Terms and Conditions

These Terms and Conditions govern access to and use of the CRM software, online portal, hosting environment, databases, workflows, automations, support services, integrations, and related services made available by JVR Hosting (Pty) Ltd.

JVR Hosting (Pty) Ltd | Registration number: 2024 / 485653 / 07
Version: 2026-06-21

JVR Hosting (Pty) Ltd
Registration number: 2024 / 485653 / 07
Version: 2026-06-21

By registering, signing in, ticking the acceptance box, using the platform, receiving access, or continuing to use the service after these terms are presented, the client and user agree to be bound by these terms.

Where a separate written agreement, signed quotation, service order, data processing agreement, or service-level agreement applies, that document will apply together with these terms. If there is a conflict, the more specific written agreement will apply to the extent of the conflict.

Important legal notice

These terms contain clauses that may limit the liability of JVR Hosting (Pty) Ltd, place responsibilities on clients and users, allow suspension or termination of access, and require users to indemnify JVR Hosting (Pty) Ltd in certain circumstances.

By accepting these terms, the client and user acknowledge that they have had a reasonable opportunity to read, understand, and ask questions about these terms before using the service.

1. Definitions

In these terms:

“JVR Hosting”, “we”, “us”, or “our” means JVR Hosting (Pty) Ltd.

“Client” means the business, organisation, company, trust, firm, sole proprietor, school, accounting practice, real estate agency, or other person or entity that receives access to the CRM.

“User” means any person who accesses or uses the CRM, including directors, employees, contractors, agents, administrators, invited users, or representatives of the Client.

“Platform” or “CRM” means the hosted CRM software, portal, database, workflows, automations, dashboards, modules, documents, user interfaces, source logic, APIs, integrations, reminders, reports, and related hosting environment provided by JVR Hosting.

“Client Data” means information, documents, records, personal information, business information, client records, staff records, customer records, financial data, tax data, property data, uploaded files, notes, tasks, or other data entered, uploaded, imported, created, or processed by or on behalf of the Client or User.

“Fees” means subscription fees, setup fees, hosting fees, development fees, support fees, usage fees, recovery fees, integration fees, storage fees, training fees, admin fees, or any other agreed charges.

2. Authority to accept these terms

Any person who registers, signs in, accepts these terms, pays for the service, requests access, or uses the CRM on behalf of a Client warrants that they are authorised to bind the Client.

The Client is responsible for all actions, omissions, data entries, changes, uploads, deletions, instructions, and communications made by its Users or through its accounts.

If a User does not have authority to accept these terms, that User must not access or use the CRM.

3. Ownership and intellectual property

All software code, source code, compiled code, system logic, workflows, automations, designs, screen layouts, database structures, service architecture, modules, templates, reports, documentation, branding, trade secrets, know-how, processes, and intellectual property in or connected to the CRM remain the exclusive property of JVR Hosting or its licensors.

No Client, User, staff member, contractor, or third party receives ownership of the CRM, source code, codebase, platform logic, database structures, workflows, or service architecture by using the service, paying fees, contributing ideas, requesting changes, or receiving access.

All access is licensed, limited, revocable, non-exclusive, non-transferable, and subject to these terms.

Unless expressly agreed in writing, custom development, feature requests, improvements, bug fixes, integrations, layouts, modules, reports, automations, and workflow changes remain the property of JVR Hosting, even where the Client paid for setup, development, or configuration.

4. Licence to use the platform

Subject to payment of all fees and compliance with these terms, JVR Hosting grants the Client and authorised Users a limited right to access and use the CRM for normal internal business purposes.

The Client and Users may not:

copy, reproduce, modify, duplicate, resell, sublicense, lease, rent, transfer, or distribute the CRM;
reverse engineer, decompile, inspect, extract, scrape, or attempt to discover the source code, database structure, workflows, architecture, or platform logic;
use the CRM to build, assist with, or train a competing product or service;
bypass access controls, billing controls, technical limits, security controls, or user restrictions;
share login details or allow unauthorised persons to access the CRM;
upload malicious code, viruses, scripts, spam, unlawful material, or harmful files;
interfere with the security, stability, performance, or integrity of the CRM;
use the CRM for unlawful, fraudulent, abusive, defamatory, harmful, or unauthorised purposes;
remove copyright notices, branding, system notices, or ownership references;
access or use the CRM after access has been suspended or terminated.

Any breach of this clause may result in immediate suspension or termination.

