Home › KaloPayments Terms of Service
LegalThe agreement between your business and KaloDesk for card processing. In plain language, and without the parts designed to be skipped.
Last updated: September 23, 2026
These terms cover KaloPayments — card processing for your business. If you also use KaloDesk’s salon software, the KaloDesk Terms of Service cover that; this document covers taking card payments.
KaloDesk is software built and operated from Cape Coral, Florida, by people who also run a working business that takes card payments every day. KaloPayments is our card processing service.
Card payments through KaloPayments are processed by Finix Payments, Inc. (“Finix”), not by us. To accept card payments you must also agree to the Finix Terms of Service and the Finix Privacy Policy, and you must comply with them at all times — including, after you stop taking card payments, for as long as any transaction, refund or dispute of yours remains open.
Finix may change its Terms of Service and its Privacy Policy at any time, at its sole discretion and without notice to you. Reviewing them is your responsibility. Where the Finix Terms of Service and these terms conflict on anything to do with payment processing, the Finix Terms of Service govern.
Finix is a registered Processor of Pathward, N.A., Sioux Falls, SD, and a registered Payment Facilitator of Fifth Third Bank, N.A., Cincinnati, OH. Your ability to accept cards depends on those relationships as well as on ours with Finix.
Our processing fees are set out on our fee schedule. We will give you notice before any fee changes.
Your right to access and use the Finix payments platform is granted to you alone, to take payments from your own customers, for your own business. You may not use it on behalf of another business, resell or sublicense access to it, or run transactions through it that are not yours.
You must use it in full compliance with all applicable law and with the Payment Network Rules — the rules of Visa, Mastercard, American Express, Discover and any other card network or payment scheme involved in your transactions.
You must also keep the business details you gave us accurate. If what you sell, how you sell it, or who owns the business changes materially, tell us — those facts are what you were approved on.
You must not, and must not let anyone else:
To get you approved for card processing and to keep it running, we share information about you, your business, its owners and your transactions with Finix, and with Finix’s own processors, sponsor banks and the payment networks. That includes the business and ownership details you provide during payment setup, your bank account details, and your transaction data.
Information about your customers’ card transactions is shared the same way, to the extent needed to process, authorise, settle, refund and dispute those transactions.
We keep this information secure and use it to run the service, to comply with the law, and to prevent fraud. Our Privacy Policy covers how we handle your data; the Finix Privacy Policy covers how Finix handles it.
Your own business records are yours. Your customer list, sales history and transaction records belong to your business. We do not sell them, we do not rent them, and we do not use them to market to your customers. You can export them at any time, including after you leave.
Most processors bury this part. We would rather you know it before you take your first card than after your first dispute.
A card payment is not final when it is approved. A cardholder can dispute it with their bank long afterwards — typically up to 120 days, and in some situations considerably longer. That is a chargeback. When one lands, the money is pulled back out while the dispute runs, whether or not you delivered and whether or not you still have it.
Chargebacks, refunds and returned payments are yours. You are responsible for the full amount of any transaction that is refunded, reversed, disputed or otherwise returned, plus any fee charged for handling it. Our dispute fee is on our fee schedule, and we will give you at least 30 days’ notice before we change it.
How we recover it. We take what you owe out of your card settlements first. If your settlements do not cover it, we may set it off against other amounts we owe you, or invoice you — itemised, showing the transaction and the fee — and payment is due 30 days from the date of that invoice.
If you think we have it wrong, tell us. You can dispute any amount we have recovered or invoiced, in good faith, within 60 days. We will show you what the card network told us, and we will not treat a disputed amount as overdue while we are working through it with you.
A negative balance. If your account stays negative for more than 30 days and you are not disputing it, we may pause card processing until it is cleared. We will tell you before we do, and tell you what would restore it.
