Legal

Terms of Service

Last updated: 2 October 2026

These Terms of Service ("Terms") govern access to and use of the VulaERP software-as-a-service platform ("Platform", "Service") operated by the entity identified in the Merchant & Contact Disclosure tab ("VulaERP", "we", "us", "our"). By creating an account, purchasing a subscription, or otherwise accessing the Platform, you ("Customer", "you") agree to be bound by these Terms. If you do not agree, do not access or use the Platform.

1. SaaS Licence Grant

Subject to payment of applicable fees and compliance with these Terms, VulaERP grants Customer a non-exclusive, non-transferable, revocable, worldwide licence to access and use the Platform during the subscription term solely for Customer's internal business operations. No ownership rights in the Platform, underlying software, or the Vula AI LLM are transferred to Customer under any circumstance.

2. Permitted Use

Customer may use the Platform to manage its own business records, including but not limited to customer data, inventory, supplier relationships, manufacturing records, financial ledgers, and sales pipelines. Customer is responsible for the accuracy of data entered and for maintaining the confidentiality of login credentials. Customer shall not: (a) reverse-engineer, decompile, or attempt to extract the source code or model weights of the Vula AI LLM; (b) resell, sublicense, or provide the Platform to third parties as a bureau or managed service without written consent; (c) use the Platform to store or process unlawful content; or (d) attempt to circumvent usage limits, token metering, or security controls.

3. Acceptable AI Use

The Vula AI LLM is provided to interpret natural-language instructions and execute corresponding operations within the Platform (e.g., data imports, stock adjustments, reporting). Customer agrees not to: (a) use the AI engine to generate fraudulent financial records, falsified audit trails, or misrepresentative statutory filings; (b) submit prompts designed to extract other customers' data, bypass access controls, or probe the underlying infrastructure; (c) use the AI engine for any purpose that violates applicable law, including the Protection of Personal Information Act 4 of 2013 ("POPIA") or equivalent data protection legislation; or (d) rely on AI-generated outputs as the sole basis for regulated financial, tax, or legal decisions without independent human review. AI-generated actions that create, modify, or delete records are logged and attributable to the authenticated user who issued the instruction.

4. Service Level Agreement (SLA)

VulaERP will use commercially reasonable efforts to maintain Platform availability of 99.5% measured monthly, excluding scheduled maintenance (notified at least 24 hours in advance where practicable) and events beyond VulaERP's reasonable control. Support requests submitted to [email protected] will receive an initial response within one (1) business day for standard requests and within four (4) hours for Platform-down critical incidents. Service credits, where applicable, are the Customer's sole and exclusive remedy for any failure to meet the SLA and will not exceed 10% of the fees paid for the affected billing month.

5. Fees, Billing & Token Allocations

Subscription fees are billed monthly in advance in South African Rand (ZAR) via PayFast or other approved payment processor. Each subscription includes a monthly allocation of Vula AI LLM tokens as described when you choose your plan. Token consumption is metered in real time and displayed in the Customer's account dashboard. Fees are exclusive of Value-Added Tax (VAT) unless stated otherwise, which will be added at the prevailing South African rate where applicable.

Packages and Pricing

Subscriptions are offered in packages according to the number of people using the Platform: Solo (1 to 2), Small (3 to 5), Team (6 to 10), Scale (11 to 20) and Group (21 to 40), with Enterprise (more than 40) priced on request. Each package includes every module and a monthly allowance of Vula AI tokens. Customers may pay monthly or for a full year, and the annual price equals ten months of the monthly price. New Customers receive their first month free and assisted migration of their existing data at no charge.

Package Changes and Token Allowances

If a Customer uses less than half of its monthly token allowance in two consecutive months, VulaERP will move the Customer to the next lower package that fits its number of users, from the following billing period, without the Customer needing to ask. If usage approaches the allowance, VulaERP will tell the Customer before the allowance is reached and show the price of the next package. VulaERP does not charge overage fees and does not suspend the Platform part-way through a month because an allowance has been reached. Unused tokens do not roll over to the next month.

