Terms of Service

Last updated: 17 July 2026

These terms govern your access to and use of the EventStack ZA website and platform (the “Service”), provided by Experience Creator (Pty) Ltd trading as EventStack ZA (“EventStack”, “we”, “us”). By creating an account or using the Service you agree to these terms. If you are using the Service on behalf of a company, you confirm you are authorised to bind that company.

The Service

EventStack provides software for South African event, AV and hire companies to manage inventory, events, quoting with live availability, client quote acceptance, invoicing and payment collection, crew and field-sales tools, a public online storefront for hire enquiries and equipment sales, and the optional CrossHire network. EventStack is a software provider - it is not a party to any contract between a customer company and that company’s own clients.

Accounts

• You must provide accurate account information and keep your login secure. You are responsible for activity under your account.
• An account owner may invite team members and is responsible for their use of the Service.

Your responsibilities

• You are responsible for the accuracy of the data you enter, including inventory, pricing, quotes and invoices.
• Where you load personal information about your clients or contacts, you confirm you have a lawful basis under POPIA to do so, and you remain the responsible party for that data. We process it as your operator in line with our Privacy Policy.
• You must use the Service lawfully and not attempt to disrupt it, access other tenants’ data, or reverse-engineer it.

Quotes, invoices and payments

• Quote totals, factors, discounts and VAT are calculated by the Service from the inputs you provide. You are responsible for reviewing documents before sending them to clients.
• Card and EFT payments are processed by PayFast under PayFast’s own terms. EventStack does not hold client funds and is not responsible for the availability or conduct of the payment processor.
• Tax invoices generated by the Service are intended to meet South African requirements, but you remain responsible for your own tax compliance.

Subscriptions and billing

• Paid plans and add-ons are billed as a recurring subscription (monthly or annual) in South African rand, processed by PayFast. Prices exclude VAT at 15% unless stated otherwise.
• Subscriptions renew automatically at the end of each billing period until cancelled. Paid features activate once the first payment is confirmed by the payment processor.
• The account owner may change or cancel the plan at any time in Settings → Billing. Plan changes made there (including downgrades) take effect immediately. If a subscription is cancelled or a recurring payment stops, paid features remain available until the end of the period already paid for (plus a short grace window), after which the account reverts to the free tier.
• Except where the law requires otherwise, fees already paid are not refunded. Nothing in these terms limits any right you may have under the Consumer Protection Act or the Electronic Communications and Transactions Act.
• If a subscription payment fails or is not received, we may downgrade or suspend paid features after reasonable notice.
• Pricing may change on notice, effective from your next renewal.

Online store and equipment sales

Customer companies may publish a public storefront through the Service to take hire enquiries and to list equipment for sale, including “buy now” purchases. Every storefront is operated by the customer company concerned (the seller). Any enquiry, hire or sale made through a storefront is a contract between the buyer and that seller. The seller is responsible for the accuracy of its listings, pricing, stock, delivery or collection, and the condition of the goods, and for its own compliance with consumer-protection law. EventStack provides the software and payment facilitation (via PayFast) but is not the seller and is not a party to those transactions.

CrossHire network

CrossHire lets companies list spare inventory and request hires from one another. Any hire arranged through CrossHire is a direct arrangement between the companies involved. EventStack facilitates discovery and booking but is not a party to, and gives no warranty in respect of, the condition of equipment, payment, or performance between those companies.

Intellectual property

The Service, including its software and design, is owned by EventStack. Your data remains yours. You grant us the limited rights needed to host and operate the Service for you.

Availability and warranties

We work to keep the Service available and reliable, but it is provided “as is” without warranties of uninterrupted or error-free operation. We are not responsible for failures of third-party services (such as payment, email or hosting providers) outside our control.

Limitation of liability

To the extent permitted by law, EventStack is not liable for indirect or consequential loss, and our total liability arising from the Service is limited to the fees you paid for the Service in the three months before the event giving rise to the claim. Nothing in these terms excludes liability that cannot be excluded under South African law.

Suspension and termination

You may stop using the Service at any time. We may suspend or terminate access for breach of these terms or non-payment, and will give reasonable notice where practicable. On termination you may request an export of your data, which we will provide within a reasonable period before the data is deleted.

The waitlist

• Joining the waitlist creates no obligation on either side; it registers your interest in early access.
• You can opt out of waitlist communications at any time by emailing admin@eventstack.co.za or replying to any message we send you.

Governing law

These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction.

Changes

We may update these terms from time to time. Material changes will be notified to account holders and the “last updated” date above will change.

Contact

The Service is operated by Experience Creator (Pty) Ltd, trading as EventStack ZA, Somerset West, Western Cape, South Africa. Questions? Email admin@eventstack.co.za.