Keep your evidence. When a cardholder disputes a payment, the card networks give a short, hard deadline to respond — often 7 to 10 days, and missing it loses the dispute automatically. Keep your receipts, tickets and delivery records. If we ask you for anything, send it quickly.
Reserves. If your chargeback rate climbs, or your business changes in a way that materially increases risk, Finix or its sponsor bank may require that a portion of your settlements be held back as a reserve. That is their decision, not ours, and we may not be told the whole of their reasoning. We will pass on what we are told, including anything they tell us about what would release it.
This one outlives the relationship. Your responsibility for chargebacks, refunds and fees continues after you stop using KaloPayments, for as long as the card networks allow those transactions to be disputed.
We would rather say this plainly than bury it: Finix provides the payments platform to us, and through us to you, but Finix takes on no liability to you and gives you no warranties.
Finix is not liable to you for any damages — direct, indirect, incidental, special, consequential or otherwise — arising in connection with these terms or with your use of the payments platform. To the extent the law allows, any claim you have about payment processing is against us, not against Finix.
Finix makes you no warranty of any kind, express or implied, including any warranty of title, merchantability, fitness for a particular purpose, or non-infringement. As far as your relationship with Finix goes, the payments platform is provided “as is”.
None of that changes what we owe you. Our own obligations to you, and the limit on them, are in “Things we cannot promise” below.
Finix may end the Finix Terms of Service and your access to the payments platform at any time, as those terms allow. That can happen without notice, and it can happen for reasons outside our control — a decision by Finix, by one of its processors, by a sponsor bank, or by a payment network. We will tell you as soon as we reasonably can, but we cannot prevent it or reverse it.
We may also suspend or end your card processing if you breach these terms, applicable law, or the Payment Network Rules.
You can stop using KaloPayments whenever you like. There is no contract term, no minimum and no cancellation fee — but the chargeback and refund responsibilities above carry on for as long as your past transactions can still be disputed.
Finix is an intended third-party beneficiary of these terms and may enforce them directly against you.
We keep a record of which version of these terms you accepted and when, and we may be required to produce that record to Finix on request.
Do not resell KaloPayments as your own product, attempt to reach another merchant’s data, or use the service for anything illegal. We may suspend an account that puts other merchants or the service at risk, and we will tell you why.
We are a small team. We answer as real people — usually quickly, occasionally after the dinner rush. Questions about a specific transaction or dispute get priority over everything else.
Software has bugs and services have bad days. We work hard to prevent both, but we cannot promise the service will be uninterrupted or error-free.
Beyond the promises we have actually made you on this page, we are not making the legal warranties that the law would otherwise read into a contract like this — including the implied warranties of MERCHANTABILITY, of FITNESS FOR A PARTICULAR PURPOSE, and of NON-INFRINGEMENT. We would rather tell you plainly which promises we stand behind than imply a set we have never discussed. The ones we stand behind are the ones written on this page, and those we do stand behind.
We are not liable for indirect losses — lost profits, lost sales, lost goodwill, or business interruption — even if we were told they were possible. For anything else, our liability for a claim is capped at whichever is greater: the processing fees you have paid us in the twelve months before the claim arose, or $500.
Some things sit outside that cap, in both directions. Nothing here limits liability that cannot be limited by law, including for death or personal injury. The cap does not apply to our own fraud, willful misconduct or gross negligence.
And it does not apply to what you owe us — including, without limitation, the refunds, chargebacks, card network fines and fees covered above.
If we change these terms materially, we will tell you by email before the change takes effect, and update the date at the top of this page.
Each version of these terms is kept, and we record which version your business accepted. We will ask you to accept a new version, rather than just notifying you, whenever we change the card processing terms — our payment processor can require changes on 30 days’ notice — or the warranty and liability wording in “Things we cannot promise”.
These terms are governed by the laws of the State of Florida.
Questions about any of this: hello@kalodesk.com, or through our contact page. If something here reads as unclear or unfair, tell us — we would rather fix the wording than argue about it later.