Terms of Service

1. Parties

These Terms of Service ("Terms") constitute a binding agreement between:

• FIFO Solutions (Pty) Ltd (Registration No. 2026/071559/07), a private company registered in the Republic of South Africa, with its registered address at 25 Bethel Gardens, 22 Church St, Durbanville, Western Cape, 7550 ("FIFO", "we", "us", "our"); and
• The Subscriber ("you", "your", "the Firm"), being the law firm or conveyancing practice that subscribes to the FIFO Law service.

By subscribing to FIFO Law, you confirm that you have read, understood, and agree to be bound by these Terms.

2. Service Description

2.1. FIFO Law is a hosted, white-label web and mobile application that provides branded property transfer and bond cost calculators for conveyancing firms ("the Service").

2.2. The Service includes:

1. A branded web portal hosted at a subdomain of law.fifo.systems;
2. Transfer cost and bond registration calculators using current South African rate tables;
3. Branded PDF quote generation;
4. WhatsApp integration;
5. Rate table updates within 5 (five) business days of official gazette publication;
6. Technical support during business hours (Monday to Friday, 08:00–17:00 SAST);
7. Where applicable per the selected tier: branded Android and/or iOS mobile applications.
8. Where applicable per the Plus tier: hosted document storage, allowing the Subscriber to upload and share practice resources (templates, checklists, and guides) through their branded portal, subject to the terms set out in clause 12.

3. Subscription and Payment

3.1. Subscription Period. Subscriptions are billed annually from the date of activation. Each subscription period is 12 (twelve) months. Subscriptions automatically renew for successive 12-month periods unless either party provides at least 30 (thirty) days' written notice before the renewal date.

3.2. Fees. The applicable annual subscription fee is determined by the tier selected:

Tier	Includes	Annual Fee
Web App	Web app	R3,500
Web + Android	Web + Android	R5,000
Web + Android + iOS	Web + Android + iOS	R7,500
Plus	Web + Android + iOS + Documents	R9,500

3.3. Payment Terms. Fees are payable in full within 14 (fourteen) days of invoice. FIFO reserves the right to suspend the Service if payment is not received within 30 (thirty) days of invoice. FIFO may terminate the subscription if payment remains outstanding for 60 (sixty) days or more (see clause 13.2).

3.4. Price Lock. The subscription fee is fixed for the first 2 (two) years of the subscription from the date of activation. No price increases will apply during this period.

3.5. Annual Escalation. From the third year of the subscription onwards, the subscription fee will be adjusted annually on the anniversary of the subscription start date by an amount equal to the annual percentage change in the All Items Consumer Price Index for All Urban Areas, as most recently published by Statistics South Africa (release P0141) at the date of adjustment, plus 3 (three) percentage points ("CPI + 3%").

3.6. VAT. All prices are exclusive of VAT. Should FIFO become a registered VAT vendor, VAT will be charged at the prevailing rate.

3.7. Refunds.

1. 30-Day Satisfaction Guarantee. If the Subscriber is not satisfied with the Service for any reason, the Subscriber may cancel within 30 (thirty) days of activation by written notice to riaan@fifo.systems. FIFO will issue a full refund of the subscription fee within 14 (fourteen) business days of receiving the cancellation notice. The Subscriber's portal will be deactivated upon processing of the refund. This guarantee applies to the first subscription period only and is not available on renewal.
2. Material Failure Refund. If FIFO fails to provide the Service for 30 (thirty) or more consecutive days — excluding downtime caused by force majeure events as described in clause 14.8 — the Subscriber may terminate the subscription by written notice and receive a pro-rata refund for the unused portion of the current subscription period, calculated from the date of termination to the end of the current period. FIFO will process such refund within 14 (fourteen) business days of the termination notice.
3. No Other Refunds. Except as expressly provided in clauses 3.7(a) and 3.7(b), all fees paid are non-refundable. No pro-rata refunds are issued for unused portions of a subscription period outside of these two exceptions, including in the event of voluntary early cancellation by the Subscriber.

