Legal Policies & Compliance

These Terms of Service ("Terms") govern all services provided by Clevertel SA Group (Pty) Ltd ("Clevertel", "we", "us", "our") including SMS gateway services, ICT managed services, SaaS platforms, hosting, security systems, and related offerings.

1. Scope of Services

• SMS & messaging gateway services
• Managed IT and infrastructure services
• SaaS platforms and application hosting
• System integration and automation
• Security monitoring and digital platforms
• Cloud PBX, Virtual Landline, and VoIP telephony services
• Email hosting and Microsoft Exchange services
• Billing, invoicing, and financial administration
• USSD services, shortcode campaigns, and WhatsApp Business API automation
• Endpoint management and automated patch management (Managed IT)

Services are provided on a best-effort basis unless governed by a signed SLA.

2. Client Responsibilities

Clients agree to:

• Provide accurate onboarding information
• Maintain confidentiality of credentials
• Prevent unauthorised access to systems
• Comply with POPIA, ECT Act, ICASA, and all applicable laws
• Use SMS platforms ethically and legally
• Prevent spam, fraud, impersonation, or abuse

Clevertel reserves the right to suspend accounts involved in unlawful activity.

3. Password Handling

• Passwords must never be shared via email, SMS, or WhatsApp
• Clients are responsible for all actions performed under their accounts
• Compromised credentials must be reported immediately
• Clevertel shall not be liable for losses caused by poor password hygiene

4. Banking Details & Fraud Prevention

4.1 Valid Banking Change Procedure

Banking changes are only valid if:

• Issued on official Clevertel letterhead
• Signed by an authorised Director
• Accompanied by Proof of Banking (PDF)
• Matching latest Clevertel invoice
• Sent from authorised email domain
• Independently verified with assigned Account Manager

4.2 Client Banking Changes (Mirror Protection)

Clients must follow the same procedure when changing their own banking details. Clevertel shall not be liable for payments made without verification.

5. Payments & Billing

• Invoices payable within stated terms (default 7 days)
• Selected services require upfront payment
• Debit orders processed via PayFast / eMandate
• Late payments may result in suspension

All fees exclude VAT unless stated.

5A. Third-Party Service Providers & Processing Disclosure

Certain Clevertel services are delivered through or in partnership with third-party platforms. By using the relevant service, Clients acknowledge the following processing arrangements:

5A.1 Billing & Invoicing — Zoho Books

Last amended: 4 June 2026 — Initial disclosure: Zoho Books invoicing and WhatsApp invoice delivery Last amended: 4 June 2026 — Initial disclosure: Zoho Books invoicing and WhatsApp invoice delivery

Clevertel SA Group uses Zoho Books (Zoho Corporation Pvt. Ltd) as its accounting and invoicing platform. Client billing information — including name, company, email address, VAT number, and invoice history — is processed and stored within Zoho Books. Invoices are delivered via email and, where the Client has provided a WhatsApp-enabled number and consented to WhatsApp communications, via the Zoho-provided WhatsApp Business API integration. Zoho Corporation operates under its own data protection and GDPR-compliant privacy framework. Clevertel does not sell or share billing data beyond what is necessary for invoice delivery and financial record-keeping.

5A.2 Email Hosting — Microsoft Exchange, Google Workspace, Asurahosting & DirectAdmin

Last amended: 5 June 2026 — Added Google Workspace (Google LLC); Exchange, Asurahosting, DirectAdmin retained Last amended: 5 June 2026 — Added Google Workspace (Google LLC); retained Exchange, Asurahosting, DirectAdmin

Email hosting services provided by Clevertel are delivered through the following platforms depending on the Client's selected plan:

• Microsoft Exchange — Enterprise email hosting subject to Microsoft's data processing and service terms. Email data is processed within Microsoft's cloud infrastructure under their Data Protection Addendum (DPA).
• Google Workspace (Google LLC) — Business email (Gmail), calendar, Drive, Meet, and collaboration tools. Where a Client is provisioned on a Google Workspace plan, email content, calendar data, and documents are processed and stored within Google's infrastructure. Google LLC operates under a GDPR-compliant data processing agreement. Clients on Google Workspace accept Google's Workspace Terms of Service and applicable data processing terms.
• Asurahosting — Shared and business email hosting subject to Asurahosting's terms and infrastructure policies.
• DirectAdmin control panel — Email account management interface used for cPanel-equivalent email provisioning on Clevertel-managed hosting environments.

