Ocitygate Online Service Terms

Version 1.0.0 | Effective date 01 November 2026

About these terms

Matthew Zahra, established in Malta, VAT registration number MT17229420, of 44, L Casolani Street, B'Kara BKR4536, Malta, operating Ocitygate (we, us) provides the Ocitygate cloud statement service (Service). These terms form a contract with the customer identified in an accepted order or subscription record (Order). Contact info@ocitygate.com for general matters, support@ocitygate.com for support and legal@ocitygate.com for legal notices, privacy matters and security reports. Do not email passwords or accounting datasets in an ordinary support message.

Acceptance and eligibility

You accept these terms through an express acceptance step identifying their version, or a signed Order incorporating them, after an opportunity to read and retain them. A person accepting for an organization must be authorized to bind it. The Service is available to organizations and individuals authorized to use Sage 50 or Sage Evolution for their accounting. Anyone administering another person’s accounting must have that person’s authority. Consumer status depends on the purpose and circumstances of the purchase; use of Sage does not by itself remove mandatory consumer rights. If you do not accept, do not activate the Service.

Contract documents and priority

Your Order identifies the selected plan, price, entitlement, billing term and any expressly agreed variation. The Ocitygate Connector End User Licence Agreement governs the local connector. The Data Processing Agreement at ocitygate.com/legal/data-processing-agreement governs processing on your behalf and prevails for that subject. Expressly negotiated signed variations prevail for their stated subject matter; otherwise these terms govern the Service and the connector licence governs the connector. An Order varies standard terms only where it expressly identifies the variation. The notice at ocitygate.com/legal/privacy-notice explains our processing for our own purposes and is not a general consent or additional licence to use your data.

Service and authorized data access

The Service performs authorized statement processing through Ocitygate Connector installed on a Windows computer with access to your Sage environment. You select the companies, schedules, statement settings and recipients available within your entitlement. The documented connection scope is read-only: Sage 50 uses an ODBC user and password with read-only access to COMPANY, SALES_LEDGER and AUDIT_HEADER; Sage Evolution uses a SQL Server user and password with read-only access to Entities, Client and PostAR. No source-data write permission is granted. Schema access is limited further to data reasonably necessary for your enabled runs. Availability of tables does not authorize unrelated extraction.

Accounts and customer responsibilities

Keep account and contact details accurate and restrict access to authorized people. Provide lawful instructions, source permissions and recipient authorization. Use the documented read-only source accounts and maintain your own accounting backups. For each company, the cloud stores the Ocitygate Connector installation ID and either the Sage 50 data-file path and ODBC username and password, or the Sage Evolution SQL Server host, database, username and password. It also stores the customer SMTP host, port, encryption setting, username, password and From address. Database and SMTP passwords are encrypted in storage. Ocitygate Connector-to-cloud traffic is encrypted with certificate verification. No particular protocol version, cipher, certification or password-key-management design is represented here. Customer SMTP encryption depends on the configuration selected and supported by that server; the connector connection statement is not a guarantee about every email-delivery hop. On installation, Ocitygate Connector derives a key by hashing hardware serial numbers locally. Raw hardware serial numbers never leave the customer computer. Ocitygate Connector authenticates to the cloud with the derived key and receives a unique 256-bit installation identifier associated with it. The installation is linked to authorized Sage companies in the customer account. This describes identification behavior, not a claim of 256-bit cryptographic security or anonymization. On computer replacement, install Ocitygate Connector on the replacement computer and update each affected Sage company’s installation ID to the new installation; review and revoke obsolete access as appropriate.

Plans and pricing

All prices are USD. Starter costs $19 per month billed annually, meaning $228 for a 12-month term, for 1 Sage company, with scheduled runs, PDF statements, automatic email and basic logs. Business costs $39 per month billed annually, meaning $468 for a 12-month term, for up to 5 companies, with Starter features plus multi-company runs, detailed logs and failure alerts. Partner costs $99 per month billed annually, meaning $1,188 for a 12-month term, for up to 20 companies, with Business features plus central administration, priority support and partner licensing. The Order identifies the purchased plan and any expressly agreed variation. The checkout identifies applicable taxes and the total annual amount payable before you commit. These are annual subscriptions, not month-to-month billing arrangements.

