Terms and conditions

01Definitions

• “The Company”: bNOVA, unified national number 7053953019, located at King Faisal St, Al Faisaliyah, Al Qurayyat.
• “The System”: the bNOVA business management system (ERP) and its panels, applications, websites and related services.
• “The Client”: the association, company or organization subscribed to the System or contracting for any of the Company's services.
• “User”: any person for whom an account is created in the System by or on behalf of the Client.
• “Data”: everything the Client and its Users enter into or upload to the System.

02Scope of the terms

These terms apply to the use of the website, the System and all of the Company's services.

Where a contract or an approved price quote exists with the Client, its provisions prevail where they differ from these terms, and these terms supplement it.

03Registration and accounts

• The Client must provide accurate information when registering and keep it up to date. The account stays “pending activation” until the Company reviews and activates it.
• Each User is responsible for keeping their password confidential. The Company never asks anyone for their password by any means, and enabling two-step verification from the profile is recommended.
• The Client is responsible for managing its Users' accounts and permissions, and for everything done through those accounts.
• The Company may temporarily suspend any account suspected of being compromised or misused, and will notify the Client.

04Subscription, prices and payment

• The subscription price, term and scope (number of companies, branches, users and modules) are set out in the price quote, contract or invoice.
• The subscription term starts on the date the System is activated, and the renewal invoice is issued electronically before the term ends so the Client can pay it on time.
• Payment is made by bank transfer to the Company's account or by the electronic payment methods available in the System, and is recorded against the invoice itself.
• Published prices exclude taxes; applicable statutory taxes are added whenever they apply.
• If the term ends without the renewal being paid, the Company may suspend access to the System after notifying the Client, while its Data remains kept as described under “Data after the subscription ends”.

05Data ownership and confidentiality

• The Client's Data belongs to the Client, and the Company uses it only to provide the service to the Client.
• Company staff cannot view the Client's Data without a valid permission granted from within the System by the Client's authorized person (the board chair or executive director in an association, and the company manager in a company), for a stated reason and period. It can be ended at any time, and every step is recorded in the audit log.
• Data is stored on servers inside Saudi Arabia (Riyadh), with encrypted daily backups inside the Kingdom, and no copy of it is transferred outside.
• The Company does not sell or share Data with anyone, except where the service itself requires it at the Client's request (such as sending e-invoices to the Zakat, Tax and Customs Authority) or where laws and competent authorities require it.
• The AI assistant for letters and meetings is off by default and is enabled only with the association's explicit consent. When used, only the requested text is sent to the AI provider (outside the Kingdom), after names, ID numbers, mobile numbers, emails and IBANs are masked.
• The Company complies with the Kingdom's Personal Data Protection Law, and the Client is responsible for obtaining any required consent from the people whose data it enters (such as beneficiaries, employees and members).

06Data after the subscription ends

• During the subscription, the Client can export its Data and reports from the System as Excel and PDF.
• When the subscription ends or is terminated, the Data is kept for 90 days, during which the Client can renew or request a copy. After that the Company may delete it from its servers, and it is removed from backups when their retention period ends.
• The Client is responsible for keeping any records and invoices it is legally required to retain after its subscription ends.

07Acceptable use

• The System may be used only for the Client's lawful business purposes and in line with the laws in force in the Kingdom.
• Attempting to access another client's data or unauthorized parts of the System, or testing its security or disrupting it, is prohibited without the Company's written permission.
• Uploading harmful files or content that violates the law or public decency is prohibited. The System accepts images and PDF, Word and Excel files of up to 2 MB each.
• The System may not be resold, rented, copied or reverse-engineered.

08E-invoicing and regulatory obligations

The System provides the technical integration with the Zakat, Tax and Customs Authority's “Fatoora” platform. The Client links it with its own tax number and the verification code it obtains from the platform and enters inside the System itself.

The Client remains responsible for the accuracy of its financial and tax data and for its obligations to the Authority and other regulators, including the National Center for Non-Profit Sector for associations. The System is not a substitute for a certified accountant or auditor.

09Intellectual property

The System, its designs, its software and the bNOVA brand and logo belong to the Company. The subscription grants the Client a non-exclusive, non-transferable right of use for the subscription term.

Content the Client publishes on its website or uploads to the System (texts, images, logos and documents) belongs to the Client, who is responsible for it and permits the Company to host and display it to provide the service.

10Availability and technical support

• The Company works to keep the System available around the clock. It may pause briefly for maintenance and updates, which the Company aims to carry out at low-usage times.
• Technical support is provided from inside the System (the “Support” button), with a number for every request, on working days from Sunday to Thursday, 8 am to 5 pm.
• Responses follow the request's priority: urgent (the system or website is down) within two working hours, important within one working day, and normal within two working days.

11Websites and other services

The Company builds and hosts the Client's website and connects it to its domain. The Client remains responsible for its website's content and requests, and for renewing its domain with its registrar unless agreed otherwise.

Staffing, recruitment and consulting services are governed by their own contracts.

12Limitation of liability

The Company exercises due professional care in providing its services. It is not liable for indirect damages or lost profits, for the results of Data the Client enters or the use of its accounts, or for outages of third-party services beyond its control (such as telecom networks and government platforms).

In all cases, the Company's liability does not exceed what the Client paid it for the service in question during the twelve months before the claim.

13Suspension and termination

• The Client may choose not to renew by notifying the Company before the term ends, as set out in its contract or price quote.
• The Company may suspend or terminate the service if the Client materially breaches these terms and does not remedy the breach within 15 days of notice, or immediately if the breach threatens the security of the System or other clients' data.
• Amounts paid are subject to the “Refund policy” published on the website.

14Changes to the terms

The Company may update these terms. The updated version is published on this page with its date, and clients are notified of material changes by email or inside the System before they take effect.

15Governing law

These terms are governed by the laws of the Kingdom of Saudi Arabia. Any dispute will first be settled amicably where possible; otherwise, the competent judicial authorities in the Kingdom have jurisdiction.