Email content, headers, and metadata processed through these platforms are subject to the respective provider's security and data retention policies. Clevertel configures and manages these environments on the Client's behalf but does not monitor email content unless required for fault resolution with Client consent.

5A.3 VoIP, Cloud PBX & Virtual Landline — Tel Sys Communication

Last amended: 4 June 2026 — Initial disclosure: call rates, number provisioning, call recording 1-year retention Last amended: 4 June 2026 — Initial disclosure: call rates, number provisioning, call recording 1-year retention

Clevertel SA Group's Cloud PBX, Virtual Landline, and VoIP telephony services are provisioned and operated through the infrastructure and API of Tel Sys Communication (Pty) Ltd ("Tel Sys"), a licensed telecommunications partner. The following terms apply specifically to these services:

• Platform provisioning: All Cloud PBX instances, Virtual Landline numbers, SIP extensions, and telephony features are provisioned via the Tel Sys Communication API. Tel Sys maintains and operates the underlying telecommunications infrastructure.
• Call rates: Per-minute call rates for inbound and outbound calls are set by Tel Sys Communication and may be updated from time to time. Clevertel will provide reasonable notice of any rate changes. Current call rates are displayed on the relevant service pages at clevertel.co.za.
• Number provisioning: South African geographic landline numbers (including 010, 011, 012, 021, 031 and other area codes) and number porting are provisioned and administered by Tel Sys Communication in accordance with ICASA regulations and applicable number portability rules.
• Platform performance: Service uptime, call quality, network performance, and platform functionality are maintained by Tel Sys Communication. Clevertel will escalate platform faults to Tel Sys on the Client's behalf but cannot guarantee resolution timelines that fall outside Clevertel's direct operational control.
• Call recording: Where call recording is enabled, recordings are stored for a maximum period of one (1) year from the date of the call. After this retention period, recordings are permanently deleted. Clients requiring longer retention must make alternative archiving arrangements before the one-year period expires. Call recordings are subject to POPIA compliance obligations and the Client is responsible for ensuring proper disclosure to callers as required by law.
• Service limitations: Clevertel shall not be liable for call quality degradation, number provisioning delays, or platform outages that originate from Tel Sys Communication's infrastructure or network carriers.

5A.4 Endpoint Management & Patch Management — Action1

Last amended: 5 June 2026 — New section: Action1 Corporation endpoint management and cross-border transfer Last amended: 5 June 2026 — New section: Action1 Corporation endpoint management and cross-border data transfer

Clevertel SA Group uses Action1 (Action1 Corporation, United States) as its cloud-based endpoint management and automated patch management platform for Managed IT clients. The following applies:

• Data processed: Action1 collects and processes device-level telemetry data including hardware inventory, installed software, operating system version, patch compliance status, and agent activity logs. This data is technical and device-specific — it does not routinely include personal communications or personal documents.
• Purpose: Automated detection and deployment of security patches, software updates, and vulnerability remediation across Client-managed endpoints.
• Cross-border transfer: Action1 is a US-based platform. Device telemetry data is processed on Action1's infrastructure outside South Africa. Clevertel acknowledges this cross-border transfer under POPIA Section 72 and implements the platform solely for the purpose of providing contracted Managed IT services.
• Client data isolation: Each Managed IT Client's endpoint data is logically isolated within Clevertel's Action1 account. Action1 does not share Client device data with other Clevertel clients.
• Service limitations: Clevertel is not liable for platform availability or data processing interruptions originating from Action1's infrastructure.