6. Data Ownership & Portability

Customer retains all right, title, and interest in and to its own business data uploaded to or generated within the Platform ("Customer Data"). VulaERP acts as an operator/processor of Customer Data solely to provide the Service. Upon termination, Customer may export Customer Data in standard formats (CSV, JSON, PDF) for thirty (30) days, after which it may be permanently deleted from production systems in accordance with our data retention schedule.

7. Intellectual Property

All rights, title, and interest in the Platform, the Vula AI LLM, associated documentation, trademarks, and underlying technology remain the exclusive property of VulaERP and its licensors. Nothing in these Terms grants Customer any right to use VulaERP's trademarks, logos, or brand assets without prior written consent.

8. Limitation of Liability

To the maximum extent permitted by South African law, VulaERP's total aggregate liability arising out of or relating to these Terms or the Service, whether in contract, delict (tort), or otherwise, shall not exceed the total fees paid by Customer in the three (3) months preceding the event giving rise to the claim. VulaERP shall not be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunity, even if advised of the possibility of such damages. Nothing in these Terms limits liability that cannot be excluded under the Consumer Protection Act 68 of 2008 or other mandatory South African law.

9. Indemnification

Customer agrees to indemnify and hold VulaERP harmless from any claims, damages, or expenses arising from Customer's misuse of the Platform, violation of these Terms, or breach of applicable law in connection with data Customer uploads or processes through the Service.

10. Suspension & Termination

VulaERP may suspend or terminate access immediately upon material breach of these Terms, non-payment of fees after fifteen (15) days' written notice, or where required to comply with law or protect the security of the Platform. Customer may terminate its subscription at any time in accordance with the Refund & Cancellation Policy.

11. Governing Law & Jurisdiction

These Terms are governed by the laws of the Republic of South Africa, without regard to conflict-of-law principles. The parties submit to the exclusive jurisdiction of the South African courts, subject to applicable consumer protection rights. Nothing herein excludes any right the Customer may have under the Electronic Communications and Transactions Act 25 of 2002 or the Consumer Protection Act 68 of 2008.

12. Amendments

VulaERP may amend these Terms from time to time. Material changes will be notified via email or in-app notice at least fourteen (14) days before taking effect. Continued use of the Platform after the effective date constitutes acceptance of the amended Terms.

Refund & Cancellation Policy

Last updated: 2 October 2026

1. Subscription Cancellation

Customer may cancel their VulaERP subscription at any time via the account billing dashboard or by emailing [email protected]. Cancellation takes effect at the end of the current paid billing cycle; access to the Platform continues until that date. No partial-month refunds are issued for early cancellation, except as required under the 7-Day Cooling-Off Period below.

2. 7-Day Cooling-Off Period

In accordance with the Electronic Communications and Transactions Act 25 of 2002, first-time subscribers who purchase a VulaERP subscription remotely (online) may cancel within seven (7) calendar days of initial purchase for a full refund, provided that: (a) the account's Vula AI LLM token allocation for that billing period has not been substantially consumed (defined as usage exceeding 10% of the monthly token bundle); (b) the request is submitted in writing to [email protected] within the 7-day window; and (c) the subscription is a first-time purchase and not a renewal. Where token consumption exceeds this threshold, a pro-rated refund reflecting actual usage may be issued at VulaERP's discretion.

3. Non-Refundable Token Allocations

Vula AI LLM tokens are provisioned and metered in real time upon consumption. Once tokens have been consumed by executing AI-driven operations (data imports, reconciliations, natural-language commands, or any other AI engine action), the value attributable to those tokens is non-refundable, as the underlying compute resource has been irrevocably utilised. Unused tokens within an active billing cycle carry no cash value and are not redeemable for a refund, except as expressly provided under the 7-Day Cooling-Off Period.

