NUVATION BUSINESS SOLUTIONS

Terms of Service

Version 1.0 · Effective 7 August 2026 · South Africa

1. Provider and agreement

These Terms form an agreement between you and Jaco du Toit, a South African sole proprietor trading as NuVation Business Solutions ("NuVation", "we", "us" or "our") concerning the NuVation website, Business ERP and related support services (the "Service"). NuVation is not currently registered with CIPC and is not VAT registered.

Administrative address and address for formal legal service: 16 Doorn Street, Potchefstroom, North West, 2531, South Africa. NuVation is an online service and does not provide ordinary walk-in sales or support at this address. A lawful inspection or access-to-records appointment may be arranged in advance. Contact: info@nuvationbusiness.co.za, nuvationsolutions@gmail.com, 061 051 3710, or nuvationbusiness.co.za.

By creating an account, accepting an invitation, selecting the acceptance boxes at signup, or using the Service, you confirm that you have read and accepted these Terms and the Privacy Policy. The Data Processing Terms form part of these Terms where NuVation processes customer-controlled personal information as an operator. If you act for a business, you confirm that you have authority to bind that business. Mandatory rights that cannot lawfully be excluded remain unaffected.

2. Eligibility and account security

• You must be at least 18 years old and have the legal capacity and authority required to enter into this agreement.
• You must provide accurate account information, use an email address you control and keep your password confidential.
• You may not share login credentials, bypass access controls, impersonate another person or allow an unauthorised person to use your account.
• You must promptly revoke access and contact NuVation if you suspect compromise, incorrect access or an invitation sent to the wrong person.
• You are responsible for activity you authorise and for loss reasonably caused by failing to take the account-security steps required here. You are not made responsible for unauthorised activity caused by NuVation's breach or where applicable law provides otherwise.

3. Business accounts, roles and invitations

A business account has one owner. An owner may invite one administrator and employees within the paid employee-seat limit. Owners, administrators and employees may belong to one business account only. Owners control memberships and permissions, subject to protected owner-only actions.

Invitations do not grant access until the exact confirmed NuVation account associated with the invited email accepts. An invited person may reject an invitation, and an authorised owner may cancel a pending invitation or revoke active access. Removing an employee account does not automatically erase the business records that person created; an opaque actor identifier may be retained for audit integrity.

4. Professional accounts

Each business account includes one separate Professional access slot. A Professional may be connected to more than one business and receives fixed, read-only access to designated financial records. Professional access does not consume an employee seat.

NuVation authenticates the Professional account's login, but does not verify, vet, register, qualify, recommend or endorse the person as a professional. The word “Professional” is an account category, not a title or credential. The business owner must independently verify the person's identity, qualifications, professional registration where required, authority, trustworthiness and exact email address before inviting them. Read-only access can still allow sensitive information to be viewed, copied, downloaded, photographed or disclosed. The owner is responsible for ensuring that the disclosure is lawful and for revoking access when it is no longer required.

5. Plans, modules and seats

The base plan is priced at R450 for each prepaid month and includes Customers, Supplier Manager, Inventory, Invoicing, Receivables Tracker and Bookkeeping. Additional employee seats are priced at R75 per seat for each prepaid month.

Optional modules are priced for each prepaid month as follows: Deliveries (R100), Fleet & Maintenance (R100), Calendar & Bookings (R100), Asset Register (R100), Jobs & Job Cards (R100), Project Manager, Jobs & Job Cards (R150), and Advanced Metrics & Analytics (R100). The Project Manager package includes Jobs and Job Cards and is not charged together with the standalone Jobs package for the same overlapping period.

Features appear only when the account has the required subscription, role and permission. A module may use information from another subscribed module where both are installed, but each optional module is intended to remain useful with the base plan. Prices displayed at checkout before confirmation govern the proposed purchase. We will give reasonable notice of future price or package changes where required.

6. Billing and PayFast

During a closed preview, registration, checkout and payment are unavailable and no customer order is accepted. The remaining clauses in this section apply when NuVation expressly opens paid checkout.

NuVation uses PayFast as its payment gateway. PayFast processes the payment under its own terms and privacy practices. Complete card credentials are entered into and handled by PayFast and are not stored by NuVation. Never send payment-card credentials, passwords or one-time codes to NuVation by email, contact form, telephone or messaging service.

A payment is complete only when NuVation receives an authentic, successfully verified PayFast payment notification and confirms that the funds have cleared. A browser return page, screenshot, customer-supplied receipt, pending authorisation or unverified notification is not proof of cleared payment. NuVation activates the exact base plan, modules, seats and allowance increases recorded in the verified order without unreasonable delay after cleared payment is confirmed. A pending, failed, cancelled, reversed, disputed or unverified payment does not activate or renew paid access.