5. Service model

The CRM is provided as a hosted software service on a subscription, internal, pilot, free, trial, promotional, or approved access basis.

JVR Hosting may charge monthly fees, annual fees, setup fees, support fees, development fees, usage fees, recovery fees, storage fees, training fees, integration fees, or other agreed charges.

Free, internal, pilot, trial, test, or promotional access may be restricted, changed, withdrawn, suspended, or converted to paid access at any time, unless a separate written agreement says otherwise.

Free or trial access is provided without any guarantee of continued access, feature availability, support response, data retention, or future pricing.

6. Fees, billing, and payment

Fees are payable as agreed in writing, by invoice, quotation, service order, subscription plan, or other approved arrangement.

Unless otherwise agreed:

subscription fees are payable monthly in advance;
setup, development, integration, recovery, or once-off fees are payable before or on delivery;
all fees are exclusive of VAT, taxes, banking fees, and third-party charges unless stated otherwise;
payment must be made without deduction, set-off, or withholding.

Late payment may result in reminders, restricted access, suspension, termination, interest where lawful, recovery action, and recovery costs.

JVR Hosting may withhold support, development, data recovery, exports, changes, or continued access while fees are unpaid.

The Client remains liable for all unpaid fees up to the date of termination, including fees for notice periods, completed work, third-party costs, storage, and recovery work.

7. Price changes

JVR Hosting may change recurring fees by giving at least 30 days' notice where reasonably practicable.

Shorter notice may apply where changes are caused by urgent security requirements, compliance changes, taxation changes, exchange-rate changes, hosting provider increases, third-party vendor increases, emergency infrastructure changes, or legal requirements.

Continued use after the effective date of a price change will be deemed acceptance of the new fees.

8. Account access and security

The Client and Users must keep usernames, passwords, devices, email accounts, and authentication methods secure.

The Client is responsible for:

selecting trusted Users;
removing access when staff, contractors, or representatives leave;
ensuring Users have appropriate permissions;
preventing credential sharing;
using strong passwords;
reporting suspected compromise immediately;
checking data and system changes made under its accounts.

Actions taken using a User's credentials will be treated as actions authorised by the Client unless the Client proves that the compromise was caused directly by JVR Hosting's unlawful or intentional conduct.

JVR Hosting may log access, IP addresses, browser information, user activity, tab visibility status, changes, sessions, acceptance records, failed logins, security events, system events, timezone details, and location information made available by the device or browser for audit, security, support, operational, billing, compliance, service improvement, and user experience purposes.

9. Client data ownership

As between the Client and JVR Hosting, the Client remains the owner of Client Data.

JVR Hosting does not claim ownership of Client Data merely because it is stored, hosted, processed, backed up, transmitted, or displayed through the CRM.

The Client grants JVR Hosting a limited right to host, store, process, copy, transmit, back up, secure, display, troubleshoot, support, and otherwise handle Client Data as reasonably necessary to provide the CRM and related services.

10. Client data responsibility

The Client is solely responsible for the accuracy, legality, quality, completeness, integrity, and lawfulness of Client Data entered, uploaded, imported, stored, or processed in the CRM.

The Client warrants that:

it has the legal right to collect, use, upload, store, and process all Client Data;
it has obtained all required notices, permissions, consents, authorisations, or legal grounds required by law;
it will not upload unlawful, stolen, infringing, defamatory, harmful, or unauthorised data;
it will not use the CRM to breach the rights of customers, employees, children, clients, tenants, landlords, suppliers, or other persons;
it is responsible for checking all reminders, reports, tasks, records, dates, documents, and outputs before relying on them.

JVR Hosting is not responsible for incorrect decisions, missed deadlines, compliance failures, customer disputes, financial losses, tax consequences, legal issues, or business losses caused by incorrect, incomplete, outdated, or unlawfully captured Client Data.

11. POPIA and privacy

JVR Hosting will process personal information in accordance with applicable South African law, including the Protection of Personal Information Act, 2013, where applicable.

For account administration, billing, login records, support, security monitoring, business administration, and direct relationship management with Clients and Users, JVR Hosting may act as a responsible party.

For personal information uploaded by the Client into the CRM about the Client's own customers, employees, contractors, suppliers, tenants, landlords, learners, parents, or other data subjects, the Client will generally act as the responsible party and JVR Hosting will generally act as an operator, unless a separate written agreement states otherwise.

