Terms Effective: 15 September 2025

Clear, fair, and reliable terms.

These Terms of Service set out the responsibilities we share with you when you use FlexiMetaDoc. We designed them to reflect our core values of transparency, security, and trust.

Understand your commitments Review limits & liability

Who we are

FlexiMetaDoc

Reg. No: 2025/073742/07 • South Africa

Contracting entity unless stated otherwise in an order form or addendum.

Contact: support@fleximetadoc.com

Our values in practice

What you can expect from us
  • Transparency: plain-language terms and proactive notice of meaningful changes.
  • Security: responsible development, defense-in-depth controls, and prompt incident response.
  • Reliability: automated workspace provisioning and support focused on continuity.

Using FlexiMetaDoc

Eligibility & acceptable use
  • You must have the authority to accept these Terms and are responsible for your team’s compliance.
  • Keep credentials secure and ensure access is only granted to authorized collaborators.
  • Do not misuse the service (no unlawful content, interference, reverse engineering, or attempts to bypass controls).

Your content & data

Ownership & licenses
  • You own your surveys, documents, and responses. We process them as your instructed processor where applicable.
  • You grant us a limited license to host, backup, and display your content solely to provide the services.
  • You confirm you have the rights to upload and share content you place in the platform.

Subscriptions & billing

Fees, renewals, and taxes
  • Applicable fees, billing cadence, and scope are defined in your order form or plan selection.
  • Unless otherwise stated, subscriptions renew automatically. You may cancel renewals as described in your plan.
  • Prices exclude taxes unless specified. You are responsible for applicable taxes and bank charges.

Service levels

Availability & support
  • We strive for high availability and will communicate planned maintenance windows.
  • Workspace automation (including Reindeer provisioning) is part of the service and may be refined to improve reliability.
  • Support channels and response targets are outlined in your plan or any applicable support addendum.

Confidentiality & privacy

How we protect information
  • Each party will protect the other’s confidential information with reasonable safeguards.
  • Our Privacy Policy explains how we handle personal data under POPIA, GDPR, and similar laws.
  • Data processing agreements or regional terms may supplement these Terms where required.

Third-party services

Integrations & dependencies
  • Some features rely on trusted providers (for hosting, monitoring, communications, or payments).
  • Integrations you enable are subject to the third party’s own terms; ensure you review and trust them.
  • We may update providers to improve reliability or compliance, ensuring similar protections remain in place.

Disclaimers

What we cannot promise
  • The service is provided on an “as is” and “as available” basis.
  • We do not warrant that the service will be error-free or uninterrupted, though we work hard to keep it stable.
  • Beta or preview features may change, be withdrawn, or behave unexpectedly.

Limitation of liability

Fair allocation of risk
  • To the fullest extent permitted by law, neither party is liable for indirect or consequential damages.
  • Our aggregate liability under these Terms is capped at the fees paid for the service in the twelve months preceding the claim.
  • Nothing limits liability for gross negligence, fraud, or matters that cannot be limited under applicable law.

Termination

Suspension & closure
  • We may suspend or terminate access for material breaches, legal requirements, or security risks.
  • You may terminate by closing your account or as otherwise described in your order. Upon termination, we will delete or return your content as required by law or contract.
  • Certain provisions (confidentiality, ownership, payment obligations, limitations of liability) survive termination.

Governing law & disputes

How issues are resolved
  • These Terms are governed by the laws of South Africa unless an order form specifies another jurisdiction.
  • We encourage resolving concerns amicably. If formal resolution is needed, the courts of South Africa (or the agreed venue) have jurisdiction.
  • If a provision is unenforceable, the remainder of the Terms will continue in effect.

Changes to these Terms

Keeping you informed

We may update these Terms to reflect service improvements, legal requirements, or operational changes. Material updates will be communicated in advance when feasible, and continued use after the effective date constitutes acceptance.

For questions, contact support@fleximetadoc.com. We are committed to partnering transparently and responsibly.