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General Terms of Use and Sale (Terms)

This English version is provided for convenience. In case of any discrepancy, the French version prevails.

Last updated: August 11, 2026 Version: 2.4

1. Purpose and acceptance

These terms govern access to and use of the SANZA service, published and operated by BAHINIBA, a SARLU with share capital of 1,000,000 FCFA, RCCM TG-LFW-01-2024-B13-00256, NIF 11001918218, registered office at Adidogomé, Lomé, Togo ("BAHINIBA", "we"). SANZA is a brand and a product of BAHINIBA; the subscription contract is concluded between the client and BAHINIBA.

SANZA is an online subscription (SaaS) business management service intended for professionals: invoicing, customer and collection tracking, mobile money collection, inventory management, SYSCOHADA-compliant accounting assisted by artificial intelligence, purchasing, payroll and fixed assets, depending on the plan subscribed.

Creating an account constitutes full acceptance of these terms, as well as of the annexed Data Processing Agreement (article 17). The service is reserved for professionals acting in the course of their business; consumer protection rules do not apply.

2. Account and user responsibilities

The client warrants the accuracy of the information provided at registration. The client is responsible for the confidentiality of their credentials and for the use made of their account by the users they invite. The client undertakes to use the service lawfully, in particular not to issue fraudulent commercial documents and not to attempt to bypass data isolation between companies.

3. Free trial

Every new account benefits from a free 14-day trial, with no commitment and no prior payment; only a verified mobile money number is required. This trial allows the client to fully evaluate the service before any payment.

At the end of the trial, if no subscription is taken out, the account becomes view-only and remains in that state with no time limit other than that provided for data retention. The client retains view access to their data and may activate a subscription at any time to regain full access.

No data is deleted merely because the trial has ended. Data is kept for 12 months from the expiry of the trial, then permanently deleted. Three prior notices are sent to the client before any deletion: the first at D-90 (three months before deletion), the second at D-30 with a one-click export offer, and the third and final at D-7. No deletion occurs until these three notices have been effectively delivered.

The non-payment mechanism provided for in article 7 does not apply to the expiry of the free trial, which does not constitute a non-payment: no non-payment follow-up is sent and no suspension occurs on that basis.

4. Subscription, pricing and payment

The subscription is monthly or annual, payable in FCFA by mobile money to BAHINIBA. The current pricing schedule (DÉMARRAGE, BUSINESS, PRO and PRO+ plans, included quotas) is published on the site's Pricing page and forms an integral part of these terms. Annual payment benefits from a discount equivalent to 2 months free; this discount is the consideration for the annual commitment.

Each plan includes monthly quotas (users, invoices, AI usage, WhatsApp messages) specified in the pricing schedule. Beyond the included number of users, an additional user is billed 4,000 FCFA per month on the BUSINESS and PRO plans (unlimited users at no extra cost on PRO+; the DÉMARRAGE plan remains strictly limited to one user, with no extension available). For other quotas, beyond the monthly cap, the options indicated in the schedule apply or the feature is suspended until the following month.

We may change prices; any change is notified at least 30 days before it applies and takes effect only at the next renewal.

5. Subscription periods and due date

Each monthly period runs from the day of payment until the day before the same date in the following month. A subscription paid on 5 July therefore covers the period from 5 July to 4 August inclusive, and the next due date is set at 5 August.

Where the following month does not contain the corresponding date, the due date is moved to the last day of that month, without the reference date being lost for subsequent months. A subscription taken out on 31 January therefore falls due on 28 or 29 February, then again on 31 March.

Annual periods follow the same principle, over twelve months.

6. Renewal and reminders before due date

It is the client's responsibility, as a professional, to anticipate the budget for their subscription and to ensure its renewal. To assist them, BAHINIBA sends three reminders before the due date:

  • at D-10 (ten days before the due date);
  • at D-3 (three days before the due date);
  • at D0 (on the due date).

These reminders are sent by WhatsApp, SMS or email. Renewal is completed by payment for the following period.

7. Non-payment: read-only access then suspension

If the renewal payment has not been made by the due date (D0), despite the reminders provided for in article 6, the account immediately becomes read-only at D0.

