Vatongi

Terms of Service

Last updated: 4 July 2026

These Terms of Service ("Terms") govern access to and use of the Vatongi practice-management application (the "Service"), provided by Vatongi [TO REVIEW: full registered company name], registration number [TO REVIEW: company registration number] ("Vatongi", "we", "us").

By using the Service, the subscribing legal practice (the "Firm") and each user accessing the Service on the Firm's behalf agree to these Terms. Where a separate written subscription agreement exists between Vatongi and the Firm, that agreement prevails to the extent of any conflict.

1. The Service

Vatongi provides cloud-based practice management for South African legal practices, including client and matter management, FICA compliance tracking, billing, trust and business accounting, document management, and reporting. The Service supports, but does not replace, the Firm's own professional and statutory obligations, including those under the Legal Practice Act, 28 of 2014, the rules of the Legal Practice Council, and the Financial Intelligence Centre Act, 38 of 2001.

2. Accounts and access

  • The Firm is responsible for the accuracy of its account information, for managing its users and their roles, and for all activity under its accounts.
  • Users must keep credentials confidential and must not share accounts. The Firm must promptly disable access for personnel who leave the Firm.
  • We may suspend access to protect the Service, its data, or other customers, acting reasonably and, where practicable, with prior notice.

3. Fees and payment

Fees, billing frequency, and payment terms are as agreed in the Firm's subscription or invoice. [TO REVIEW: confirm pricing, invoicing terms, and late-payment provisions for concierge onboarding.] We may suspend the Service for material non-payment after reasonable notice.

4. Firm data, confidentiality, and privilege

  • All data captured by the Firm in the Service ("Firm Data") remains the property of the Firm and/or its clients.
  • We process Firm Data only to provide the Service, as an operator under the Protection of Personal Information Act, 4 of 2013, in accordance with our Privacy Policy.
  • We recognise that Firm Data may be subject to legal professional privilege and attorney-client confidentiality. We will not access Firm Data except as necessary to provide and support the Service, and we will assert no claim over it.
  • On termination, we will make Firm Data available for export for a reasonable period, after which it will be deleted. [TO REVIEW: confirm export window.]

5. Acceptable use

  • The Service may be used only for lawful purposes connected to the Firm's practice.
  • The Firm and its users must not attempt to gain unauthorised access to the Service or other tenants' data, interfere with the operation of the Service, or use it to store or distribute malicious code.

6. Availability and support

We aim to keep the Service available continuously but do not guarantee uninterrupted availability. Planned maintenance will be communicated where reasonably possible. Support is provided via support@vatongi.com [TO REVIEW: confirm support channel and hours].

7. Intellectual property

Vatongi and its licensors retain all rights in the Service and its software. The Firm receives a non-exclusive, non-transferable right to use the Service for its internal business during the subscription.

8. Warranties and liability

  • The Service is provided with reasonable skill and care. Except as expressly stated, the Service is provided "as is" without further warranties.
  • The Service is a tool: responsibility for professional decisions, statutory compliance, court deadlines, and the accuracy of records remains with the Firm.
  • To the extent permitted by law, neither party is liable for indirect or consequential damages, and our aggregate liability in any 12-month period is limited to the fees paid by the Firm for the Service in that period. [TO REVIEW: confirm liability cap.]
  • Nothing in these Terms limits liability that cannot lawfully be limited.

9. Termination

Either party may terminate on written notice as set out in the subscription terms [TO REVIEW: confirm notice period]. We may terminate for material breach not remedied within 14 days of notice. Sections relating to Firm Data, confidentiality, intellectual property, and liability survive termination.

10. General

  • These Terms are governed by the laws of the Republic of South Africa.
  • The parties consent to the jurisdiction of the South African courts. [TO REVIEW: choose specific court/seat if desired.]
  • We may update these Terms from time to time; material changes will be notified in the application and take effect on the date stated in the notice.

11. Contact

Vatongi — support@vatongi.com [TO REVIEW: confirm contact details and registered address].