Contents
D.1 Service Scope
Sanya Business is a cloud-hosted operating system for running a business, accessed at your workspace subdomain (yourcompany.sanya.tz). Depending on the plan and modules you enable, it may include accounting and invoicing, expenses, payroll, human-resources records, attendance, inventory and point-of-sale, clients and suppliers, and reporting. Modules and limits are as stated for the plan you ordered.
Sanya Business is provided as software-as-a-service. We host, maintain, patch, and back up the platform; you operate your own data within it.
D.2 Workspace Isolation & Data Ownership
Each customer workspace runs in its own isolated tenant database — your data and another customer's data live in separate databases, not merely separate rows or tables. Your data is yours. We act only as a custodian and processor of it (see §D.9). We do not access the contents of your workspace except as required to provide support you have requested, to maintain the platform, or where compelled by law (see Data Protection).
D.3 Plan Limits & Fair Use
Each plan states its limits — typically the number of user accounts, enabled modules, storage allowance, and (where applicable) transaction or record volumes. The following apply:
- Users: each human user must have their own account so the audit log identifies the actual actor. Sharing one login across people is a breach of Master §3.
- Storage: file uploads (logos, attachments, documents) count toward your plan's storage allowance. Sustained excess prompts an upgrade conversation, not a silent cut-off.
- Fair use of compute: automated bulk imports, API calls, or report generation that materially degrade the platform for other tenants may be rate-limited; we will contact you first except where action is needed to protect the platform.
If you consistently exceed a limit, we will contact you to discuss the appropriate plan.
D.4 Billing & Renewal
Sanya Business is billed in advance per Master §4, on the cycle you selected (typically monthly or annual; annual is discounted). The subscription renews automatically at the end of each cycle unless cancelled. A renewal reminder is sent 14 days before the due date. Add-ons (extra users, SMS credits, modules) are billed as incurred or added to your next invoice.
D.5 Refunds
Monthly subscriptions are non-refundable once a cycle has started; cancelling mid-cycle stops the next renewal but does not pro-rate the current one (Master §5.1). For first-time annual subscriptions, you may cancel within 14 days of first activation for a full refund, per Refund Policy. After day 14, annual fees are non-refundable for the current term; the service simply runs to the end of the paid term and does not auto-renew if you cancel.
D.6 Suspension & Deletion Clock
If a renewal invoice remains unpaid past its due date, the workspace is suspended after a short grace period (your data is preserved but inaccessible). Paying the outstanding invoice reactivates the workspace automatically. If the account remains unpaid or you close it, your workspace data is retained for 90 days and then permanently deleted (consistent with Data Protection §3.2 and Master §5.4). Export your data before the deletion deadline (see §D.8). Immediate suspension may apply for AUP violations, regulatory order, or a security threat (Master §5.2).
D.7 Payroll & Statutory Reporting
Where you enable payroll, Sanya Business helps you compute salaries and Tanzanian statutory deductions — including PAYE, NSSF, WCF, and SDL — and generate payslips and summary reports.
- You remain responsible for the accuracy of inputs (salaries, allowances, employee details, rates) and for filing and paying the correct amounts to TRA, NSSF, WCF and other authorities by their deadlines.
- We provide computation tools, not tax or legal advice. Statutory rates and thresholds change; we make reasonable efforts to keep computations current but do not warrant that every figure matches the latest gazette at every moment. Verify against the authority's current rates before filing.
- Statutory reports and exports produced by the platform are aids to your filing obligations — they do not transfer those obligations to us.
D.8 Data Portability & Export
Your data is portable. While your workspace is active you may export your records — including clients, invoices, transactions, employees, and payroll — in common formats (CSV / Excel, and PDF for documents) from within the app at any time, at no charge. On termination you retain export access through the 90-day retention window in §D.6. We do not hold your data hostage; exporting never requires our involvement while the workspace is active.
D.9 Data-Protection Roles (Controller vs Processor)
For the personal data you put into Sanya Business about your clients, employees, and suppliers, you are the data controller and we are your data processor under Tanzania's Personal Data Protection Act, 2022. Our processor obligations and your controller obligations are set out in the Data Protection page and, for customers who require a signed agreement, the Data Processing Agreement. You must have a lawful basis for the personal data you process and must not upload special-category (sensitive) data into ordinary fields without first arranging appropriate controls.
D.10 Customer Obligations
In addition to Master §3 and the Acceptable Use Policy, you specifically agree to:
- Keep user accounts accurate and deactivate users who leave your organisation promptly.
- Use the platform for lawful business record-keeping; do not enter fraudulent records or use the system to facilitate tax evasion or money laundering.
- Provide your own privacy notice to the people whose data you enter, and respond to their data-subject requests within the statutory time (we provide export/edit/delete tools to help).
- Maintain your own copies of business-critical data via the export tools in §D.8.
D.11 Backups
We take regular platform-level backups of the Sanya Business database infrastructure as part of our service, retained on a rolling basis, and we can restore the platform in a disaster. These backups protect the service; they are not a substitute for your own exports. For your own point-in-time copies, use the export tools in §D.8.
D.12 Service Fees
Plan pricing is published at sanya.tz. Add-ons (additional users, SMS credits for member/staff messaging, premium modules, or assisted onboarding/data-migration) are quoted at order time and billed to your account. All fees are in TZS, exclusive of VAT unless stated, and payable per Master §4.