4. Setup and Activation

4.1. Upon subscription, FIFO will set up the Subscriber's branded portal, including the firm name, logo, and brand colours. FIFO will then provide the Subscriber with a configuration link to complete their portal setup, including:

1. Contact details;
2. Website URL;
3. Any additional preferences.

4.2. The web app is hosted at a standard URL in the format [firmname].law.fifo.systems.

4.3. FIFO will activate the Service within 2 (two) business days of receiving payment. Full portal customisation depends on the Subscriber completing their configuration.

4.4. FIFO reserves the right to reject or modify a subdomain that is misleading, offensive, or infringes on any third party's rights.

4.5. Where the Subscriber's tier includes mobile applications, these are published through the Google Play Store and/or Apple App Store. Mobile app availability is subject to the respective platform's review and approval process, which is outside FIFO's control. FIFO will submit the applications promptly after activation but does not guarantee a specific publication date. The Subscriber acknowledges that use of the mobile applications is also subject to the terms and conditions of the relevant app store platform.

5. Service Availability

5.1. FIFO will use commercially reasonable efforts to maintain availability with a target uptime of 99% per calendar month, measured at the hosting infrastructure level.

5.2. The uptime target excludes:

1. Scheduled maintenance, for which FIFO will provide at least 24 hours' advance notice where practicable;
2. Downtime caused by factors outside FIFO's reasonable control, including third-party service outages, force majeure events, and DDoS attacks;
3. Downtime resulting from the Subscriber's actions or equipment.

5.3. FIFO does not guarantee uninterrupted or error-free operation of the Service.

6. Support

6.1. FIFO provides technical support via email (riaan@fifo.systems) and WhatsApp (082 525 4011) during business hours: Monday to Friday, 08:00–17:00 SAST, excluding South African public holidays.

6.2. FIFO will acknowledge support requests within 1 (one) business day.

6.3. Critical issues (Service entirely unavailable) will be addressed on a best-efforts basis, with a target response time of 4 (four) business hours.

7. Rate Table Updates

7.1. FIFO will update all rate tables within 5 (five) business days of the publication of amended rates in the Government Gazette or by the relevant authority.

7.2. Rate tables include: transfer duty rates (SARS), deeds office tariffs, and Law Society conveyancing fee guidelines.

7.3. FIFO will notify Subscribers by email when rate table updates are applied.

8. Accuracy and Disclaimer

8.1. The Service is a quoting and estimation tool. Calculator outputs are based on published rate tables and standard formulae. They are intended as estimates and are not a substitute for independent verification.

8.2. The Service does not constitute legal, financial, or tax advice. The Subscriber is solely responsible for verifying all figures before presenting them to clients or relying on them for any purpose.

8.3. FIFO makes reasonable efforts to ensure accuracy but does not warrant that outputs will be error-free at all times.

8.4. The Subscriber acknowledges that:

1. Individual transactions may involve factors not captured by a standard calculator;
2. Rate tables may change between the date of a quote and the date of registration;
3. The Subscriber bears sole responsibility for the accuracy of any quote or cost estimate provided to their clients.

9. Limitation of Liability

9.1. To the maximum extent permitted by South African law:

1. FIFO's total aggregate liability shall not exceed the total subscription fees paid by the Subscriber in the 12 months immediately preceding the claim;
2. FIFO shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, clients, data, or reputational harm;
3. FIFO shall not be liable for any loss arising from reliance on calculator outputs, including incorrect quotes or under/over-estimation of transfer costs;
4. FIFO shall not be liable for any loss, damage, claim, or liability arising from or in connection with any content uploaded by the Subscriber under clause 12 (Uploaded Content), including but not limited to claims of intellectual property infringement, defamation, breach of privacy, or regulatory non-compliance by any third party or authority.

9.2. Nothing in these Terms limits liability that cannot be limited under applicable South African law, including liability for fraud or gross negligence.

10. Intellectual Property

10.1. The Service, including all software, code, design, and documentation, is the intellectual property of FIFO Solutions (Pty) Ltd. The Subscriber receives a non-exclusive, non-transferable licence for the subscription duration.

10.2. The Subscriber retains all rights to their firm name, logo, and branding materials. FIFO uses these solely to operate the Service.