What read-only access allows. The client retains view access to all their data and documents. They can no longer create, modify or issue any document (invoices, payments, accounting entries, payslips). The application's automatic export function is disabled during this period; any formal export request sent to support is honoured under the conditions set out in the Privacy Policy.

Duration and messages. Read-only access lasts 7 days. During this period, BAHINIBA sends the client the following messages:

  • at D+1: reminder of the situation and how to regularize;
  • at D+3: follow-up;
  • at D+6: warning of imminent suspension, specifying the consequences and the means of regularizing;
  • at D+7: notification of effective suspension, specifying the conditions for recovering the account and the data.

Suspension. At the end of these 7 days without regularization, the account is suspended: access is closed. The client's data is kept for 12 months from the suspension. Three prior notices are sent to the client before any deletion: the first at D-90 (three months before deletion, nine months after suspension), the second at D-30 with a one-click full export offer, and the third and final at D-7. No deletion occurs until these three notices have been effectively delivered. At the end of these 12 months and subject to the delivery of the three notices, the data is permanently deleted.

8. Regularization and effect on the due date

During read-only access. Payment restores full access but does not postpone the next due date: days spent in read-only access are neither made up, nor extended, nor refunded. A client whose due date was 5 July and who regularizes on 10 July pays a single monthly instalment and keeps 5 August as their next due date.

Advance renewal payment. A client whose account is up to date may pay their next monthly instalment from three days before the due date (D-3); this payment, still of a single monthly instalment, directly opens the following period, which becomes the new anchor date. No advance payment is accepted before D-3: the payment link returns an explicit refusal. Under no circumstances does regularization or renewal give rise to the payment of two simultaneous monthly instalments.

After suspension. Reactivation of a suspended account is subject to payment of the periods elapsed since the last unpaid due date, up to a limit of three monthly instalments, in consideration of the retention, hosting and securing of the data during that time. The reactivation payment link combines in a single mobile money transaction the arrears and the first monthly instalment of the new period, shown as separate lines on the receipt. A partial payment covering only the new monthly instalment without the arrears does not restore access and remains pending until decision. Full payment opens a new subscription period from the date of payment, which becomes the new reference due date.

9. Plan changes

Plan changes are immediate. The difference is calculated pro rata for the current month: charged in the event of an upgrade, credited to the account in the event of a downgrade.

10. Promotional codes and referral program

BAHINIBA may offer promotional codes (a percentage or fixed-amount discount on a paid plan) as part of one-off offers or commercial partnerships (for example with accounting firms). These codes are never applicable to the DÉMARRAGE plan. The precise terms of each offer (duration, usage cap, eligible plans) are communicated while the offer is active. BAHINIBA may modify or end an offer at any time, without affecting discounts already applied.

BAHINIBA may also offer a referral program between client companies, in the form of a credit applicable to future subscription payments when a company referred by an existing client itself becomes a client. The precise terms of this program (credit amount, annual cap, eligibility conditions) will be published when it is activated and will be reflected in an update to these terms at that time. The referral program is distinct from the promotional codes above and is never treated as equivalent to them.

11. Termination

The client may terminate at any time from the application, without reason or notice. Termination takes effect at the end of the period already paid; no amount is due beyond that. The conditions for any refund are defined in the Refund Policy.

We may suspend or terminate an account in the event of serious breach of these terms (fraud, unlawful use, security breach), after formal notice remaining without effect for 7 days, except in an emergency justified by platform security.

Upon termination, the client has 12 months to export their data (JSON and CSV) before it is permanently deleted.

12. Data ownership and intellectual property

Data entered by the client (customers, invoices, entries, employees) remains their exclusive property. BAHINIBA acquires no rights over it, beyond what is strictly necessary to provide the service, under the terms of the annexed Data Processing Agreement. The software, the SANZA brand and the service elements remain the exclusive property of BAHINIBA.

13. Compliance with certified electronic invoicing (local obligations)

In countries where certified electronic invoicing is activated for SANZA, BAHINIBA integrates SANZA with the relevant national tax platform. The activation of a country, and its level (access for non-liable businesses, or full access including certification), are managed by BAHINIBA and communicated on the Pricing page and on the site; a country not yet activated at the level required by the client's business does not open this feature, without this removing the client's access to SANZA's other features.

