Terms of Service

1. Agreement and eligibility

These Terms of Service (the “Terms”) are an agreement between The Vysa Technologies FZ-LLC, a free zone limited liability company licensed by Ras Al Khaimah Economic Zone Authority in the United Arab Emirates (“Vysa”, “Sync CRM”, “we”, “us” or “our”), and the business purchasing or using Sync CRM (“Customer”, “you” or “your”).

By purchasing, accessing or using Sync CRM, you agree to these Terms. You confirm that you are at least 18 years old, are using the Service for business purposes in the UAE, and have authority to bind the Customer. If you do not agree, do not use the Service.

These Terms, the applicable pricing page or order form, and any documents expressly incorporated into them form the agreement. An authorised written order form prevails if it expressly conflicts with these Terms.

2. The Service

Sync CRM is a software-as-a-service platform for travel agencies, visa consultancies, immigration firms and related businesses. It provides tools for customer relationship management, workflows, documents, OCR-assisted data extraction, payments, connected email, appointment information, communications, reporting and related operations (the “Service”).

The features, users, branches, storage and usage allowances included in a subscription are those shown on the pricing page or order form when purchased. You may not circumvent those limits. Beta or preview features may be changed or withdrawn at any time and are provided without a service-level commitment.

We may improve, replace or discontinue features. We will not materially reduce the core functionality of an already-paid subscription period unless reasonably necessary for law, security, abuse prevention or a third-party service change. Roadmap statements and features described as planned, future or “coming soon” are not commitments.

We use reasonable efforts to keep the Service available, but standard subscriptions do not include a guaranteed uptime, response time, resolution time or service credit. Maintenance, upgrades, third-party outages and events outside our reasonable control may interrupt the Service. Support is provided by email and telephone on a reasonable-efforts basis through the channels and hours we publish.

3. Accounts and authorised users

Each staff member must use an individual account. Credentials may not be shared, transferred or used by another person. The Customer is responsible for:

• providing accurate registration and administrative information;
• choosing strong, unique passwords and protecting credentials;
• assigning appropriate roles, branches and permissions;
• promptly removing access for departing or unauthorised staff;
• keeping the agency owner’s registered email address current; and
• notifying us immediately of suspected compromise or unauthorised access.

The Customer is responsible for activity through its accounts except to the extent caused by our breach of these Terms or failure of our security controls. Minors may not hold staff accounts.

4. Subscriptions, payment and taxes

Subscriptions are currently offered monthly in UAE dirhams and have no minimum commitment. Unless an order form states otherwise, subscriptions do not renew automatically: access ends on the stated expiry date unless the Customer manually purchases the next monthly period. A Customer may decide not to continue at any time, and access remains available until the end of the paid period unless suspended or refunded under these Terms.

Payments are processed by Nomod. We do not receive or store full payment-card numbers or CVVs. Nomod’s terms and privacy practices also apply to its processing. We may retain payment status, amount, currency, payment reference, payer details, invoices, receipts, refunds and transaction history.

If an invoice is payable and remains unpaid, we may allow a 14-day grace period before suspending access. A grace period does not extend an expired subscription unless we expressly confirm otherwise.

Prices may change on at least 30 days’ advance notice. A change applies only to a future purchase and not to an already-paid period. Applicable VAT and other taxes may be added when required by law and will be disclosed before payment. The Customer is responsible for applicable bank, currency-conversion and payment-provider charges.

5. Fourteen-day money-back guarantee

A new Customer may request a full refund within 14 calendar days after its first subscription purchase. The guarantee applies only to the first purchase, not to later monthly purchases, renewals or additional services. Access ends when a refund is approved.

We may refuse the guarantee in cases of fraud, abuse, prohibited activity or unusually excessive third-party usage. Nothing in this section limits mandatory rights under applicable UAE law.

6. Customer Data and applicants

“Customer Data” means information, documents, emails and other content submitted to or processed through the Service by or for the Customer. As between the parties, the Customer retains its rights in Customer Data. The Customer grants us a limited, non-exclusive permission to host, copy, transmit, display, back up and otherwise process Customer Data only as reasonably necessary to provide, secure, support and improve the Service, comply with law, and carry out the Customer’s instructions.

The Customer is responsible for the accuracy, quality and lawfulness of Customer Data and for having all authority, notices, consents and other legal grounds necessary to collect, upload, use and instruct us to process it. The Customer must respond to privacy requests from its applicants and clients, and we will provide reasonable assistance where required.

Agencies may process information about applicants under 18 only for lawful visa, immigration, travel or closely related case-management purposes and with authority from a parent, guardian or other legally authorised person. Children’s information may not be used for unrelated marketing, profiling or advertising.

We do not sell Customer Data. We do not use customer documents, emails, passport information, applicant records or other Customer Data to train our own or third-party general-purpose AI models. We may use aggregated or irreversibly anonymised information for security, analytics, capacity planning and product improvement where it cannot reasonably identify an agency, user, applicant or client.

