1. Your Relationship with the Customer Organisation

1.1 You may access the Services only if you are authorised by the business, organisation, outlet, franchise, customer, employer, or other entity that has subscribed to VENTA (“Customer”).

1.2 The Customer’s Master Service Agreement, Data Processing Addendum, Acceptable Use Policy, Privacy Notice, Xploro AI Addendum, and other applicable VENTA legal documents govern the Customer’s commercial relationship with XploroTech.

1.3 These User Terms apply to you as an individual user. They do not give you ownership rights, subscription rights, authority to bind the Customer, or authority to change the Customer’s commercial agreement with XploroTech.

1.4 If you are accepting these User Terms on behalf of the Customer as an owner, director, partner, authorised signatory, or administrator, the Master Service Agreement and related organisation-level agreements must also be accepted on behalf of the Customer.

1.5 If you are not authorised by the Customer, you must not access or use the Services.

2. Authorised Business Use

2.1 You may use the Services only:

a. for legitimate business purposes of the Customer;
b. within the permissions, role, outlet, device, and access level assigned to you;
c. in accordance with the Customer’s internal policies and instructions;
d. in accordance with applicable laws and regulations; and
e. in accordance with these User Terms and the VENTA Acceptable Use Policy.

2.2 You must not access data, reports, outlets, inventory, customers, invoices, reservations, payment information, AI features, or other Service functionality beyond the access rights assigned to you.

2.3 You must not use another person’s account, password, PIN, device session, access token, or login credentials unless expressly authorised through the Service’s approved user-management process.

3. Account Security

3.1 You are responsible for protecting your login credentials, password, PIN, authentication code, device, and access session.

3.2 You must:

a. keep your credentials confidential;
b. use a strong password where passwords are used;
c. not share credentials with any other person;
d. log out or lock the device when leaving it unattended;
e. immediately report suspected unauthorised access, lost devices, credential disclosure, or security issues to the Customer administrator or authorised VENTA support contact; and
f. cooperate with reasonable security measures, including password resets, session termination, device verification, or access reviews.

3.3 The Customer and XploroTech may suspend, reset, restrict, or terminate your access where reasonably necessary to protect the Services, Customer Data, users, or security.

4. Accurate and Lawful Use of Business Records

4.1 You must enter and manage information accurately and only through authorised workflows.

4.2 You must not create, alter, delete, backdate, conceal, suppress, or manipulate invoices, orders, payments, refunds, discounts, voids, cancellations, inventory records, membership balances, reservations, customer records, or other business records except where:

a. your assigned role permits the action;
b. the action is genuine, lawful, and supported by the Customer’s business process; and
c. the action is performed through the approved and auditable workflow in the Services.

4.3 You must not use VENTA to evade taxes, suppress revenue, create false records, conceal statutory transactions, commit fraud, or assist any other person in unlawful activity.

4.4 VENTA does not provide a mechanism to suppress statutory records or evade tax obligations. Edits, cancellations, discounts, refunds, voids, and other adjustments may be recorded in system and audit logs.

4.5 The Customer remains responsible for GST, tax, statutory filings, accounting treatment, invoice compliance, business approvals, and all regulatory obligations. XploroTech does not provide tax, legal, accounting, financial, or regulatory advice.

5. Xploro AI Terms

5.1 Where enabled by the Customer, Xploro AI may be available for authorised business uses such as data analytics, report queries, support, help articles, troubleshooting, bug analysis, code or schema analysis, and business insights.

5.2 Xploro AI may process authorised prompts, queries, reports, business information, logs, schema details, code fragments, and other permitted data through XploroTech-hosted systems and approved third-party AI providers, as described in the Xploro AI Addendum and AI Subprocessors & Data Use Notice.

5.3 You must use Xploro AI only within your assigned permissions. You must not use AI features to access, infer, extract, or attempt to obtain information that you are not authorised to view.

5.4 AI-generated outputs, including reports, recommendations, answers, calculations, forecasts, SQL, code suggestions, troubleshooting guidance, and help content may be inaccurate, incomplete, outdated, or unsuitable for a particular purpose.

5.5 You must review and validate AI outputs before relying on, sharing, implementing, filing, deploying, or acting upon them.

5.6 You must not treat Xploro AI as tax, legal, accounting, financial, employment, medical, regulatory, or other professional advice.

5.7 You must not submit to Xploro AI:

a. passwords, OTPs, PINs, API keys, private keys, tokens, or access credentials;
b. full payment-card details, CVV, card magnetic-stripe data, or sensitive payment-authentication data;
c. information that you are not authorised to disclose;
d. malicious code, malware, ransomware, or harmful files; or
e. personal or confidential information that is unnecessary for the authorised request.

5.8 You must not deploy AI-suggested code, SQL, database changes, configuration changes, or workflow changes directly into a production system without required human review, testing, approval, access control, change logging, and rollback capability.

5.9 AI outputs must not be used as the sole basis for changing statutory invoices, GST records, payment records, financial ledgers, inventory balances, membership balances, or transaction history.

