This page sets out the full agreement governing your use of VaultIQ. A summary of our refund and cancellation terms is available on the Refund & Cancellation Policy page.
Version 1.3 • Effective 24 June 2026 • Governed by the Laws of the Republic of South Africa
PLEASE READ THIS AGREEMENT CAREFULLY BEFORE USING VAULTIQ. THIS DOCUMENT CONSTITUTES A LEGALLY BINDING AGREEMENT BETWEEN YOU AND VAULTIQ. BY CLICKING "I ACCEPT" OR BY USING THE SOFTWARE, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE BOUND BY THESE TERMS.
By accessing or using VaultIQ ("the Software", "the Service"), you ("the User", "the Advisor") agree to be bound by these Terms of Use and Privacy Policy ("the Agreement"). If you do not agree to all terms set out herein, you must immediately cease use of the Software. Continued use of the Software constitutes ongoing acceptance of any updates to this Agreement. In accordance with the Electronic Communications and Transactions Act, 25 of 2002 (ECT Act), you agree that: (i) this Agreement may be concluded electronically; (ii) clicking "I Accept" (or ticking the acceptance checkbox at sign-up) constitutes a valid electronic signature and binding acceptance; and (iii) the electronic record of your acceptance retained against your account serves as proof of conclusion of this Agreement.
VaultIQ is a client relationship management platform designed for use by FSCA-licensed financial advisors operating within the Republic of South Africa. The Software enables advisors to record and manage client profiles, insurance plans, payment reservations, replacement registers, tasks, and team access. The Software is provided on a subscription basis as described on the Billing & Plan page. VaultIQ is a record-keeping and practice-management tool only. It does not provide financial advice, intermediary services, or product recommendations, and nothing generated by the Software constitutes advice as defined in the Financial Advisory and Intermediary Services Act, 37 of 2002 (FAIS Act).
You are solely responsible for: (a) The accuracy, completeness, and lawfulness of all data entered into the Software, including but not limited to client personal information, identity numbers, financial plan details, and contact records. (b) Ensuring that you hold all required authorisations, consents, and licences under the Financial Advisory and Intermediary Services Act, 37 of 2002 (FAIS Act) and any applicable regulations before recording client data. (c) Obtaining explicit informed consent from each client before capturing their personal information, as required under the Protection of Personal Information Act, 4 of 2013 (POPIA). (d) Not using the Software to store unlawful, fraudulent, defamatory, or otherwise prohibited content. (e) Maintaining the confidentiality of your login credentials and immediately notifying VaultIQ of any suspected unauthorised access. (f) Maintaining your own independent, up-to-date backup copies of your data using the free CSV export tools provided in the Software (Settings → Data Import & Export), as further described in clause 5.
4.1 Information We Collect We collect and process the following categories of information: (i) your account registration data (name, email address, password hash); (ii) client records you voluntarily enter into the Software; (iii) subscription and payment data (processed by PayFast — see clause 9); and (iv) system usage logs for security and performance monitoring. 4.2 Roles of the Parties In respect of the personal information of your clients that you capture in the Software, YOU are the "responsible party" as defined in POPIA, and VaultIQ acts as an "operator" processing that information solely on your behalf and on your instructions, in terms of sections 20 and 21 of POPIA. VaultIQ will process such information only as necessary to provide the Service, will maintain appropriate technical and organisational security safeguards, and will notify you without undue delay if it has reasonable grounds to believe such information has been accessed or acquired by an unauthorised person. As the responsible party, you remain responsible for the lawful basis of processing, for responding to your clients' data-subject requests, and for your own compliance with POPIA. 4.3 Purpose of Processing Your data and your clients' data are processed solely for the purpose of operating the Software and providing the Service to you. We do not sell, rent, or share personal information with third parties for marketing purposes. 4.4 Data Storage All data is stored on infrastructure provided by Supabase Inc., using PostgreSQL databases hosted on servers located within, or compliant with, applicable data residency requirements. Supabase implements industry-standard encryption at rest and in transit (TLS 1.2+). Where personal information is stored or processed outside the Republic of South Africa, such transfer takes place in accordance with section 72 of POPIA (transfers to recipients subject to laws or agreements providing an adequate level of protection). 4.5 Your Rights Under POPIA As a data subject, you have the right to: access personal information held about you; request correction of inaccurate information; request deletion of your personal information (subject to legal retention obligations); and object to the processing of your personal information. To exercise these rights, contact us at the address provided in clause 15. 4.6 Retention Client data is retained for as long as your subscription is active. Upon account termination or written request, data will be deleted within 30 (thirty) calendar days, except where retention is required by law. 4.7 Data Breaches In the event of a data breach that is likely to affect your or your clients' rights and interests, we will notify you as soon as reasonably practicable in accordance with section 22 of POPIA and report to the Information Regulator of South Africa where required.