In the Republic of Côte d'Ivoire, SANZA integrates the Normalized Electronic Invoice (FNE) and the Normalized Electronic Receipt (RNE) of the Directorate General of Taxes, in accordance with order no. 0337/MFB/DGI/DLCD/SDL/bke of 9 May 2025, under the conditions described on fne.dgi.gouv.ci. Each Ivorian client carries out their own individual registration with the FNE platform, guided step by step by SANZA's dedicated assistant; this individual registration does not require any prior approval of BAHINIBA as a publisher.

Cautious wording for countries whose certified invoicing regime is not yet confirmed (notably Senegal as of these terms). For these countries, SANZA does not claim or promise integration with a certification scheme until it has been confirmed by the competent authorities; the client is informed of the actual status before making any liability declaration.

Shared responsibilities.

  • BAHINIBA undertakes to maintain the technical integration in accordance with the specifications published by the local tax administration and to implement reasonable means so that each invoice issued by a client is submitted for certification without delay.

  • The client remains solely responsible for their registration on the tax platform of their country, for the truthfulness of the information they declare there (NCC, tax regime, contact details), for the balance of their account with the tax platform (in particular the balance of FNE electronic stickers, whose unit cost is set by the DGI and is not included in the SANZA subscription), and for compliance with the tax obligations incumbent on them in the event of an anomaly.

  • Subject or exempt status, declared by the client under their sole responsibility. SANZA allows the client to declare, for each country in which they operate, whether they are subject to certified electronic invoicing or fall under a legally exempt category. This declaration is made by the client, modifiable at any time from their settings, and is made under their sole responsibility: SANZA neither verifies nor guarantees the accuracy of this qualification, and acts as a mere technical executor of the declaration provided. An inaccurate exemption declaration, which would expose the client to the sanctions described below, shall not engage BAHINIBA's liability.

  • Cost of stickers borne exclusively by the client. In Côte d'Ivoire, the unit cost of electronic stickers (20 FCFA per FNE normalized invoice, 15 FCFA per RNE normalized receipt, 25 FCFA for a cash RNE exceeding 100,000 FCFA) is set by the Directorate General of Taxes and paid by the client directly to the DGI via the official platform. BAHINIBA does not receive or invoice these amounts. The SANZA subscription does not include any stickers.

  • Unavailability of the tax platform. In the event of unavailability of the national tax platform, or of rejection of an invoice by this platform, BAHINIBA notifies the client as soon as possible and implements reasonable means to address the anomaly. BAHINIBA is not liable for the consequences of the tax platform's unavailability, nor for any administrative sanctions incurred by the client as a result, except in the case of gross negligence or willful misconduct by BAHINIBA.

14. Role of artificial intelligence: assistance, never a decision

The AI features (document reading, accounting entry proposals, natural-language assistant) produce proposals, always accompanied by an explanation, and never applied without human validation. This architecture complies with article 27 of Togolese Law 2019-014 which prohibits any decision producing legal effects based solely on automated processing. The client remains solely responsible for validating their entries, for the accuracy of their accounting and for their tax and social declarations. SANZA is a management tool and provides neither accounting, tax nor legal advice; recourse to a chartered accountant remains the client's responsibility.

15. Availability and service level

We aim for high service availability (internal target of 99.5%), without this target constituting a contractual performance commitment at launch. Planned maintenance interruptions are notified in advance where possible. The application's offline mode allows continuity of point-of-sale operations in the event of a network outage.

The service depends on third-party providers (mobile money operators, payment aggregator, WhatsApp, hosts, AI provider). We are not liable for failures specific to these third parties, but implement reasonable means to limit their effects (backup channels, synchronization queues).

16. Limitation of liability

To the extent permitted by law, BAHINIBA's total liability, for all causes combined, is capped at the amounts actually paid by the client for the last 12 months of subscription. BAHINIBA is not liable for indirect damages (loss of revenue, loss of customers, reputational harm), nor for the consequences of erroneous data entry by the client, of an inaccurate entry validation, or of the client's failure to meet their tax and social obligations.

Nothing in these terms excludes BAHINIBA's liability in the event of gross negligence or willful misconduct.