NuVation is not VAT registered and does not currently add VAT to advertised subscription prices. The advertised ZAR price is the NuVation charge for the stated product and period. NuVation will not add an undisclosed administration or payment-processing surcharge. Any lawful additional amount must be identified in the complete total before payment. If NuVation's VAT status changes, checkout and these Terms will be updated before VAT is charged.

All NuVation access is prepaid. NuVation does not automatically renew, debit or charge a customer. At checkout the owner selects a base-plan term of 1, 3, 6 or 12 months and expressly instructs that access terminate automatically on the displayed expiry date. Continued access requires a new order and a new successfully verified payment.

An add-on module, additional employee seat or capacity increase may be selected for 1, 3 or 6 months, or for the exact remaining base-plan period through Match main plan. Additions do not offer a separate 12-month option. An addition may expire before the base plan but can never be purchased or extended beyond it. Unavailable durations are not valid purchase options.

An active base plan cannot be extended, renewed early or stacked with another base-plan term. The customer must wait until the active base plan expires and may then purchase a new 1, 3, 6 or 12-month base-plan term. No new term is reserved or charged automatically.

Before payment, checkout displays each product and quantity, the normal monthly price, selected start and expiry dates, exact duration, any partial-period calculation, included allowance, amount payable now and confirmation that no automatic renewal will occur. The customer can review, correct or withdraw the order before being sent to PayFast. Pricing, eligibility, remaining time and expiry are calculated using authoritative server time and server-managed product data. A browser clock, locally changed value or customer-supplied calculation cannot change the amount or term.

For a Match main plan purchase, complete remaining monthly segments are charged at the displayed monthly rate and any partial segment is charged proportionally using the server-calculated portion of the applicable billing segment. The exact calculation and rounded ZAR total shown and accepted at checkout govern the order. NuVation does not charge beyond the base-plan expiry.

After verified payment, NuVation provides an electronic order/payment record containing the supplier and website, order reference, payment reference where available, transaction date, ZAR amount, purchased products and quantities, selected periods and expiry dates. The record can be printed or saved electronically and remains available through the account or on verified request for at least five years after the transaction, unless a longer period is required for a dispute or by law. The customer should keep its own copy and report any discrepancy promptly.

You are responsible for keeping payment and contact information current. NuVation may restrict paid functionality when a prepaid period expires or payment is pending, failed, reversed, cancelled, disputed or unverified. Expiry does not itself delete the account or retained business records.

7. Expiry, early cancellation, refunds and product changes

Because NuVation does not renew automatically, no cancellation is required to prevent another charge. A prepaid product ends automatically at its displayed expiry unless the owner deliberately places and pays for a new order. The customer may request early termination or another remedy by contacting info@nuvationbusiness.co.za; any refund, credit or reasonable cancellation charge is determined under the Refund and Cancellation Policy and applicable law. Account or organisation deletion is a separate destructive action and is never required merely to stop paid access.

A multi-month prepaid term contains consecutive monthly usage windows calculated from the server-recorded activation date in South African time. Each window's exact start and end date is displayed in the account; where a later month has no matching calendar day, the server uses that month's last valid day. Each complete monthly window includes the allowance displayed for the purchased products. At the start of the next monthly window within the still-active prepaid term, the allowance resets to the purchased amount. Unused allowance does not roll over, cannot be redeemed for cash and does not reduce a later purchase price.

For a partial monthly window, a monthly creation allowance is reduced by the same time proportion used to calculate its price, rounded down to a whole record with a minimum of one where a positive entitlement was purchased. A stored-record capacity is not reduced by time: the full purchased stored limit applies until that capacity expires. Checkout displays the actual allowance and dates before payment. A pending, failed, reversed or unverified payment does not activate an entitlement or allowance.

Deleting a record does not restore a monthly creation allowance already consumed. Where a limit instead measures records currently stored, a permitted permanent deletion may free stored capacity. These two types of limits will be identified in the applicable plan information. If stored capacity later expires or reduces below the number of existing records, NuVation does not delete those records merely because of the reduction. The account may read and export retained records, but new metered creation is blocked until enough capacity is freed or valid capacity is purchased. Ordinary corrections remain subject to the Service's audit and identity-integrity controls and may not be used to replace one record with a materially different record.

Except where required by law or the accepted order terms, prepaid fees are not automatically refundable merely because the customer stops using the Service or does not fully use an allowance. This does not exclude early-cancellation rights, electronic-transaction cooling-off rights where applicable, direct-marketing rights, remedies for duplicate or incorrect charges, failed fulfilment, defective service or any other non-waivable remedy. Approved refunds are returned through the original payment route where reasonably available, are recorded with a refund confirmation, and may take the payment provider's processing time. See the Refund and Cancellation Policy.

