Terms of Service
Last updated: 18 July 2026
1. Who we are
TheSquare (onthesquare.app) is wholly owned and operated by Richmond Capital (Company Registration No. 120251031191, Zambia — www.richmond-afri.com) (“we”, “us”). These terms are an agreement between Richmond Capital and each subscribing organisation (“tenant” — a lodge, chapter, district or similar body) and, where relevant, its individual signed-in users.
2. The service
TheSquare provides a members-only web portal for lodges and similar membership organisations: member and roster management, documents, galleries, calendars, dues records, statutory and administrative form filing, and related tools. Each tenant’s portal is administered by its own appointed administrators, who control its membership, content and branding. We provide the platform; tenants govern what happens inside it.
3. Accounts and access
Member accounts are created by invitation from a tenant administrator; there is no open registration for joining an existing tenant. You are responsible for the accuracy of the information you provide and for keeping your credentials secure. Administrators are responsible for the membership and content decisions made within their tenant, including who is invited and what is filed with their governing district.
4. Fees and billing
The service is billed annually, in the currency selected for the tenant at sign-up, on one of three fixed price lists: K200 per active member per year capped at K5,000 per tenant (Zambia, ZMW), £8 per active member per year capped at £200 per tenant (United Kingdom, GBP), or $10 per active member per year capped at $250 per tenant (United States, USD). The cap applies however large the membership; prices are never converted between currencies. The member count is synchronised automatically from the tenant’s roll. Payment is by card (Visa/Mastercard) or bank transfer, one invoice per tenant per year. New tenants receive a 30-day free trial; no card is required to start. We will give at least 30 days’ notice of any price change. If a subscription lapses, the tenant becomes read-only; data is retained for at least 90 days and is exportable throughout that period.
5. Your content
Tenants retain ownership of all content they upload — member records, documents, photographs, filings and the rest. You grant Richmond Capital only the licence needed to store, process and serve that content to the tenant’s signed-in members and, for statutory filings, to the tenant’s governing district office. We do not access tenant content except for support, security, legal compliance, or with consent. On termination a complete export of the tenant’s data is available through the built-in export tool.
6. Acceptable use
No unlawful content; no attempts to access another tenant’s data; no abuse of the platform’s email facilities; no scraping or resale of member information. In keeping with the traditions of the organisations the platform serves: material that discloses masonic ritual, modes of recognition, or an individual’s membership beyond the intended audience must not be published through the platform without the consents required by the tenant’s own rules and applicable law. We may suspend accounts or tenants that put other users at risk, with notice where practicable.
7. Availability and support
We operate the service with reasonable skill and care on reputable cloud infrastructure, but it is provided “as is” and we do not guarantee uninterrupted availability. Planned maintenance will be scheduled considerately. Support is provided by email to the address on the Contact page.
8. Liability
To the maximum extent permitted by law, Richmond Capital’s aggregate liability arising out of or in connection with the service is limited to the fees paid by your tenant in the twelve months preceding the claim, and neither party is liable for indirect or consequential loss. Nothing in these terms excludes liability that cannot lawfully be excluded.
9. Termination
A tenant may terminate at any time; the subscription runs to the end of the paid period. We may terminate for material breach unremedied after notice, or on 90 days’ notice if we discontinue the service — in which case every tenant will be given the opportunity to export its data first.
10. Governing law and changes
These terms are governed by the laws of the Republic of Zambia, and the Zambian courts have jurisdiction. We will give tenants reasonable notice of material changes to these terms; continued use after notice constitutes acceptance. Questions: contact us.