Terms of Service

1. Introduction and Acceptance

These Terms of Service ("Terms") constitute a legally binding agreement between you ("you", "your", or "User") and Axiomatics Technologies (Pty) Ltd ("Axiomatics", "we", "us", or "our"), a company registered in the Republic of South Africa.

By creating an account, accessing, or using our cloud-based platform at axiomatics.co.za (the "Platform"), you agree to be bound by these Terms, our Privacy Policy, and any additional terms applicable to specific features. If you do not agree, you must not use the Platform.

If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity, and "you" refers to that entity.

2. Description of Services

Axiomatics provides a cloud-based software platform that includes, but is not limited to, the following services:

• Accounting software: IFRS-compliant double-entry bookkeeping, chart of accounts management, journal entry creation, general ledger, trial balance, financial statements (profit & loss, balance sheet, cash flow statement, statement of changes in equity), VAT reconciliation, accounts receivable and payable aging reports, and period/year-end management.
• Invoicing, quotes, and billing: invoice, quote, and bill creation, delivery via email and WhatsApp, automated payment reminders, and payment link generation.
• Fixed asset management: asset register with depreciation calculations (straight-line, diminishing balance, and units of production methods), automated monthly depreciation processing, and asset disposal recording.
• Bank integration and reconciliation: automated bank feed connections via Stitch Money, manual bank statement uploads, transaction categorisation, and bank reconciliation with automated payment journal entry generation.
• Financial insights: automated calculation of 17 key performance indicators across profitability, liquidity, cash flow, efficiency, and growth categories, with health scoring and South African SME benchmarks.
• Annual financial statements: automated generation of year-end financial statement packs.
• Customer relationship management (CRM): client management, task assignment, ticketing, and in-app messaging with @mention notifications.
• AI assistant: an artificial intelligence conversational assistant capable of querying accounting data, creating journal entries, categorising transactions, parsing documents, and generating financial reports.
• Document management: upload, storage, and AI-powered parsing of invoices, bills, bank statements, and other business documents.
• Tax compliance tools: corporate income tax computation, capital gains register, dividend withholding tax, provisional tax scheduling, tax depreciation schedules, deferred tax calculations, interest limitation analysis, and forex revaluation — all aligned with SARS requirements and South African tax legislation.
• Integrations: connections to third-party email (Gmail, Outlook), cloud storage (Google Drive, OneDrive), messaging (WhatsApp Business), payment (Yoco), and AI/LLM providers (OpenAI, Anthropic, Google).

3. Account Registration and Security

3.1 Account Creation

To use the Platform, you must create an account by providing accurate and complete information, including your name and a valid email address. Accounts may also be created on your behalf via an invitation from an existing account administrator.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must:

• Use a strong, unique password.
• Enable two-factor authentication (2FA) where available, particularly for accounts with administrative privileges.
• Notify us immediately at hello@axiomatics.tech if you suspect unauthorised access.

3.3 Roles and Access

The Platform supports ten user roles (Admin, Manager, Employee, HR, Accountant, Financial Director, Intern, Client Admin, Client Manager, Client Employee), each with different levels of access and permissions. Account administrators are responsible for managing team member access and ensuring appropriate role assignments.

4. Acceptable Use

You agree that you will not:

• Use the Platform for any unlawful purpose or in violation of any applicable local, national, or international law or regulation.
• Submit false, misleading, or fraudulent financial data or documentation.
• Attempt to gain unauthorised access to other users' accounts, data, or company information.
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Platform.
• Use automated scripts, bots, or scrapers to access the Platform except through our published APIs.
• Interfere with or disrupt the integrity or performance of the Platform or its infrastructure.
• Share your account credentials or allow others to access the Platform through your account.
• Upload content that contains malware, viruses, or any harmful code.
• Use the AI assistant or document parsing features to process data you do not have lawful authority to process.
• Circumvent any access controls, rate limits, or security measures implemented on the Platform.

5. Your Data and Content

5.1 Ownership

You retain full ownership of all data, documents, financial records, and other content you upload to or create on the Platform ("Your Content"). Axiomatics does not claim any ownership rights over Your Content.

5.2 Licence to Us

By submitting Your Content to the Platform, you grant Axiomatics a limited, non-exclusive, worldwide licence to store, process, display, and transmit Your Content solely for the purpose of providing the services to you. This licence terminates when you delete Your Content or close your account, subject to statutory retention requirements.

5.3 AI Processing

When you use AI-powered features (document parsing, AI assistant, automated categorisation), portions of Your Content may be sent to third-party AI providers (Anthropic, OpenAI, or Google) for processing. These providers process data under their respective data processing agreements and do not retain your data for model training unless you have a separate agreement with them. All AI-generated modifications to your financial data are logged in the audit trail and subject to your review and approval.

5.4 Backups and Data Export

While we implement reasonable measures to protect your data, you are responsible for maintaining your own backups. We recommend regularly exporting critical financial data and documents.

5.5 Data Accuracy

You are responsible for the accuracy of all data entered into or uploaded to the Platform. Axiomatics does not independently verify the accuracy of your financial records, invoices, or other content.

6. Third-Party Integrations

The Platform allows you to connect third-party services including banking providers (Stitch Money), email services (Gmail, Outlook), cloud storage (Google Drive, OneDrive), messaging (WhatsApp Business), payment processors (Yoco), and AI providers (OpenAI, Anthropic, Google).

• Third-party integrations are optional and activated only by your explicit action (OAuth consent or API key entry).
• You may disconnect any integration at any time through the Platform settings. Disconnecting will revoke our access and delete stored credentials.
• Your use of third-party services is governed by those services' own terms and privacy policies. We are not responsible for the availability, accuracy, or practices of third-party services.
• Integration credentials (OAuth tokens, API keys) are encrypted at rest using AES-256-GCM encryption.