6. Prohibited Conduct

You must not:

a. use the Services for unlawful, fraudulent, harmful, abusive, discriminatory, defamatory, or infringing activity;
b. bypass, disable, interfere with, or attempt to defeat any security control, audit log, subscription limit, role permission, or technical restriction;
c. access another Customer’s data, accounts, systems, reports, or confidential information;
d. attempt prompt injection, model manipulation, unauthorised AI extraction, or attempts to bypass AI permissions;
e. upload malware, malicious scripts, ransomware, or harmful content;
f. reverse engineer, decompile, disassemble, copy, modify, scrape, rent, lease, resell, sublicense, distribute, or create derivative works from the Services, except where expressly permitted by applicable law;
g. remove or alter proprietary notices, trademarks, copyright notices, or security labels;
h. use the Services to send spam, unsolicited messages, deceptive communications, or unlawful marketing;
i. use the Services in a manner that may damage, overload, disrupt, or impair the Services, other users, or XploroTech systems; or
j. assist another person to do any of the prohibited acts listed above.

7. Customer Data and Privacy

7.1 The Customer controls the business data and Personal Data entered into the Services by or on behalf of the Customer.

7.2 You must handle Customer Data, personal information, reports, invoices, business records, credentials, and confidential information responsibly and only for authorised business purposes.

7.3 Your use of the Services may generate access logs, device details, activity logs, audit records, error logs, support records, and security records. XploroTech may process such information to operate, protect, support, secure, and improve the Services, in accordance with applicable law and the VENTA Privacy Notice.

7.4 You must report suspected unauthorised access, personal-data disclosure, loss of data, fraud, misuse, or security incidents promptly to the Customer and, where appropriate, XploroTech.

8. Intellectual Property

8.1 The Services, software, Documentation, XploroTech and VENTA names, logos, designs, workflows, interfaces, AI systems, reports, templates, content, and related intellectual property are owned by XploroTech or its licensors.

8.2 Subject to your compliance with these User Terms, you receive a limited, personal, revocable, non-transferable, non-exclusive right to use the Services solely on behalf of the Customer during your authorised access period.

8.3 No intellectual-property right is transferred to you through these User Terms.

9. Third-Party Services

9.1 The Services may include or connect with third-party systems, such as payment providers, delivery aggregators, communication providers, hardware, cloud services, accounting systems, or AI providers.

9.2 Your use of third-party services may be subject to separate third-party terms, privacy notices, technical restrictions, and charges.

9.3 XploroTech is not responsible for a third party’s acts, omissions, service availability, data handling, security, pricing, or changes, except to the extent directly caused by XploroTech’s breach of its agreement with the Customer.

10. Suspension or Termination of Access

10.1 The Customer may add, remove, suspend, or change your access at any time.

10.2 XploroTech may suspend, restrict, or terminate your access immediately where reasonably necessary due to:

a. suspected fraud, misuse, security risk, or unlawful activity;
b. breach of these User Terms or the Acceptable Use Policy;
c. a request from the Customer;
d. non-payment or suspension of the Customer’s subscription;
e. legal, regulatory, or lawful-authority requirements; or
f. protection of the Services, XploroTech, the Customer, other users, or third parties.

10.3 On suspension or termination, you must stop using the Services and must not attempt to regain access without authorisation.

11. Changes to These User Terms

11.1 XploroTech may update these User Terms from time to time.

11.2 Material updates may be notified through the Services, email, website, dashboard, or another reasonable electronic method.

11.3 Continued use of the Services after the effective date of updated User Terms constitutes acceptance, except where express re-acceptance is required by applicable law or XploroTech.

12. Disclaimer

12.1 The Services are business software tools. They may contain errors, limitations, delays, interruptions, or dependencies on devices, networks, internet connectivity, hardware, third-party services, and user-entered data.

12.2 You are responsible for confirming important information before using it for business, financial, tax, legal, operational, customer-service, or technical decisions.

12.3 Nothing in these User Terms changes the warranty, liability, refund, commercial, or dispute-resolution provisions agreed between XploroTech and the Customer under the Master Service Agreement.

13. Contact and Reporting

For account-access issues, contact the Customer’s authorised administrator or VENTA support.

For suspected security incidents, privacy concerns, fraud, misuse, or legal issues, contact:

Support: xplorocare@xplorotech.com
Privacy / Grievance Contact: xploro@xplorotech.com
Security Incident Contact: xploro@xplorotech.com
VENTA Legal Centre: https://www.venta-pos.com/legal

14. Acceptance and Use

14.1 These User Terms are made available through the VENTA Legal Centre and may be presented through VENTA Xploro POS, VENTA Admin, VENTA Insights, VENTA Captain, Xploro AI, and other VENTA applications.

14.2 Where required by XploroTech or the Customer, acceptance or acknowledgement of these User Terms will be captured electronically within the relevant VENTA application.

14.3 By accessing, logging in to, or using the Services after acceptance or acknowledgement is requested, you confirm that you have read, understood, and agree to comply with these User Terms.

14.4 XploroTech and the Customer may maintain electronic records of acknowledgements, including the user identity, company, application, document version, date and time, device information, and other reasonable technical details for audit, security, compliance, and evidentiary purposes.