Effective date: 17 August 2026
These Terms & Conditions (“Terms”) are the agreement between you and Weighsoft (“we”, “us”).
They cover this website and any related Weighsoft web pages (the “Website”); Weighsoft software and related modules, including Lite, Enterprise, Mobile, Auction and ESP32 hardware integration (the “Software”); and licence keys, activation, support, and any demo, quote or training we provide.
By using the Website, requesting a demo, activating a licence, or using the Software, you agree to these Terms. If you are acting for a company or site, you confirm you are authorised to bind that organisation. If you do not agree, do not use the Website or the Software.
1. Who we are
Trading name: Weighsoft
Premises: WOW Scales, Bloemfontein, Free State, South Africa
Email: system@weighsoft.co.za
Phone / WhatsApp: 079 337 4035 (+27 79 337 4035)
Weighsoft is independent weighing software. We are not a scale manufacturer and we do not lock you to one brand of hardware.
2. Who these Terms apply to
These Terms apply to website visitors (reading, downloading resources, sending a message); customers who buy, licence or use the Software; and operators and staff who use the Software on a customer site.
The customer (the company or person who holds the licence) is responsible for everyone who uses their installation. The Software is sold for business use on weighbridges, yards, auctions and related sites. It is not a consumer product for personal household use.
3. The Website
- Content is general information. It is not a quote, a legal metrology certificate, or a promise that a specific site will work without a proper assessment.
- We may change, pause or take down any part of the Website without notice.
- Downloadable manuals, checklists and videos are for licensed customers or genuine prospects. Do not scrape, resell or republish them as your own.
Links to third-party sites (including Xero, Google Maps and WhatsApp) are for convenience. We do not control those sites.
4. The Software
Weighsoft helps a site capture weigh-ins and weigh-outs, print dockets, keep an audit trail, work offline, and hand numbers to the rest of the business (exports, and integrations where enabled).
Editions and modules may include:
- WeighSoft Lite — single-site capture, stored tares, receipts and exports;
- Weighsoft Enterprise — permissions, reporting and multi-weigh workflows;
- WeighSoft Mobile — field capture, including offline use and photo evidence;
- WeighSoft Auction — high-tempo batch capture;
- WeighSoft ESP32 — site hardware at the scale (booms, lights, related control), used with a licensed Weighsoft installation.
What you get is what is listed on your quote, order, invoice or licence confirmation. Features on the Website that are marked as roadmap, “in development”, or “coming” are not included until we confirm them in writing.
Weighsoft is hardware-agnostic: it reads the output of indicators and devices you already own, where we have confirmed compatibility. We do not promise that every indicator, printer, camera, boom or light will work without testing.
5. Licence
5.1 What we grant you
If you have a valid, paid-up licence, we grant you a limited, non-exclusive, non-transferable right to install and use the Software at the site(s) and on the device(s) named in your order, for your internal business operations, for the licence period.
You do not buy the Software. You licence it. We (and our licensors) keep all intellectual property.
5.2 Licence period
Unless your order says otherwise, a licence key is valid for 12 months from the date we issue it. Continued use after that needs a renewed licence.
5.3 Activation
To activate, you must enter the email address we have on your customer record, and the hardware / device code shown in the Software (Help → About, or the equivalent we specify).
We may refuse activation if the email is not on our customer records; the account is overdue; the device or site is not covered by your licence; or we reasonably suspect abuse, fraud or a leaked key.
Activation checks are performed by our systems. We generate the licence key. You must keep the key confidential and use it only on authorised devices.
5.4 What you may not do
You may not (and may not allow anyone else to):
- copy, sell, rent, sublicence or share the Software or a licence key, except as these Terms allow;
- reverse engineer, decompile or bypass licence, permission or security controls, except where a law says you may and you have first asked us in writing for the information you need;
- use one licence on more sites or devices than you paid for;
- remove copyright, trademark or proprietary notices;
- use the Software to build a competing product.
