Legal
Terms of Service
Last Updated: 26 March 2026
These Terms of Service ("Terms") govern use of PanelDesk, a software service operated by PANELDESK (PTY) LTD, a private company registered in South Africa under registration number 2026 / 183378 / 07.
By creating an account or using PanelDesk, you agree to these Terms and the Privacy Policy.
1. Service Scope
PanelDesk is a web-based workflow platform for workshop operations, including quotes, job cards, final costing, invoices, and customer document access via secure links.
2. Eligibility and Business Use
To use PanelDesk you must:
- Be at least 18 years old
- Use the service for lawful business purposes
- Provide accurate account information and accurate billing information when you choose paid billing
3. Accounts and Security Responsibilities
Authentication is handled through Firebase Authentication. You are responsible for account credentials, user provisioning decisions, and activity under your account.
- Keep credentials confidential and use strong passwords
- Manage team access and roles responsibly
- Treat public quote, invoice, and clearance links as sensitive access tokens
- Notify us promptly if you suspect account misuse
We may suspend access where we detect security risk, abuse, or violations of these Terms.
4. Pricing, Subscription, and Promotion Terms
4.1 Public pricing and taxes
Current subscription prices, plan inclusions, and any active promotional offers are shown on the pricing page or in the written checkout or order flow presented to you.
PanelDesk does not charge hidden platform charges. Any upfront charges, reserves, or optional supplier-dependent add-on charges will be disclosed before purchase or activation. Legally required VAT may be applied where applicable.
Invoices, payment requests, and billing communications for the service are issued by PanelDesk (Pty) Ltd.
4.2 Billing cadence and renewal
Paid subscriptions are billed in advance on the cadence you select at signup, checkout, or renewal, usually monthly or annual where offered.
Paid subscriptions continue until cancelled in line with these Terms.
4.3 Promotions and discounts
Promotions, introductory pricing, and discounts may be offered from time to time. Any promotion applies only for the stated plan, window, and conditions shown on the pricing page or in writing.
4.4 New Year promotion terms
The 2026 New Year promotion for the core plan applied only to eligible signups completed on or before 25 March 2026. For qualifying customers, the promotion reduced the monthly core plan price from R950 to R475 for the first 12 months from the customer's signup date.
This promotion was valid once per company, was not transferable, and signups completed after 25 March 2026 do not qualify. After the 12-month promotional period ends, the subscription automatically reverts to the standard core plan pricing then in effect unless PanelDesk states otherwise in writing.
4.5 External hardware requirements
Some features, including clocking in and out for time and attendance and job card progress tracking, may require compatible external hardware to operate as intended.
Any required external hardware is not included in the subscription fee and must be purchased separately unless PanelDesk states otherwise in writing.
4.6 Audatex Import Add-On billing and cancellation terms
The Audatex Import Add-On may be offered as an optional paid add-on.
If you activate the Audatex Import Add-On, PanelDesk may charge the applicable recurring add-on fee in advance together with a reserve, as disclosed in the pricing page, checkout flow, billing flow, order form, or product interface at the time of activation.
For the Audatex Import Add-On, cancellation becomes effective only after at least 30 days' notice. An in-app cancellation request constitutes valid notice, but the effective cancellation date remains subject to that 30-day Audatex notice period.
Because of that notice period, one further billing cycle or supplier charge may still become payable after cancellation is requested.
The reserve may be held and applied to charges relating to the Audatex Import Add-On, including third-party supplier charges, amounts incurred during the 30-day notice period, failed or reversed payments, and any overdue or unpaid amounts relating to the add-on.
The Audatex Import Add-On renews on the billing cadence disclosed at activation unless cancelled through the functionality made available in the PanelDesk application or otherwise by PanelDesk.
Cancellation stops future renewals only. The customer remains responsible for all amounts already billed or incurred up to the effective cancellation date, together with any unpaid, reversed, or disputed amounts relating to the add-on.
The reserve is not automatically refundable. Any refund of unused reserve for the Audatex Import Add-On will be considered only on written request to PanelDesk, after all supplier-related and other applicable amounts have been settled, and remains at PanelDesk's discretion.
PanelDesk may suspend or disable the Audatex Import Add-On if any related amount is overdue, unpaid, reversed, or disputed.
Pricing, availability, and related supplier terms for the Audatex Import Add-On may change if the underlying third-party provider changes its pricing, access terms, technical requirements, or availability.
4.7 Optional third-party integration features
PanelDesk may make available optional third-party integration features, including integrations with BAMS, Lightstone Auto, and similar external platforms ("Third-Party Integrations").
Third-Party Integrations are optional convenience features, are not part of the core guaranteed service, and may be changed, limited, suspended, or removed by PanelDesk at any time.
By enabling or using a Third-Party Integration, you authorize PanelDesk to transmit relevant data, documents, and workflow information from your account to the relevant external platform on your behalf, as required for the integration to operate.
You are responsible for providing and maintaining accurate credentials, configuration, and permissions for any Third-Party Integration; ensuring that submitted data is accurate, complete, and up to date; obtaining and maintaining any required notices, consents, permissions, authorizations, and lawful grounds under applicable law, including POPIA; and reviewing and confirming submissions, outputs, and outcomes where appropriate.