4. Renewal Billing

Subscriptions renew automatically at the end of each billing cycle unless cancelled prior to the renewal date. Once a renewal payment has been successfully processed and the corresponding token allocation has been provisioned to the account, that billing cycle is non-refundable, save where required by law or at VulaERP's sole discretion in cases of demonstrable billing error.

5. Billing Disputes

Any dispute regarding a charge must be raised with [email protected] within thirty (30) days of the transaction date, quoting the invoice number and PayFast transaction reference. VulaERP will investigate and respond within ten (10) business days. Customers are encouraged to raise disputes directly with VulaERP before initiating a chargeback with their card issuer or bank, as unresolved chargebacks may result in suspension of the account pending resolution. Confirmed billing errors will be corrected with a full or partial refund as appropriate, processed back to the original payment method within fourteen (14) business days.

6. Downgrade & Plan Changes

Customers moving to a lower-tier plan will retain access to their current plan's features and token allocation until the end of the active billing cycle; the new plan and its associated pricing and token bundle take effect from the next billing date. No retroactive refund is issued for the difference in plan value during the current cycle.

7. Refund Method

Approved refunds are processed to the original payment method used at checkout via PayFast (or the applicable payment gateway) and typically reflect within five (5) to ten (10) business days, depending on the Customer's bank or card issuer.

Delivery / Provisioning Policy

Last updated: 2 October 2026

1. Nature of the Service

VulaERP is a digital, cloud-hosted Software-as-a-Service (SaaS) platform. No physical goods are shipped, packaged, or couriered under any circumstance. All products purchased through this website — including subscription access and Vula AI LLM token allocations — are delivered electronically.

2. Provisioning Timeline

Upon successful payment verification by PayFast (or the applicable payment gateway), account provisioning is automated and near-instantaneous. Customers can typically expect: (a) account activation and login credentials available immediately upon payment confirmation; (b) full module access (Customers, Stock, Suppliers, Manufacturing, Finance, Sales) unlocked immediately; and (c) the full Vula AI LLM token bundle (32.5 million tokens, or the plan-appropriate allocation) credited to the account within moments of payment clearing, and in all cases within twenty-four (24) hours in the event of payment gateway processing delays.

3. Delivery Confirmation

An automated confirmation email is sent to the Customer's registered email address upon successful provisioning, including account access instructions and an invoice/receipt. Customers who do not receive confirmation within one (1) hour of payment should contact [email protected].

4. Failed or Delayed Provisioning

In the rare event that payment is successfully processed but account provisioning fails or is delayed beyond 24 hours due to a technical fault on VulaERP's side, Customer is entitled to immediate manual provisioning upon verification and, where applicable, a service credit for the delay. This does not affect Customer's statutory rights.

5. Data Migration Delivery

Where a Customer engages VulaERP's automated data migration service as part of onboarding, migration begins upon account activation and is typically completed within 1–5 business days depending on data volume and complexity, consuming tokens from the Customer's allocated bundle as shown when you choose your plan.

Privacy Policy (POPIA & GDPR Compliant)

Last updated: 2 October 2026

This Privacy Policy explains how VulaERP collects, uses, stores, and protects personal information in compliance with the Protection of Personal Information Act 4 of 2013 ("POPIA") of South Africa and, where applicable to Customers or data subjects in the European Union, the General Data Protection Regulation (EU) 2016/679 ("GDPR").

1. Information We Collect

We collect: (a) account information (name, email, phone number, company details, billing address); (b) business data voluntarily uploaded by Customer into the Platform (customer records, supplier records, financial transactions, inventory data); (c) payment information processed directly by PayFast or DPO Paygate — VulaERP does not store full card numbers or banking credentials on its own servers; (d) usage and log data (IP address, device information, feature usage, AI prompt logs) for security, billing, and product improvement purposes.

