Terms and Conditions

1. Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you and ZedCarHire Limited, a company incorporated under the laws of the Republic of Zambia ("ZedCarHire", "we", "us", or "our").

1.1 Agreement to Terms

By:

• Creating an account on our platform
• Accessing or using any ZedCarHire services
• Clicking "I Accept" or "I Agree" buttons
• Checking the acceptance box during registration
• Using our software or marketplace

You expressly agree to be bound by these Terms, our Privacy Policy, and all applicable laws and regulations.

1.2 Legal Capacity

You represent and warrant that:

• You are at least 18 years of age
• You have the legal capacity to enter into binding contracts
• If representing a company, you have authority to bind that company to these Terms
• You are not prohibited by law from using our services

1.3 Rejection of Terms

If you do not agree to these Terms, you must immediately cease using our services and not create an account.

2. Definitions

For the purposes of these Terms:

• "Platform" means the ZedCarHire website, mobile applications, software, and all related services.
• "Services" means both the SaaS management software and the online marketplace provided by ZedCarHire.
• "Partner" or "Company User" means a car hire business that subscribes to our management software.
• "Customer" or "End User" means an individual renting vehicles through our marketplace.
• "User" means any person or entity using our Platform, including Partners and Customers.
• "Account" means the registered account created by a User on our Platform.
• "Personal Data" means any information relating to an identified or identifiable natural person.
• "Subscription" means the paid access to our SaaS management software.
• "Content" means text, images, videos, data, or other materials uploaded to or generated by the Platform.

3. Services Description

3.1 Dual Service Model

ZedCarHire operates as:

1. SaaS Management Platform: Providing car hire management software to businesses on a subscription basis
2. Online Marketplace: Connecting vehicle renters with car hire companies

3.2 Management Software Features

Our SaaS platform provides (but is not limited to):

• Booking and reservation management
• Fleet management and tracking
• Invoice generation and financial reporting
• Customer database management
• Analytics and business insights
• Vehicle maintenance scheduling
• Payment tracking

3.3 Marketplace Services

We facilitate connections between:

• Customers seeking to rent vehicles
• Verified car hire companies offering rental services

3.4 Service Availability

We strive to provide uninterrupted service but do not guarantee:

• 100% uptime or availability
• Error-free operation
• That the service will meet all your specific requirements

We reserve the right to modify, suspend, or discontinue any aspect of the Services with reasonable notice.

4. User Registration and Accounts

4.1 Account Creation

To access our Services, you must:

• Provide accurate, complete, and current information
• Maintain and update your information
• Accept these Terms and our Privacy Policy
• Create a secure password
• Verify your email address and/or phone number

4.2 Account Verification

For Partner/Company accounts, we require:

• Valid business registration documents (PACRA certificate for Zambian companies)
• Tax Identification Number (TPIN)
• Director/Owner identification
• Proof of business address
• Vehicle ownership or lease documentation
• Insurance certificates for vehicles

4.3 Account Security

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access
• Ensuring your account information remains accurate

4.4 Account Restrictions

You may not:

• Create multiple accounts for fraudulent purposes
• Share your account credentials with others
• Use another person's account without permission
• Sell, transfer, or assign your account
• Use automated systems to create accounts

5. Data Protection and Privacy

5.1 Data Collection

By using our Services, you acknowledge and consent to our collection, processing, and storage of:

• Personal Information: Name, email, phone number, address, national ID/passport details
• Business Information: Company name, TPIN, PACRA details, business address
• Financial Information: Payment details, transaction history, invoices
• Usage Data: Login history, IP addresses, device information, browsing patterns
• Vehicle Data: Fleet information, maintenance records, availability
• Booking Data: Rental agreements, customer details, payment records

5.2 Data Processing and Access

5.3 Data Use

We process your data to:

• Provide, maintain, and improve our Services
• Process transactions and send notifications
• Respond to customer support requests
• Detect, prevent, and address fraud and security issues
• Comply with legal obligations
• Send marketing communications (with your consent)
• Generate analytics and business insights

5.4 Data Sharing

We may share your data with:

• Partner Companies: When you make a booking, your contact and booking details are shared with the relevant car hire company
• Service Providers: Third-party vendors assisting with hosting, payment processing, SMS/email delivery
• Legal Authorities: When required by law, court order, or to protect rights and safety
• Business Transfers: In the event of a merger, acquisition, or sale of assets

5.5 Data Security

We implement:

• Industry-standard encryption (SSL/TLS)
• Secure data storage and backup systems
• Access controls and authentication measures
• Regular security audits and penetration testing
• Employee training on data protection

However: No system is completely secure. You acknowledge that internet transmission and electronic storage carry inherent risks.

5.6 Data Retention

We retain your data:

• For as long as your account is active
• As required for business operations and legal compliance
• For 7 years after account closure (for accounting and legal purposes)
• Anonymized data may be retained indefinitely for analytics

5.7 Your Data Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update inaccurate or incomplete information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Objection: Object to certain data processing activities
• Portability: Receive your data in a structured, machine-readable format
• Withdraw Consent: Withdraw consent for marketing communications

To exercise these rights, contact us at privacy@zedcarhire.com

5.8 Cookies and Tracking

We use cookies and similar technologies to:

• Maintain user sessions
• Remember preferences
• Analyze usage patterns
• Improve user experience

You can control cookie settings in your browser, though some features may not function properly if cookies are disabled.