A confirmed full refund, reversal or chargeback ends the entitlement supplied by that payment unless another valid payment independently covers the same product and period. A refund does not automatically delete retained records. If refunding or terminating the base plan would make a separately paid attached product unusable, NuVation will address the unusable overlapping portion through an appropriate refund, credit, replacement access or other remedy required by the order terms and applicable law.

8. Immediate performance and statutory rights

At checkout the customer requests that the digital Service start as soon as cleared payment is verified and expressly consents to performance beginning immediately. Where section 42(2)(d) of the Electronic Communications and Transactions Act applies because the service began with the consumer's consent before the end of the seven-day period, the section 44 cooling-off right does not apply to that transaction. Where that exception does not apply, an eligible consumer retains the section 44 right to cancel a service transaction within seven days after conclusion, without reason or penalty, and a payment already made must be refunded within 30 days after cancellation. This clause does not waive rights arising from direct marketing, non-delivery, defective service, misleading conduct or missing electronic-commerce disclosures.

Where section 14 of the Consumer Protection Act applies to a fixed-term agreement, the consumer may cancel on 20 business days' written or other recorded notice, subject only to a lawful and reasonable cancellation charge, and NuVation will give any required written expiry notice not more than 80 and not less than 40 business days before expiry. That notice will explain the impending expiry and available options. Where an agreement resulted from direct marketing, an eligible consumer also retains the applicable statutory cooling-off right. The customer's checkout instruction that prepaid access terminate on the displayed expiry date is an express direction not to continue automatically after expiry.

9. What the Service does

The Service helps authorised users organise customer and supplier details, inventory and purchase-cost layers, quotes, invoices, payments, receivables, bookkeeping records, deliveries, reusable vehicles/machines/equipment and maintenance, appointments, assets, jobs, job cards, projects and current-data analytics. Available functionality depends on the account's plan and permissions.

Jobs preserve separate accountability for the owner or employees assigned to the job and the person who records each completed Job Card. An owner may assign work to themself and complete the Job Card personally, including where the business has no employees. Where Fleet & Maintenance is active, reusable vehicles, machines or equipment may be linked to work without deducting inventory or creating an exclusive reservation. Availability and overlap warnings are advisory; the business remains responsible for real-world condition, availability and scheduling.

Automated links—such as converting a quote to an invoice, receiving stock, applying FIFO purchase costs, recording a payment, creating related bookkeeping entries or completing paid maintenance—are administrative conveniences. Receiving a supplier order can increase or create inventory and generate a related expense. Recording an invoice payment can generate related bookkeeping income. Completing paid fleet maintenance can generate a related maintenance expense. Users must inspect the resulting records and source documents.

Advanced Metrics & Analytics reads the account's current recorded data and displays only insights supported by the account's subscribed modules and the user's access. Estimates such as target contribution quantities, stock cover, sales movement and maintenance comparisons are management indicators, not forecasts, valuations or accounting profit.

10. Bookkeeping and professional-services disclaimer

NuVation is a record-keeping and bookkeeping tool only. It is not a law firm, accounting practice, tax practice, audit firm, assurance provider, financial adviser, credit provider, debt counsellor, payment distribution agent, debt collector or attorney. Generated invoices, quotes and reports are user-directed business records; they are not professionally certified financial statements, tax returns, audit opinions, review conclusions, valuations, legal opinions, professionally drafted agreements or confirmations of regulatory compliance.

You remain responsible for classifications, VAT and tax treatment, CIPC and SARS information, payment verification, source documents, reconciliations, filings and business decisions. Calculations and analytics may exclude tax treatment, overheads, labour and other costs. Verify records against original evidence and obtain appropriate professional review before relying on, filing, publishing or submitting them.

11. Your data and lawful use

You retain responsibility for information you enter or direct others to enter. You confirm that you have a lawful basis and any required authority or notices to process customer, supplier, employee, professional and other third-party information. Your business must maintain and update its own privacy notices, policies, retention rules, consent or other lawful-basis records, and procedures for responding to the people whose information it processes. NuVation's Privacy Policy governs NuVation's processing and does not replace the documents or duties your own business may require. Do not enter unnecessary special personal information, passwords, card credentials, unlawful material or data you are not authorised to use.

As between a business customer and NuVation, the business generally determines the purpose and means of its operational records, while NuVation processes those records to provide the Service. NuVation may independently determine processing needed for account administration, billing, security, fraud prevention, legal compliance and its own service operations. The incorporated Data Processing Terms set out the operator commitments and each party's responsibilities in more detail.

12. Acceptable use

You may not use the Service to:

• break the law, infringe rights, mislead, defraud, harass or distribute malicious content;
• probe, scan, attack, overload or circumvent authentication, rate limits, permissions, tenant boundaries or subscription controls;
• introduce malware, automated abusive traffic, forged identities or manipulated payment/subscription events;
• reverse engineer the Service except where applicable law expressly permits it;
• resell, sublicense or provide unauthorised shared access to the Service; or
• use generated documents or reports as if NuVation had professionally certified them.