5.5 Updates
We may issue updates, patches or new versions. Some updates may be required for support or for a renewed key to work. We are not obliged to keep old versions running forever.
6. Quotes, orders, price and payment
- Quotes are valid for the period stated on the quote (or 30 days if none is stated).
- Prices exclude VAT unless we say they include VAT.
- You must pay invoices by the due date on the invoice.
- If an account is overdue, we may withhold activation, refuse a new key, limit support, or suspend the Software until the account is settled. We may tell you which organisation on the account is overdue. We will not publish invoice amounts on the Website.
- Hardware, third-party software, Xero subscriptions, connectivity, printers and consumables are your cost unless the quote says we are supplying them.
7. Your responsibilities
You must:
- provide accurate company, site and contact details;
- keep operator logins, permissions and licence keys under your control;
- use the Software only for lawful business purposes;
- keep suitable backups of your own data (the Software is offline-first; that does not replace a backup plan);
- keep your weighbridge, indicator and related hardware maintained, calibrated and legal-for-trade where the law requires it;
- train operators, or accept the risk of untrained use;
- make sure anyone whose personal information is captured at your site (drivers, hauliers, staff) is informed as the law requires — including camera, ANPR and photo capture.
You are responsible for decisions you make from weights, dockets, reports or exports. Weighsoft records what the indicator and your operators enter. It does not replace a competent operator or a certified instrument.
8. Hardware, weights and legal metrology
The weighing instrument (bridge, load cells, indicator and any stamping or verification) is separate from Weighsoft.
- Weighsoft is software. It is not itself a certified measuring instrument.
- Trade, invoicing and legal-for-trade obligations sit with you and with the verified hardware you use.
- We do not warrant that a weight shown, printed or exported from Weighsoft will be accepted by a regulator, customer or court as a certified measurement.
- Damage to hardware, incorrect cabling, power problems, load-shedding, or a misconfigured indicator are outside our control.
If we help commission a site, that help does not transfer legal metrology responsibility to us unless a separate written agreement says so.
9. Customer data (dockets, plates, photos, accounts)
Data captured in your Weighsoft installation — including vehicle registrations, partner names, products, weights, photos, operator actions and exports — is your business data.
- You decide what is captured and who may see it.
- You are the responsible party under POPIA for personal information you collect at the yard (for example number plates, driver details, and camera images).
- We only process that data as needed to provide the Software, activation, hosting or support you have asked for, or as the law requires.
You must not use the Software to collect information you have no lawful basis to collect. See the Privacy Policy for how we handle personal information we collect ourselves.
10. Support
Support is available through email (system@weighsoft.co.za), WhatsApp or phone (079 337 4035), and the support / ticket forms on the Website.
We will use reasonable efforts to help. We do not guarantee a fix time unless a separate service-level agreement says so.
If you send screenshots, dockets or other files, you confirm you are allowed to send them. On a live (http/https) site, attachments may be delivered via our email or form provider. Opening a local HTML file cannot attach files to email — that is a browser limit, not a Weighsoft feature.
WhatsApp is provided by Meta. If you choose WhatsApp, their terms and privacy rules also apply. You still send the message yourself.
11. Integrations, exports and Xero
- CSV / Excel / API exports are tools. You are responsible for how you import them into accounting or ERP systems.
- Xero: Weighsoft can connect to Xero. That connection is set up for you by us — not by an OAuth “Connect” button on this Website. Until a connection is enabled for your site, use exports.
- Xero is a product of Xero Limited. Xero is a trademark of Xero Limited. We are not Xero. Xero’s own terms apply to your Xero organisation.
- We may use our own Xero records (customer contacts and invoice status) to confirm you are a customer and whether an account is overdue before we issue a licence key. That is our billing check, not a connection of your Xero to the Website.
- We are not responsible for Xero downtime, mapping mistakes you approve, or invoices you (or we, on your instruction) send from Xero.
