BSB Retailer Terms of Service

1. Eligibility & Approval

1.1 Participation in the BSB Retailer Network is open to registered bike retailers and workshops operating in good standing. BSB reserves the right to approve or decline any application at its sole discretion without providing reasons.

1.2 Your retailer account becomes active only upon written approval from BSB. Submitting an application does not guarantee access.

1.3 You must ensure that all information provided in your application is accurate and up to date. BSB may suspend or terminate your account if information is found to be false or misleading.

1.4 Each branch or trading location is registered as a separate retailer account. Where you operate multiple branches, these may be grouped under a single group name for consolidated reporting.

2. Retailer Obligations

2.1 Genuine activations: You agree to activate BSB accounts only for genuine, identifiable clients of your business who have given their consent. Activation is not tied to a bike purchase — you may activate any client at any time — but fabricated, duplicate or speculative activations are prohibited and will result in immediate account suspension and forfeiture of any commission arising from them.

2.2 Accurate service records: Service records logged through BSB must accurately reflect work actually performed on the bike identified. False or misleading service entries are prohibited, undermine the integrity of the client's service book, and may constitute fraud.

2.3 Client consent: You must obtain the client's consent before activating a BSB account on their behalf, and must inform them that their information will be stored and processed by BSB in terms of the BSB Privacy Policy. If a client declines, you may not create an account for them.

2.4 Shop Verified standards: The Shop Verified badge represents a commitment to quality service. By logging services under your shop name, you warrant that the described work was performed to a professional standard.

2.5 Mechanics and staff: You are responsible for the acts and omissions of every person you grant access to the Retailer Portal, including mechanics added as sub-users, as if they were your own.

3. Pricing & Commercial Terms

3.1 Payment processing: All client subscription payments are collected directly by BSB via Paystack. You do not collect subscription fees from clients on BSB's behalf and never handle client card details. When activating a paid client, a secure payment link or QR code is generated for the client to complete payment directly with BSB.

3.2 Activation commission: For each client you activate who successfully completes a paid subscription payment, you earn a commission of 25% of the subscription price paid by the client, on any BSB subscription plan. Commission is earned once-off at the point of successful payment for annual subscriptions, and on a per-payment basis for monthly subscriptions, for as long as that client remains subscribed. Commission is always calculated as a percentage of the prevailing subscription price, so it adjusts automatically if pricing changes. Current rates:

3.3 Service referral fees: A referral fee is payable to BSB for each service that was initiated through the BSB platform — specifically, where a paid client submitted a service booking request via the BSB app or website and that booking was fulfilled by your store. The referral fee reflects BSB's role in facilitating that service booking. No referral fee applies where the service was arranged directly between the client and your store outside of BSB — including where an existing BSB account holder brings their bike in without having booked through the platform. The applicable fee schedule is set out below. Referral fees must be invoiced and settled separately from activation commissions. No offsetting is permitted. BSB reserves the right to amend these rates with 30 days written notice.

3.4 Free client service record fee: Where a client holds a Free BSB account and a service is logged against their bike by a registered shop through the Retailer Portal, BSB charges the client a service record fee per service entry. This fee is a direct charge from BSB to the client and is not the liability of the retailer. BSB will issue the invoice and collect payment directly from the client. You are not required to collect, account for, or disclose this fee on behalf of BSB, though you may inform clients that a fee applies when their service record is updated by a registered shop. The current fee amount is published on the BSB website and may be adjusted by BSB with 30 days notice to affected clients.

3.5 Invoicing: Two separate invoicing obligations apply each month: (a) Commission invoice — you to BSB: Submit an invoice to BSB for activation commissions earned on subscriptions completed in the period. (b) Referral fee invoice — BSB to you: BSB will invoice you for referral fees owed on BSB-facilitated services completed during the period. These two amounts may not be offset against each other and must be settled independently. Your Retailer Portal provides a breakdown of both figures. Payment is made on the 30th of each month for the previous month's invoice.

