Terms of Service

By accessing or using the VulaKomplex platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organisation (such as a body corporate, homeowners association, or managing agency), you represent that you have authority to bind that organisation to these Terms. If you do not agree to these Terms, do not use the Service.

VulaKomplex is a cloud-based management platform designed for South African sectional title schemes, body corporates, homeowners associations, and managing agents. The Service includes levy billing, maintenance management, utility metering, resident communications, financial reporting, and related features as described at vulakomplex.co.za/features. Company registration number: 2026/311419/07 Registered address: 44 Amhurst Place, Midstream Estate, Olifantsfontein, Gauteng, 1692 Email: legal@vulakomplex.co.za Website: vulakomplex.co.za

You must provide accurate and complete information when creating an account. You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. You must notify us immediately of any unauthorised access to your account. We reserve the right to suspend or terminate accounts that violate these Terms or that have been inactive for an extended period.

You agree not to: • Use the Service for any unlawful purpose or in violation of any South African law • Upload or transmit malicious code, spam, or harmful content • Attempt to gain unauthorised access to any part of the Service or another user's data • Use the Service to harass, defame, or harm any person • Reverse-engineer, decompile, or create derivative works from the Service • Use automated tools to scrape or extract data from the Service without our prior written consent • Resell or sublicense access to the Service without our prior written consent

Access to certain features requires a paid subscription. Subscription fees are charged monthly or annually in South African Rand (ZAR). All fees are quoted exclusive of VAT; VAT will be added where applicable. Fees are due in advance and are non-refundable except as required by South African consumer protection law or as set out in our UnKomplexicated Guarantee. We reserve the right to change pricing with 30 days' notice. Continued use after a price change constitutes acceptance of the new pricing. Accounts with overdue payments may be suspended until outstanding amounts are settled.

VulaKomplex operates a referral programme under which qualifying subscribers may earn rewards by referring new complexes to the platform. The following terms govern all referral credits. Credit calculation: Where a qualifying referral reward is issued as subscription credit, the value of the credit is calculated with reference to the referred complex, not the referring account: verified billable units of the referred complex × applicable monthly subscription rate × 6 months. The applicable rate is the lower of the tier selected at signup and the tier applicable at the qualification date. Verified billable units are those confirmed at the end of the third fully paid billing month, not units entered at signup. Qualifying conditions: A referral qualifies only once: (a) the referred complex has completed three consecutive fully paid billing months with no outstanding amounts; (b) the referring account has itself completed three consecutive fully paid billing months and is in good standing; and (c) the referred complex was not already in active discussion, onboarding, pilot, demo, or sales process with VulaKomplex at the time the referral link was used. Scope of credits: Referral credits apply to subscription fees only. Credits may not be used for onboarding, implementation, custom development, third-party charges (including WhatsApp, 360dialog, messaging, integrations), usage-based charges, arrears, or any non-subscription amounts. Redemption cap: Referral credits may not reduce more than 50% of the referring account's monthly subscription fee in any billing month. Unused credits roll forward while the account is active and in good standing. Expiry: Credits expire 36 months after vesting if unused. Credits lapse immediately on cancellation, suspension, or termination of the referring account and will not be paid out, refunded, transferred, or reinstated. Non-transferability: Credits have no cash value, may not be exchanged for cash, and may not be transferred to any other person, company, complex, body corporate, HOA, managing agent, or account, except as approved in writing by VulaKomplex for managing agent portfolio accounts. Abuse: VulaKomplex may withhold, reverse, or cancel any referral credit where it reasonably believes the referral was not genuine, was already in VulaKomplex's sales pipeline, involved misrepresentation, or was structured to abuse the programme. Full programme terms, including eligibility, fiduciary restrictions, and the individual cash reward track, are published at vulakomplex.co.za/referral-partner.

We may offer a free trial period. At the end of the trial, you must select a paid plan to continue using the Service. We reserve the right to modify or discontinue free trial offerings at any time.

You retain ownership of all data you upload to the Service ("Your Data"). You grant us a limited licence to store, process, and display Your Data to provide the Service to you. Where Your Data includes personal information of scheme members (owners, tenants, residents), you acknowledge that you are the Responsible Party under POPIA in respect of that personal information. VulaKomplex acts as your Operator and processes that personal information only on your instructions and in accordance with our Privacy Policy. You are responsible for ensuring you have a lawful basis to collect and submit that personal information to the platform. We may derive anonymised, aggregated data from platform usage — such as usage patterns, feature adoption, scheme size distributions, and operational metrics — and use that data for business analytics, product improvement, service benchmarking, and commercial insights. This data does not identify you, your scheme, or any individual. Our handling of personal information is governed by our Privacy Policy.

The VulaKomplex platform, including its software, design, trademarks, and content, is owned by VulaKomplex and protected by South African and international intellectual property law. These Terms do not grant you any ownership rights in the Service. You may not copy, modify, distribute, or create derivative works without our prior written consent.

The Service relies on third-party providers for functions including cloud infrastructure and data storage, email delivery, and messaging services. These providers process data on our behalf under contractual obligations consistent with our Privacy Policy. We are not responsible for the availability, accuracy, or conduct of third-party services, and we may change providers from time to time without notice.

We aim to provide a reliable service but do not guarantee uninterrupted availability. We may perform maintenance, updates, or emergency changes that temporarily affect access. We will endeavour to notify users of planned maintenance in advance. We are not liable for losses arising from service interruptions outside our reasonable control.

The Service is provided "as is" and "as available". We disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement, to the maximum extent permitted by South African law. VulaKomplex is a management tool and does not constitute legal, financial, or accounting advice. Compliance with the Sectional Titles Schemes Management Act (STSMA), CSOS requirements, or any other legislation remains the responsibility of the body corporate, trustees, or managing agent. Nothing in the Service should be relied upon as a substitute for professional legal or financial advice.

To the maximum extent permitted by South African law, VulaKomplex's total liability to you for any claim arising from your use of the Service is limited to the subscription fees you paid in the 12 months preceding the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits or data loss, whether arising in contract, delict, or otherwise, even if we have been advised of the possibility of such damages.

You agree to indemnify and hold VulaKomplex harmless from any claims, losses, or expenses (including reasonable legal fees) arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.

Either party may terminate this agreement at any time. You may cancel your subscription through the account settings. We may suspend or terminate your access if you breach these Terms, fail to pay fees, or if required by law. Upon termination, your right to access the Service ceases. We will retain your data for 30 days after termination, after which it may be permanently deleted. We recommend exporting your data before cancelling.

These Terms are governed by the laws of the Republic of South Africa. Any disputes arising from these Terms or your use of the Service shall be subject to the jurisdiction of the South African courts. We will attempt to resolve disputes informally before pursuing formal proceedings.

We may update these Terms from time to time. We will notify you of material changes by email or prominent notice on the platform at least 7 days before changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

For questions about these Terms: Email: legal@vulakomplex.co.za Address: 44 Amhurst Place, Midstream Estate, Olifantsfontein, Gauteng, 1692