17. Personal data and Data Processing Agreement

The processing of personal data is governed by the Privacy Policy and by the Data Processing Agreement annexed to these terms, compliant with article 20 paragraph 2 of Togolese Law no. 2019-014 of 29 October 2019. These two documents form an integral part of these Terms. Acceptance of these Terms constitutes acceptance of the Data Processing Agreement.

The Data Processing Agreement specifies in particular the purpose, duration, nature and purpose of the processing, the categories of data and data subjects, the security obligations, the modalities of return or destruction of data at the end of the contract, and the audit modalities.

BAHINIBA has appointed, pursuant to articles 75 to 78 of Law 2019-014, Mr KOUASSI N. Emmanuel, Manager, as data protection correspondent. His contact details are provided in the Privacy Policy and in the Legal Notice.

18. Multi-company architecture and billing modes

A client may group several companies ("tenants") under a single owner organization, each retaining its own legal identity, its own accounting, and strict isolation of its data from that of other companies, including those within the same organization. Each user's access to each company remains governed by the roles defined in article 2.

The client chooses, for the entire organization, one of three billing modes for its SANZA subscriptions: separate billing (each company receives its own invoice), grouped billing (a single invoice for the organization, with each company detailed in an annex), or hybrid billing (some companies billed separately, others grouped). A change of mode takes effect at the next billing cycle.

A 5% discount applies to companies other than the first one registered within a given organization, not combinable with a promotional code on the same company (article 10).

19. Referenced accounting partners

BAHINIBA runs a network of referenced accounting partners (the "SANZA Marketplace"), who may recommend SANZA to their own clients or provide paid support. A referenced partner is neither an agent of BAHINIBA nor authorized to bind BAHINIBA beyond the terms of their own referral agreement with BAHINIBA.

A partner granted advisory access to a client company, at that company's request, only accesses that company's data and within the limits that company has authorized. Liability for a partner's advice, recommendations or services to a client company arises solely from the contractual relationship between that partner and that company; it does not engage BAHINIBA.

20. Country templates

To facilitate initial setup, SANZA offers an indicative configuration model per country (the "country template": chart of accounts, standard VAT rates, social contributions, tax calendar, common legal notices), established and regularly reviewed with the support of accounting partners (article 19). This model is provided for guidance only: its actual application to a client company, and its validation, are the responsibility of that company's manager or the accountant they mandate for this purpose, never of BAHINIBA alone. Every application of a template, or every decision not to apply it, is logged and timestamped.

21. Digital company seal and electronic signature

SANZA offers the automatic generation of a digital seal for the company, based on the legal information the company has itself entered (company name, RCCM, tax ID, address, tax regime). The client remains solely responsible for the accuracy of this information; an incorrect legal notice on a document engages their sole responsibility, as with any other entry in SANZA. Uploading an existing physical seal remains possible at any time and then takes precedence over the generated seal.

Each final document issued from SANZA may carry a signature block identifying the user who validated it (name, role, timestamp, verification identifier), with a SANZA-specific verification QR code allowing a third party to confirm the authenticity and integrity of the document received — this verification QR code is distinct from any tax certification QR code (article 13) when both appear on the same document.

Note on legal scope. This mechanism constitutes a simple electronic signature within the meaning of ECOWAS Supplementary Act A/SA.SA.2/01/10 of 16 February 2010 on electronic transactions, and benefits from the recognition of the validity of electronic documents and signatures provided for in articles 82 to 85 of the OHADA Uniform Act on General Commercial Law. It does not constitute a qualified electronic signature relying on a certificate issued by a certified trust service provider; the parties acknowledge that such infrastructure is not used by this mechanism, whose scope is that described in this article and not a superior cryptographic guarantee.

22. Changes to the terms

Any substantial change to these terms, including to the annexed Data Processing Agreement, is notified at least 30 days before it takes effect. Continued use of the service after that date constitutes acceptance. If the client refuses, they may terminate before the change takes effect.

23. Governing law and disputes

These terms are governed by Togolese law and by the applicable OHADA Uniform Acts. In the event of a dispute, the parties first seek an amicable solution within 30 days. Failing that, exclusive jurisdiction is granted to the competent courts of Lomé.

24. Contact

BAHINIBA, Adidogomé, Lomé, Togo. Email: info@bahiniba.com. WhatsApp: +228 71675944.