10.3. The Subscriber may not sublicense, resell, or otherwise make the Service available to third parties.

11. Data and Privacy

11.1. FIFO's collection and processing of personal information is governed by the FIFO Law Privacy Policy.

11.2. FIFO stores Subscriber information (firm name, logo, contact details, subdomain, subscription status) solely to operate the Service. For Plus tier Subscribers, FIFO also stores documents uploaded by the Subscriber through the document hosting feature (see clause 12).

11.3. The calculator is a "compute-and-forget" tool. Data entered by end-users is processed in real time and is not stored, retained, or transmitted to any third party.

11.4. Upon termination, FIFO will delete all Subscriber configuration data within 30 days.

12. Uploaded Content (Plus Tier)

12.1. Applicability. This clause applies exclusively to Subscribers on the Plus tier who use the document hosting feature to upload and publish content through their branded portal ("Uploaded Content"). Uploaded Content includes but is not limited to documents, guides, checklists, images, and any other files uploaded by the Subscriber.

12.2. Hosting Platform Only. FIFO provides the document hosting feature as a platform service. FIFO does not review, approve, edit, endorse, or exercise editorial control over any Uploaded Content. The Subscriber is solely responsible for the selection, content, accuracy, and legality of all Uploaded Content.

12.3. Acceptable Use. The Subscriber warrants and undertakes that all Uploaded Content:

1. is owned by the Subscriber, or the Subscriber has obtained all necessary rights, licences, and consents to upload, publish, and distribute it;
2. does not infringe any third party's intellectual property rights, including copyright, trademarks, or trade secrets;
3. is not defamatory, fraudulent, misleading, obscene, threatening, or otherwise unlawful under the laws of the Republic of South Africa;
4. is directly related to the Subscriber's conveyancing or legal practice and the services it offers to its clients;
5. does not contain malware, viruses, ransomware, or any other harmful or malicious code;
6. complies with all applicable legislation, including the Protection of Personal Information Act, 2013 (POPIA), the Electronic Communications and Transactions Act, 2002 (ECTA), and any regulations, codes of conduct, or directives issued by the relevant law society.

12.4. Prohibition on Personal Information. The Subscriber shall not upload documents containing the personal information of identifiable natural persons. Without limiting the generality of the foregoing, the Subscriber shall not upload:

1. completed FICA verification forms or client identification documents;
2. documents containing identity numbers, passport numbers, or financial account details of any person;
3. correspondence, affidavits, or any documents containing client-specific personal information.

Uploaded Content must consist of blank templates, general practice resources, informational guides, and similar materials that do not identify or relate to any specific natural person. If the Subscriber uploads content containing personal information in breach of this clause, the Subscriber is the responsible party (as defined in POPIA) for that personal information and bears sole and exclusive responsibility for all obligations arising under POPIA, including lawful processing, obtaining consent, and breach notification.

12.5. Indemnification. The Subscriber irrevocably and unconditionally indemnifies and holds harmless FIFO, its directors, employees, contractors, and agents against any and all claims, demands, actions, damages, losses, liabilities, judgments, costs, and expenses (including reasonable attorney-and-own-client legal costs) arising from or in connection with:

1. any Uploaded Content, including claims that such content is inaccurate, misleading, defamatory, or unlawful;
2. any breach by the Subscriber of the warranties and undertakings in clause 12.3;
3. any claim by a third party that the Uploaded Content infringes their intellectual property rights, right to privacy, or any other right;
4. any breach of POPIA, ECTA, or other applicable legislation arising from or in connection with the Subscriber's Uploaded Content;
5. any regulatory investigation, complaint, or enforcement action by the Information Regulator, a law society, or any other authority arising from the Subscriber's Uploaded Content.

This indemnity is a continuing obligation that survives termination of the subscription.

12.6. FIFO's Rights. Without limiting any other rights under these Terms, FIFO reserves the right to:

1. remove or disable access to any Uploaded Content that FIFO reasonably believes violates these Terms, any applicable law, or the rights of any third party;
2. suspend the document hosting feature for the Subscriber's portal pending investigation of a potential violation;
3. terminate the subscription in accordance with clause 13.2 if the Subscriber repeatedly or materially breaches this clause 12;
4. disclose Uploaded Content to law enforcement, the Information Regulator, or other competent authorities where required by law, court order, or regulatory directive.

FIFO will use reasonable efforts to notify the Subscriber before or promptly after taking action under this clause, unless prohibited by law or where prior notice would compromise an investigation.