3.6 No retailer subscription fee: There is no joining fee or monthly platform fee for retailers.

3.7 Price changes: BSB reserves the right to amend subscription pricing, commission rates and referral fees with 30 days written notice. Commission rates are always calculated as a percentage of the prevailing subscription price, so your commission adjusts automatically with any price change. Continued use of the platform after the notice period constitutes acceptance of the updated commercial terms.

4. Client Confidentiality, Data Protection & Data Use

This section applies to all personal information you access through BSB and is drafted to comply with the Protection of Personal Information Act 4 of 2013 ("POPIA"). In plain terms: you may use client information to look after that client's bike, and for nothing else. It does not become your marketing list, and it may not leave the platform.

4.1 Definitions and roles

4.1.1 "Client Personal Information" means any information relating to an identifiable BSB client that you can view or capture through the Retailer Portal — including their name, email address, contact number, bike and component details, serial numbers, photographs, ride and usage data, and service history (including service entries logged by other shops).

4.1.2 BSB is the Responsible Party for Client Personal Information held on the platform. When you access or process that information through the Retailer Portal, you act as an Operator on BSB's behalf, and may process it only for the purposes set out in these Terms and on BSB's documented instructions.

4.1.3 Information that you obtain independently from a client in the ordinary course of your own business — for example, details the client gives you directly for your own invoice, quote or workshop job card — remains your own information, held by you as Responsible Party in your own right. This section restricts what you do with information obtained through the BSB platform; it does not restrict your own customer records.

4.2 Scope of access

4.2.1 You may access the records only of clients who are actively linked to your store. You may not attempt to view, search for or infer information about any other BSB user.

4.2.2 You will never be given access to client payment card details, banking details or passwords. All payment data is handled by Paystack and is not visible in the Retailer Portal.

4.2.3 Access is logged. BSB records portal access and may audit those logs where misuse is suspected.

4.3 Permitted use (purpose limitation)

You may use Client Personal Information only to:

• quote for, perform, and record a service or repair on that client's bike;
• respond to and fulfil a booking request the client has submitted;
• contact the client about their bike, a service in progress, or a safety issue you have identified;
• maintain your own workshop records of work you have actually performed; and
• meet a legal, tax, warranty or consumer-protection obligation that applies to you.

4.4 Prohibited use

You may not, without the client's separate, informed and freely given consent:

• export, download, copy, photograph, screenshot or scrape Client Personal Information into any other system, spreadsheet, CRM, messaging application or personal device, beyond what is necessary to perform a specific service;
• sell, rent, license, publish or otherwise share Client Personal Information with any third party, including suppliers, insurers, distributors, franchisors or other shops;
• use Client Personal Information for direct marketing — including email, SMS, WhatsApp broadcast or automated calling — which is separately regulated by section 69 of POPIA;
• build mailing lists, customer profiles or prospect lists from platform data;
• use service entries logged by another shop to disparage that shop, or to solicit clients on the basis of another shop's recorded work;
• contact a client through details obtained from the platform after that client has unlinked from your store; or
• use Client Personal Information for any purpose unrelated to the care of that client's bicycle.

4.5 Confidentiality undertaking

4.5.1 You must treat all Client Personal Information as strictly confidential, and disclose it only to those of your staff who need it to perform a specific service.

4.5.2 You must equally treat as confidential all non-public BSB information disclosed to you, including commission structures, unreleased platform features, pricing under negotiation, and aggregate network data.

4.5.3 These confidentiality obligations survive termination of the retailer relationship: indefinitely in respect of Client Personal Information, and for three (3) years in respect of BSB commercial information.

4.6 Staff, mechanics and access control

4.6.1 Each person who uses the Retailer Portal must have their own named login. Shared or generic logins are prohibited.

4.6.2 You must ensure that every person you grant access to is bound by confidentiality obligations at least equivalent to those in this section, whether by employment contract or written undertaking.

4.6.3 You must remove a mechanic's or employee's access within five (5) business days of them leaving your employ or changing role, and notify BSB where you are unable to do so.