Sync CRM does not perform facial recognition, fingerprint processing, liveness checks, biometric identity matching or other biometric analysis. OCR may extract ordinary text fields from documents only to provide requested functionality.

Connected Gmail or Outlook messages are retrieved temporarily when a user requests email functionality. We do not permanently copy or archive the complete mailbox. A specific email or information intentionally linked to a CRM record may become Customer Data. Connection credentials may be stored securely to maintain the authorised connection, and the Customer may disconnect it.

After a subscription ends, we may retain the inactive account and Customer Data for up to 180 days so the Customer can request a reasonably available standard export. Data may be deleted earlier following a verified request unless retention is required by law, security or an investigation. After that period, Customer Data may be deleted from active systems. Residual encrypted copies may remain in backup cycles for up to a further 90 days and will not ordinarily be restored except for disaster recovery. Financial, tax, audit, fraud-prevention, security and legal records may be retained longer where reasonably necessary or legally required.

7. Acceptable Use

You must not use the Service to:

• break any law, commit fraud, deceive, harass or abuse another person;
• process personal data without the required authority, notice or legal basis;
• access another agency’s or person’s information without authorisation;
• share accounts, bypass plan limits or defeat security controls;
• introduce malware, probe, scan, disrupt or overload the Service;
• scrape, reverse engineer, copy or derive source code except where a restriction is prohibited by law;
• send spam or unlawful unsolicited communications;
• misrepresent affiliation with VFS, an embassy, consulate, government or appointment centre;
• resell, hoard or manipulate appointment information unlawfully;
• infringe intellectual-property, privacy or other rights; or
• violate the applicable terms of Google, Microsoft, Nomod, Telegram, VFS or another connected provider.

A subscription is for the subscribing agency and its authorised staff. It may not be rented, resold, sublicensed or shared with another agency without a separate written agreement. Authorised applicant-facing forms or portals do not make applicants licensed CRM users.

8. Third-party services and integrations

The Service may connect with providers such as Google, Microsoft, Google Cloud Document AI, Nomod, Telegram and appointment-related services. By enabling an integration, the Customer authorises us to exchange the information and permissions reasonably required to provide it.

Third-party services are governed by their own terms and privacy policies. The Customer is responsible for maintaining valid third-party accounts and permissions. We are not responsible for a third party’s outage, restriction, policy change, discontinued API, inaccurate information, declined or reversed payment, or other act outside our reasonable control. Disconnecting or losing an integration may disable related features.

Customer Data is currently hosted through DigitalOcean infrastructure in Singapore and may be processed in other countries by enabled providers. International transfers and their safeguards will be described in our Privacy Policy.

9. Visa, appointment, OCR and professional disclaimers

We do not submit visa applications, book appointments, represent agencies or applicants, or make visa or immigration decisions. The Service does not provide legal, immigration, visa, financial or government advice.

Appointment information, alerts, OCR output, suggested fields, summaries and automated actions may be delayed, incomplete or incorrect. The Customer must apply appropriate human review, verify important information through official sources, and remains responsible for applications, forms, documents, deadlines, payments, bookings and communications.

We do not guarantee appointment availability, successful bookings, visa approvals, government decisions, processing times, revenue or any other outcome. We are not affiliated with VFS, any embassy, consulate, appointment centre or government authority unless we expressly state otherwise.

10. Security and notices

We maintain reasonable technical and organisational safeguards designed to protect the Service and Customer Data. No online service is completely secure, and we do not guarantee that unauthorised access, loss or interruption will never occur.

We will notify affected Customers of a confirmed personal-data breach without undue delay where required by applicable law and will provide available information and reasonable protective guidance. Security, privacy, billing and legal notices may be sent to the agency owner’s registered email address. The Customer must keep that address current and monitor it. We may also provide urgent notices inside the Service or by telephone.

11. Intellectual property and publicity

Vysa and its licensors own the Service, software, interface, workflows, documentation, branding and related intellectual property. The subscription grants the Customer a limited, non-exclusive, non-transferable right to use the Service during the paid period in accordance with these Terms. It does not transfer ownership.

We may use suggestions and feedback to improve the Service without restriction or payment, provided we do not disclose Customer Confidential Information. We may display a Customer’s name or logo as a customer reference only with the Customer’s express written or electronic permission. Permission may be withdrawn, after which we will remove future use within a reasonable period. Testimonials, case studies and performance claims require separate approval.

12. Confidentiality

Each party may receive non-public information that a reasonable person would understand to be confidential (“Confidential Information”). The receiving party will use it only for the agreement, protect it with reasonable care, and disclose it only to people and providers who need it and are bound by confidentiality duties.

Confidential Information excludes information that is public without breach, independently developed without use of the other party’s information, lawfully received without restriction, or approved for release. A party may disclose information when legally compelled and, where legally permitted, will give advance notice and reasonable assistance.

These duties continue for five years after termination. Trade secrets and personal data remain protected for as long as they retain that status or applicable law requires.