12.7. No Liability for Uploaded Content. Without limiting clause 9, FIFO shall not be liable for:

1. the content, accuracy, legality, reliability, or completeness of any Uploaded Content;
2. any loss, damage, claim, or liability suffered by the Subscriber, their clients, or any third party arising from or in connection with Uploaded Content;
3. the removal, disabling, or modification of Uploaded Content in accordance with clause 12.6;
4. any data loss or corruption affecting Uploaded Content, regardless of cause;
5. any regulatory penalty, fine, or sanction imposed on the Subscriber in connection with Uploaded Content.

12.8. Storage and Technical Limits. FIFO may impose reasonable limits on the types, sizes, and total volume of files that may be uploaded. Current limits will be communicated to Plus tier Subscribers at activation and may be updated from time to time at FIFO's discretion with reasonable notice.

12.9. Backup and Retention. The Subscriber is solely responsible for maintaining independent copies of all Uploaded Content. FIFO does not guarantee the preservation of Uploaded Content beyond the standard infrastructure redundancy provided by the hosting platform. Upon termination of the subscription, all Uploaded Content will be permanently deleted within 30 (thirty) days.

13. Cancellation and Termination

13.1. Cancellation by Subscriber. The Subscriber may cancel by providing at least 30 days' written notice before the renewal date to riaan@fifo.systems. The subscription remains active until the end of the current period. No refund for the remaining period.

13.2. Termination by FIFO for Cause. FIFO may terminate the subscription if:

1. The Subscriber breaches these Terms and FIFO delivers written notice specifying the breach. If the Subscriber fails to remedy the breach within 14 (fourteen) days of receiving such notice, FIFO may terminate the subscription immediately upon further written notice;
2. Payment remains outstanding for 60 days or more;
3. The Subscriber uses the Service in a manner that is unlawful, fraudulent, or harmful to FIFO or other subscribers.

13.3. Termination by FIFO for Convenience. FIFO may terminate the subscription at the end of the current subscription period by providing at least 60 (sixty) days' written notice. The Subscriber will not be charged for any period after termination takes effect.

13.4. Upon termination: the portal is deactivated, mobile apps removed from stores, configuration data deleted within 30 days, all Uploaded Content (if applicable) permanently deleted within 30 days (see clause 12.9), and no end-user calculator data exists to delete (see clause 11.3).

13.5. Survival. Clauses 8 (Accuracy and Disclaimer), 9 (Limitation of Liability), 10 (Intellectual Property), 11 (Data and Privacy), 12 (Uploaded Content, including the indemnity in clause 12.5), and 14 (General) survive termination.

14. General

14.1. Governing Law. These Terms are governed by the laws of the Republic of South Africa.

14.2. Dispute Resolution. The parties shall first attempt to resolve any dispute arising from or in connection with these Terms through good-faith negotiation within 14 (fourteen) business days of written notice of the dispute. If the dispute is not resolved through negotiation, either party may refer the matter to mediation by a mutually agreed mediator. If mediation does not resolve the dispute within 30 (thirty) days of referral, either party may institute proceedings in court.

14.3. Jurisdiction. Disputes shall be subject to the jurisdiction of the courts of the Western Cape.

14.4. Entire Agreement. These Terms, together with the Privacy Policy, and Service Level Agreement, constitute the entire agreement. No amendment to these Terms shall be effective unless in writing and signed by both parties. FIFO may update the Privacy Policy and Service Level Agreement in accordance with the amendment procedures set out in those documents, provided that Subscribers are given at least 30 (thirty) days' written notice of material changes.

14.5. Severability. Invalid provisions do not affect the remaining Terms.

14.6. Assignment. The Subscriber may not assign without FIFO's written consent.

14.7. Notices. All notices shall be in writing and sent to the email addresses used by the parties for subscription correspondence.

14.8. Force Majeure. Neither party is liable for failures caused by circumstances beyond reasonable control.

15. Contact

FIFO Solutions (Pty) Ltd
Registration No. 2026/071559/07
25 Bethel Gardens, 22 Church St, Durbanville, Western Cape, 7550
Email: riaan@fifo.systems
WhatsApp: 082 525 4011