5A.5 SMS Gateway, WhatsApp Business API, USSD & Shortcode Messaging — Connet2U

Last amended: 5 June 2026 — New section: Connet2U aggregator covering SMS, USSD, shortcode, WhatsApp API Last amended: 5 June 2026 — New section: Connet2U messaging aggregator, USSD, shortcode, WhatsApp API, DNC

Clevertel SA Group's bulk SMS, OTP delivery, WhatsApp Business API, USSD services, and shortcode messaging campaigns are routed through Connet2U, a WASPA-registered South African messaging aggregator. The following terms apply to all messaging services:

• Services covered: Bulk SMS, transactional SMS, OTP and authentication codes, appointment reminders, WhatsApp Business API automated messaging and chatbots, USSD short codes, and SMS shortcode campaigns.
• Data processed: Recipient mobile numbers, message content, sender IDs (alphanumeric or numeric), delivery status reports, opt-out and Do Not Contact (DNC) records, and campaign metadata are transmitted through and processed by Connet2U's platform.
• Mobile network routing: Messages are routed to South African mobile network operators (Vodacom, MTN, Cell C, Telkom) and international carriers via Connet2U's aggregation infrastructure. Clevertel does not directly interface with network operators — all routing is managed by Connet2U.
• WASPA compliance: Connet2U operates as a WASPA-registered aggregator. All campaigns submitted through Clevertel's platform must comply with the WASPA Code of Conduct (current version). Clevertel and the end-Client share joint responsibility for WASPA compliance of message content and recipient consent.
• WhatsApp Business API: WhatsApp messaging services are subject to Meta's WhatsApp Business Terms of Service in addition to these Terms. Template messages require Meta approval before use. Clevertel manages template submission and API integration on the Client's behalf via Connet2U's WhatsApp Business API access.
• USSD & shortcodes: USSD services and shortcode allocations are provisioned via Connet2U and are subject to ICASA regulations and network operator approval processes. Shortcode and USSD provisioning timelines are determined by the relevant network operator and fall outside Clevertel's direct control.
• Opt-out & DNC compliance: Connet2U maintains Do Not Contact registry compliance. Clients are responsible for honouring opt-out requests received via any channel and for maintaining POPIA-compliant consent records for all message recipients.
• Service limitations: Clevertel is not liable for message delivery failures, delays, or throughput limitations caused by network operator congestion, Connet2U platform issues, or Meta WhatsApp API restrictions.

6. SMS Gateway Compliance

All end-users of Clevertel SA Group's SMS gateway and messaging services must comply with the WASPA Code of Conduct (Version 17.7, effective 2023-11-08). This includes obtaining recipient consent, honouring opt-out requests, respecting the WASPA Do Not Contact registry, and ensuring all content is lawful, accurate, and non-deceptive. Campaigns must also comply with POPIA, the Consumer Protection Act, and ICASA regulations.

📋 Read the full WASPA Code of Conduct v17.7 →

Accounts found in breach of the WASPA Code or these Terms may be suspended or terminated without prior notice.

7. Limitation of Liability

Clevertel is not liable for indirect or consequential losses, fraud via third-party impersonation, client misconfiguration, password compromise, or unverified banking changes. Maximum liability is limited to fees paid in the preceding 30 days.

8. POPIA & Privacy

Personal information is processed according to POPIA and Clevertel's Privacy Policy. Clients consent to lawful processing for service delivery. Where services are delivered through third-party platforms (including Zoho Books, Microsoft Exchange, Google Workspace, Asurahosting, Tel Sys Communication, Action1, and Connet2U), the processing of personal information by those platforms is governed by their respective data protection frameworks. Details of each third-party processing arrangement are disclosed in Section 5A above.

9. Suspension & Termination

Clevertel may suspend or terminate services for: non-payment, security risk, legal non-compliance, fraud indicators, or abuse of platforms.

10. Governing Law

These Terms are governed by the laws of the Republic of South Africa.

11. Contact

Clevertel SA Group (Pty) Ltd
Email: [email protected]
Telephone: +27 12 023 2599

This Refund Policy outlines the terms under which refunds may or may not be issued for goods and services supplied by Clevertel SA Group.