Company entitlements and partner licensing

A company means a distinct Sage company dataset authorized for processing. The same dataset is counted once when connected through multiple hosts. Separate companies and client datasets count separately. Changes of company allocation are permitted within the plan but must not be used to rotate unrelated active clients through a smaller entitlement to evade the company limit. The Order must identify the entitlement and allocation rules before purchase. Partner licensing permits the subscribing accountant, reseller or service provider to administer authorized client companies within the 20-company entitlement; it does not transfer ownership of the software, permit sublicensing its code or authorize access without each client’s permission. Each client’s data must remain segregated through the agreed access configuration. Any reseller pricing, branding, commission or right to contract on our behalf requires a separate written agreement. Priority support means priority in the support queue unless the Order expressly defines response hours or service levels; it does not promise an unstated response time.

Free connector and paid Service

Ocitygate Connector is supplied free of charge, without numerical installation or connector licence limits, for authorized connection to Ocitygate. No connector fee is charged and there is no connector purchase price to refund. This does not remove company limits or fees for the cloud Service. Lawful-use, access and security requirements still apply, and connector operation depends on an active Service entitlement. The connector is not licensed as a standalone substitute for the Service. Mandatory rights and any separately paid Service remedies remain unaffected.

Billing renewal cancellation and refunds

Prices are USD 228 annually for Starter, USD 468 annually for Business and USD 1,188 annually for Partner, before or including applicable tax as expressly identified in the checkout total. Annual fees are charged in advance through PayPal or Stripe provider-hosted checkout. Customers enter payment details with the selected provider rather than supplying card numbers directly to Ocitygate; Ocitygate handles subscription and payment-status information needed for administration. Annual renewal is automatic only after clear disclosure and express acceptance at purchase. We send a reminder 30 days before the renewal charge, stating the renewal date, price and cancellation route. You may cancel future renewal until it occurs through any provided account cancellation control or by notice to legal@ocitygate.com; timely notice must be honored even if processed later. Cancellation normally takes effect at term end with access continuing until then. Notify changed renewal pricing at least 30 days before renewal so the customer can cancel. No undisclosed overage or upgrade charge is authorized. We offer a full refund if requested within 30 days after the first paid purchase, and a full refund of a renewal charge if requested within 14 days after that charge. A refund ends the corresponding paid entitlement and cancels future renewal. Request it at legal@ocitygate.com; process approved refunds promptly and within any mandatory deadline. Outside these windows there are no discretionary refunds solely for a change of mind, but mandatory withdrawal, non-conformity and other legal remedies and refunds for our breach remain unaffected. The free connector is separate and carries no purchase price to refund.

Run review and delivery

Review company mappings, accounting periods, balances, templates and recipients before enabling processing. Monitor logs and alerts and maintain alternatives for critical notices. Statements are sent through the customer’s SMTP server using company-specific settings and credentials. The customer is responsible for that server’s authorization, configuration and downstream retention. SMTP acceptance is not proof of delivery, reading, accounting accuracy or payment. We do not provide accounting, tax, legal or debt collection advice. Customer checks do not excuse defects or our breach. Do not use the Service for unlawful messages or disclosures.

Data processing and deletion after each run

The cloud Service, its live systems and backups are located in Malta in the Ocitygate LAN datacenter. People with administrative access are located in Malta. Statement data is deleted immediately when a run completes, fails or is cancelled. A PDF is generated for each statement before sending and deleted immediately after sending. Remaining payloads from failed or cancelled processing are covered by run-end cleanup. If a process or server stops unexpectedly, remaining statement data is deleted upon recovery; deletion may therefore be delayed during the interruption. Normal statement processing does not create separate temporary files. Backups exclude statement payloads and PDFs. There is no post-run statement archive or recovery service. Copies accepted by the customer’s SMTP server or delivered to recipients are controlled by that customer or recipient after handoff; a failed or retried send must not be represented as confirmed recipient delivery. We must identify abandoned runs and delete remaining payloads as soon as technically practicable, without waiting indefinitely for recovery. Abandoned payloads must not be reused for a different purpose.

Other records and recipients

A statement log contains the customer account, Sage company, Sage client code, recipient email, SMTP status and error text. SMTP status records the server response; acceptance by an SMTP server does not prove delivery to or reading by the recipient. Logs are personal or confidential data where identifiable. Our retention policy requires deletion of statement logs 90 days after the logged statement attempt, with earlier manual purge available in the cloud interface. We must apply this limit to live logs. Error text must be controlled so it does not retain statement bodies, PDFs or secrets. Deleting a log from live storage does not immediately erase its copy in an existing backup. Daily backups contain company settings, encrypted passwords and logs, but exclude statement payloads and PDFs. Backup history is retained for 30 days. Company deletion or account closure immediately removes the corresponding live company settings and credentials; account closure also immediately removes other account/contact records and support messages except narrowly justified legal retention. Related logs are removed on company deletion or account closure. Existing backup copies expire within 30 days after live deletion and must not be used for ordinary processing meanwhile. We must reapply prior deletions and expired retention periods before a restored backup returns to service. Any account or support records included in backups are subject to the same 30-day expiry. Own-purpose invoices and other records required for legal compliance may be retained separately for the applicable period under the privacy notice. The deletion of statement payloads does not imply deletion of persistent connection settings or identifiers. Customer-selected SMTP providers or recipients may be outside Malta; their use and legal roles depend on the actual deployment.

Security and availability

The operator uses restricted administrator accounts, access logging, patching and protection of password-encryption keys. For each company, the cloud stores the Ocitygate Connector installation ID and either the Sage 50 data-file path and ODBC username and password, or the Sage Evolution SQL Server host, database, username and password. It also stores the customer SMTP host, port, encryption setting, username, password and From address. Database and SMTP passwords are encrypted in storage. Ocitygate Connector-to-cloud traffic is encrypted with certificate verification. No particular protocol version, cipher, certification or password-key-management design is represented here. Customer SMTP encryption depends on the configuration selected and supported by that server; the connector connection statement is not a guarantee about every email-delivery hop. No specific cipher, certification, continuous availability or recovery deadline is promised under these terms. We must use safeguards appropriate to the risks and reasonable care and skill in services we undertake. Email support is available Monday to Friday on Malta business days, excluding Malta public holidays, without guaranteed response times or a promised daily time window. Partner priority means support queue priority, not a guaranteed response time. Service levels or credits apply only if expressly agreed. Give reasonable maintenance notice where practicable; urgent security issues may require immediate restrictions and notice as soon as lawful and practicable.

Updates and changes

Ocitygate Connector does not update automatically. Customers must download and manually install a new version when required. A low frequency of changes is not a promise that updates will never be needed. We may reasonably require a supported version for security or compatibility, with reasonable advance notice where practicable. Installation instructions must identify supported Windows and Sage configurations and any material change. Material contractual changes require notice and legally valid agreement; publication alone does not silently amend an accepted term. Remedies for a material reduction or discontinued service follow the agreed contract and mandatory law. Do not remove a paid feature retrospectively by editing a marketing page.

Ownership and third parties

You retain rights in your data and statements. We and our licensors retain rights in the Service, connector and documentation. You grant only the rights needed to perform the agreed instructions, supply the Service and comply with law. We obtain no permission to sell your data, advertise using statement content or train general-purpose AI models on it. Sage and Microsoft products remain subject to their owners’ licences. No affiliation, certification or endorsement by those owners is represented. You must hold the third-party rights necessary for your use; we remain responsible for permissions required for our own distribution and operations.

Confidentiality

Each party must use the other’s confidential information only for the contract and protect it with reasonable care. Access is limited to people with a need to know under appropriate confidentiality duties. Information lawfully public, independently developed, already lawfully known or lawfully received without restriction is excluded. Compelled disclosure is permitted only as legally required, with notice where lawful and practicable. Customer Data remains subject to the DPA.

Warranties and liability

Each party confirms its authority to contract, and we confirm our right to supply the Service and connector. We undertake reasonable care and skill and our express commitments. We do not promise uninterrupted or error-free operation or compatibility beyond the supported configuration. Mandatory consumer conformity rights and remedies remain unaffected. For business customers only, and to the extent permitted by law, our total aggregate liability arising from the Service and connector together is limited to the greater of USD 1,000 and the Service fees paid or payable by that Customer for the 12 months immediately before the first event giving rise to a claim. For our breach of confidentiality, data protection or security obligations, the corresponding aggregate limit is the greater of USD 5,000 and twice those 12-month fees. The limits apply across the whole contractual relationship, not separately per claim, company, user or document. Related claims use the first event and cannot stack the limits. Ordinary claims remain subject to the ordinary limit; all capped claims together remain subject to the higher applicable aggregate limit. The enhanced limit replaces rather than adds to the ordinary limit for covered claims. These limits do not apply to fraud, fraudulent misrepresentation, gross negligence, wilful misconduct, death or personal injury caused by negligence where liability cannot be limited, or any other liability that law prohibits limiting. They do not restrict data subjects’ rights, authorities’ powers, payment or refund obligations or mandatory remedies. These numerical limits do not apply to consumers, whose rights and remedies are governed by applicable law. No general exclusion of lost profits or data-restoration costs applies under this clause. No contractual indemnity is created unless expressly agreed in writing. A claim involving both the Service and connector is subject to a single applicable aggregate limit, without double recovery.

Suspension and termination

We may proportionately suspend affected access for material breach, unlawful instructions, a credible security risk, a lawful direction or unpaid undisputed fees after reasonable notice and opportunity to remedy where practicable. We will explain the reason where lawful and restore access when resolved. Either party may terminate a material breach not remedied within a reasonable period specified in the notice, taking account of the seriousness of the breach and the steps reasonably needed to remedy it after written notice, or an irremediable material breach where lawful. You may cease using the Service, with renewal cancellation and unused fees governed by the accepted Order and mandatory law. On expiry or termination, stop connector use, revoke credentials and cancel pending jobs. We cease access and delete remaining processor data under the DPA. Immediate deletion already applied to completed runs, so there is no historical payload export. The DPA governs return or deletion of any other processor records. Accrued rights, confidentiality, lawful retention and dispute provisions survive.

General terms and Malta courts

Maltese law governs these terms and the courts of Malta have exclusive jurisdiction, subject to mandatory rights and jurisdiction rules that cannot be displaced, including those protecting consumers and data subjects. Contact legal@ocitygate.com to seek an informal resolution without delaying statutory deadlines or urgent relief. Legal notices must identify the customer and matter, and may be sent to legal@ocitygate.com or our postal address; customer notices go to their designated account contact. Email notices take effect when acknowledged or otherwise shown delivered, not merely sent; a failed delivery requires another method. Neither party may assign the agreement without the other’s consent, not unreasonably withheld, except an expressly agreed lawful succession arrangement preserving obligations. Subcontracting does not release obligations. Invalid provisions are severed only as permitted by law. No waiver arises from a failure to enforce a right. Events genuinely beyond reasonable control excuse only affected performance that could not reasonably be prevented or mitigated, subject to prompt notice; confidentiality, data protection and mandatory rights continue. If an interruption materially prevents the contracted Service and is not resolved within a reasonable time after notice, either party may end the affected service. Where you terminate because of our continuing failure to provide it, we will refund prepaid fees for the unused affected period, without limiting mandatory remedies. These terms and validly incorporated documents form the agreement on their subject matter, without excluding fraud or mandatory rights.

Consumer withdrawal and checkout

Consumers have any withdrawal and cancellation rights provided by applicable law, independently of the 30-day first-purchase guarantee and 14-day renewal refund policy. For an EU distance service contract the ordinary withdrawal period is 14 days from conclusion, subject to applicable conditions and exceptions. A consumer may notify legal@ocitygate.com by a clear statement identifying the account, subscription and decision to withdraw; use of a particular form is not compulsory. The checkout must supply all required pre-contract information, express payment and recurring-billing disclosures, durable confirmation and any legally required withdrawal form or online withdrawal function. Starting an ongoing cloud service does not by itself waive all withdrawal rights. Any request for early performance or statutory acknowledgment must be separately and lawfully obtained where needed, without diminishing our voluntary full-refund promises.