Where JVR Hosting acts as operator, JVR Hosting will:

process personal information only with the knowledge or authorisation of the Client;
treat personal information as confidential;
apply reasonable technical and organisational security measures, including encryption safeguards where appropriate and supported by the service environment;
notify the Client where required if JVR Hosting becomes aware of reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person;
not sell Client Data to advertisers or unrelated third parties.

The Client remains responsible for:

providing required privacy notices to data subjects;
ensuring lawful grounds for processing;
handling data subject requests where applicable;
ensuring the CRM is suitable for the Client's intended processing;
deciding what personal information is captured and why;
avoiding unnecessary or excessive personal information;
complying with special rules for children's information, special personal information, financial information, employee information, tax information, and other sensitive records.

JVR Hosting may use trusted service providers, hosting providers, email providers, SMS providers, payment providers, backup providers, analytics providers, and technical contractors where reasonably necessary to provide, secure, maintain, or improve the service.

12. Confidentiality

Each party must keep the other party's confidential information confidential and may not disclose it except:

where required to provide or receive the service;
to employees, contractors, advisers, service providers, or representatives who need to know;
where required by law, court order, regulator, or lawful authority;
where the information is already public through no fault of the receiving party;
with the disclosing party's written permission.

This clause survives termination.

13. Security

JVR Hosting will use reasonable technical and organisational measures to protect the CRM and Client Data, including access controls, monitoring, and encryption safeguards where appropriate.

However, the Client acknowledges that no hosting environment, software platform, backup system, internet connection, security control, or authentication method can be guaranteed to be completely secure or uninterrupted.

JVR Hosting does not guarantee that the CRM will be immune from hacking, malware, ransomware, unauthorised access, data loss, internet failure, third-party failure, user error, or force majeure events.

The Client must immediately notify JVR Hosting of suspected unauthorised access, compromised credentials, suspicious activity, incorrect permissions, or security incidents.

14. Backups, restoration, and data loss

JVR Hosting may perform backups as part of its hosting and operational processes, but backups are not a substitute for the Client's own records, exports, compliance files, accounting records, or business continuity procedures.

Unless a separate written backup service-level agreement applies:

backups are provided on a reasonable-efforts basis;
backup frequency, retention, and storage may change;
restoration is not guaranteed in every circumstance;
recovery may take time and may be subject to fees;
deleted, overwritten, corrupted, or changed data may not always be recoverable;
JVR Hosting is not liable for Client-side deletion, incorrect imports, user mistakes, compromised accounts, or data entered incorrectly.

The Client must keep its own independent copies of critical documents, statutory records, accounting records, legal records, and compliance evidence.

15. Availability and maintenance

The CRM is provided on an "as available" and "reasonable efforts" basis.

JVR Hosting aims to provide a reliable service but does not guarantee uninterrupted access, error-free operation, permanent availability, or compatibility with every browser, device, operating system, third-party platform, integration, email provider, SMS provider, internet service, or hosting provider.

JVR Hosting may perform scheduled or emergency maintenance, updates, backups, security work, migrations, patches, upgrades, repairs, or infrastructure changes from time to time to improve stability, performance, protection of personal information, and overall platform security.

Where reasonably practicable, JVR Hosting will give notice of planned maintenance. Emergency maintenance may be performed without notice.

16. Support

Support is provided according to the Client's subscription plan, written agreement, or approved arrangement.

Unless expressly included in writing, support does not include:

custom development;
training;
data cleanup;
data imports;
data correction;
third-party software support;
device support;
network support;
accounting, tax, legal, HR, payroll, real estate, or compliance advice;
recovery caused by user error, deleted records, misuse, or compromised accounts.

JVR Hosting may charge additional fees for out-of-scope support, urgent work, after-hours support, recovery work, integrations, custom features, investigations, and training.

17. Third-party services and integrations

The CRM may depend on or integrate with third-party services, including hosting providers, domain providers, email services, SMS services, payment gateways, APIs, WhatsApp services, Google services, Microsoft services, SARS or CIPC information sources, mapping tools, analytics tools, or other external systems.

JVR Hosting is not responsible for failures, downtime, delays, pricing changes, policy changes, API changes, rate limits, data loss, service restrictions, incorrect information, or security incidents caused by third-party services.

JVR Hosting may change, replace, suspend, or remove integrations where reasonably necessary.

18. No professional advice

The CRM is a software tool only.

The CRM does not provide legal, accounting, tax, payroll, HR, compliance, real estate, financial, medical, or professional advice.

