1. Who We Are and What VacityFlow Does
VacityFlow (“VacityFlow”, “we”, “us”, or “our”) is a privately operated software application built to help students at the University of KwaZulu-Natal (“UKZN”) organize their academic life. The Service includes, without limitation:
- Automatic creation and management of a student's lecture timetable, using module and scheduling information retrieved from publicly accessible UKZN systems and web pages;
- Monitoring of UKZN's website for the release of exam timetables, and notification alerts to users once exam timetables are published, filtered to the user's registered modules;
- Study tools, including timed study sessions and Pomodoro-style focus sessions;
- A personal to-do list feature for tracking tests, assignments, and deadlines;
- Aggregation and display of notices published on the UKZN website, including but not limited to vacancies, research announcements, and general notices; and
- Push notifications, emails, and in-app alerts derived from the above features.
2. No Affiliation With UKZN
VacityFlow is an independent, third-party product and is not developed, endorsed, sponsored, operated, or affiliated with the University of KwaZulu-Natal in any way. Timetable, exam, and notice data displayed in the Service are drawn from information that is publicly available on UKZN's own websites and systems, and are provided solely as a convenience. Any references to UKZN, its logo, campuses, or programmes are used strictly for descriptive and informational purposes and do not imply any partnership, authorization, or endorsement.
3. Accuracy of Timetable, Exam, and Notice Data — Your Duty to Verify
Timetable slots, exam schedules, and notices displayed in the Service are extracted and synchronized automatically from UKZN sources and may, due to scraping errors, formatting changes, UKZN system delays, or timing of publication, be incomplete, outdated, or inaccurate.
You acknowledge and agree that the Service is a planning aid only, and that you remain solely responsible for independently verifying all lecture times, venues, exam dates, deadlines, and notices directly against official UKZN sources (including your official UKZN student portal, faculty office, or lecturers) before relying on them for attendance, submissions, exam preparation, or any academic decision. VacityFlow accepts no responsibility for missed classes, missed exams, missed deadlines, or any academic, financial, or disciplinary consequence arising from reliance on information displayed in the Service.
4. Eligibility and Accounts
You must be at least 16 years old, and either a registered UKZN student or otherwise legally capable of entering into a binding contract, to create an account. You agree to provide accurate registration information, keep your login credentials confidential, and notify us promptly of any unauthorized use of your account. You are responsible for all activity that occurs under your account.
5. Subscriptions, Billing, and Payment
Certain features of VacityFlow require a paid subscription. Subscription plans currently offered include, without limitation:
- Semester Plan — a once-off charge covering a single academic semester, which does not automatically renew and expires at the end of the covered semester unless separately repurchased;
- Monthly Plan — a recurring subscription billed on a monthly cycle, which automatically renews at the end of each billing period until cancelled by you.
Payments are processed by our third-party payment processor, Paystack. By subscribing, you authorize VacityFlow, via Paystack, to store your payment authorization and to automatically charge your chosen payment method for each subsequent renewal of the Monthly Plan, at the then-current price, until you cancel. We will attempt to notify you by email or push notification in advance of a renewal charge and in the event of a failed or downgraded renewal, but the absence of such notice does not affect the validity of the charge or these Terms.
You may cancel automatic renewal at any time from within the app or by contacting support@vacityflow.com. Cancellation takes effect at the end of the then-current billing period; you will retain access to paid features until that date.
6. No Refunds
All payments made to VacityFlow, whether for the Semester Plan or the Monthly Plan, are final and non-refundable, including in the case of partial use, non-use, accidental purchase, dissatisfaction with the Service, academic withdrawal, suspension, or termination of your account for breach of these Terms, except where a refund is strictly required by applicable law (including South African consumer protection legislation). By subscribing, you expressly acknowledge and accept this no-refund policy as a condition of purchase.
7. Information We Collect and How It Is Used
To provide the features described in Section 1, VacityFlow collects and processes information including your registration and contact details, your registered modules and campus, your timetable and academic scheduling data, your study and Pomodoro session activity, your to-do list entries, your device push-notification token, and your subscription and billing status. This information is used to generate your personalized timetable, send exam-release and lecture reminder alerts filtered to your modules, power your study and to-do features, deliver relevant UKZN notices, and process and manage your subscription. Full details of what we collect, why, and your rights over that information are set out in our Privacy Policy, which forms part of, and is incorporated into, these Terms. By opting to use the Service, you consent to the collection, processing, and use of your information as described in the Privacy Policy and these Terms.
8. Notifications and Communications
By using the Service you consent to receive push notifications, in-app alerts, and transactional emails relating to your timetable, exam releases, study reminders, to-do deadlines, UKZN notices, and billing. You may adjust certain non-essential notification preferences within the app, but you may continue to receive essential service, security, and billing communications even where notifications are otherwise limited.
9. Acceptable Use
You agree not to: (a) use the Service for any unlawful purpose; (b) attempt to reverse engineer, scrape, or interfere with the Service or its underlying systems; (c) circumvent subscription or payment controls; (d) upload false, defamatory, or infringing content; or (e) use the Service in any way that could damage, disable, or impair VacityFlow or interfere with any other user's use of the Service.
10. Intellectual Property
The Service, including its software, design, branding, and content (excluding data sourced from UKZN, which remains the property of UKZN or its respective owners), is owned by VacityFlow and protected by applicable intellectual property laws. You are granted a limited, non-exclusive, non-transferable, revocable license to use the Service for personal, non-commercial academic purposes only.
11. Disclaimer of Warranties
The Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including but not limited to warranties of accuracy, merchantability, fitness for a particular purpose, or non-infringement. VacityFlow does not warrant that the Service will be uninterrupted, error-free, or that timetable, exam, or notice data will be complete or accurate at all times.
12. Limitation of Liability
To the maximum extent permitted by applicable law, VacityFlow and its developers shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of academic standing, missed deadlines, missed exams, or loss of data, arising out of or related to your use of, or inability to use, the Service, even if advised of the possibility of such damages. Our total aggregate liability for any claim arising out of these Terms or the Service shall not exceed the total amount you paid to VacityFlow in the twelve (12) months preceding the claim.
13. Termination
We may suspend or terminate your access to the Service, with or without notice, if we reasonably believe you have violated these Terms, misused the Service, or engaged in fraudulent or unlawful activity. You may stop using the Service and delete your account at any time. Termination does not entitle you to a refund of any amounts already paid, except as required by Section 6 or applicable law.
14. Changes to These Terms
We may update these Terms from time to time to reflect changes in the Service, legal requirements, or our practices. We will update the “Last Updated” date above and, where changes are material, provide notice in the app or by email. Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms.
15. Governing Law and Jurisdiction
These Terms are governed by, and shall be construed in accordance with, the laws of the Republic of South Africa, without regard to conflict-of-law principles. You agree to submit to the exclusive jurisdiction of the courts of South Africa for the resolution of any dispute arising out of or relating to these Terms or the Service.
16. Severability and Entire Agreement
If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect. These Terms, together with our Privacy Policy, constitute the entire agreement between you and VacityFlow regarding the Service and supersede any prior agreements.
17. Contact Us
If you have any questions about these Terms, please contact us at support@vacityflow.com.