4.7 Security safeguards

4.7.1 In line with section 19 of POPIA, you must take reasonable technical and organisational measures to prevent loss of, damage to, or unauthorised access to Client Personal Information.

4.7.2 At minimum: use a strong, unique password; do not leave the Portal open on unattended or shared workshop devices; do not store exported client data on personal phones or laptops; and do not transmit client records over unsecured channels.

4.8 Security incidents

4.8.1 You must notify BSB at support@bikeservicebook.com without delay, and in any event within twenty-four (24) hours, of becoming aware of any actual or suspected unauthorised access to, loss of, or disclosure of Client Personal Information — including a lost device, a compromised login, or an email sent to the wrong recipient.

4.8.2 You must cooperate fully and promptly with BSB in investigating the incident and in making any notification required to the Information Regulator or to affected clients under section 22 of POPIA.

4.9 Client rights

4.9.1 Clients own and control their own data. They may unlink from your store at any time; when they do, your access to their record ends immediately and you may not retain platform-derived information about them beyond your own legally required business records.

4.9.2 If a client asks you to give them access to, correct, delete or stop processing their information, refer the request to BSB at support@bikeservicebook.com within three (3) business days. Do not action platform-wide requests yourself. You remain responsible for correcting inaccurate service entries that your own shop logged.

4.10 Sub-processing and cross-border processing

4.10.1 BSB uses Supabase (database and authentication) and Vercel (hosting) to operate the platform. Client Personal Information may therefore be processed on servers outside South Africa, as contemplated by section 72 of POPIA and as disclosed in the BSB Privacy Policy.

4.10.2 You may not appoint any sub-processor, agent or contractor to process Client Personal Information obtained through the platform without BSB's prior written consent.

4.11 Return and deletion

On termination of the retailer relationship, or on written request from BSB, you must immediately cease accessing the Portal and must delete or destroy all Client Personal Information derived from the platform within thirty (30) days — except where retention is required by law (for example under the Tax Administration Act or for warranty and consumer-protection purposes). You must confirm compliance in writing if asked.

4.12 Information Officer and compliance

You confirm that you comply with POPIA in your own business, that you have designated an Information Officer as required by section 55, and that you will notify BSB of any regulatory enquiry, complaint or enforcement notice relating to Client Personal Information obtained through the platform.

5. Intellectual Property

5.1 BSB grants you a limited, non-exclusive, non-transferable licence to use the BSB Retailer Portal and associated materials solely for the purpose of activating and managing client accounts.

5.2 You may use BSB branding and the Shop Verified badge only in the context of your BSB retailer activities. Any other use of BSB intellectual property requires prior written consent.

5.3 Nothing in these Terms transfers ownership of the BSB platform, its software, or its data model to you.

6. Suspension & Termination

6.1 BSB may suspend or terminate your retailer account immediately if you breach these Terms, engage in fraudulent activity, misuse Client Personal Information, or act in a manner that damages BSB's reputation.

6.2 Either party may terminate the retailer relationship with 30 days written notice. Outstanding commission invoices remain payable after termination for commissions earned prior to the termination date, and outstanding referral fees remain payable by you.

6.3 Upon termination, clients linked to your store will retain their BSB accounts and data. Their preferred shop designation will revert to unassigned.

7. Limitation of Liability

7.1 BSB provides the platform on an "as is" basis. We do not guarantee uninterrupted access or that the platform will be error-free.

7.2 BSB acts solely as a booking request forwarding platform and is not a party to any service agreement between you and a client. BSB does not warrant the quality of work performed in your workshop, and you do not warrant BSB's platform to your clients.

7.3 To the maximum extent permitted by law, BSB's liability to you is limited to the total commission and referral fees paid between the parties in the 3 months preceding the claim. Nothing in this clause limits liability that cannot lawfully be limited, including liability arising from a breach of section 4.

8. Governing Law

These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the courts of South Africa.

9. Contact

For questions regarding these Terms, or to report a data or security incident, contact us at support@bikeservicebook.com.