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Terms & Conditions

Version 1.1, Effective date: 11 May 2026

1. Acceptance of Terms

By accessing or using the Plutus Solutions platform (“the Service”), you agree to be bound by these Terms & Conditions. If you do not agree, you may not use the Service. Continued use of the Service after changes to these terms constitutes acceptance of the updated terms.

2. Description of Service

Plutus Solutions is a business management platform that helps businesses capture, store, and retrieve daily operational data including purchases, expenses, daily sales summaries, daily cashup summaries, and supporting documents. The Service is provided on an “as is” basis.

3. User Accounts

  • You must provide accurate and complete information when your account is created.
  • You are responsible for maintaining the confidentiality of your login credentials, short code (PIN), and any two-factor authentication secrets.
  • You must notify your administrator immediately of any unauthorised use of your account.
  • You may not share your credentials with any other person.
  • We reserve the right to suspend or terminate accounts that violate these terms.
  • For security purposes, login attempts are rate-limited. After 10 failed login attempts within one minute, your account will be temporarily locked for 10 minutes.
  • User accounts may be deactivated by an administrator. Deactivated users cannot log in until reactivated by an administrator.

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of South African law.
  • Upload or transmit any malicious code, viruses, or harmful content.
  • Attempt to gain unauthorised access to any part of the Service or its infrastructure.
  • Interfere with or disrupt the Service or servers connected to it.
  • Use the Service to store or process information that infringes on the rights of others.
  • Reverse-engineer, decompile, or disassemble any part of the Service.

5. Data Ownership

You retain ownership of all data you upload or enter into Plutus Solutions. We do not claim any ownership rights over your business data, documents, or records. You grant us a limited licence to process and store your data solely for the purpose of providing the Service.

6. Privacy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal information in compliance with the Protection of Personal Information Act (POPIA).

7. Document Storage

  • Documents uploaded to Plutus Solutions are stored securely using industry-standard encryption.
  • We perform regular backups but do not guarantee recovery of lost data in all circumstances.
  • You are responsible for maintaining your own backups of critical business documents.
  • Uploaded images are automatically converted to PDF format for standardisation.
  • You may download all branch data (including uploaded documents) at any time from Settings → Branches.

8. Branch & Company Deactivation

Branch Deactivation:

  • A Company Admin may deactivate any branch within their company at any time.
  • When a branch is deactivated, all users assigned to that branch will be unable to log in until the branch is reactivated or they are transferred to another branch.
  • Users may be transferred to another active branch or deactivated when a branch is deactivated.
  • Only a Company Admin can reactivate a deactivated branch.
  • A branch cannot be reactivated while its parent company is deactivated.

Company Deactivation:

  • A Company Admin may deactivate their company account at any time.
  • When a company is deactivated, no users from that company (including all branches) will be able to log in, except for the Company Admin.
  • The Company Admin retains login access for 30 days after deactivation to reactivate the account or download data.
  • After 30 days, the Company Admin will also be locked out and the account is considered permanently closed.
  • After the 30-day grace period, all company data, including branches, users, transactions, documents, files, and all associated records, will be permanently and irreversibly deleted.
  • The Company Admin may reactivate the company at any time within the 30-day grace period. Reactivation cancels the scheduled deletion and restores full access.

9. Data Download & User Responsibility

  • Branch-level data exports (ZIP downloads including all transaction data, documents, and uploaded files) are available from Settings → Branches.
  • It is solely the user’s and Company Admin’s responsibility to download and back up their data before a company is permanently deleted.
  • Plutus Solutions will not retain copies of deleted company data and cannot recover it after the 30-day period has expired.
  • We strongly recommend downloading all branch data immediately after deactivating a company.
  • Plutus Solutions shall not be held liable for any loss of data that results from failure to download data within the 30-day grace period.

10. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to notify users of planned downtime in advance.

11. Limitation of Liability

To the maximum extent permitted by South African law:

  • Plutus Solutions shall not be liable for any indirect, incidental, special, or consequential damages.
  • Our total liability for any claim arising from your use of the Service shall not exceed the fees paid by you in the 12 months preceding the claim.
  • We are not liable for any loss or damage resulting from unauthorised access to your account caused by your failure to secure your credentials.

12. Intellectual Property

The Plutus Solutions platform, including its design, code, branding, and documentation, is the intellectual property of Plutus Solutions and is protected by South African copyright law. You may not reproduce, distribute, or create derivative works from any part of the Service without our written consent.

13. Account Termination

You may request deletion of your individual account at any time through Profile → Security → Delete Account. Upon individual account deletion, your personal data will be removed and financial records will be anonymised for legal compliance. Company-level account closure follows the 30-day deactivation process described in section 8 above. We may terminate or suspend your account if you violate these terms, with or without prior notice.

14. Governing Law

These Terms & Conditions are 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 South African courts.

15. Changes to Terms

We reserve the right to modify these Terms & Conditions at any time. When we do, we will update the version number and effective date at the top of this page. If changes are material, you will be asked to re-accept the updated terms upon your next login.

16. Contact

For questions about these Terms & Conditions, please contact us at:

Email: support@plutussolutions.co.za
Website: https://plutussolutions.co.za