Website Use, Service Bookings and Client Engagement Terms

Effective date: Last updated: 09 August 2026

Contents

1. Introduction and Acceptance
2. Who We Are
3. Our Services
4. Booking & Purchasing Online
5. Fees, Payment and Refunds
6. Client Responsibilities
7. Professional Standards & Liability
8. Website Use
9. Confidentiality & Data Protection
10. Termination
11. Governing Law & Disputes
12. General
13. Changes to These Terms
14. Contact Us

1. Introduction and Acceptance

These Terms and Conditions (“Terms”) govern your access to and use of the website of Ubuntu Compliance (Pty) Ltd (“Ubuntu Compliance”, “we”, “us” or “our”), and any accounting, tax, secretarial or business registration service that you book, purchase, or otherwise engage us to provide, whether through our website or by any other means.

By accessing or using our website, or by booking, purchasing or instructing any service from us, you (“you”, “the client” or “the user”) agree to be bound by these Terms. If you are accepting these Terms on behalf of a company, close corporation, trust or other entity, you confirm that you have the authority to bind that entity, in which case “you” refers to that entity.

If you do not agree to these Terms, please do not use our website or engage our services. These Terms should be read together with our Privacy Policy, which explains how we collect and use personal information, and with any separate engagement letter, service-specific terms or fee agreement issued to you.

2. Who We Are

Company nameUbuntu Compliance (Pty) Ltd

Registration number: 2024/171848/07

Registered address: 1 Elias Rd, vorna valley, Midrand

Website: www.ubuntucompliance.com

Contact: info@ubuntucompliance.com

We are a professional services provider offering accounting, tax, company secretarial and business registration services to clients across the Southern African Development Community (“SADC”) region.

3. Our Services

We provide the following categories of services, either as once-off engagements or ongoing retainers, as agreed with each client:

• Accounting services, including bookkeeping, management accounts and annual financial statements;
• Tax services, including tax registration, tax return preparation and submission, tax advisory and compliance support;
• Company secretarial services, including statutory filings, maintenance of company registers, resolutions and compliance calendars;
• Business registration services, including new company, close corporation, trust or other entity registration, and related regulatory filings, which may be booked and paid for directly through our website.

Service scope, deliverables, timelines and fees for any specific engagement will be set out in a quote, order confirmation, or engagement letter, which forms part of your agreement with us together with these Terms. Where there is a conflict between these Terms and a signed engagement letter for a specific service, the engagement letter will prevail in respect of that service.

4. Booking and Purchasing Services on Our Website

• Business registration and certain other services may be selected, booked and paid for directly on our website. An order is only accepted, and a binding contract formed, once we confirm your booking in writing (including by automated email) and, where applicable, receive full or partial payment as required for that service;
• You are responsible for ensuring that all information submitted when booking a service – including entity names, director and shareholder details, identity numbers, and contact details – is true, accurate, current and complete. We are not liable for delays, rejections or errors in a registration or filing that result from inaccurate or incomplete information you have provided;
• Business registration and similar filings depend on the systems, turnaround times and requirements of the relevant government registry or regulator, which are outside our control. We will use reasonable efforts to process your booking promptly but cannot guarantee a specific completion date;
• We reserve the right to decline, cancel or delay any booking where we reasonably suspect fraud, money laundering, incomplete “know your client” verification, or a breach of these Terms, or where we are unable to obtain information necessary to complete the service.

5. Fees, Payment and Refunds

• Fees for services booked through our website are as displayed at the time of booking, and are inclusive or exclusive of value-added tax (VAT) as indicated on the site. Fees for other engagements will be set out in a separate quote or engagement letter;
• Payment for website bookings is processed through our third-party payment gateway; card and payment details are handled by that provider and are not stored on our servers;
• Government or regulator filing fees, disbursements, and third-party costs (for example, company registry fees) are additional to our professional fees unless expressly stated as included;
• Save where required by consumer protection law, once a business registration or filing has been lodged with, or work has commenced at, the relevant authority, fees already paid are generally non-refundable, because the service has been performed and third-party costs incurred. Where a booking is cancelled before any work has commenced, we will refund amounts paid, less any transaction or administration costs already incurred;
• For ongoing accounting, tax or secretarial retainers, fees are payable in accordance with the applicable engagement letter, typically monthly or as otherwise agreed, and interest may be charged on overdue amounts at a rate permitted by applicable law;
• We reserve the right to suspend or withhold services, including the release of documents, filings or financial statements, where fees are outstanding, subject to any statutory or professional obligations that require otherwise.

6. Client Responsibilities

To enable us to provide our services effectively, you agree to:

• Provide complete, accurate and timely information and documentation reasonably required for us to perform the service;
• Promptly notify us of any changes to company details, directors, shareholders, addresses or other information relevant to a filing or engagement;
• Comply with all applicable laws, including tax, company law, exchange control and anti-money laundering requirements, in respect of your own affairs;
• Where you instruct us on behalf of a company or other entity, ensure that you are duly authorised to do so and to bind that entity;
• Review documents, filings, returns and financial statements we prepare before they are submitted or relied upon, and raise any queries or corrections promptly.

