1. Service Description

PropSign is a POPIA-compliant document signing and management platform for South African real estate agencies and agents. We facilitate the creation, distribution, signing, and storage of property-related documents.

2. Accounts & Subscriptions

Access to the Service requires a valid subscription or an active free trial. Subscription fees are charged in South African Rand (ZAR) via PayFast.

• Free trials are available for a period specified at sign-up and may be extended at our discretion for piloting purposes.
• Subscriptions renew automatically on a monthly or annual basis unless cancelled before the renewal date.
• You may cancel your subscription at any time from within the dashboard. Cancellation takes effect at the end of the current billing period.

3. Payment, Overdue Accounts & 30-Day Grace Protocol

We understand that payment failures sometimes occur due to circumstances outside your control. Our policy is designed to protect your data at all times:

• Payment failure. If a scheduled payment fails, we will immediately notify you by email and activate a 30-day grace period. During this period your account remains fully accessible and your data is unaffected.
• Grace period. You have 30 calendar days from the date of the failed payment to update your billing details or settle the outstanding amount. A warning banner will be visible in your dashboard showing how many days remain.
• Restriction after grace period. If payment is not received within 30 days, access to creating new documents and inviting new team members will be suspended. Your existing data, signed documents, and audit logs are never deleted due to an overdue payment.
• Restoration. Full access is restored immediately upon receipt of payment. No data is lost and no reactivation fee applies.
• Voluntary cancellation. If you choose to cancel your subscription, access ends at the end of your current billing period. See Section 5 (Data Retention) for what happens to your data after cancellation.

4. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You may not:

• Use the Service to process documents for parties who have not given POPIA-compliant consent.
• Attempt to reverse-engineer, copy, or resell any part of the Service.
• Upload malicious files or attempt to compromise the security of the platform.
• Share your account credentials with persons outside your registered agency.

5. Data Retention

Signed documents and associated personal information are retained for the period selected by your agency (default: 7 years from the date of signing), in accordance with POPIA section 14 and the requirements of the Electronic Communications and Transactions Act (ECTA). After the retention period, records are permanently deleted.

Upon voluntary account cancellation or non-renewal, your data is retained for a further 90 daysduring which you may export your records. After 90 days, data is scheduled for deletion in accordance with your agency's retention policy.

6. POPIA Compliance

PropSign processes personal information as an Operator on behalf of your agency (the Responsible Party) as defined in the Protection of Personal Information Act, 2013 (POPIA). Our obligations as Operator are set out in the Data Processing Agreement (DPA) which forms part of these Terms.

7. Intellectual Property

The PropSign platform, including its software, design, and templates, is the intellectual property of PropSign (Pty) Ltd. Your documents, client data, and agency branding remain your property at all times.

8. Limitation of Liability

To the maximum extent permitted by South African law, PropSign shall not be liable for indirect, incidental, or consequential damages arising from your use of the Service. Our total liability to you shall not exceed the amounts paid by you in the 12 months preceding the claim.

9. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

10. Governing Law

These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the courts of South Africa.

11. Contact

For questions about these Terms, contact us at info@getpropsign.co.za.