PanelDesk acts as a technical conduit or facilitator for Third-Party Integrations and does not own or control the relevant external provider. PanelDesk is not responsible for provider availability, downtime, outages, delays, rule changes, API changes, validation logic, acceptance criteria, processing decisions, or any refusal, rejection, suspension, reversal, or delay of any submission or communication.
To the maximum extent permitted by law, PanelDesk does not guarantee that any Third-Party Integration will be continuously available, error-free, accepted, timely, or suitable for your specific workflow.
5. Trial and Payment Method Rules
PanelDesk offers a 30-day free trial for evaluation. You do not need to enter card details to start or use the trial.
- Adding a payment method during the trial is optional
- If you choose to add a payment method before the trial ends, PanelDesk or its payment provider may process a once-off refundable verification charge before paid billing is activated
- That verification charge is refunded and is not a fee for the 30-day trial itself
Paid billing begins only if you choose to continue through the checkout or billing flow presented to you at that time.
6. Billing Status, Access Restrictions, and Reactivation
Access can be restricted based on subscription state. Current platform behavior includes:
- If status is cancelled, access may continue until the current due date cutoff, then restrictions can apply
- If status is past due, a grace window may apply (currently 7 days from due date), after which restrictions can apply
- Restricted access can block protected operations until billing state is resolved
You can manage billing by using cancellation, reactivation, and billing-portal flows available in account settings where enabled.
7. Cancellation
PanelDesk does not require a long-term contract. You may cancel at any time, and cancellation applies to future renewal periods after the current paid billing period ends unless stated otherwise in writing.
Amounts already billed are generally not refunded except where law requires, where a separate written offer says otherwise, or where the refundable verification charge described above applies.
Cancellation of the Audatex Import Add-On is subject to section 4.6, including any applicable supplier notice period and charges incurred up to the effective cancellation date.
8. Acceptable Use
You must not:
- Use the service for unlawful activity
- Attempt unauthorized access or security bypass
- Interfere with platform reliability or availability
- Upload harmful or unlawful content
- Misrepresent identity or authority
9. Data Ownership and Privacy Responsibilities
Data entered by your workshop remains your business data. You are the responsible party for that data under applicable law, including POPIA, and are responsible for having lawful grounds to collect and process your customer information.
PanelDesk acts as an operator for that data when providing the service and also acts as the responsible party for account, billing, security, support, and operational data needed to run the platform.
10. Third-Party Services
PanelDesk relies on third-party infrastructure and providers, including authentication, hosting, storage, email, and payments. Availability and performance can depend on these providers.
PanelDesk may also rely on external industry platforms and integration partners, including BAMS and Lightstone Auto, and on other enabled Third-Party Integrations. Their availability, rules, access terms, processing, and performance are outside PanelDesk's control.
You indemnify PanelDesk against third-party claims, losses, or regulatory issues arising from your failure to obtain required consents, permissions, or lawful grounds, from inaccurate data supplied by you, or from unauthorized use of a Third-Party Integration.
11. Availability and Changes
We aim for reliable service but do not guarantee uninterrupted uptime. We may change features, limits, or operational rules as the platform evolves.
12. Intellectual Property
PanelDesk software, branding, and platform materials remain the intellectual property of PanelDesk or its licensors. These Terms grant a limited, revocable, non-transferable right to use the service while your account is in good standing.
13. Liability and Disclaimer
The service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we are not liable for indirect, consequential, or special losses arising from use of the service.
To the maximum extent permitted by law, PanelDesk's aggregate liability for claims related to the service is limited to R1 (one rand) in total.
Without limiting the above, and to the maximum extent permitted by law, PanelDesk is not liable for failed, delayed, rejected, duplicated, incomplete, or inaccurate submissions, messages, or outcomes caused by third-party integration providers, external platform changes, provider downtime, invalid credentials, incorrect configuration, or inaccurate data supplied by you.
14. Suspension and Termination
We may suspend or terminate access for non-payment, fraud, security risk, abuse, or breach of these Terms.
After termination, data handling is subject to applicable law, operational retention requirements, and the Privacy Policy.
15. Governing Law
These Terms are governed by the laws of South Africa. Disputes will be handled by courts with competent jurisdiction in South Africa, unless mandatory law requires otherwise.
16. Changes to Terms
We may update these Terms from time to time. Continued use of the service after updates are published means you accept the revised Terms.
17. Contact and notices
PANELDESK (PTY) LTD is a private company registered in South Africa under registration number 2026 / 183378 / 07. Invoices and payments for the service are issued by PanelDesk (Pty) Ltd.
Public office bearer: Sam Fourie, Director.
Questions about these Terms, billing notices, and formal legal notices can be sent to sam@paneldesk.co.za or +27 60 282 3056 (WhatsApp calls and messages).
Information Officer: Sam Fourie, Director and Information Officer. Registration reference: 2026-004645.
Registered, business, and legal notices address: