Product Usage · WorkSuite

How WorkSuite may be used, by whom, and what is expected of you when you run it across your workforce.

These Product Usage Terms supplement the WorkSuite General Terms & Conditions and apply to your use of the WorkSuite applications. Where these usage terms conflict with the General Terms & Conditions in respect of product usage, these usage terms prevail. WorkSuite is a product of Timbaktuu Post (Proprietary) Limited (“Tuu Post”), registration number 2018 / 484330 / 07.

Clause 01Scope of permitted use

You may use the applications activated on your subscription for your own internal workforce and customer operations. Use is limited to the departments, applications, platforms and volumes recorded on your order form. Activating an additional department or application, or extending use to another legal entity in your group, requires a corresponding order.

You may not make the Service available to any third party as a standalone service, nor operate it on behalf of another organisation, unless we have agreed a reseller or partner arrangement with you in writing.

Clause 02Usage-based licensing and metering

WorkSuite is licensed per event and per platform rather than per named user. An event is a completed, chargeable interaction within an application, as described in the applicable price list. Our metering records are the authoritative record of usage for billing purposes. You may not interfere with, suppress or circumvent metering, rate limits or logging.

each application may be provisioned with its own dedicated number or channel identifier;
numbers and channel identifiers are licensed to you for the subscription term and remain allocated to us or our channel providers;
fair-use thresholds may apply to messaging volumes, and we will engage with you before applying any restriction; and
sandbox or trial use is for evaluation only and must not be used for live operations.

Clause 03Your responsibilities as operator of the workflow

You determine how WorkSuite is configured for your organisation, which workers and customers are engaged, what is asked of them, and how the resulting records are used. Accordingly, you are responsible for:

ensuring your use of each application complies with applicable labour, health and safety, consumer protection, electronic communications and data protection law;
notifying workers and customers, before engagement, of the purpose for which their information is collected and how it will be used;
obtaining consent where the law requires it, including for direct marketing and for the processing of special personal information;
configuring retention, access permissions and administrator rights appropriately for your organisation; and
reviewing outputs before acting on them where a decision materially affects a person's employment, pay, safety or access to a service.

Clause 04Engagement over third-party messaging channels

WorkSuite operates through third-party messaging platforms. Your use of those channels is additionally subject to the policies of the relevant platform provider, including their business messaging and opt-in requirements. You must not use WorkSuite to send messages to recipients who have not opted in where the platform or applicable law requires an opt-in, and you must honour opt-out requests without delay.

Where a platform provider suspends or restricts a channel as a result of your messaging practices, we will assist you in good faith but are not responsible for the resulting loss of availability.

Clause 05Verification records and the review stamp

Certain applications apply a review process to submitted documents and information and issue a verification record. A verification record confirms that the submission passed the checks configured for your workflow at the time of review. It is not a guarantee of the authenticity of an underlying document, of a person's identity, or of that person's eligibility for any benefit, role or service.

You remain responsible for any statutory verification obligation that applies to you, including obligations under the Financial Intelligence Centre Act and equivalent regimes. Where you rely on a verification record for a regulated purpose, you must satisfy yourself that it meets the standard your regulator requires.

Clause 06Data capture, retention and export

Conversations, submissions, attachments and analytics generated through the Service form part of your Customer Data and are available to you through your portal and, where enabled, through webhooks and our application programming interfaces. Retention periods applied by default are published in our product documentation and may be adjusted by agreement.

You may export Customer Data at any time during the subscription term. Deletion requests from data subjects must be directed to you as the responsible party; we will support you in giving effect to them within the limits of applicable law and our own retention obligations.

Clause 07Integrations and interfaces

Where you connect WorkSuite to your own systems or to third-party software, you are responsible for the security of the credentials you issue, for the lawfulness of the onward transfer of data, and for the configuration of the receiving system. We are not responsible for the availability, security or conduct of third-party software. Use of our application programming interfaces is subject to the rate limits and technical requirements published in our documentation.

Clause 08Prohibited uses

In addition to the acceptable use provisions of the General Terms & Conditions, WorkSuite may not be used to:

conduct covert monitoring of workers, or to collect location or biometric information without a lawful basis and appropriate notice;
make a decision that materially affects a person solely on the basis of automated processing, where the law requires human involvement;
gather personal information beyond what is necessary for the stated purpose of the workflow;
send political, religious or other non-operational messaging through channels provisioned for workforce operations, unless expressly agreed with us in writing; or
stress test, benchmark or probe the Service without our prior written consent.

Clause 09Support, training and configuration services

Standard support covers the availability and correct operation of the applications on your subscription. Configuration of new workflows, changes to conversational logic, integration work and training may be provided as professional services, quoted separately. Where we assist with configuration, you remain responsible for confirming that the resulting workflow meets your legal and operational requirements before it goes live.

Clause 10Changes to applications

We develop WorkSuite continuously. New applications, departments and features may be released, and existing behaviour may change. We will give reasonable notice of any change that materially reduces functionality you rely on, and of any deprecation of an interface, together with a migration path where one is available.

Clause 11Consequences of misuse

Where we reasonably believe the Service is being used in breach of these usage terms, we may restrict the affected application or channel, require you to remedy the position within a stated period, and, where the breach is material and unremedied, suspend or terminate access in accordance with the General Terms & Conditions. Where practicable we will engage with you before taking action.

Clause 12Queries

Questions about permitted use, metering or configuration may be directed to admin@tuupost.com. The product itself is described at worksuite.tuupost.com.