1. Parties & acceptance
These Terms of Service (“Terms”) form a binding agreement between you (“you”, the customer or visitor) and South PropMan (Pty) Ltd (“South PropMan”, “we”, “us”), with head office at 3 Centex Close & Katherine Str, Sandton, Johannesburg, South Africa. By creating an account, clicking “I agree”, accessing the website or using the platform, you accept these Terms. If you do not agree, do not use the service.
2. What the service is
South PropMan is a cloud-based property-operations platform for landlords, property owners, property and asset managers, tenants, service providers and sectional-title scheme stakeholders. It includes lease, rent, CAM, utilities, maintenance, invoicing, payouts, sectional-scheme registers, compliance evidence, audit-pack exports, reporting and tenant / owner / trustee / provider portal capabilities. The service is provided on a subscription basis unless you are using a free trial.
We do not provide legal, tax, financial or accounting advice. Outputs of the platform are decision-support tools only; you remain responsible for the accuracy of data you enter, the compliance of your operations, and any filings with tax or regulatory authorities.
3. Eligibility & account
- You must be at least 18 years old and able to enter a binding contract in your jurisdiction.
- You must provide accurate, current information when registering and keep it updated.
- You are responsible for safeguarding your credentials and for all activity under your account. Share-by-password is never acceptable; use the built-in user invitation flow.
- You must notify us immediately at info@southpropman.com of any unauthorised access or security incident.
4. Acceptable use
You may not:
- Use the service to store or transmit content that is unlawful, defamatory, infringing, obscene, or that facilitates fraud or tax evasion.
- Attempt to reverse-engineer, decompile, scrape, or circumvent any technical limitation of the platform.
- Impersonate another person or entity, or misrepresent your affiliation with one.
- Upload personal information about third parties without a lawful basis to do so (see our Privacy Policy).
- Use the service to compete with us or to build a competing product.
- Interfere with the integrity, security or performance of the service (DoS, excessive automated load, injection attempts).
We may suspend or terminate accounts that breach these provisions, with or without notice depending on severity.
5. Free trial, subscription & pricing
- New accounts receive a free 30-day trial. The trial is provisioned on the package the South PropMan sales team assesses as the right fit for your portfolio (Starter, Growth or Enterprise) — there is no blanket Enterprise trial. Trial outputs are licensed for evaluation only; see clause 18 of your proposal.
- Pricing is quoted on a per-engagement basis. We do not publish a public rate card; commercial terms are confirmed in writing before you convert from trial.
- Paid subscriptions are governed by a 12-month minimum agreement, billed monthly in advance in the currency on your quote, with discounts for upfront annual or biennial payment. Invoices are payable within 7 days of issue unless otherwise agreed.
- You may upgrade tier at any time. Downgrades and cancellations take effect at the end of the 12-month minimum term unless agreed otherwise in writing.
- If a customer does not take up a paid subscription before the trial ends, the workspace transitions to Expired status — there is no automatic conversion to any paid plan and no invoice is raised. Access is suspended; data is retained per the Privacy Policy schedule.
- Overdue paid accounts may be placed in read-only mode after 30 days. Accounts remain read-only for a further 30 days for data export before being archived.
6. Your data
You own the data you put in. We make no claim to your property, lease, tenant, sectional-scheme, unit, owner/member, trustee, financial, document, compliance-evidence, audit-pack, maintenance or portal-message records. You grant us a limited licence to process that data solely to provide, secure and improve the service, and to honour our legal obligations. You may export all data in CSV or JSON format at any time via the Settings area — no approval gate, no retention fee.
7. Service availability
We target >99.5% monthly uptime excluding scheduled maintenance. Scheduled maintenance is announced on the status page and, where it exceeds 30 minutes, by email. We do not provide a formal SLA on standard tiers; enterprise customers can negotiate one.
8. Security
We apply industry-standard safeguards described in our Privacy Policy: TLS in transit, AES-256 at rest, row-level security, least-privilege access, daily encrypted backups, annual penetration tests. You are responsible for securing your endpoints, using strong passwords, enabling MFA, and promptly removing departed users from your workspace.
9. Third-party integrations
The service interoperates with optional third parties (accounting software, payment processors, email providers, bank feeds). Your use of those integrations is governed by the respective third-party terms; we do not assume liability for their availability or acts.
10. Intellectual property
The platform, including its code, design, brand, documentation and sketch illustrations, is owned by South PropMan (Pty) Ltd and protected by copyright, trademark, and trade-secret laws. Subject to your compliance with these Terms we grant you a non-exclusive, non-transferable licence to use the service during your subscription. We may use aggregate, de-identified usage data to improve the product.
11. Confidentiality
Each party must protect non-public information of the other with the same care it uses for its own confidential information (no less than reasonable care) and use it only to perform its obligations under these Terms. This clause survives termination.
12. Disclaimers
To the maximum extent permitted by law, the service is provided “as is” and “as available”. We make no warranties of merchantability, fitness for a particular purpose or non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that outputs will satisfy any specific regulatory requirement in your jurisdiction. Your statutory rights as a consumer under the Consumer Protection Act 68 of 2008 (South Africa) remain unaffected.
Compliance dashboards, levy calculations, clearance packs, meeting records, CSOS summaries and audit-pack exports are generated from the data you and your authorised users enter. They are workflow and evidence-management tools, not legal, conveyancing, accounting or audit opinions. You remain responsible for reviewing outputs with appropriately qualified advisers before filing, issuing, relying on or disclosing them.
13. Limitation of liability
To the extent permitted by law, neither party is liable for indirect, incidental, consequential, or punitive damages, loss of profit, or loss of data. Our aggregate liability under these Terms, in contract, delict or otherwise, is capped at the subscription fees you paid us in the 12 months preceding the event giving rise to the claim. Nothing in these Terms excludes liability that cannot be excluded under applicable law (including gross negligence, wilful misconduct or fraud).
14. Indemnity
You will defend and indemnify us against third-party claims arising from (a) your use of the service in breach of these Terms, (b) data you upload that infringes a third party’s rights, or (c) your acts or omissions as a responsible party for any personal information processed through the platform.
15. Termination
- You may cancel at any time from the Billing area. Cancellation is effective at the end of the then-current billing period.
- We may terminate immediately on material breach (including non-payment 30 days past due, misuse, or a regulator order).
- On termination you may export your data within 30 days. After 30 days, inactive data is deleted per our Privacy Policy, subject to statutory retention minima.
16. Changes to the Terms
We may update these Terms. Material changes are notified by email to account holders at least 14 days before they take effect. Continued use after the effective date constitutes acceptance. If you do not agree, you may cancel.
17. Governing law & dispute resolution
These Terms are governed by the laws of the Republic of South Africa. The parties submit to the exclusive jurisdiction of the High Court of South Africa, Gauteng Division, Johannesburg. Before litigating, the parties will attempt in good faith to resolve any dispute through written notice and a 30-day negotiation period.
Customers domiciled outside South Africa may be subject to additional local consumer-protection or data-protection requirements; those rights are not waived by this clause.
18. General
- Entire agreement — these Terms, together with any written order form and our Privacy Policy, are the entire agreement.
- Severability — if a clause is unenforceable, the rest remains in force.
- No waiver — a failure to enforce a clause is not a waiver.
- Assignment — you may not assign without our written consent. We may assign to an affiliate or a successor in a bona fide restructure or sale.
- Notices — email to info@southpropman.com is sufficient for any notice to us.
19. Contact
South PropMan (Pty) Ltd
3 Centex Close & Katherine Str, Sandton, Johannesburg, South Africa
info@southpropman.com