Terms & Conditions

These terms govern access to the Accounting Pilot website and cloud application. Nothing in these terms excludes a right or remedy that cannot lawfully be excluded under South African law.

1. The service and these terms

Accounting Pilot provides cloud software for business administration, including invoicing, quotes, customers, inventory, stock, suppliers, expenses, jobs, appointments, attendance, payroll and reporting. Available modules depend on the selected package and may change as the service develops.

By creating an account, using the service or starting a paid subscription, you confirm that you have read and accepted these Terms & Conditions, the Privacy Policy, the Refund Policy and the Cancellation Policy.

2. Eligibility and authority

You must be at least 18 years old and legally capable of entering into an agreement. If you create or manage an account for a company or another organisation, you confirm that you have authority to bind that organisation and administer its workspace.

3. Accounts and authorised users

You must provide accurate account and billing information, keep it current and protect passwords and authentication methods. The company owner or administrator controls invitations, roles and workspace permissions and is responsible for authorised-user activity.

Accounts and user seats may not be sold, shared outside the subscribed organisation or used to provide unauthorised access. Tell us promptly at support@accountingpilot.co.za if you suspect unauthorised access or a security incident.

4. Trial access

The public trial currently provides 14 days of Pro access with the included user limit shown on the pricing page. No payment card is required for the trial. A trial may be limited, suspended or withdrawn where it is abused, duplicated or used unlawfully. Unless a paid package is activated, access may pause when the trial ends.

5. Paid subscriptions, prices and renewal

Current package prices, billing intervals, included users, additional-user charges and module access are shown on the Plans & Pricing page before checkout. Prices are stated in South African rand and include or exclude taxes as indicated at checkout or on the resulting tax document.

Recurring subscriptions renew automatically for the selected billing interval until cancelled. By starting a paid subscription, the account owner or administrator authorises PayFast to collect the displayed recurring charge and any properly accepted additional-user charge. Payment credentials are entered and stored with PayFast, not on the Accounting Pilot website.

We may change a package, price or included feature by giving reasonable notice where required. A price change applies from the renewal date stated in the notice and does not alter an already paid period.

6. Cancellation and refunds

Monthly subscriptions can be cancelled from the Subscription area in Account settings or by contacting support from the registered account email. Cancellation stops future automatic renewals and normally leaves access available until the end of the paid period. Annual and other fixed-term cancellations are handled in accordance with the Cancellation Policy and applicable law.

Refund eligibility is explained in the Refund Policy, including duplicate payments, service errors and statutory cooling-off rights where they apply.

7. Acceptable use

You may use Accounting Pilot only for lawful business purposes. You must not attempt to bypass security or usage limits, access another customer workspace, introduce malicious code, disrupt the service, scrape or reverse engineer protected parts of the service, infringe intellectual-property or privacy rights, or use the service for fraud, spam or unlawful content.

8. Customer data and privacy

You retain ownership of business records and other content entered into your workspace. You give Accounting Pilot the limited permission needed to host, back up, transmit and otherwise process that content to provide, secure and support the service.

You are responsible for the legality, accuracy and quality of the information you enter and for obtaining any notices, permissions or lawful basis required for personal information about customers, suppliers, employees and other people. Our handling of personal information is described in the Privacy Policy.

9. Intellectual property

Accounting Pilot and its licensors own the service, website, software, visual design, documentation, trademarks and related intellectual property, excluding customer data. While a subscription or trial is active, we grant authorised users a limited, non-exclusive, non-transferable and revocable right to use the service for the subscribed organisation.

Feedback may be used to improve the service without transferring ownership of customer data or confidential information.

10. Third-party services

The service may depend on third-party hosting, authentication, email, payment or integration providers, including Supabase and PayFast. Their own terms and privacy practices may apply to services they directly provide. We are not responsible for an external service outside our reasonable control, but we remain responsible for our duties under applicable law.

11. Availability, support and changes

We aim to provide a reliable service but do not promise uninterrupted or error-free access. Maintenance, security events, internet conditions and third-party systems may occasionally affect availability. We may modify, replace or discontinue a feature where reasonably necessary and will give notice of a material adverse change where appropriate.

Support is available through the in-app support area and at support@accountingpilot.co.za.

12. Business decisions and professional advice

Accounting Pilot is an administrative software tool. It does not replace an accountant, tax practitioner, payroll specialist, attorney or other qualified adviser. You remain responsible for reviewing entries, calculations, reports, tax treatment, filings, payroll decisions and legal compliance before relying on or submitting them.

13. Suspension and termination

We may suspend or restrict access where payment is overdue, the account creates a security risk, the service is used unlawfully or these terms are materially breached. Where reasonably possible, we will give notice and an opportunity to remedy the issue. Immediate action may be taken to protect customers, the public or the service.

Before access ends, export any records you are required to keep. Retention, deletion and backup handling after closure are described in the Privacy Policy and remain subject to legal, tax, security and contractual requirements.

14. Warranties and consumer rights

The service is supplied with the warranties and remedies required by applicable law. Except to that extent, it is provided on an “as available” basis and we do not warrant that every feature will meet every business requirement or that all customer-entered information will be accurate.

No provision is intended to waive rights under the Consumer Protection Act 68 of 2008, the Electronic Communications and Transactions Act 25 of 2002 or any other law where those rights apply and cannot be waived.

15. Liability

To the maximum extent permitted by law, Accounting Pilot is not liable for indirect, incidental or consequential loss, loss of profit, loss arising from customer data or instructions, or loss caused by an event outside our reasonable control. Where liability cannot lawfully be excluded, it is limited only to the extent the law permits. Nothing excludes liability for fraud, wilful misconduct, gross negligence or another liability that cannot lawfully be limited.

16. Changes to these terms

We may update these terms to reflect service, provider or legal changes. The current version and effective date will be published on this page. We will give reasonable notice of a material change where required, and continued use after that change takes effect constitutes acceptance to the extent permitted by law.

17. Governing law and disputes

These terms are governed by the laws of the Republic of South Africa. Please first send a dispute to support@accountingpilot.co.za so that we can try to resolve it. This does not prevent a person from approaching a court, the National Consumer Commission or another competent regulator or dispute-resolution body where entitled to do so.

The Consumer Protection Act and Electronic Communications and Transactions Act are available from the South African Government.

18. Contact

Questions, notices and support requests may be sent to support@accountingpilot.co.za, by telephone on 071 879 7036, or through the Contact Us page.