Version 2 · August 2026 · Effective date: 15 August 2026 · Applies to Office Vault EasySign, operated by Office Vault Technology (Pty) Ltd
Plain-language summary. EasySign lets you send documents for electronic signature. You stay responsible for what's in your documents and who you send them to. We give you the service and reasonable care, but we can't promise it will never fail — so our financial liability is capped. The service is currently in public beta.
Office Vault EasySign ("EasySign", "the Service") is provided by Office Vault Technology (Pty) Ltd ("we", "us"), a company registered in South Africa (Reg. No. 2020/835556/07), with its address at 56 Church Street, Olivedale, Johannesburg North, Randburg, 2188, South Africa. You can reach us at suniel@officevault.co.za.
By creating an account, or by using the Service in any way, you agree to these terms. If you are agreeing on behalf of a company, you confirm that you are authorised to bind that company, and "you" means that company.
The Service is currently offered as a public beta. This means features may change, be added or be withdrawn, and faults are more likely than in a mature product. You should not rely on the Service as the sole record of a critical transaction during the beta period. Keep your own copies of signed documents.
You keep all rights in the documents you upload. We do not claim ownership of your content, and we do not use your documents to train any model.
You are solely responsible for:
We grant you a licence to use the Service; you grant us only the limited permission needed to store, process and transmit your documents in order to provide it.
We will email you about your account, your plan and anything affecting the security of your documents — these are service messages and you cannot opt out of them while you hold an account. We may also send occasional product news and short surveys; those always carry an unsubscribe link. We do not market to the people you send documents to. Full detail is in our Privacy & POPIA notice.
We aim to keep the Service available and working, but we do not guarantee uninterrupted or error-free operation. The Service may be unavailable for maintenance, or because of failures at our hosting or email providers. During the beta we do not offer a contractual service-level agreement or uptime credits.
Where we process personal information contained in your documents, we do so on your instructions as an operator under the Protection of Personal Information Act, 2013 (POPIA), and you act as the responsible party. Our Privacy & POPIA notice forms part of these terms and explains what we collect, where it is stored, and who processes it on our behalf.
Documents you delete are moved to Trash, where they can be restored. A completed document cannot be permanently deleted — it is the signed record of an agreement, and it stays in your Trash rather than being destroyed. Drafts and documents that were never completed can be permanently deleted by an owner or administrator; that removes the document and its audit record and cannot be undone.
Links to a signed copy that we email to the parties stop working 12 months after the document is completed. This does not delete anything: anyone who was a party to the document can request a fresh link at any time using the address they signed with.
We keep documents, signatures and audit trails for the duration of your subscription and for 30 days after it ends, as set out in the retention schedule in our Privacy & POPIA notice. If your account is closed, export anything you need before closing it.
Read this clause carefully — it limits what we owe you.
To the maximum extent permitted by law:
(a) The Service is provided "as is" and, other than as expressly stated, we give no warranties, whether express or implied.
(b) We are not liable for indirect or consequential loss, loss of profit, loss of business or goodwill, or loss arising from a document being unenforceable, disputed, delayed, delivered to the wrong person as a result of information you supplied, or filtered as spam by a recipient's mail provider.
(c) Our total aggregate liability arising out of or in connection with the Service, in any twelve-month period, is limited to the greater of (i) the fees you actually paid us for the Service in the three months immediately before the event giving rise to the claim, or (ii) R5 000.
(d) Nothing in these terms limits liability that cannot be limited by law, including liability for fraud, or under the Consumer Protection Act, 2008 where it applies to you.
You indemnify us against claims, losses and reasonable legal costs arising from your use of the Service in breach of these terms, from the content of your documents, or from a claim by a third party that a document you sent infringed their rights or was sent unlawfully.
You may stop using the Service at any time; where you are on a paid plan we ask for one month's written notice to suniel@officevault.co.za so we can close billing correctly. We may suspend or terminate access on reasonable notice, or immediately where there is unlawful use, non-payment, or a risk to the Service or other customers. Clauses that by their nature should survive termination (including clauses 6, 12, 13 and 16) do survive.
We may update these terms. Where a change is material we will give reasonable notice by email or in the app. Continuing to use the Service after a change takes effect means you accept the updated terms.
These terms are governed by the laws of the Republic of South Africa. The parties consent to the jurisdiction of the South African courts. We will always try to resolve a dispute with you directly first — please write to suniel@officevault.co.za.