2. Purpose & Lawful Basis for Processing

Personal information is processed to: provide and maintain the Service; process payments and manage subscriptions; provide customer support; comply with legal and tax obligations; and improve Platform functionality. Processing is based on the performance of a contract with the Customer, compliance with legal obligations, and, where applicable, legitimate business interests or consent.

3. Data Processing Agreement

VulaERP acts as the "responsible party" (POPIA) / "data controller" (GDPR) for account and billing information, and as an "operator" (POPIA) / "data processor" (GDPR) for Customer Data uploaded to the Platform on Customer's behalf. A Data Processing Agreement (DPA) reflecting these roles, including data subject rights handling and breach notification obligations, is available on request to [email protected] and is incorporated by reference into these Terms for business Customers.

4. Storage of Financial Records

Financial records processed through the Finance module (invoices, ledgers, bank feed data) are stored on encrypted, access-controlled cloud infrastructure located in data centres that maintain SOC 2 / ISO 27001-aligned controls. Financial records are retained for the duration of the active subscription plus a period consistent with South African statutory retention requirements (generally five years for accounting records under the Companies Act 71 of 2008), after which they are securely deleted or anonymised upon Customer request, subject to legal retention obligations.

5. Encryption Standards

All data in transit is encrypted using TLS 1.2 or higher. Data at rest is encrypted using AES-256 or equivalent industry-standard encryption. Access to production data is restricted via role-based access controls, multi-factor authentication for administrative accounts, and full audit logging of access events.

6. Vula AI LLM & Data Use — Zero Third-Party Model Training

Prompts, business data, and outputs processed through the Vula AI LLM are used solely to execute the Customer's requested operation within that Customer's own isolated environment. VulaERP does not use Customer Data, prompts, or AI interaction logs to train third-party foundation models, and does not share Customer Data with third-party AI model providers for model-improvement purposes. Any AI processing logs retained for debugging, security, or SLA-verification purposes are stored under the same encryption and access-control standards as other Customer Data and are retained for no longer than twelve (12) months unless a longer period is required for legal or audit purposes.

7. Third-Party Sub-Processors

VulaERP engages limited third-party sub-processors strictly for infrastructure hosting, payment processing (PayFast / DPO Paygate), and email delivery. All sub-processors are contractually bound to confidentiality and data protection obligations no less protective than those in this Policy. A current list of sub-processors is available on request.

8. Data Subject Rights

Subject to applicable law, data subjects may request: access to their personal information; correction of inaccurate information; deletion of personal information (subject to legal retention requirements); objection to or restriction of certain processing; and data portability. Requests can be submitted to [email protected] and will be actioned within the timeframes prescribed by POPIA and/or GDPR as applicable.

9. Cross-Border Transfers

Where personal information is transferred outside South Africa (e.g., to cloud infrastructure regions), VulaERP ensures such transfers are subject to appropriate safeguards, including contractual protections consistent with POPIA Section 72 and, where relevant, GDPR Chapter V standard contractual clauses.

10. Data Breach Notification

In the event of a data breach compromising personal information, VulaERP will notify affected Customers and, where required, the Information Regulator (South Africa) and/or relevant supervisory authorities without undue delay, in accordance with POPIA Section 22 and GDPR Article 33 timelines.

11. Cookies & Tracking

This website uses only essential cookies required for authentication and session management, and optional analytics cookies to understand site usage. Non-essential cookies are only set with Customer consent via the cookie banner.

12. Contact — Information Officer

Requests, complaints, or queries regarding this Privacy Policy or the handling of personal information may be directed to our Information Officer at [email protected]. South African data subjects may also lodge a complaint with the Information Regulator (South Africa) at [email protected].

Merchant & Contact Disclosure

Last updated: 2 October 2026

In accordance with payment gateway compliance requirements (PayFast / DPO Paygate), the following merchant details are disclosed:

Bracketed fields above are placeholders pending final legal entity registration details and must be completed with accurate, verifiable information prior to payment gateway submission and public launch.