13. Suspension

We may suspend or restrict access immediately and without advance notice where reasonably necessary to address suspected fraud, unlawful conduct, a security threat, compromised accounts, credential sharing, harmful activity, urgent legal requirements, or risk to the Service or third parties. We may also suspend access after an applicable 14-day payment grace period.

For an ordinary, non-urgent breach, we will normally provide notice and a reasonable opportunity to correct it. We will try to limit a suspension to what is reasonably necessary and will notify the agency owner. The Customer may contact support to challenge or resolve a suspension. Temporary suspension does not itself delete Customer Data or remove responsibility for charges already incurred.

14. Termination and discontinuation

The Customer may stop purchasing future monthly periods at any time. We may terminate for a material or repeated breach that is not corrected after reasonable notice, or immediately where the circumstances described in Section 13 are serious or cannot be remedied.

We may discontinue the Service or terminate without Customer fault on at least 30 days’ advance notice. If that occurs during a paid period, we will provide a proportionate refund for the unavailable prepaid period and permit a standard data export, subject to law and security restrictions. Immediate termination remains possible where required by law or necessary to address a serious security risk.

On termination, the Customer’s right to use the Service ends. Provisions that by their nature should survive—including payment obligations, confidentiality, intellectual property, disclaimers, liability, indemnity, dispute terms and permitted retention—will survive.

15. Warranties and force majeure

To the maximum extent permitted by law, the Service is provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose, non-infringement and uninterrupted or error-free operation, except where they cannot lawfully be excluded.

Neither party is liable for delay or failure caused by events beyond its reasonable control, including natural disasters, war, civil disturbance, government action, labour disputes, widespread internet or utility failures, cyberattacks not caused by its failure to maintain reasonable safeguards, or failure of critical third-party infrastructure. Payment obligations already due are not excused.

16. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, exemplary, punitive or consequential damages, or for lost profits, revenue, business opportunities, goodwill or anticipated savings, even if advised they were possible.

Without limiting Section 9, Vysa is not liable for missed appointments, unsuccessful bookings, visa refusals, government decisions, inaccurate third-party information, or business decisions made from OCR, alerts or automation.

To the maximum extent permitted by law, each party’s total aggregate liability arising from the Service or these Terms will not exceed the subscription fees paid by the Customer to Vysa during the 12 months immediately before the event giving rise to the claim. This limitation does not apply where liability cannot lawfully be limited and does not limit payment obligations, misuse of the other party’s intellectual property, or a party’s fraud or wilful misconduct.

17. Indemnification

The Customer will defend and indemnify Vysa against third-party claims arising from the Customer’s unlawful collection or use of data, lack of applicant authority or consent, Customer Data, unlawful communications, misuse of the Service, or infringement of third-party rights.

Vysa will defend and indemnify the Customer against a third-party claim that the unmodified Sync CRM software directly infringes that party’s intellectual-property rights. This does not apply to Customer Data, Customer modifications, unauthorised combinations, use contrary to documentation, or continued use after we provide a non-infringing alternative or notice to stop.

The protected party must promptly notify the responsible party and reasonably cooperate. The responsible party controls the defence and settlement but may not admit fault by, or impose a non-financial obligation on, the protected party without consent.

18. General terms

Changes

We may update these Terms. Material changes will normally receive at least 30 days’ advance notice by email or through the Service. Urgent changes required for law, security or abuse prevention may take effect sooner. Changes do not retroactively alter an already-paid period unless legally required. An updated version may apply when the Customer next purchases a monthly period.

Marketing communications

We may send essential security, billing, legal, support and service communications. We may also send promotional communications to agency business contacts with an unsubscribe method. Opting out of marketing does not stop essential messages. We will not use applicant contact details for our own marketing or share them with partners for their marketing.

Assignment

The Customer may not assign this agreement without our prior written consent. We may assign it in connection with a merger, reorganisation, financing or sale of all or substantially all of the relevant business, subject to applicable data-protection law.

Entire agreement; waiver; severability

This agreement is the complete agreement about the Service and replaces earlier discussions on that subject. A waiver must be in writing and applies only to that instance. If a provision is unenforceable, it will be limited to the minimum extent necessary and the remaining provisions continue.

Notices

Notices to the Customer may be sent to the agency owner’s registered email address and are considered delivered when sent, subject to applicable law. Notices to us must be sent through the legal or support contact details published on our website. Each party must keep its contact details current.

Governing law and disputes

These Terms are governed by the federal laws of the United Arab Emirates and the laws applicable in the Emirate of Dubai, without regard to conflict-of-law rules. Before filing an ordinary claim, a party must send written notice and both parties will attempt in good faith to resolve the dispute for 30 days. If unresolved, the competent courts of Dubai have exclusive jurisdiction. Either party may seek urgent protective relief without waiting where reasonably necessary to prevent serious or irreparable harm.

Language

These Terms are written in English. A translation may be provided for convenience. To the extent permitted by law, the English version controls if versions conflict.

19. Contact and company details

Sync CRM is provided by:

Licence numbers: 45034530 and 47029788. Legal notices and support enquiries may be sent to the contact details above.