Terms and conditions
Effective Date: 05 November 2025
These Terms and Conditions ("Terms") govern the use of the services provided by VitalSync Technologies (Pty) Ltd ("VitalSync", "Vitalsync AI", "we", "our", or "us"). By signing up for a free trial, subscribing to our services, accessing our platform, or using any services provided by VitalSync, you agree to be bound by these Terms.
1. COMPANY INFORMATION
Company Name: VitalSync Technologies (Pty) Ltd
Registration Number: 2025 / 512911 / 07
Email: [email protected]
2. SERVICE
VitalSync provides a business-to-business Software-as-a-Service (SaaS) platform and related services, including but not limited to:
- Customer Relationship Management (CRM)
- AI powered WhatsApp automation
- Lead management
- Appointment scheduling
- Team collaboration tools
- Document collection and storage workflows
- Business workflow automation
- Reporting and analytics
- Integration services
- Platform support
Additional features, integrations, and services that may be introduced from time to time
VitalSync reserves the right to modify, improve, add, remove, or discontinue features at its discretion.
3. ELIGIBILITY
The Services are intended exclusively for businesses and commercial users. By using the Services, you confirm that:
- You are authorized to act on behalf of a business entity.
- You have authority to enter into binding agreements.
- All information provided to VitalSync is accurate and current.
4. FREE TRIAL
VitalSyncsmay offer a fourteen (14) day free trial. No payment card is required to begin the trial. Three (3) days before the trial period expires, VitalSync may contact the prospective customer to determine whether they wish to proceed with a paid subscription. VitalSync reserves the right to terminate, modify, or refuse any trial offer at its discretion.
5. SUBSCRIPTION PLANS
VitalSync currently offers:
- Monthly Subscription:
R5,000 per month
- Annual Subscription:
R50,000 per year
All pricing is subject to applicable taxes where required. VitalSync reserves the right to amend pricing upon reasonable notice to customers. Existing subscription agreements will continue under their agreed pricing until renewal unless otherwise stated.
6. PAYMENT TERMS
Subscription fees are payable in advance. Customers authorize VitalSync to process recurring subscription payments according to their selected plan. Failure to make payment may result in suspension or termination of access to the Services. VitalSync may suspend platform access until outstanding balances have been settled.
7. NO REFUNDS
All subscription payments are strictly non-refundable. This includes but is not limited to:
- Monthly subscriptions
- Annual subscriptions
- Partial billing periods
- Unused services
- Early cancellations
Once payment has been successfully processed, no refunds, credits, chargebacks, or reimbursement requests will be honored except where required by applicable law.
8. CANCELLATION POLICY
Customers may cancel their subscription at any time by submitting written notice to:
To prevent an upcoming debit order or recurring payment from being processed, cancellation requests must be received at least seven (7) business days prior to the scheduled billing date. Cancellation requests received after this period may result in the next scheduled payment being processed. Access to the Services will remain available until the end of the current paid billing period unless otherwise agreed.
9. CHARGEBACKS AND PAYMENT DISPUTES
Customers agree not to initiate unauthorized payment reversals, chargebacks, debit disputes, or similar banking disputes without first contacting VitalSync to resolve the matter. If a customer initiates an unauthorized chargeback or payment reversal:
- Platform access may be suspended immediately.
- User accounts may be terminated.
- WhatsApp integrations may be disconnected.
- API connections may be disabled.
- Outstanding balances may become immediately due and payable.
- The account may be referred to debt recovery or collections processes where permitted by law.
VitalSync reserves all legal rights regarding unpaid balances.
10. CUSTOMER RESPONSIBILITIES
Customers are responsible for:
- Maintaining account security
- Protecting login credentials
- Providing accurate information
- Ensuring lawful use of the Services
- Complying with applicable laws and regulations
- Obtaining all necessary permissions and consents from their clients and contacts
Customers remain solely responsible for all communications, content, documents, and data processed through the platform.
11. ACCEPTABLE USE
Customers may not use the Services:
- For unlawful purposes
- To distribute spam
- To violate privacy rights
- To infringe intellectual property rights
- To transmit malicious software
- To interfere with platform operations
- To engage in fraudulent, deceptive, or harmful activities
VitalSync reserves the right to suspend or terminate accounts that violate these requirements.
12. THIRD PARTY SERVICES
The platform may integrate with third-party providers, including but not limited to:
- WhatsApp and Meta services
- OpenAI services
- Calendar providers
- Email providers
- Payment processors
- Other software integrations
VitalSync does not control these third-party services and cannot guarantee their availability, performance, security, or functionality. Any interruption or failure caused by a third-party provider shall not constitute a breach of these Terms
13. INTELLECTUAL PROPERTY
All software, systems, workflows, branding, content, platform functionality, and related intellectual property remain the exclusive property of VitalSync Technologies (Pty) Ltd. Nothing in these Terms transfers ownership of any VitalSync intellectual property to customers. Customers receive a limited, non-transferable, non-exclusive right to access and use the Services during their subscription period.
14. CUSTOMER DATA
Clients retain ownership of all customer information, documents, communications, and business data uploaded to or processed through the platform. VitalSync does not claim ownership of customer data. Clients grant VitalSync permission to process such data solely for the purpose of providing and supporting the Services.
15. SERVICE AVAILABILTY
VitalSync strives to maintain reliable platform availability. However, the Services are provided on an "as available" and "as is" basis. VitalSync does not guarantee:
- Uninterrupted service
- Error-free operation
- Continuous availability
- Compatibility with all devices or systems
- Scheduled maintenance, updates, technical issues, internet failures, and third-party outages may affect service availability.
16. LIMITATION OF LIABILITY
To the fullest extent permitted by law, VitalSync shall not be liable for:
- Lost profits
- Lost revenue
- Loss of business opportunities
- Loss of data
- Business interruption
- Indirect damages
- Consequential damages
- Special damages
- Punitive damages
VitalSync's total liability arising from any claim shall not exceed the total subscription fees paid by the customer during the preceding three (3) months.
17. INDEMNITY
Customers agree to indemnify and hold harmless VitalSync, its directors, officers, employees, contractors, and affiliates from any claims, damages, liabilities, costs, or expenses arising from:
- Customer misuse of the Services
- Customer data
- Customer communications
- Violation of applicable laws
- Violation of these Terms
18. TERMINATION
VitalSync may suspend or terminate access to the Services at its discretion if:
- Payments are overdue
- These Terms are breached
- Fraudulent activity is suspected
- Platform security is threatened
- Legal compliance requires such action
- Termination shall not affect any outstanding payment obligations.
19. MODIFICATION TO THESE TERMS
VitalSync reserves the right to amend these Terms from time to time. Updated Terms will become effective upon publication on the VitalSync website or upon notice to customers. Continued use of the Services constitutes acceptance of the updated Terms.
20. GOVERNING LAW
These Terms shall be governed by and interpreted in accordance with the laws of the Republic of South Africa. Any disputes arising from these Terms shall be subject to the jurisdiction of the South African courts.
21. CONTACT INFO
For questions regarding these Terms, please contact:
VitalSync Technologies (Pty) Ltd
Email:
[email protected]