Terms of Service / EULA

The Service is intended for registered South African architectural professionals and their practices. By accepting these Terms you confirm that you are at least 18 years old and have the legal capacity to enter into this agreement. If you accept on behalf of a practice or other organisation, you warrant that you are authorised to bind that practice, and “you” includes that practice.

Using SA-ArchPro does not relieve you of your professional and statutory obligations, including those under the Architectural Profession Act, 2000 and the codes of the South African Council for the Architectural Profession (SACAP).

In accordance with section 43 of the Electronic Communications and Transactions Act, 2002 (ECTA), the supplier of the Service is:

SA-ArchPro provides tools for managing an architectural practice, including project and SACAP work-stage tracking, timesheets, client and consultant records, document and photo storage, calendar and email workflows, fee estimation and reporting, and optional AI-assisted features. The Service also offers optional integrations with Google (Calendar and Drive), Intuit QuickBooks Online, PayFast and BuildSphere.

We may add, change, or remove features over time. Some features are provided as convenience aids (for example fee calculations and AI analysis) and must be independently verified by a competent professional before you rely on them.

You are responsible for the accuracy of the information in your account and for keeping your login credentials confidential. Accounts have roles (owner, admin, member) that determine what each user may see and do within a practice. Practice owners and admins are responsible for managing their team’s access, for the invitations they issue, and for confirming that they have a lawful basis to load personal information about employees, clients and others.

You must notify us promptly of any unauthorised use of your account. We strongly recommend enabling two-step verification.

The Service is offered on a subscription basis in South African Rand (ZAR), billed either monthly or annually, at the tier and seat count you select. Prices, promotional discounts and any trial period are as shown at the point of sale.

• Recurring billing. Paid subscriptions renew automatically for successive periods using PayFast until cancelled. By subscribing you authorise these recurring charges.
• Failed payments (dunning). If a payment fails, we will retry it up to four (4) times at roughly three-day intervals during a fourteen (14) day grace period, in which your access continues. If payment is not resolved within the grace period, or the retries are exhausted, the subscription is suspended until payment is brought up to date.
• Tier changes. You can upgrade or change your tier or seat count; changes take effect and are billed as described in the subscription area at the time.
• Cancellation. You may cancel at any time from the subscription area. Cancellation stops future renewals. Where you cancel a paid annual commitment before the end of its term, an early-termination fee may apply, calculated as a percentage of the remaining subscription value as disclosed to you at the time of cancellation.
• Refunds. Except where a refund is required by the Consumer Protection Act, 2008 or other applicable law, fees already paid for a current period are generally non-refundable, and suspension or cancellation does not entitle you to a refund of fees for the period already commenced.

Card and banking details are handled by PayFast; SA-ArchPro does not store your full card number. See the Privacy Policy for details.

You agree not to:

• use the Service unlawfully, or to store or transmit unlawful, infringing or harmful content;
• upload personal information you are not entitled to process, or breach the privacy rights of others;
• attempt to gain unauthorised access to the Service, other accounts, or our systems, or interfere with their security or integrity;
• reverse engineer, scrape, or use automated means to access the Service except through interfaces we provide;
• resell or provide the Service to third parties except as expressly permitted; or
• misuse the AI or integration features (for example to generate unlawful content or to circumvent third-party terms).

If you connect Google, QuickBooks, PayFast or BuildSphere, your use of those services remains subject to their own terms, and you are responsible for your accounts with them and for maintaining any authorisations you need to load or share data. Data flows to and from these providers are described in the Privacy Policy.

We are not responsible for third-party services, their availability, changes to their APIs, or their acts or omissions. A third party’s outage or change may affect an integration without giving rise to liability on our part.

As between you and us, the Service, its software and its content (excluding your data) are owned by SA-ArchPro and its licensors and are protected by intellectual-property law. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for your practice during your subscription, in accordance with these Terms.

Your data is yours. Your practice retains ownership of the practice, project, client and employee data it loads. You grant us a licence to host, process and transmit that data solely to provide, secure and support the Service (including through the sub-processors listed in the Privacy Policy). You are responsible for the accuracy and lawfulness of the data you load.

AI-assisted outputs are generated using third-party models (Google Gemini) from the inputs you provide, and may be inaccurate or incomplete. They are provided for assistance only, do not constitute professional, legal, financial or regulatory advice, and must be reviewed and verified by a competent professional before you rely on or act on them. You are responsible for the content you submit to AI features and for your use of the outputs.

AI features operate on a data-minimisation basis: each feature transmits only the specific, minimal content described in the Privacy Policy, and AI features (including Archie, the built-in AI advisor) have no access to employee records, remuneration, identity numbers, banking details or practice financial records, and cannot browse or search your stored documents. Where a feature lets you attach a file — as Archie does — that file is transmitted in full to the model provider, and you are responsible for ensuring you are entitled to share its contents, including any client information or personal information it contains. Do not attach material you are under a duty of confidence not to disclose to a third-party processor. AI outputs are decision support only and do not replace your professional judgment or your obligations as a SACAP-registered professional.

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, and without limiting any rights you have under the Consumer Protection Act that cannot be excluded, we disclaim all warranties not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose and non-infringement, and we do not warrant that the Service will be uninterrupted, error-free or secure, or that outputs (including fee calculations and AI analysis) will be accurate.

To the maximum extent permitted by law, SA-ArchPro will not be liable for any indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, data, goodwill or business, arising out of or relating to the Service. Our total aggregate liability arising out of or relating to the Service in any twelve-month period is limited to the fees you paid to us for the Service in that period.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including under the Consumer Protection Act.

You agree to indemnify and hold harmless SA-ArchPro and its officers, employees and agents from claims, losses and expenses (including reasonable legal fees) arising from your breach of these Terms, your misuse of the Service, or your loading or processing of data in breach of law or the rights of others.

You may stop using the Service and cancel your subscription at any time. We may suspend or terminate access for non-payment (as described above), for a material or repeated breach of these Terms, or where required to protect the Service, other users or comply with law — with notice where reasonably practicable.

On termination, your right to use the Service ends. You may export your data (including billing history) before your access ends; after a reasonable wind-down period we may delete your account data, subject to records we are required or entitled to retain (such as the financial and audit records described in the Privacy Policy).

These Terms are governed by the laws of the Republic of South Africa. Subject to any non-excludable right you have to approach a court, tribunal or the National Consumer Commission under the Consumer Protection Act, you and we submit to the jurisdiction of the courts of South Africa sitting in Cape Town, and will attempt in good faith to resolve any dispute — including, where appropriate, through mediation, failing which arbitration under the AFSA rules — before litigating.

We may update these Terms from time to time. When we make material changes we will update the effective date above and, where appropriate, notify you in the Service. Your continued use after an update means you accept the revised Terms. If you do not agree, you must stop using the Service and may cancel your subscription.

Contact: support@mail.sa-archpro.com · SA-ArchPro (Pty) Ltd, Dana Bay, Mossel Bay, Western Cape, South Africa.