5.1 Platform Backups VaultIQ relies on the automated backup facilities of its hosting provider (Supabase Inc.) and takes commercially reasonable steps to safeguard data against loss. However, no backup or storage system is infallible, and VaultIQ does not warrant or guarantee that any backup will exist, be complete, or be recoverable at any given point in time. 5.2 Your Backup Obligation The Software provides free, unrestricted CSV export tools (Settings → Data Import & Export) that allow you to download a complete, re-importable copy of your client and plan data at any time. You acknowledge and agree that it is YOUR responsibility to export and securely store your own backup copies on a regular basis (we recommend at least weekly, and always before and after large imports or bulk changes). 5.3 Sole Remedy for Data Loss In the event of any loss, corruption, or deletion of data — howsoever caused, including by software error, hardware failure, hosting provider failure, cyberattack, or human error — your sole and exclusive remedy shall be that VaultIQ will use commercially reasonable efforts to restore the affected data from the most recent backup available to it (whether a platform backup or a CSV backup supplied by you). VaultIQ shall not be liable for any data created or modified after the date of the most recent available backup, nor for any consequence of the unavailability of a backup. 5.4 Assumption of Risk You acknowledge that the subscription fees charged for the Service do not include any insurance or guarantee against data loss, and that you have priced this risk into your decision to use the Service, including by maintaining your own backups under clause 5.2 and appropriate professional indemnity cover under clause 6.4.
6.1 The Software is provided on an "AS IS" and "AS AVAILABLE" basis without any warranties, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. 6.2 VaultIQ, its directors, employees, contractors, and affiliates shall not be liable for any: (a) Loss, corruption, or unauthorised access to data stored within the Software, whether caused by cyberattack, hardware failure, software error, or any other cause beyond our reasonable control (your remedy for data loss being limited to clause 5.3); (b) Indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Service; (c) Regulatory penalties, fines, or sanctions imposed on you or your practice by the FSCA, the Information Regulator, or any other authority arising from your failure to comply with applicable law; (d) Loss of clients, revenue, business opportunity, or goodwill arising from any service interruption or data incident. 6.3 To the maximum extent permitted by applicable South African law, our total aggregate liability to you for any claim arising out of or relating to this Agreement shall not exceed the total subscription fees paid by you in the three (3) calendar months preceding the event giving rise to the claim. 6.4 You acknowledge that the limitations of liability set out in this clause are reasonable given the nature of the Service and the subscription fee charged, and that you have taken appropriate steps — including obtaining your own professional indemnity insurance and maintaining your own data backups — to cover risks that fall outside our liability. 6.5 Nothing in this Agreement excludes or limits any liability, right, or remedy that cannot lawfully be excluded or limited under South African law, including (where applicable to you) the Consumer Protection Act, 68 of 2008. Where any such law applies, the limitations in this clause apply to the maximum extent that law permits.
You hereby indemnify, defend, and hold harmless VaultIQ, its directors, employees, contractors, and affiliates from and against any and all claims, demands, losses, damages, fines, penalties, and costs (including reasonable legal costs on an attorney-and-client scale) brought by any third party — including your clients, the FSCA, or the Information Regulator — arising out of or in connection with: (a) Personal information or other data that you entered into, or imported into, the Software, including any failure by you to obtain the consents required under POPIA; (b) Your breach of this Agreement, of the FAIS Act, of POPIA, or of any other applicable law; (c) Any unauthorised access to your account resulting from your failure to safeguard your login credentials; or (d) Advice or services you rendered to your clients, whether or not records thereof were kept in the Software.