1. General Policy

Clevertel SA Group provides a combination of digital services (including SaaS and ICT services) and resellable physical IT equipment. Refund eligibility is determined by the nature of the product or service supplied.

2. Non-Refundable Digital Services

Due to the nature of digital and subscription-based services, no refunds shall be issued once a service has been provisioned, activated, credited, or made available, whether partially or fully.

This includes, but is not limited to:

• Hosted email services (mailboxes, domains, licenses)
• Virtual PBX / VoIP services
• VoIP calling recharge / airtime top-up credits (explicitly non-refundable — see section 8)
• Bulk SMS credits, messaging credits, or SMS account funding
• Web hosting services
• SaaS platform access
• Account setup, configuration, or provisioning fees
• Managed IT services once commenced
• Any digital service delivered via third-party platforms

3. Subscription Services

• Subscription fees are non-refundable, whether billed monthly, annually, or on a pro rata basis
• Cancellation prevents future billing only and does not entitle the client to a refund for the current or prior billing periods
• Pro rata billing may apply at commencement only, where expressly stated in writing

4. Refundable Goods — Resellable IT Equipment

Refunds may be considered for physical IT equipment supplied by Clevertel SA Group, subject to the following conditions:

• Equipment must be unused, undamaged, and in original packaging
• Return requests must be submitted within seven (7) days of delivery, unless otherwise agreed in writing
• Proof of purchase is required
• Software licenses, activation keys, and bundled digital services are non-refundable

Clevertel SA Group reserves the right to inspect returned equipment prior to approving a refund and may deduct reasonable handling, restocking, or logistics costs where applicable.

5. Exclusions

No refunds will be issued for service delays or failures caused by any of the following:

• Client-side factors — including misconfiguration, user error, or failure to follow Clevertel SA Group's setup and usage guidelines
• Third-party platform outages — downtime or degradation beyond Clevertel SA Group's direct control
• Change-of-mind cancellations for any provisioned digital service
• Failure to utilise provisioned services within a billing period
• IP address blocking by the VoIP / PBX security system — see section 10 below
• Poor or unstable client internet connectivity — internet access is not a service offered by Clevertel SA Group and lies entirely within the client's own infrastructure responsibility

6. Chargebacks and Payment Reversals

Unauthorised chargebacks or payment reversals for legitimately provisioned services constitute a material breach of contract. Clevertel SA Group reserves the right to suspend or terminate services and recover outstanding amounts, including chargeback penalties and administrative costs.

7. Governing Law

This Refund Policy is governed by the laws of the Republic of South Africa and must be read together with Clevertel SA Group's Payment Terms.

8. VoIP Calling Recharge — Not Covered Under Warranty

VoIP calling recharge credits (airtime top-ups loaded onto a client's Virtual PBX or hosted VoIP account) are strictly non-refundable and are explicitly excluded from any warranty or service guarantee offered by Clevertel SA Group.

This exclusion applies because:

• Recharge credits are consumed in real time as calls are made and cannot be reversed once applied
• Call costs are passed through directly to upstream carrier networks at the time of the call and cannot be recovered
• Recharge top-ups do not constitute a product, subscription, or service engagement — they are pre-purchased consumable credits
• Any dispute regarding call quality, dropped calls, or billing discrepancies must be raised within 7 days and will be investigated on a case-by-case basis; credits are not automatically issued

9. Warranty Claims — Credit Note Process

Where Clevertel SA Group determines that a valid warranty claim exists for an eligible service or product, warranty remedies are issued exclusively in the form of a Credit Note. Cash refunds, direct payment reversals, or EFT reimbursements are not provided for warranty claims.