12. Acceptable use of the Website and Software
You may not:
- attack, scrape at scale, or overload the Website or activation service;
- submit malware, or upload files you do not have the right to send;
- impersonate another person or company, or activate a licence for a site you do not control;
- use the Software for unlawful weighing, fraud, or to hide a transaction;
- interfere with another customer’s installation.
We may block access, revoke a key, or refuse support if you breach this section.
13. Intellectual property
Weighsoft names, logos, Software, Website design, manuals and documentation are our property or that of our licensors. You may not use the Weighsoft name or logo in a way that suggests you are us, or that we endorse you, without written permission.
Feedback you send us (ideas, bug reports, suggestions) may be used by us without payment to you.
14. Confidentiality
Each party must keep the other’s confidential information secret and use it only to perform this agreement. This does not apply to information that is public, already known, independently developed, or that the law requires to be disclosed. Licence keys, pricing, and non-public product documentation are confidential.
15. Warranties
We warrant that we have the right to licence the Software to you, and that we will provide it with reasonable care and skill.
Otherwise, the Software and Website are provided as-is. We do not warrant that they will be error-free, uninterrupted, or fit for a particular commercial result (including a specific throughput, a specific saving, or a specific accounting outcome). Demo environments, concept pages and sample data are for illustration.
16. Liability
To the maximum extent allowed by South African law:
- we are not liable for indirect or consequential loss (including lost profit, lost loads, yard downtime, lost data, or third-party claims) arising from the Website, the Software, activation, or support;
- our total liability to you for all claims in a contract year is limited to the licence and support fees you actually paid us for that year for the affected site;
- we are not liable for load-shedding, network failure, your hardware, your operators’ mistakes, or third-party services (WhatsApp, email providers, Xero, hosting, maps).
Nothing in these Terms limits liability for gross negligence, wilful misconduct, or fraud, or any liability that the law does not allow us to limit. You should keep insurance appropriate to a weighbridge or yard operation.
17. Indemnity
You indemnify us against claims, losses and costs arising from your use of the Software or Website in breach of these Terms; personal information you collect at your site (including cameras, ANPR and dockets); weights, tickets or invoices you issue to your customers; and your hardware or a third-party system you connect.
18. Suspension and end of licence
We may suspend or end a licence immediately if you do not pay, you materially breach these Terms, or the law requires us to stop.
You may stop using the Software at the end of a paid period. Prepaid fees are not refundable unless we agree in writing or the law requires a refund.
When a licence ends you must stop using the Software and destroy copies of licence keys. You keep your own exported data. We are not obliged to keep hosting or supporting an ended site unless a law or a separate agreement requires it.
Clauses that should survive (including intellectual property, confidentiality, liability, indemnity and governing law) stay in force.
19. Changes to these Terms
We may update these Terms. The new version applies from the date we publish it on the Website, or from a later date we state. For material changes that affect paying customers, we will use reasonable efforts to notify the contact on your account (usually by email). Continued use after the effective date is acceptance of the new Terms. If you do not agree, stop using the Software and contact us before renewal.
20. General
- Entire agreement. These Terms plus your quote, order and invoice are the whole agreement, unless a signed contract says otherwise. If a signed contract conflicts with these Terms, the signed contract wins.
- No waiver. If we do not enforce a right once, we can still enforce it later.
- Severability. If a clause is unenforceable, the rest still applies.
- Assignment. You may not transfer this agreement without our written consent. We may assign it to a successor of our business.
- Force majeure. We are not liable for delay or failure caused by events beyond reasonable control (including power cuts, network failure, government action, or third-party outages).
- Notices. Formal notices to us: system@weighsoft.co.za. Notices to you: the email on your customer record.
- Governing law. These Terms are governed by the law of the Republic of South Africa. The courts of South Africa have jurisdiction. We may also bring proceedings in the division that covers Bloemfontein.
21. Contact
Questions about these Terms: system@weighsoft.co.za · 079 337 4035
WOW Scales · Bloemfontein, Free State