8.1 Subscription Fees & Recurring Authorisation The Software is provided on a paid subscription basis at the fees set out on the Billing & Plan page. Subscription fees are billed monthly in advance through PayFast (see clause 9). By subscribing, you authorise VaultIQ, through PayFast, to collect the applicable subscription fee from your nominated payment method on a recurring monthly basis until your subscription is cancelled in accordance with this clause 8. Fees are quoted in South African Rand and are inclusive of VAT where applicable. 8.2 Missed Payments & Grace Period If a scheduled monthly collection fails (for example, due to insufficient funds, an expired card, or a reversed debit), your subscription will be marked as past due and you will be allowed a grace period of 24 (twenty-four) hours from the time we record the failed payment. During this grace period you may continue to sign in and view your records, but the bulk data-export functions (CSV, Excel, and PDF) will be disabled until the outstanding amount is settled. PayFast may, in accordance with your recurring authorisation, re-attempt collection of the standard monthly fee during this time. 8.3 Suspension for Non-Payment If payment is not received before the grace period in clause 8.2 expires, your account will be suspended and your access to the Software (including all data-export functions) will be locked, without further notice, in addition to our rights under clause 11. Suspension does not extinguish any fees already due and payable. 8.4 Your Data During Suspension During suspension your data is retained in full and is not deleted. Access to your data — including the export functions — is restored automatically as soon as your outstanding payment is received. You acknowledge and agree that, while an account is past due or suspended, the bulk-export functions described in clause 5 are unavailable until payment is settled, and that your data may be retained pending payment in accordance with clause 4.6. Nothing in this clause affects any right of access you may have under POPIA, which you may exercise by contacting us in terms of clause 15. 8.5 Refunds — 15-Day Money-Back If you cancel within 15 (fifteen) calendar days of your initial subscription, you may request a refund of that month's subscription fee by emailing billing@vaultiq.digital. This 15-day money-back guarantee is more generous than the 7-day cooling-off right afforded under section 44 of the Electronic Communications and Transactions Act, 25 of 2002. Outside this 15-day window, subscription fees already paid are non-refundable for the period in which they were charged, save to the extent a refund is required by applicable law. 8.6 Cancellation & Notice You may cancel your subscription at any time, either through your PayFast account at my.payfast.co.za or by emailing billing@vaultiq.digital. Cancellation takes effect at the end of your current monthly billing cycle (being up to one calendar month's notice); you will not be charged for any billing cycle commencing after the effective date of cancellation, and no cancellation penalty applies. Nothing in this clause limits any cancellation right you may have under the Consumer Protection Act, 68 of 2008, where that Act applies to you. 8.7 Reactivation A suspended account is reactivated as soon as your outstanding subscription fees are received, at which point full access — including the data-export functions — is restored. Your data is retained pending payment in accordance with clause 4.6.
The Software integrates with the following third-party services, each of which is governed by its own terms and privacy policy: (a) Supabase Inc. — database storage and authentication infrastructure. (b) PayFast (Pty) Ltd — payment processing for subscription billing. VaultIQ does not store your card or banking details. PayFast's privacy policy governs the processing of your payment information. We are not responsible for the acts, omissions, or policies of these third-party providers.
All rights, title, and interest in and to the Software, including its design, code, trademarks, and content, are owned exclusively by VaultIQ. This Agreement grants you a limited, non-exclusive, non-transferable, revocable licence to use the Software solely for its intended purpose during the term of your active subscription. You may not copy, modify, distribute, sublicence, reverse-engineer, or create derivative works of the Software. All data you enter into the Software remains your property (or that of your clients); we claim no ownership of your client records.
11.1 You may terminate your account at any time by cancelling your subscription in accordance with clause 8.6. Save for the 15-day money-back guarantee set out in clause 8.5, termination does not entitle you to a refund of prepaid subscription fees for the current billing period. 11.2 We reserve the right to suspend, deactivate, or terminate your access immediately, without notice, if we determine in our sole discretion that you have violated any provision of this Agreement, that your use of the Software poses a security risk, or that you have failed to pay applicable subscription fees (including suspension for non-payment under clause 8.3). 11.3 Upon termination or suspension, your right to access the Software ceases or is paused as applicable. You are encouraged to export a final CSV backup of your data while your account is in good standing (note that exports are disabled while an account is past due or suspended, per clause 8). Provisions of this Agreement that by their nature should survive termination (including clauses 4, 5, 6, 7, 8, 10, and 13) shall survive.
VaultIQ shall not be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from circumstances beyond its reasonable control, including but not limited to: electricity supply interruptions or load-shedding, telecommunications or internet service failures, failures or outages of third-party hosting or payment providers, cyberattacks, fire, flood, civil unrest, strikes, acts of government, or acts of God. Performance shall be suspended for the duration of the event, and VaultIQ shall take reasonable steps to resume the Service as soon as practicable.
This Agreement shall be governed by and construed in accordance with the laws of the Republic of South Africa. Any dispute arising out of or in connection with this Agreement shall first be referred to mediation. If mediation is unsuccessful, the dispute shall be submitted to the jurisdiction of the High Court of South Africa (Gauteng Division, Pretoria) or the applicable Magistrate's Court, depending on the quantum of the claim. If any provision of this Agreement is found to be invalid or unenforceable, that provision shall be severed and the remaining provisions shall continue in full force and effect.
We reserve the right to amend this Agreement at any time. Amendments will be communicated via the Settings page of the Software and/or by email to the address on your account. Your continued use of the Software after the effective date of any amendment constitutes acceptance of the revised terms. The version number and effective date at the top of this Agreement identify the currently operative text.
For privacy-related requests or queries regarding this Agreement, contact: legal@vaultiq.digital You also have the right to lodge a complaint with the Information Regulator of South Africa: Website: www.justice.gov.za/inforeg Email: inforeg@justice.gov.za PO Box 31533, Braamfontein, Johannesburg, 2017
This Agreement was last updated on 24 June 2026.