Last updated: 23 August 2026
By using WashBase ("the Service"), you agree to these Terms of Service ("Terms"). These Terms form an agreement between you (and the business you represent) and WashBase.
WashBase is a control and reporting platform for multi-location service businesses. It helps you manage daily operations. The Service includes:
Payment collection happens through your own systems. WashBase records and reports on the transactions you capture.
Please provide accurate information when creating an account. You are responsible for keeping your sign-in credentials secure and for any activity on your account. Let us know straight away if you suspect unauthorised access.
WashBase has different user roles (System Admin, Group Admin, Entity Admin, Staff), each with different permissions. Managing who has access within your organization is up to you.
Use WashBase for its intended purpose and within the law. Please do not:
WashBase can open your own WhatsApp account with a pre-filled message so you can notify customers manually. When you do this, the message is sent from your number through your own WhatsApp account, and you are subject to WhatsApp's own terms and policies. WhatsApp restricts or blocks numbers that start large volumes of new chats or send messages it considers automated or bulk. Any such restriction is applied by WhatsApp, not WashBase, and we are not able to remove it. This is rare at low volumes and mainly affects high-usage businesses.
If your number is restricted, you can continue notifying customers using the SMS and push notification features provided within WashBase, which are not affected. We may also offer an optional, paid WhatsApp Business API integration that sends through approved channels; where this is available, pricing will be shared with you before you opt in.
WashBase reports on the data you and your staff enter. This means:
You own all customer data you enter into WashBase. By using the Service, you:
Your data can be exported at any time.
Access to the Service requires a monthly subscription, which runs month to month with no fixed term and no lock-in contract. Invoices are issued on the 1st of each month and cover the month ahead, together with any usage charges (such as SMS, vehicle scans or clocking events) from the previous month where applicable.
You can cancel your WashBase account at any time, in two clicks, from Settings → Billing. We never charge cancellation fees and we don't require notice periods. Your account is deactivated immediately and we stop generating new invoices. Your data stays safe and you can reactivate at any time by signing in and clicking “Reactivate Account”.
Removing your card from Settings → Billing stops automatic card payments but does not cancel your account. You will still receive monthly invoices, payable via EFT. To fully stop your subscription, use the “Cancel Account” button in the same section.
Payment can be made by credit/debit card (recurring), EFT, or monthly invoice. Card payments are processed securely by Paystack. You can add or remove your card at any time from Settings → Billing.
WashBase is a monthly subscription paid in advance. Charges for the current billing period are not automatically refunded when you cancel - you keep access for the period you've paid for. We will consider refunds on a case-by-case basis if you reach out at support@washbase.co.za.
If you cancel your account with an outstanding balance (for example, an unpaid invoice for previous SMS or scan usage), the balance remains owed. We will contact you to arrange payment via EFT. Outstanding balances do not prevent you from cancelling.
If your account is in arrears (a balance is past its due date), we will notify you and you will have a 14-day grace period to settle the balance. A warning banner will appear after the first 7 days. After the 14-day period, we reserve the right to suspend access until payment is made or arrangements are agreed in writing.
If you believe a charge was made in error, please contact us at support@washbase.co.za within 14 days of the charge. We will investigate and respond within 5 business days. Where appropriate, we will issue a credit to your account or a refund.
WashBase can show your customers a link or QR code to pay an invoice, an estimate or an account statement online. This section applies only if you switch that feature on.
Payments are processed by Paystack and settle into the bank account you enter in WashBase. WashBase never receives, holds or controls that money. We are not a bank, a payment processor or a third party payment provider, and we do not act as your agent in collecting it. Your use of the payment provider is subject to their own terms.
You are responsible for the accuracy of the banking details you enter. WashBase will not be responsible for money paid to incorrect banking details. We cannot recover funds settled to an account you specified, and correcting the details afterwards does not redirect payments that have already been made.
Your customer pays a WashBase service fee on top of the amount owing, shown to them before they pay. The payment provider's own processing fee is deducted from your settlement, so you receive the amount owing less that fee. Processing fees differ by payment method and are set by the provider and the banks, not by WashBase. All fees quoted in the app are exclusive of VAT unless stated otherwise, and may change without notice to us.
WashBase does not process refunds to customer cards or bank accounts, and does not reverse online payments. Because the money has already settled into your bank account, any refund is made by you, directly to your customer, by cash or EFT. Marking a sale as refunded in WashBase is a record of what you have done; it does not move money.
Disputes, chargebacks and reversals are between you, your customer and the payment provider. Card payments can be charged back; bank transfer methods generally cannot. You are responsible for any amount reversed, and for any fee the provider charges for it.
Payout timing is determined by the payment provider and the banks. Timeframes shown in the app are indicative, not a guarantee, and WashBase is not liable for delayed settlement.
Where a customer pays an estimate or tops up an account, the amount is recorded as credit on that customer's account with you. It is money you have received for work not yet done, and any obligation to deliver that work, or to return the money, is yours and not WashBase's.
You are responsible for charging the correct amount, for any tax on the underlying sale, and for complying with the laws that apply to your business. You must be entitled to receive payments into the account you nominate.
We aim for high availability but occasional downtime may occur due to scheduled maintenance, emergency repairs, or factors outside our control such as internet outages. We will do our best to notify you of any planned maintenance in advance.
The Service, including its software, designs, and content, is owned by WashBase. You are granted a license to use the Service for your business under these Terms.
The Service is provided "as is" without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, or accuracy of data. We do not guarantee the Service will be error-free or uninterrupted.
To the extent permitted by law:
You agree to hold WashBase harmless from any claims, damages, or expenses (including legal fees) arising from your use of the Service, violation of these Terms, or violation of any law or third-party rights.
The Service is provided on a month-to-month basis. There is no fixed term, no minimum contract period and no lock-in. The agreement simply renews each month until you cancel, and these Terms apply for as long as you use the Service.
See section 7.2 for the full cancellation flow. In short: you can cancel at any time from Settings → Billing, no notice required.
We may suspend or terminate access if:
Once terminated, access to the Service ends. We will keep your data for 30 days so you can export it, after which it may be permanently deleted. Any outstanding fees remain payable.
We may update these Terms from time to time. We will let you know about any significant changes via email or through the Service. Continued use after changes means you accept the updated Terms.
These Terms are governed by the laws of the Republic of South Africa. Any disputes will be resolved in accordance with South African law.
Questions about these Terms? Get in touch:
WashBase is a control and reporting tool. Payment collection, financial reconciliation, and tax compliance are handled by you through your own systems. The accuracy of reports depends on the data captured by your team.