Terms & Conditions

Gexa Cloud ERP — Software licensing, hosting, and technical support

Terms & Conditions Refund Policy
Last updated: August 9, 2026

Welcome to Gexa Cloud ("the Company"). These Terms and Conditions govern the use and purchase of the Enterprise Resource Planning (ERP) software and related services, including software licensing, hosting, technical support, and additional services.

Purchasing the software, activating the service, or using any part of the system constitutes the customer's ("Customer") express acceptance of these Terms and Conditions.

1. Definitions

For the purposes of these Terms:

Software / System: The ERP software provided by the Company, including interfaces, features, and modules made available to the Customer.

License: The limited, non-exclusive, non-transferable right granted to the Customer to use the Software according to the selected plan or agreement.

Hosting: Hosting of the system, databases, files, and related resources on infrastructure designated by the Company.

Technical Support: Assistance, maintenance, and troubleshooting related to system use, within the agreed support scope.

Additional Services: Any other services such as development, customization, third-party integrations, training, data migration, or custom reports.

2. Scope of Service

Depending on the agreed plan or offer, the Company provides one or more of the following:

  • ERP software license
  • System hosting
  • Database and related file hosting
  • Technical support
  • Updates and maintenance
  • Training or initial setup, if included
  • Customizations and special developments, if agreed separately

The offer, contract, or invoice sent to the Customer defines the package details and included services.

3. Software License

The Company grants the Customer a limited license to use the Software for the paid license term.

The license is:

  • Non-exclusive
  • Not for sale, assignment, or sublicensing to third parties
  • Dedicated to the Customer and the business entity specified in the contract or account
  • Limited by number of users, branches, companies, or resources, if the plan includes such limits

Ownership of the Software, source code, or intellectual property rights does not transfer to the Customer upon purchasing a license.

4. Intellectual Property Rights

All intellectual property rights relating to the Software remain owned by the Company or its licensors, including without limitation:

  • Source code
  • Databases and system structures
  • Designs and interfaces
  • Trademarks
  • Documentation
  • Systems, technologies, and tools used in development

The Customer is granted only the usage rights specified in these Terms or the contract.

The Customer may not:

  • Copy or redistribute the Software
  • Sell, lease, or sublicense the Software
  • Attempt to extract the source code
  • Reverse engineer the Software
  • Remove or disable protection or licensing mechanisms
  • Use the Software to create a competing product based on its components or code
  • Share login credentials or licenses with unauthorized parties

5. License Term and Renewal

The license starts on the activation date or the date specified in the contract or invoice, and continues for the paid term.

Upon expiry of the annual license term, the Customer must renew the license and related services to continue using the system under the then-current terms and prices.

If not renewed, the Company may suspend services after the paid period ends, according to the contract or Company policy.

6. Hosting

When hosting is purchased, the Company hosts the system and Customer data on infrastructure designated by the Company or its approved providers.

Hosting resources vary by plan and may include storage, processing, memory, databases, backups, and network resources.

The Customer may not use hosting resources in a way that materially affects the stability or performance of the infrastructure or services provided to other customers.

7. Backups and Data

The Company seeks to provide backup mechanisms according to the agreed plan. Backups are not an absolute guarantee against data loss from all possible causes.

The Customer is responsible for verifying data accuracy and retaining additional copies of important data when available.

Backup restoration requests may incur additional fees if outside the agreed service scope.

8. Customer Data

Data entered by the Customer remains the Customer's property (or that of the party entitled to use it).

The Company uses Customer data only as needed to provide, operate, maintain, and support the services.

The Customer warrants that it has all rights required to enter and process stored data, and is legally responsible for data entered, stored, or processed through the system.

9. Customer Responsibility for Accounts

The Customer is responsible for keeping account credentials confidential and must:

  • Use strong passwords
  • Not share login credentials
  • Create accounts only for authorized users
  • Revoke access for users who are no longer authorized
  • Notify the Company immediately of suspected unauthorized access

Activity through the Customer's account may be attributed to the Customer unless unauthorized use is proven and reported promptly.

10. Technical Support

Technical support covers issues related to the Software and services included in the plan.

Unless separately agreed, support does not include: data entry on behalf of the Customer; accounting or tax filing; legal or financial consulting; custom development; custom reports; additional training; fixing Customer hardware/networks; or third-party systems outside Company control.

Additional services may be charged separately.

11. Customization and Development

Any special modification or development requested by the Customer is subject to a separate agreement defining scope, cost, expected timeline, delivery method, and revision rounds if any.

No custom feature is part of the base license unless expressly agreed.

12. Updates and Maintenance

The Company may release updates, fixes, and improvements. Some updates may require temporary downtime or service restarts.

The Company seeks to minimize impact, but temporary interruptions may occur due to maintenance, updates, or circumstances beyond the Company's control.

13. Fees and Payments

The Customer must pay license, hosting, and support fees according to the invoice or contract.

Services, developments, or resources outside the base plan may be charged separately.

The Company may change renewal prices in the future, with the new price communicated before renewal.

14. Refund Policy

Due to the nature of ERP software and related services—which may include license activation, environment setup, database preparation, customization, and hosting—all payments are final after service activation.

The Customer is not entitled to a refund after license activation or commencement of service setup/activation.

This includes license fees, hosting fees, support fees, setup/activation fees, customization/development fees, and any services performed or started.

This does not affect any mandatory rights granted by applicable law, if any.

For full details, see our Refund Policy.

15. Service Suspension

The Company may suspend or restrict access in cases of: non-payment; violation of terms; illegal use; attempted hacking or service disruption; unauthorized license sharing; resource misuse affecting infrastructure or other customers; or a security/technical threat requiring preventive action.

Service may be restored after the cause is resolved and outstanding amounts are paid, when possible.

16. Termination

The Customer may stop using the service at the end of the license term or as provided in the contract.

If terminated due to Customer breach, the Customer is not entitled to a refund for the unused period, subject to non-excludable legal rights.

17. Company Liability

The Company makes reasonable efforts to maintain service stability and security, but does not guarantee uninterrupted or error-free operation at all times.

The Company is not liable for failures caused by: ISPs; data centers or external infrastructure providers; power or network outages; natural disasters; large-scale cyberattacks; Customer misuse; user errors; external software/services; or circumstances beyond Company control.

18. Lawful Use and Compliance

The Customer agrees to use the system only for lawful purposes and not for activities that violate laws, regulations, or third-party rights.

The Customer is responsible for ensuring that its use complies with legal and regulatory requirements applicable to its business.

19. Taxes and Accounting

The Software is a technical tool for managing operations and data. The Company is not an accounting or tax authority on behalf of the Customer.

The Customer is responsible for the accuracy of accounting and tax data entered, and for reviewing reports, filings, and compliance with applicable regulations.

20. Changes to Terms

The Company may update these Terms from time to time to reflect service developments or legal/technical requirements.

Updated versions will be published on the website or communicated through the Company's approved channels.

21. Governing Law and Jurisdiction

These Terms are governed by the laws of Egypt.

The competent courts in Assiut, Egypt shall have jurisdiction over any dispute arising from these Terms, unless otherwise agreed in a separate contract.

22. Contact

For inquiries regarding these Terms, licensing, or services:

Company: Gexa Cloud

Email: admin@gexacloud.com

Website: https://gexacloud.com

Address: Assiut, Al-Nasr Towers, Tower G2, Office 2, Egypt

By using the Software, completing a purchase, or activating the service, the Customer acknowledges that they have read, understood, and agreed to these Terms.