Welcome to PolicyOne. These Terms & Conditions govern your access to and use of the PolicyOne software platform, designed specifically for South African insurance providers, financial services providers (FSPs), and funeral parlours.
1. Acceptance of Terms
By registering for an account, executing an Order Form, or otherwise accessing the PolicyOne platform, you agree to be bound by these Terms. If you are entering into these Terms on behalf of a company, funeral parlour, or other legal entity, you represent that you have the authority to bind such entity and its affiliates to these Terms.
2. Provision of Service
PolicyOne provides a Software-as-a-Service (SaaS) solution for policy administration, claims management, premium collection, and CRM capabilities. We reserve the right to modify, update, or enhance the platform at our discretion, provided such changes do not materially degrade the core functionality you have subscribed to.
3. Payment Terms, Penalties, and Suspension
Access to PolicyOne is billed on a subscription basis (monthly or annually) in advance. To maintain uninterrupted access, clients must adhere to the following strictly enforced payment terms:
- Invoicing: Invoices are generated on the 1st of each billing cycle.
- Due Date: All payments must be cleared within seven (7) days of the invoice date.
- Late Payment Penalty: Any account that remains unsettled fourteen (14) days after the invoice date will automatically incur a 10% late administrative penalty fee calculated on the outstanding balance.
- Service Suspension: If payment (including applied penalties) remains outstanding for twenty-one (21) days, PolicyOne reserves the right to suspend access to the platform without further notice. During suspension, automated SMS communications, debit order submissions, and API integrations will be halted.
- Reconnection Fee: To reactivate a suspended account, the Client must settle all arrears, penalties, and a mandatory Reconnection Fee of R250.00 (excl. VAT).
4. Client Obligations and Compliance
As a user of PolicyOne, you remain solely responsible for your business operations and regulatory compliance. You agree to:
- Ensure your business complies with the Long-term Insurance Act, the Financial Advisory and Intermediary Services (FAIS) Act, and the Protection of Personal Information Act (POPIA).
- Obtain lawful consent from your policyholders before uploading their data to the PolicyOne platform or initiating debit orders.
- Not use the platform to conduct fraudulent activities, money laundering, or the sale of unregistered financial products.
5. Intellectual Property
PolicyOne retains all rights, title, and interest in and to the platform, including all source code, databases, UI/UX designs, and proprietary algorithms. Your subscription grants you a limited, non-exclusive, non-transferable license to use the software. You may not reverse-engineer, copy, or resell the platform.
6. Limitation of Liability
To the maximum extent permitted by South African law, PolicyOne shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of data, or business interruption, arising out of your use or inability to use the platform. Our total liability for any claims under these terms shall not exceed the total amount paid by you to PolicyOne in the three (3) months preceding the claim.
7. Governing Law
These Terms shall be governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the High Court of South Africa (Gauteng Division, Pretoria).