13. Source records, corrections and deletion

The Service is not your only records archive. You must retain original invoices, slips, agreements and other supporting records, plus independent backups, for periods required in your circumstances. Corrections should preserve an intelligible audit trail where possible.

Deleting a payment through the permitted workflow removes its linked generated bookkeeping entry and recalculates the invoice's paid amount, amount due and status. A paid or partially paid invoice cannot simply be deleted while payment relationships remain. Deleting a received supplier delivery note does not reverse stock already received or its historical purchase-cost layers. Deleting a supplier preserves existing orders through the stored supplier-name snapshot. Deleting an employee account may preserve business records and opaque audit identity. Some completed, paid, reviewed or connected records must be corrected, cancelled or detached through a controlled workflow instead of simple deletion.

Owner-requested organisation deletion is destructive and may remove the organisation and associated application records. Employee and Professional self-deletion removes their personal account access while business records may remain for the business and audit integrity. Backups may retain deleted information for a limited recovery period.

14. Availability, security and backups

We use technical and organisational measures intended to reduce unauthorised access, including authentication, permissions and tenant separation. No online service can promise uninterrupted availability or absolute security. Planned maintenance, provider outages, internet failures, abuse or emergencies may interrupt the Service.

You must export or otherwise keep suitable independent copies of critical records. We do not guarantee that the Service replaces your legal retention, disaster-recovery or business-continuity arrangements.

15. Third-party services

The Service relies on third parties such as hosting, authentication, database, storage, domain, email and payment providers. Their availability and processing may be governed by their own terms. NuVation is not responsible for third-party services beyond the extent required by applicable law, but will take reasonable steps in selecting and managing providers relevant to the Service.

16. Intellectual property

NuVation and its licensors retain rights in the Service, branding, software, layouts and documentation. These Terms give you a limited, non-exclusive and non-transferable right to use the Service for authorised internal business purposes while the applicable access is valid. That right ends or may be restricted only on expiry, suspension or termination under these Terms or applicable law. You retain rights in your own content, subject to the permission required for us and our providers to host, process, transmit and back it up to operate the Service.

17. Suspension and termination

We may restrict or suspend access where reasonably necessary to protect users or the Service, investigate suspected abuse, respond to a legal requirement, address an expired, reversed or disputed entitlement, or enforce these Terms. Where appropriate and lawful, we will give notice and a reasonable opportunity to remedy the issue. Serious security abuse, fraud or unlawful conduct may require immediate action. Where reasonably safe and lawful, we will provide a practical opportunity to export customer-controlled records before permanent account closure.

18. Warranties and liability

The Service is provided with reasonable care but may contain defects or depend on third-party availability. To the maximum extent permitted by law, we do not promise that every output is complete, accurate, suitable for a particular filing or free from interruption. You must verify important results.

To the maximum extent permitted by law, NuVation is not liable for indirect or consequential loss caused by inaccurate user input, unauthorised credential sharing, failure to retain source records, or reliance on unverified professional, legal, tax or accounting conclusions. Any limitation applies only to the extent it is lawful, fair and enforceable. Nothing excludes or limits liability for fraud, wilful misconduct, gross negligence, death or personal injury caused by conduct for which liability cannot lawfully be excluded, or any other non-excludable statutory responsibility.

19. Changes to the Service or Terms

We may improve, replace or discontinue features and may update these Terms. Material changes will be communicated through the Service, email or another appropriate channel before they take effect where required. A new version may require renewed acceptance. We will not use a later version to retrospectively remove accrued rights or materially reduce a paid entitlement during its accepted prepaid period without a lawful reason. If NuVation materially removes purchased functionality during that period and cannot provide a reasonably equivalent service, the customer may receive restoration, replacement access, a proportionate credit or refund, or another remedy required by law.

20. Separate project services

Any separately quoted design, website, marketing, administration or other project service is outside the prepaid ERP subscription unless its written quotation or agreement expressly incorporates these Terms. Its scope, delivery dates, customer responsibilities, intellectual-property terms, cancellation and refund position must be stated in that separate written agreement. Mandatory consumer rights remain unaffected.

21. Governing law and disputes

South African law governs these Terms. Before starting formal proceedings, please send the details to info@nuvationbusiness.co.za so that we can attempt to resolve the matter. Nothing prevents either party from seeking urgent relief or using a regulator, ombud, tribunal or court available under applicable law.

22. General

If a provision is unlawful or unenforceable, the remaining provisions continue to apply. Failure to enforce a provision immediately is not a waiver. You may not transfer your agreement without consent where consent may lawfully be required; NuVation may transfer it as part of a lawful restructuring or sale, subject to applicable rights and notice requirements.