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Auto Sphere Pro

Legal

Terms and Conditions

Version 1, in force since 10 October 2026

Effective date: 10 October 2026

These Terms and Conditions (the "Terms") govern the use of Auto Sphere Pro (the "Platform"), an online system for car showrooms and dealers to manage their stock, purchases, sales, customers, suppliers, documents and accounts. The Platform is provided by Sphere Matrix For Technologies, trade licence number 1670010, of Dubai, United Arab Emirates ("we", "us", "the Operator"). You can reach us at info@spherematrix.ae.

1. Acceptance of these Terms

By creating an account, signing in or using the Platform you confirm that you have read, understood and accepted these Terms and our Privacy Policy. If you do not accept them, you may not use the Platform.

Where you use the Platform for a company (the "Company"), you confirm that you are authorised to act for it. The acceptance of these Terms by a Company administrator binds the Company, and the Company is responsible for the use of the Platform by every one of its users.

We may change these Terms from time to time. A new version is published on the Platform with its effective date and a summary of the changes, and every user is asked to accept it at the next sign-in. Continued use of the Platform after the effective date means acceptance of the new version.

2. Accounts and access

  • Accounts are created by the Platform administrator or by a Company administrator. Each account is personal to one named person and may not be shared.
  • You must keep your password secret, choose one that is not used elsewhere, and tell your administrator at once if you believe your account has been used by someone else.
  • Company administrators decide which modules and actions each of their users may use. We are not responsible for the access a Company grants to its users.
  • We may suspend or close an account that breaks these Terms, puts the security of the Platform at risk, or is no longer paid for.

3. The service

The Platform lets a Company record cars, purchases, sales, trade-ins, consignments, quotations, receipts and payments, keep a chart of accounts and ledger, store documents and photos, produce agreements for electronic or paper signature, and read data from uploaded documents with the help of artificial intelligence.

The Platform is a tool. The Company stays responsible for the accuracy of what it records, for its own accounting, VAT returns and statutory filings, for checking what the artificial intelligence reads from documents, and for the legal validity of the agreements it produces and signs.

4. Acceptable use

You agree not to:

  • use the Platform for anything unlawful, including in breach of Federal Decree-Law No. 34 of 2021 on Combatting Rumours and Cybercrimes;
  • upload data you have no right to hold, or personal data collected without a lawful basis;
  • try to reach another Company’s data, probe or disrupt the Platform, or bypass its security;
  • copy, resell, sublicense or reverse-engineer the Platform or its software;
  • upload malicious code, or send messages through the Platform that are unsolicited or misleading.

5. Fees and payment

The fees for the Platform, the billing period and the payment terms are those agreed in the subscription or order for the Company. Fees are stated exclusive of VAT, which is added at the rate in force in the UAE. We may suspend the service of a Company whose fees remain unpaid thirty (30) days after they were due, after a written reminder.

6. Your data and intellectual property

  • All data a Company and its users enter or upload (the "Company Data") remains the Company’s property. We claim no rights to it beyond what is needed to provide the service.
  • The Platform, its software, design, documentation and trademarks are and remain the property of the Operator or its licensors. These Terms grant a non-exclusive, non-transferable right to use the Platform for the Company’s internal business while the subscription lasts.
  • Feedback and suggestions you give us may be used to improve the Platform without any obligation to you.

7. Electronic signatures and documents

Agreements produced by the Platform may be signed electronically by typing or drawing a signature, or on paper and uploaded. Electronic signatures made through the Platform are intended to be valid under Federal Decree-Law No. 46 of 2021 on Electronic Transactions and Trust Services. The Platform records who signed, when and from which address and keeps a certificate with the signed document. The Company is responsible for identifying its counterparties and for the content of its agreements.

8. Data protection and processing of personal data

This section is the data processing agreement between the Company and the Operator under Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (the "PDPL").

