable opportunity to retrieve records you are entitled to keep, unless access is prohibited by law or would create a security risk. If we discontinue HubHutch, we will give Businesses and Customers reasonable advance notice. 9.6 Account closure does not cancel work agreements or amounts owed between a Business and a Customer. 9.7 Closure does not erase shared records that another party may lawfully retain. We will delete information no longer lawfully required; information retained for legal obligations or claims will remain protected and used only for that purpose. 9.8 Termination does not affect claims or amounts already owing, or continuing obligations concerning confidentiality, personal information and intellectual property. ## 10 Liability 10.1 Responsibility for work agreed between a Business and Customer is set out in section 6. The provisions below govern claims against MatterWorks arising from HubHutch, whether brought under contract, negligence or another legal basis. 10.2 **Neither party is liable to the other for indirect or consequential loss.** Direct losses, including reasonable costs of recovering records lost through our fault, remain subject to the applicable limits below. 10.3 **For claims arising from a paid Business subscription, our total liability for an event or related series of events is limited to 12 months of that Business’s subscription fees at the rate applying when the event occurred.** The same limit applies whether a claim concerns the service, confidentiality or personal information, except where clause 10.5 prevents the limitation. 10.4 **Customer features are provided free of charge and used at the Customer’s own risk. To the fullest extent permitted by law, we exclude liability for loss or damage arising from the use of, or inability to use, those free features, including loss caused by ordinary negligence.** This exclusion is subject to clause 10.5 and does not remove our duties to protect personal information or maintain the safeguards described in these Terms. 10.5 **The exclusions and limits do not apply to fraud, wilful misconduct, gross negligence, death or personal injury caused by our negligence, or any other liability that cannot lawfully be excluded or limited.** They do not restrict a statutory right or remedy, or a refund expressly provided by these Terms. 10.6 Each party must take reasonable steps to avoid or reduce its loss. ## 11 Changes to these Terms 11.1 We may update these Terms to reflect changes to HubHutch or applicable law. We will send notice of material changes to the registered email address, explaining what changes and when it takes effect. 11.2 Changes that materially reduce a Business’s rights or increase its obligations will apply from its next renewal, with sufficient notice to cancel beforehand. Customers will receive reasonable advance notice of material changes affecting the free service and an opportunity to retrieve affected records before they take effect. 11.3 If a legal requirement makes an earlier change necessary, we will explain why. If that change prevents us from providing a purchased service, the Business may cancel and receive a refund for the unused period. 11.4 Where a change requires your agreement, we will obtain it before applying the change to you. ## 12 General terms 12.1 South African law governs these Terms. Either party may approach a South African court with jurisdiction. Businesses and Customers retain access to any regulator, tribunal or complaints process available to them. 12.2 Send complaints and legal notices to the contact details below. Describe the issue and the outcome you seek so that we can investigate and respond. 12.3 If a provision is unenforceable, the remaining provisions will continue to apply to the extent they can operate without it. ## 13 Contact details **Rare Matter Technologies (Pty) Ltd t/a MatterWorks Software** Registration number: 2026/764117/07 Country of registration: South Africa Director: Robert Rossouw **Email:** hello@matterworkssoftware.com **Telephone:** +27 83 607 5762 **Website:** https://matterworkssoftware.com **Correspondence and legal notices:** 89 George Street hub24.co.za Suite 2203 7140 Cape Town This is a virtual business address for correspondence and legal notices. No walk-in service is available. We do not belong to an industry accreditation body or subscribe to a voluntary industry code.