Terms of Service

About LevyPass

LevyPass is a Software-as-a-Service (SaaS) estate management platform developed and operated by OptiaHQ Ltd ("OptiaHQ", "we", "us"), a company registered in Nigeria (RC: 9128270). The platform provides digital tools for residential estate management including levy collection, gate access management, resident administration, security management, and community operations.

These Terms of Service apply to all users of the LevyPass platform, including estate administrators, CDA officers, security personnel, residents, and any visitors who interact with the system.

Service Description

LevyPass provides the following services to subscribed estates:

• Digital levy collection and payment tracking via Paystack
• Resident registration, digital ID, and gate pass management
• Visitor and commercial access management
• Security officer portal with AI-assisted shift briefings
• Emergency alarm system with GPS notification
• Community chat, announcements, and marketplace
• Estate analytics dashboard and AI-generated reports
• EventPass module for event access management

We facilitate payments through Paystack, a licensed payment processor. We do not hold, store, or process payment card details on our servers.

Account Registration and Access

To use LevyPass, estates must complete the onboarding process with OptiaHQ. By registering:

• You confirm that all registration information provided is accurate and complete
• You designate authorised administrators with valid credentials
• You accept responsibility for maintaining the security of all account passwords and access tokens
• You agree to notify OptiaHQ immediately of any unauthorised access or suspected breach

You are responsible for all activities that occur under your account. OptiaHQ is not liable for losses resulting from unauthorised account access caused by failure to maintain credential security.

Subscription Fees and Payments

LevyPass is offered on a subscription basis. Pricing is communicated during the sales and onboarding process. Our fee structure includes:

• Implementation Fee — a one-time setup fee covering platform configuration and onboarding, payable before setup commences and non-refundable once configuration begins
• Annual Subscription — a fixed annual fee agreed at the time of onboarding, covering all platform features under the selected plan
• Paystack Transaction Fees — standard Paystack processing fees apply to resident levy payments processed through the platform

Subscriptions are billed annually in advance. Late or missed payment may result in temporary suspension of platform access until the outstanding balance is cleared. OptiaHQ will provide 14 days written notice before suspending access for non-payment.

CDA and Estate Administrator Responsibilities

The estate management body (CDA, residents association, or equivalent) is responsible for:

• Ensuring the accuracy of all resident data uploaded or registered on the platform
• Lawful and fair use of the gate pass and visitor management system
• Compliance with the Nigeria Data Protection Regulation (NDPR) when handling resident information
• Communicating platform policies and changes to all residents and security staff
• Defining and enforcing the estate's own gate access policies — LevyPass provides information tools, not enforcement authority
• Resolving internal disputes between residents regarding levies, access, or community matters

Resident Responsibilities

Residents using the LevyPass platform agree to:

• Provide accurate personal information, vehicle details, and household member data during registration
• Pay levies as required by their estate management in accordance with estate rules
• Use visitor access passes responsibly and not share them publicly or fraudulently
• Use the emergency alarm button only for genuine emergencies
• Report any security concerns, platform issues, or suspected misuse to the estate administrator promptly

Prohibited Uses

You may not use the LevyPass platform to:

• Violate any applicable Nigerian law or regulation
• Impersonate another resident, officer, or estate administrator
• Generate or share fraudulent gate passes or visitor tokens
• Attempt to gain unauthorised access to the platform, other estates' data, or OptiaHQ's systems
• Use visitor codes to grant access to unauthorised individuals with intent to deceive security
• Harass, abuse, threaten, or harm other platform users
• Upload or distribute malware, harmful code, or malicious content
• Use the platform for any commercial purpose other than its intended estate management use without written consent from OptiaHQ

Intellectual Property

The LevyPass platform — including its design, code, architecture, AI features, logos, brand identity, and all associated content — is the exclusive property of OptiaHQ Ltd and is protected by Nigerian and applicable international intellectual property law.

Estates and users are granted a limited, non-exclusive, non-transferable licence to use the platform solely for its intended estate management purpose during the active subscription period. This licence does not include the right to:

• Copy, reproduce, or reverse-engineer any part of the platform
• Modify, adapt, or create derivative works based on the platform
• Sublicense, sell, or transfer access to any third party
• Use OptiaHQ or LevyPass branding without prior written consent

Limitation of Liability

LevyPass is a digital management tool. It facilitates estate management processes but does not replace physical security personnel, physical infrastructure, or the authority of your estate's management body.

OptiaHQ is not liable for:

• Security breaches or incidents occurring at physical estate gates
• Disputes between residents and estate management
• Loss of data caused by user error, negligence, or unauthorised access attributable to the estate
• Service interruptions caused by third-party infrastructure failures, internet outages, or circumstances beyond our reasonable control
• Decisions made by security officers or CDA administrators using platform information

Our total aggregate liability for any claim shall not exceed the total subscription fees paid by the estate in the 12 months immediately preceding the claim.

Service Availability and Maintenance

OptiaHQ commits to maintaining LevyPass with reasonable uptime and reliability. We will endeavour to provide advance notice of planned maintenance where possible. Unplanned outages will be communicated through available channels as soon as practicable.

Subscription fees are not adjusted or refunded for brief service interruptions that are promptly resolved and do not materially impact estate operations.

Termination

Either party may terminate the subscription agreement by providing 30 days written notice. Upon termination:

• Estate data will be exported in a standard format upon written request made within 30 days of termination
• Outstanding subscription fees remain payable in full
• Platform access will be revoked on the termination date
• Data will be deleted from OptiaHQ systems within 90 days of termination unless a longer retention period is required by law

OptiaHQ reserves the right to suspend or terminate accounts immediately without notice for material breach of these terms, including fraudulent use, non-payment beyond 30 days after notice, or conduct that creates legal liability for OptiaHQ.

Governing Law and Dispute Resolution

These Terms of Service are governed by and construed in accordance with the laws of the Federal Republic of Nigeria.

In the event of a dispute, both parties agree to first attempt resolution through direct discussion within 30 days of written notice of the dispute. If the dispute remains unresolved, it shall be referred to mediation before any formal legal proceedings are initiated.

Any proceedings that proceed beyond mediation shall be conducted in Lagos, Nigeria, in accordance with applicable Nigerian law.

Changes to These Terms

OptiaHQ may update these Terms of Service from time to time. We will notify subscribed estates of significant changes by email or through the platform with a minimum of 14 days notice before the changes take effect. Continued use of the platform after changes take effect constitutes acceptance of the updated terms.