Any reminders, due dates, workflows, templates, reports, calculations, alerts, documents, automations, or system suggestions must be checked by the Client before use.

The Client remains responsible for professional judgment, statutory compliance, submissions, deadlines, filings, payments, client advice, and decisions made using the CRM.

19. Service changes

JVR Hosting may change, improve, alter, upgrade, remove, replace, restrict, rename, redesign, update, or discontinue features, workflows, modules, integrations, controls, layouts, reports, automations, support procedures, security requirements, or hosting arrangements.

Changes may be made for security, compliance, stability, maintenance, user experience, cost, technical, legal, or business reasons.

Where a material operational change negatively affects paid Clients, JVR Hosting will try to provide reasonable notice where practicable.

20. Suspension

JVR Hosting may suspend or restrict access immediately, with or without notice, where JVR Hosting reasonably believes that:

fees are unpaid;
credentials have been compromised;
there is a security risk;
there is unlawful activity;
there is abuse, misuse, spam, scraping, reverse engineering, or interference;
the Client or User breaches these terms;
data is being misused;
third-party rights may be infringed;
the platform, company, other users, or infrastructure may be at risk;
suspension is required by law, a regulator, a court, a service provider, or security incident.

Suspension does not cancel unpaid fees.

JVR Hosting may charge reasonable fees for investigation, reactivation, recovery, or security work caused by the Client or Users.

21. Termination

Either party may terminate the service according to the agreed subscription, service order, or written arrangement.

JVR Hosting may terminate immediately where there is serious breach, non-payment, security risk, unlawful conduct, reputational risk, misuse, attempted reverse engineering, infringement, abuse, or conduct that places JVR Hosting, the CRM, or other users at risk.

JVR Hosting may terminate any free, trial, internal, pilot, or promotional access at any time unless a written agreement states otherwise.

On termination:

the Client must stop using the CRM;
all unpaid fees become due;
access may be disabled;
JVR Hosting may retain data as required for legal, audit, backup, security, billing, or legitimate business purposes;
data export or recovery may be subject to payment of outstanding fees and reasonable recovery charges;
JVR Hosting may delete or anonymise data after a reasonable period unless a written agreement requires longer retention.

The clauses dealing with intellectual property, confidentiality, payment, data responsibility, limitation of liability, indemnity, dispute resolution, and governing law survive termination.

22. Data export after termination

Where technically and commercially reasonable, and subject to payment of all outstanding fees, the Client may request an export of available Client Data within 30 days after termination.

Exports may be provided in a format selected by JVR Hosting, unless otherwise agreed in writing.

JVR Hosting is not required to provide source code, database structures, internal workflows, system logic, proprietary formats, platform architecture, or confidential technical information.

Data export, conversion, cleanup, recovery, or migration assistance may be charged separately.

23. Acceptable use

The Client and Users may not use the CRM to:

break the law;
infringe intellectual property rights;
process personal information unlawfully;
send spam or unlawful communications;
upload malware or harmful code;
harass, threaten, defame, or harm others;
store stolen, unlawful, or unauthorised data;
perform penetration testing without written permission;
overload, damage, or disrupt the platform;
bypass usage limits, permissions, or billing controls;
misrepresent identity or authority;
resell the service without written permission.

24. Warranties

To the fullest extent permitted by law, the CRM is provided without warranties of uninterrupted availability, error-free operation, fitness for a particular purpose, complete accuracy, guaranteed data recovery, guaranteed compatibility, or guaranteed results.

JVR Hosting does not warrant that the CRM will meet every Client requirement, replace professional advice, prevent all losses, or operate without interruption.

Nothing in these terms excludes warranties, rights, or remedies that cannot lawfully be excluded.

25. Limitation of liability

To the fullest extent permitted by law, JVR Hosting is not liable for indirect, consequential, special, punitive, incidental, or economic loss, including:

loss of profits;
loss of revenue;
loss of business opportunity;
loss of goodwill;
loss of clients;
downtime losses;
loss of data;
corrupted data;
missed deadlines;
failed submissions;
penalties;
third-party claims;
losses caused by third-party services;
losses caused by internet failure;
losses caused by user error;
losses caused by compromised credentials;
losses caused by unlawful or incorrect Client Data.

Where JVR Hosting is found legally liable despite these terms, JVR Hosting's total aggregate liability is limited to the fees actually paid by the Client to JVR Hosting for the affected service during the three months immediately before the event giving rise to the claim.