For more details, see our Privacy Policy.

6. Payment Terms and Billing

6.1 Subscription Plans

For Partner/Company Users:

• Free Trial: 7-day full-feature access, no credit card required
• Professional Plan: K1,000/month, up to 15 vehicles
• Enterprise Plan: K1,800/month, unlimited vehicles

6.2 Billing Cycle

• Subscriptions are billed monthly in advance
• Payment is due on the same day each month
• Free trial converts to paid subscription unless cancelled
• Grace period: 7 days after due date before service suspension

6.3 Payment Methods

Accepted payment methods:

• Mobile Money (MTN, Airtel, Zamtel)
• Bank transfer
• Debit/Credit cards

6.4 Taxes

All prices exclude VAT (Value Added Tax) at the prevailing rate (currently 16% in Zambia). VAT will be added to your invoice as applicable.

6.5 Refund Policy

• Subscriptions are non-refundable
• You may cancel at any time, but no pro-rata refunds for partial months
• Service continues until the end of the paid billing period
• Refunds may be considered in exceptional circumstances at our discretion

6.6 Failed Payments

If payment fails:

• We will attempt to charge your payment method up to 3 times
• You will receive email/SMS notifications
• After 7 days, your account will be suspended
• After 30 days, your account may be terminated
• You remain liable for all outstanding fees

6.7 Price Changes

We reserve the right to modify subscription prices with 30 days' advance notice. Existing subscriptions continue at the current rate until the next renewal.

6.8 Marketplace Transactions

For Customer bookings:

• Payment terms are set by the Partner company
• ZedCarHire is not a party to the rental transaction
• Disputes regarding payments should be resolved with the Partner company
• We may charge a booking fee or commission (disclosed at checkout)

7. User Conduct and Prohibited Activities

7.1 Acceptable Use

You agree to use our Services only for lawful purposes and in accordance with these Terms.

7.2 Prohibited Activities

You must NOT:

• Violate any applicable laws or regulations
• Infringe intellectual property rights
• Upload false, misleading, or fraudulent information
• Impersonate any person or entity
• Transmit viruses, malware, or malicious code
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt our Services
• Use automated systems (bots, scrapers) without permission
• Reverse engineer, decompile, or disassemble our software
• Collect user data without consent
• Send spam or unsolicited communications through our Platform
• Engage in price manipulation or false listings
• Post defamatory, obscene, or offensive content
• Facilitate illegal vehicle rentals or transactions

7.3 Partner Conduct

Car hire companies must:

• Maintain valid business licenses and permits
• Ensure all vehicles have proper insurance
• Provide accurate vehicle descriptions and pricing
• Honor confirmed bookings
• Maintain vehicles in safe, roadworthy condition
• Comply with Zambian road transport regulations
• Respond to customer inquiries promptly

7.4 Customer Conduct

Customers must:

• Provide accurate personal information
• Have a valid driver's license
• Honor rental agreements
• Treat vehicles with care
• Report accidents or damages immediately
• Return vehicles on time and in the agreed condition

7.5 Content Standards

All content you upload must:

• Be accurate and not misleading
• Be your own or properly licensed
• Not contain offensive or illegal material
• Comply with applicable advertising standards

7.6 Consequences of Violation

Violation of these terms may result in:

• Warning notice
• Content removal
• Account suspension or termination
• Legal action and liability for damages
• Reporting to law enforcement

8. Intellectual Property Rights

8.1 ZedCarHire IP

All intellectual property in the Platform, including but not limited to:

• Software code and architecture
• Design, layout, and graphics
• Logos, trademarks, and branding
• Content, text, and images created by us
• Databases and data compilations

...are owned by or licensed to ZedCarHire and protected by Zambian and international intellectual property laws.

8.2 Limited License

We grant you a limited, non-exclusive, non-transferable, revocable license to:

• Access and use the Platform for its intended purpose
• Use our software in accordance with your subscription plan

This license does not include rights to:

• Modify, copy, or distribute our software
• Create derivative works
• Remove copyright or proprietary notices
• Use our IP for commercial purposes outside the Services

8.3 User Content

You retain ownership of content you upload (vehicle photos, descriptions, etc.). However, by uploading content, you grant us a worldwide, non-exclusive, royalty-free license to:

• Use, display, and distribute your content on the Platform
• Include your content in marketing materials (with attribution)
• Make technical modifications necessary for Platform functionality

8.4 Trademark Usage

"ZedCarHire" and our logo are registered trademarks. You may not use our trademarks without prior written permission except as necessary to access our Services.