7. AI Assistant and Automated Features

The Platform includes AI-powered features that assist with accounting tasks. You acknowledge and agree that:

• AI-generated outputs (including transaction categorisations, parsed document data, financial insights, and journal entries) are provided as suggestions and may contain errors.
• You are solely responsible for reviewing, verifying, and approving all AI-generated content before it is finalised in your accounting records.
• The AI assistant does not constitute professional accounting, tax, or financial advice. You should consult qualified professionals for specific accounting or tax guidance.
• AI-initiated actions are clearly marked in audit logs and can be distinguished from manual actions.
• Monthly usage limits may apply to AI assistant conversations.

8. Financial and Accounting Disclaimer

The Platform is a software tool designed to assist with accounting and financial record-keeping. It is important to understand that:

• Axiomatics is a technology company, not an accounting firm, auditing firm, or tax advisory service.
• The Platform does not replace the need for professional accounting or tax advice. You remain responsible for the accuracy and completeness of your financial records and tax filings.
• While the Platform implements IFRS-compliant accounting standards and South African tax calculations (VAT at 15%, corporate tax at 27%, dividend withholding tax at 20%, capital gains tax inclusion rates, provisional tax estimates, interest limitation thresholds, and SARS wear-and-tear rates), you are responsible for verifying that all calculations, reports, and financial statements are correct for your specific circumstances.
• Financial insights, health scores, and benchmark comparisons are for informational purposes only and should not be the sole basis for business decisions.
• Automated depreciation calculations, year-end closing entries, and payment journal entries are generated based on the data you provide and the settings you configure. You are responsible for verifying their accuracy.

9. Intellectual Property

The Platform, including its software, design, user interface, logos, documentation, and all related intellectual property, is owned by Axiomatics Technologies (Pty) Ltd and is protected by South African and international intellectual property laws.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for your internal business purposes. This licence does not include the right to:

• Modify, copy, or create derivative works of the Platform.
• Sublicence, sell, resell, or distribute access to the Platform.
• Use Axiomatics branding, trademarks, or logos without prior written consent.

10. Availability and Support

We strive to maintain high availability of the Platform but do not guarantee uninterrupted access. The Platform may be temporarily unavailable due to:

• Scheduled maintenance and updates.
• Unplanned outages due to infrastructure or third-party service issues.
• Force majeure events beyond our reasonable control.

We will make reasonable efforts to provide advance notice of scheduled maintenance. Support is available via email at hello@axiomatics.tech.

11. Limitation of Liability

To the maximum extent permitted by South African law:

• Axiomatics shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, or business opportunities, arising from your use of or inability to use the Platform.
• Axiomatics shall not be liable for any errors, inaccuracies, or omissions in AI-generated content, automated calculations, or financial reports.
• Axiomatics shall not be liable for losses arising from third-party service outages, data processing errors by third-party providers, or changes to third-party APIs.
• Our total aggregate liability for any claims arising from these Terms or your use of the Platform shall not exceed the fees paid by you to Axiomatics in the twelve (12) months preceding the claim, or ZAR 10,000, whichever is greater.

Nothing in these Terms excludes or limits liability that cannot be lawfully excluded or limited under South African law, including liability for fraud or wilful misconduct.

12. Indemnification

You agree to indemnify, defend, and hold harmless Axiomatics, its directors, officers, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising from:

• Your breach of these Terms.
• Your use of the Platform.
• The accuracy and legality of data you upload or process through the Platform.
• Your violation of any applicable law or the rights of any third party.

13. Termination

13.1 By You

You may terminate your account at any time through the Platform settings or by contacting us at hello@axiomatics.tech. Upon termination, your access will be revoked, session cookies will be cleared, and your personal data will be deleted within 30 days, subject to statutory retention requirements.

13.2 By Us

We may suspend or terminate your access to the Platform at any time if:

• You breach these Terms or our Acceptable Use policy.
• Your use poses a security risk to the Platform or other users.
• Required by law or regulatory order.

We will provide reasonable notice before termination where practicable, except in cases of serious breach or security threats.

13.3 Effect of Termination

Upon termination: (a) your licence to use the Platform ends immediately; (b) you must cease all use; (c) we will retain financial records as required by law (up to 7 years); (d) integration credentials will be deleted; (e) sections of these Terms that by their nature should survive termination (including limitation of liability, indemnification, and governing law) will continue to apply.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting a notice on the Platform or sending an email to your registered address at least 14 days before the changes take effect.

Your continued use of the Platform after the effective date of any modifications constitutes acceptance of the updated Terms. If you do not agree to the modified Terms, you must stop using the Platform and terminate your account.

15. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa.

Any dispute arising from or in connection with these Terms shall first be referred to mediation. If the dispute is not resolved through mediation within 30 days, either party may refer the dispute to the courts of the Republic of South Africa, which shall have exclusive jurisdiction.

16. General Provisions

• Entire agreement: these Terms, together with the Privacy Policy, constitute the entire agreement between you and Axiomatics regarding the Platform.
• Severability: if any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: failure by Axiomatics to enforce any provision of these Terms shall not constitute a waiver of that provision or any other provision.
• Assignment: you may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
• Force majeure: Axiomatics shall not be liable for any failure or delay in performance resulting from circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, power outages, internet disruptions, or third-party service failures.

17. Contact

For questions or concerns about these Terms of Service, please contact us:

• Email: hello@axiomatics.tech
• Entity: Axiomatics Technologies (Pty) Ltd
• Website: axiomatics.co.za