These Terms of Service govern your use of SimplyInvoice (the “Service”). By creating an account or using the Service, you agree to these terms and to comply with South African law, including the Electronic Communications and Transactions Act 25 of 2002 (ECTA) and the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who may use the Service

• You must be 18 or older and have the authority to bind your organisation.
• When you register, you warrant that all information provided is accurate, current, and complete.

2. Your responsibilities

• Keep your login credentials secure and notify us promptly of unauthorised access.
• Ensure your use complies with applicable South African laws, including tax obligations and record-keeping requirements.
• Do not misuse the Service (e.g., no malware, spam, or unlawful content).

3. Billing and trials

• We provide a trial period as advertised. After the trial, continued use requires an active subscription.
• Subscription fees are billed in South African Rand (ZAR) and are non-refundable except where required by law.
• Failure to pay may result in suspension or termination of access.

4. Data and privacy

• You retain ownership of your data. We process personal information in accordance with POPIA and our Privacy Policy.
• You must have a lawful basis to capture and process personal information of your customers within the Service.
• We may store and process data using reputable third-party providers subject to appropriate safeguards.

5. Availability and support

• We aim for high availability but do not guarantee uninterrupted service. Planned maintenance will be communicated when practicable.
• Support is provided via the channels communicated on the site. Priority or response times may differ by plan.

6. Intellectual property

• The Service, including all software, branding, and content we provide, is owned by SimplyInvoice or its licensors.
• You may not copy, reverse-engineer, or create derivative works of the Service.

7. Suspension and termination

• We may suspend or terminate access for breach of these terms, unlawful use, or non-payment.
• Upon termination, we may provide a reasonable window to export your data unless prohibited by law.

8. Limitation of liability

• The Service is provided “as is”. To the fullest extent permitted by South African law, we exclude implied warranties.
• We are not liable for indirect, consequential, or punitive damages. Our total liability for claims arising from the Service will not exceed the fees paid in the preceding 3 months, unless prohibited by law.

9. Changes

• We may update these terms. Material changes will be communicated, and continued use constitutes acceptance.

10. Governing law

• These terms are governed by South African law. Disputes will be resolved by the courts of the Republic of South Africa.

This Privacy Policy explains how SimplyInvoice (Pty) Ltd (“we”, “us”) collects, uses, and protects personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.

1. Information we collect

• Account data: name, email, phone, organisation details.
• Billing data: payment references and subscription status (no card data is stored by us; payments are processed via trusted gateways).
• Operational data: contacts, quotes, invoices, and related document content you capture.
• Usage data: device, browser, log data for security and service improvement.

2. How we use data

• Provide and improve the Service, including support.
• Send operational communications (e.g., verification, status updates, receipts).
• Comply with legal obligations and protect the Service from misuse or fraud.

3. Legal bases (POPIA)

• Performance of a contract with you (providing the Service).
• Compliance with legal obligations (e.g., tax, record retention).
• Legitimate interests (service security, improvements) balanced against your rights.
• Consent where required for specific processing or communications.

4. Sharing

• Service providers (hosting, email delivery, payments) under confidentiality and data protection safeguards.
• Legal or regulatory requests where required by South African law.
• Business transfers, subject to continued protection of personal information.

5. Cross-border transfers

We may store or process data with providers outside South Africa. We ensure that appropriate protections are in place, consistent with POPIA requirements for trans-border information flows.

6. Security

We use reasonable technical and organisational measures (encryption in transit, access controls, monitoring). No system is completely secure; please safeguard your credentials.

7. Retention

We retain data while your account is active and as needed to comply with legal, tax, and audit obligations or to resolve disputes. You may request deletion where lawful and feasible.

8. Your rights

• Access, correct, or delete your personal information, subject to lawful limitations.
• Object to or restrict certain processing where applicable.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator (South Africa).

9. Cookies & tracking

We may use cookies or similar technologies for session management, security, and analytics. You can manage preferences in your browser, but some features may not work without essential cookies.

10. Contact

For privacy queries or requests, contact: privacy@simplyinvoice.co.za. We will respond within a reasonable timeframe in line with POPIA obligations.

11. Updates

We may update this policy. Material changes will be posted, and continued use of the Service constitutes acceptance.