8.5 DMCA/Copyright Infringement

If you believe content on our Platform infringes your copyright, notify us at legal@zedcarhire.com with:

• Description of the copyrighted work
• URL of the infringing content
• Your contact information
• Statement of good faith belief
• Statement under penalty of perjury that information is accurate

9. Limitation of Liability and Disclaimers

9.1 Service "As Is"

Our Services are provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied, including but not limited to:

• Merchantability
• Fitness for a particular purpose
• Non-infringement
• Uninterrupted or error-free operation
• Accuracy or reliability of information

9.2 Platform Role

ZedCarHire is an intermediary platform. We:

• Do NOT own or operate the vehicles listed
• Do NOT employ the car hire companies
• Are NOT party to rental agreements between customers and partners
• Do NOT guarantee the condition, safety, or legality of vehicles
• Do NOT guarantee the conduct or reliability of users

9.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, ZedCarHire SHALL NOT BE LIABLE FOR:

• Indirect, incidental, special, or consequential damages
• Loss of profits, revenue, data, or business opportunities
• Personal injury or property damage arising from vehicle use
• Accidents, theft, or damage involving rental vehicles
• Disputes between customers and partner companies
• Unauthorized access to your account or data breaches
• Actions or omissions of third-party service providers
• Force majeure events beyond our control

9.4 Maximum Liability

Our total liability to you for any claims arising from these Terms or use of our Services shall not exceed the lesser of:

• The amount you paid us in the 12 months preceding the claim, OR
• K5,000 (Five Thousand Kwacha)

9.5 Indemnification

You agree to indemnify, defend, and hold harmless ZedCarHire, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your violation of these Terms
• Your violation of any law or regulation
• Your violation of third-party rights
• Your use of the Platform or Services
• Content you upload or submit
• Disputes between you and other users

9.6 Third-Party Services

Our Platform may contain links to third-party websites or integrate third-party services (payment gateways, maps, etc.). We are not responsible for the content, privacy practices, or availability of third-party services.

9.7 Insurance

We strongly recommend:

• Partners maintain comprehensive vehicle and liability insurance
• Customers verify insurance coverage before renting
• All parties understand their insurance obligations under rental agreements

ZedCarHire does not provide insurance and is not responsible for insurance claims.

10. Termination

10.1 Termination by You

You may terminate your account at any time by:

• Using the account deletion option in settings
• Contacting customer support
• Sending written notice to info@zedcarhire.com

Upon termination:

• Your access to the Platform will cease
• No refund for remaining subscription period
• Your data will be retained according to our retention policy
• Outstanding obligations remain enforceable

10.2 Termination by ZedCarHire

We may suspend or terminate your account immediately if:

• You violate these Terms
• You provide false information
• You engage in fraudulent activity
• You fail to pay subscription fees
• Required by law or court order
• We cease operations (with 30 days' notice)

10.3 Effect of Termination

Upon termination:

• All licenses granted to you terminate
• You must cease using the Platform
• We may delete your account data (subject to legal retention)
• Sections that by nature should survive (liability, indemnification, dispute resolution) remain in effect

10.4 Data Export

Before termination, you may request export of your data. We will provide data in a standard format (CSV, PDF) within 30 days.

11. Dispute Resolution and Governing Law

11.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of Zambia, without regard to conflict of law principles.

11.2 Jurisdiction

You irrevocably submit to the exclusive jurisdiction of the courts of Lusaka, Zambia for any disputes arising from these Terms or use of our Services.

11.3 Dispute Resolution Process

Before initiating legal proceedings, the parties agree to attempt resolution through:

1. Informal Negotiation: Contact us at legal@zedcarhire.com to discuss the dispute (30 days)
2. Mediation: If negotiation fails, submit to mediation through a mutually agreed mediator (60 days)
3. Arbitration: If mediation fails, submit to binding arbitration under the Zambian Arbitration Act
4. Litigation: As a last resort, proceed to court in Lusaka

11.4 Class Action Waiver

You agree to resolve disputes individually and waive any right to participate in class actions or representative proceedings.

11.5 Time Limitation

Any claim must be filed within one (1) year from the date the cause of action arose, or be permanently barred.

12. Changes to Terms and Services

12.1 Modification of Terms

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

• We will update the "Last Updated" date at the top
• We will notify you via email and/or Platform notification
• Material changes will be announced at least 30 days in advance

12.2 Acceptance of Changes

Continued use of the Platform after changes constitutes acceptance of the new Terms. If you do not agree, you must stop using the Services and may terminate your account.

12.3 Version History

Previous versions of Terms are archived and available upon request at legal@zedcarhire.com

12.4 Service Changes

We may modify, add, or remove features with or without notice. Significant changes affecting your subscription will be communicated in advance.

13. Contact Information

General Inquiries

ZedCarHire Limited
Main Street Ibex
Lusaka, Zambia
Phone: +260 965 784 411
Email: info@zedcarhire.com

Legal Matters

Legal Department
Email: legal@zedcarhire.com

Privacy Concerns

Data Protection Officer
Email: privacy@zedcarhire.com

Customer Support

Support Team
Email: support@zedcarhire.com
WhatsApp: +260 965 784 411
Hours: Monday-Friday, 8:00 AM - 6:00 PM CAT