For free, trial, internal, pilot, or promotional access, JVR Hosting's total aggregate liability is limited to R1,000.

This limitation applies whether the claim is based on contract, delict, negligence, statute, breach of duty, or any other legal basis, to the fullest extent permitted by law.

Nothing in these terms limits liability that cannot legally be limited, including liability for intentional unlawful conduct where such limitation is not permitted by law.

26. Indemnity

The Client and Users indemnify JVR Hosting, its directors, employees, contractors, service providers, and representatives against claims, losses, damages, penalties, fines, costs, expenses, legal costs, and third-party claims arising from:

unlawful use of the CRM;
unlawful or incorrect Client Data;
breach of these terms;
misuse of credentials;
infringement of third-party rights;
failure to obtain required consents or notices;
breach of POPIA or other privacy laws by the Client or Users;
professional advice or decisions made by the Client using the CRM;
disputes between the Client and its own customers, staff, suppliers, landlords, tenants, parents, learners, or other third parties;
instructions given by the Client or Users;
data imported, uploaded, changed, deleted, or exported by the Client or Users.

27. Electronic consent and records

By ticking an acceptance box, signing in, clicking an acceptance button, registering, using the CRM, or continuing to use the CRM after these terms are presented, the User records electronic acceptance of these terms.

JVR Hosting may retain electronic records of acceptance, login events, IP addresses, browser information, session information, tab activity status, device information, location details made available by the device or browser, user changes, timestamps, audit logs, and system events.

These records may be used for security, support, billing, audit, legal, compliance, and enforcement purposes.

28. Notices

JVR Hosting may send notices by email, in-system notification, invoice note, website notice, WhatsApp message, SMS, or other reasonable electronic means.

The Client must keep contact details, billing details, and administrator details up to date.

A notice sent to the Client's registered email address, billing email address, administrator email address, or last known contact details will be treated as received unless the Client proves otherwise.

JVR Hosting's contact details for notices are:

Email: [insert official email address]
Physical address: [insert registered/physical address]
Website: [insert website]

29. Force majeure

JVR Hosting is not liable for delay, failure, downtime, data loss, interruption, or non-performance caused by events outside its reasonable control, including electricity failure, load shedding, internet failure, hosting failure, cyberattack, ransomware, fire, flood, strike, war, civil unrest, regulatory action, third-party provider failure, domain failure, payment provider failure, disaster, or emergency.

30. Assignment and transfer

The Client may not transfer, assign, resell, sublicense, or make over its rights or access without JVR Hosting's written permission.

JVR Hosting may transfer or assign its rights and obligations to a related company, successor, purchaser, restructuring entity, or service provider where reasonably necessary, provided that this does not unlawfully reduce the Client's rights.

31. Severability

If any clause is found to be invalid, unlawful, or unenforceable, that clause will be limited or removed only to the extent necessary. The remaining clauses will continue to apply.

32. No waiver

If JVR Hosting does not immediately enforce a right, this does not mean JVR Hosting waives that right. Any waiver must be in writing.

33. Entire agreement

These terms, together with any accepted quotation, invoice, service order, subscription plan, privacy policy, data processing agreement, or written agreement, form the agreement between the parties relating to the CRM.

The Client may not rely on promises, representations, or statements that are not recorded in writing by JVR Hosting.

34. Governing law and jurisdiction

These terms are governed by the laws of the Republic of South Africa.

Any dispute arising from or relating to the CRM, these terms, access, billing, data, support, suspension, or termination is subject to the jurisdiction of the competent South African courts, unless another forum is required by law or agreed in writing.

JVR Hosting may claim outstanding fees, recovery costs, legal costs, or urgent relief in any competent court.

35. Key legal references

These terms are intended to align with relevant South African legal principles, including:

Electronic Communications and Transactions Act 25 of 2002;
Protection of Personal Information Act 4 of 2013;
Consumer Protection Act 68 of 2008, where applicable;
Cybercrimes Act 19 of 2020;
Constitution of the Republic of South Africa, 1996.

36. Acceptance statement

By accepting these terms, the Client and User confirm that:

they have read and understood these terms;
they are authorised to accept them;
they understand that access is licensed and not sold;
they understand that JVR Hosting owns the CRM platform and intellectual property;
they understand that they remain responsible for their own data, users, compliance, and business decisions;
they understand that liability is limited to the fullest extent permitted by law;
they agree to be bound by these terms.