  • Roles. For the personal data of the Company’s customers, suppliers, consignees, counterparties and employees held in Company Data, the Company is the Controller and the Operator is the Processor. For the personal data of the Platform’s own user accounts, the Operator is the Controller, as described in the Privacy Policy.
  • Instructions. We process Company Data only to provide, secure, support and improve the Platform, as set out in these Terms and in the Company’s use of the Platform’s functions, and on the Company’s documented instructions. We do not sell Company Data or use it for advertising.
  • Lawful basis. The Company confirms that it has a lawful basis under the PDPL for the personal data it enters, including the consent or notice required for identity documents, and that it answers data subjects’ requests about that data. We help the Company answer such requests within the Platform’s functions.
  • Sub-processors. We use the following service providers, who may process Company Data under written terms no less protective than these: MongoDB Atlas (database hosting), Cloudinary (storage of photos and documents), Resend (email delivery), Anthropic (reading of uploaded documents by artificial intelligence; only the documents submitted for reading are sent), and the hosting provider of the Platform servers. We tell Company administrators of changes to this list by notice on the Platform at least fourteen (14) days before the change; a Company that objects on reasonable grounds may end its subscription without penalty.
  • Cross-border transfers. Some providers process data outside the UAE. Such transfers are made under Articles 22 and 23 of the PDPL: to countries with an adequate level of protection, or under contractual safeguards that protect the data to the standard of the PDPL. The Company may ask us for details of the safeguards at info@spherematrix.ae.
  • Security. We keep technical and organisational measures appropriate to the risk: encryption of data in transit, encrypted storage of credentials and integration keys, role-based access, audit trails of every change, lockout after repeated failed sign-ins, and regular backups. Each Company controls the roles and access of its own users.
  • Personal data breach. If we become aware of a breach of security that affects Company Data, we tell the Company administrator without undue delay and within seventy-two (72) hours of becoming aware, with what we know of the nature of the breach, the data concerned, the likely consequences and the measures taken. The Company notifies the UAE Data Office and the data subjects where the PDPL requires it; we help with the information needed.
  • Confidentiality. Our staff and contractors who may see Company Data are bound by confidentiality obligations and have access only where their work requires it.
  • Audit. On reasonable written request, no more than once a year, we provide the Company with the information needed to show compliance with this section, and allow an audit by the Company or an independent auditor under confidentiality, at the Company’s cost.
  • Return and deletion. When the Company’s subscription ends, the Company may export its data for thirty (30) days. After that we delete Company Data from the live systems within ninety (90) days and from backups in the normal backup cycle, unless UAE law requires us to keep it longer (for example accounting records, which must be kept for five years under Federal Decree-Law No. 32 of 2021 on Commercial Companies and the tax laws).

9. Availability, support and backups

We aim to keep the Platform available at all times except for planned maintenance, which we announce in advance where possible. We take backups of the database regularly. The Platform is provided "as is"; we do not promise that it will be uninterrupted or free of errors, and the Company should keep its own copies of documents it needs for legal or tax purposes.

10. Liability

  • Nothing in these Terms excludes liability that cannot be excluded under UAE law, including for fraud, death or personal injury caused by negligence.
  • Subject to that, we are not liable for loss of profit, loss of business, loss of data caused by the Company’s own acts, or indirect or consequential loss, and our total liability to a Company in any twelve-month period is limited to the fees that Company paid for the Platform in that period.
  • The Company indemnifies the Operator against claims by third parties arising from the Company Data, from the agreements the Company makes through the Platform, or from a breach of these Terms by the Company or its users.

11. Term and termination

These Terms apply from the day you first accept them and for as long as you have an account. Either party may end a Company’s subscription by written notice as agreed in the subscription. We may end it at once if the Company materially breaches these Terms and does not remedy the breach within fourteen (14) days of notice. Sections 6, 8, 10, 12 and 13 survive termination.

12. Governing law and disputes

These Terms are governed by the federal laws of the United Arab Emirates and the laws of the Emirate of Dubai. The courts of Dubai have exclusive jurisdiction over any dispute, after the parties have tried in good faith to settle it by discussion for thirty (30) days.

13. General

  • If any part of these Terms is found invalid, the rest remains in force.
  • Notices to us go to info@spherematrix.ae or to our registered address; notices to a Company go to the email address of its administrators.
  • Neither party may assign these Terms without the other’s consent, except that we may assign them to a successor of our business on notice.
  • These Terms and the Privacy Policy are the whole agreement between you and us about the Platform and replace earlier discussions.

14. Contact

Sphere Matrix For Technologies
Dubai
Email: info@spherematrix.ae

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