Terms of Service

1. Acceptance of Terms

By accessing or using XentraCore ERP or Xentra ERP (the "Platform"), you agree to be bound by these Terms of Service ("Terms").

If you are using the Platform on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

If you do not agree to these Terms, you must not access or use the Platform.

2. Description of Service

The Platform is a business management ERP system that may include, among other functions:

• Customer and supplier management.
• Quotations, invoices, and sales workflows.
• Purchasing, inventory, and delivery order management.
• Reporting, accounting support, and operational analytics.
• Project tracking, HR functions, and document management.
• Workflow automation, AI-assisted features, and related business tools.

3. Account Access

You must keep your login credentials confidential and are responsible for all activity conducted through your account.

You must notify us promptly if you suspect unauthorised access, credential compromise, or misuse of your account.

We may suspend access to protect the Platform or affected accounts where we reasonably believe a security risk exists.

4. Authorized Use

You must use the Platform only for lawful business purposes and in accordance with these Terms. You must not:

• Bypass or attempt to bypass security controls or access restrictions.
• Access data belonging to other organisations or users without authorisation.
• Upload malware, harmful code, or content that disrupts Platform operation.
• Misuse the Platform, interfere with other users, or attempt to reverse engineer underlying systems except as permitted by law.
• Share credentials or permit unauthorised persons to access the Platform.
• Use the Platform for unlawful, fraudulent, or abusive activities.

5. Customer Data

Customer data uploaded or generated in the Platform remains the responsibility of the customer organisation.

Xentra Digital Sdn. Bhd. processes customer data only to provide, maintain, support, secure, back up, and improve the Platform, or to comply with legal and contractual obligations.

Customers are responsible for the accuracy, legality, and appropriateness of data they input and for obtaining necessary consents from data subjects.

6. System Availability

We aim to provide a reliable Platform, but uninterrupted availability is not guaranteed.

Downtime may occur due to scheduled maintenance, upgrades, security patches, server or network issues, backup operations, third-party service failures, cyber incidents, or force majeure events.

We will use reasonable efforts to minimise disruption and communicate planned maintenance where practicable.

7. Support and Maintenance

Support levels depend on your package, agreement, subscription plan, or project scope.

Custom development, data migration, training, urgent on-site support, and third-party integrations may be charged separately unless expressly included in your agreement.

We may update, modify, or discontinue features as part of ongoing product development, provided core contracted services are not materially impaired without appropriate notice where required.

8. Fees and Payment

Fees for the Platform follow your quotation, invoice, subscription package, or written agreement.

Unless otherwise agreed, fees are due according to the payment terms stated in your invoice or contract.

Non-payment after reasonable notice may result in suspension or termination of access to the Platform.

9. Customization and Development

Custom modules, reports, workflows, integrations, and modifications must be agreed separately in writing.

Unless expressly agreed otherwise, Xentra Digital Sdn. Bhd. retains ownership of the underlying software, framework, source code, design, templates, reusable components, and technical know-how used to deliver the Platform and any customisations.

Customer-specific business data and agreed deliverables licensed to the customer remain subject to the terms of the relevant project or service agreement.

10. Intellectual Property

XentraCore ERP, Xentra ERP, and related materials—including software, interface design, workflow logic, database structure, documentation, branding, and marketing content—are owned by or licensed to Xentra Digital Sdn. Bhd.

These Terms do not grant you any ownership rights in the Platform except for the limited right to use it according to your agreement and applicable law.

11. Data Backup and Recovery

Backups are maintained for service continuity and disaster recovery purposes.

Data restoration depends on backup availability, retention policies, technical condition of backups, the nature of the incident, and the service package or agreement in place.

Customers should maintain their own independent backups of critical business data where appropriate.

12. Limitation of Liability

To the maximum extent permitted by applicable law, Xentra Digital Sdn. Bhd. shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profit, business, goodwill, data, or business interruption.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to the Platform or these Terms shall be limited to the amount paid by you for the affected service during the three (3) months immediately preceding the event giving rise to the claim, unless a higher or different limit is required by law or expressly agreed in writing.

13. No Guarantee of Business Outcome

The Platform is a business tool intended to support operational processes. It does not guarantee revenue increase, business success, accounting accuracy, tax compliance, or legal compliance unless expressly agreed in writing.

You remain responsible for your business decisions, financial reporting, regulatory filings, and professional advice requirements.

14. Suspension and Termination

We may suspend or terminate access to the Platform for overdue payment, misuse, security compromise, violation of these Terms, customer request, unacceptable risk exposure, or legal requirement.

Upon termination, your right to access the Platform ends, subject to any data export or transition obligations stated in your agreement.

15. Confidentiality

You must keep confidential any business, technical, financial, customer, supplier, employee, and operational information accessed through the Platform that is not publicly available.

Confidentiality obligations survive termination of access where information remains non-public.

16. Third-Party Services and Integrations

The Platform may connect to payment gateways, email providers, cloud storage, messaging platforms, accounting tools, or third-party APIs.

Xentra Digital Sdn. Bhd. is not responsible for third-party service failures, outages, policy changes, or data handling practices outside our control.

17. Changes to Terms

We may update these Terms from time to time. Revised Terms will be posted on xentracore.pro with an updated effective date.

Continued use of the Platform after changes become effective constitutes acceptance of the updated Terms, unless otherwise required by applicable law.

18. Governing Law

These Terms are governed by and construed in accordance with the laws of Malaysia.

Any dispute arising out of or relating to these Terms or the Platform shall be subject to the exclusive jurisdiction of the courts of Malaysia, unless otherwise required by mandatory law.