We are not responsible for errors, delays, penalties or regulatory consequences arising from information that is inaccurate, incomplete or provided late, or from your failure to review and approve documents where required.

7. Professional Standards and Limitation of Liability

• We will perform our services with reasonable skill, care and diligence, consistent with generally accepted professional standards applicable to accounting, tax and secretarial practice in the relevant jurisdiction;
• Our advice and work product are prepared for the specific client and purpose for which they are commissioned, based on the information available to us at the time, and should not be relied upon by any third party without our prior written consent;
• To the maximum extent permitted by law, our total liability to you arising out of or in connection with any service, whether in contract, delict/tort or otherwise, is limited to the fees paid by you for the specific service giving rise to the claim in the twelve (12) months preceding the event;
• To the maximum extent permitted by law, we exclude liability for indirect, special, consequential or punitive damages, and for losses arising from inaccurate, incomplete or fraudulent information supplied by you, from your failure to meet statutory deadlines despite reasonable notice from us, or from the acts, omissions, delays or systems of third parties such as government registries, revenue authorities, banks or payment providers;
• Nothing in these Terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for gross negligence, fraud or wilful misconduct, or liability under consumer protection legislation that applies mandatorily.

8. Website Use

• You may use our website only for lawful purposes and in accordance with these Terms. You must not misuse the website by knowingly introducing viruses, attempting unauthorised access, or engaging in any activity that could damage, disable or impair the site;
• We aim to keep our website accurate and available but do not warrant that it will be uninterrupted, error-free or free of viruses, and we may suspend, restrict or withdraw access to all or part of the website at any time, including for maintenance;
• Content on our website, including text, graphics, logos and the Ubuntu Compliance name and branding, is our property or that of our licensors and is protected by intellectual property laws. You may not copy, reproduce, distribute or create derivative works from our website content without our prior written consent, other than for your own personal, non-commercial reference;
• Links from our website to third-party sites (for example, government registries or payment providers) are provided for convenience; we do not control and are not responsible for the content or practices of those third-party sites.

9. Confidentiality and Data Protection

We will keep confidential all non-public information you provide to us in connection with our services, and will only use and disclose it as necessary to perform the services, as permitted by you, or as required by law. Our collection, use, storage and disclosure of personal information is further governed by our Privacy Policy, which forms part of these Terms.

10. Termination

• Either party may terminate an ongoing engagement by giving the notice period specified in the applicable engagement letter, or, where none is specified, by giving thirty (30) days’ written notice;
• We may suspend or terminate a service immediately, without notice, if you breach these Terms materially, fail to pay fees when due, provide false or misleading information, or if we are required to do so by law, court order, or professional or regulatory obligation;
• Termination does not affect fees already earned or costs already incurred for work performed up to the date of termination, nor does it affect any rights or obligations that by their nature are intended to survive termination (including confidentiality, payment obligations and limitation of liability).

11. Governing Law and Dispute Resolution

• These Terms are governed by the laws of the Republic of South Africa, without prejudice to any mandatory consumer protection or data protection laws of the jurisdiction in which you are located, which may apply in addition;
• We encourage clients to raise any dispute with us directly in the first instance so that we can try to resolve it amicably. Where a dispute cannot be resolved informally, it will be subject to the dispute resolution or arbitration process (if any) set out in the applicable engagement letter, failing which the courts of South Africa will have jurisdiction, without prejudice to any right you may have to bring proceedings in your own jurisdiction under applicable law.

12. General

• Entire agreement: these Terms, together with any applicable engagement letter, quote or order confirmation and our Privacy Policy, constitute the entire agreement between you and us regarding your use of the website and the services, and supersede any prior agreements or understandings on the same subject matter;
• Severability: if any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect;
• No waiver: our failure to enforce any provision of these Terms is not a waiver of our right to do so later;
• Assignment: you may not assign or transfer your rights or obligations under these Terms without our prior written consent; we may assign these Terms in connection with a merger, acquisition or sale of assets;
• Force majeure: neither party is liable for delay or failure to perform due to events beyond its reasonable control, including load-shedding, network or systems outages, natural disasters, or acts of government or regulatory authorities.

13. Changes to These Terms

We may update these Terms from time to time to reflect changes in our services, business practices or legal requirements. The “Last updated” date at the top of this page indicates when these Terms were last revised. Continued use of our website or services after changes take effect constitutes acceptance of the updated Terms. Material changes affecting an existing engagement will, where required, be communicated to you separately.

14. Contact Us

If you have questions about these Terms, please contact:

Ubuntu Compliance (Pty) Ltd

Email:info@ubuntucompliance

Telephone: +27 71 735 8025

Postal address: 1 Elias Rd, Vorna valley, Midrand ↑ Back to top