The Credit Note process works as follows:

• The client submits a written warranty claim to info@clevertel.co.za with full details of the fault, relevant invoice number, and supporting evidence
• Clevertel SA Group will assess the claim within 5 business days of receipt
• If the claim is approved, a formal Credit Note will be issued to the client's account for the approved warranty amount
• The Credit Note may be applied against any future invoice, service renewal, or product purchase from Clevertel SA Group
• Credit Notes are valid for 12 months from the date of issue and are non-transferable
• VoIP calling recharge credits are expressly excluded from warranty claim eligibility under all circumstances

10. VoIP / PBX IP Security & Internet Connectivity — Warranty Exclusions

Clevertel SA Group's Virtual PBX and hosted VoIP platform employs automated IP address tracking and security controls to protect the integrity of the platform and prevent fraud, toll fraud, and unauthorised access. Clients must be aware of the following:

10.1 Automated IP Blocking

The system continuously monitors registration and call activity. If unusual, suspicious, or high-volume activity is detected from a specific IP address — including but not limited to repeated failed authentication attempts, abnormal call patterns, or access from flagged geographic regions — the system will automatically block that IP address without prior notice to the client.

• IP blocking is a security measure, not a service failure, and does not constitute grounds for a refund, service credit, or warranty claim
• Service disruption caused by an IP block is excluded from all warranty provisions and will not be remedied by Credit Note
• Clevertel SA Group is not liable for any loss of business, missed calls, or operational disruption resulting from an automated IP block

10.2 IP Whitelist Requests

If a client's IP address has been blocked — whether their office's static IP, a remote worker's IP, or any other connection used to access the VoIP platform — the client must contact Clevertel SA Group through an official support channel to request an IP whitelist:

• Email: info@clevertel.co.za
• Phone: 012 023 2599 (business hours)
• Support ticket via the Clevertel client portal

IP whitelist requests submitted through unofficial channels (WhatsApp, social media, or unverified third parties) will not be processed. Clevertel SA Group will action verified whitelist requests within 1 business day. Downtime incurred while awaiting a whitelist is not refundable and does not attract a Credit Note.

10.3 Client Internet Connectivity

Internet access is not a service provided by Clevertel SA Group and falls entirely outside the scope of any service agreement, warranty, or liability undertaken by Clevertel SA Group.

VoIP and PBX services are dependent on the client's own internet connection. Call quality, latency, jitter, packet loss, and availability of the VoIP service from the client's premises are directly affected by the quality of the client's ISP connection. The following are not covered under any warranty or support obligation:

• Poor call quality, dropped calls, or one-way audio caused by insufficient bandwidth or network congestion on the client's internet line
• VoIP service unavailability caused by the client's ISP being down or degraded
• Latency, jitter, or echo caused by the client's router, firewall, or local network configuration
• Inability to register extensions or make calls due to the client's network blocking SIP or RTP ports
• Load-shedding or power outages at the client's premises affecting their router or VoIP hardware

1. Payment Terms

Payment is due immediately upon issuance of the invoice, unless otherwise agreed to in writing.

For monthly subscription services, billing shall occur on the 1st day of each calendar month.

Where a subscription commences, changes, or terminates partway through a billing cycle, charges shall be calculated on a pro rata basis, where applicable.

2. Acceptable Payment Methods

• Bank Transfer / EFT (Electronic Funds Transfer)
• Credit Card
• PayFast (payfast.io) – Card payments for automated monthly subscription collections

Clients must reference the invoice number when making payment. For subscription services, the client authorises recurring card debits via PayFast, billed on the 1st of each month, with pro rata adjustments where applicable.

3.A Banking Details & Fraud Prevention Notice

Any change to Clevertel SA Group's banking details shall be deemed valid only if all of the following conditions are met:

• The notification is sent from an official Clevertel SA Group email domain
• The notification is issued on official Clevertel SA Group letterhead
• The document is signed by the Chief Executive Officer (CEO)
• An official Proof of Banking (PDF) is attached
• The banking details match the most recent invoice issued by Clevertel SA Group
• The change is independently verified by the client using Clevertel SA Group's publicly listed contact details

3.B Client Responsibility & Liability

Payments made without strict compliance with the above verification requirements are made entirely at the client's own risk. Clevertel SA Group shall not be liable for any loss arising from reliance on forged, altered, or unauthorised banking information, email spoofing, invoice interception, or social engineering attacks.

4. Late Payment Consequences

If payment is not received by the due date, Clevertel SA Group reserves the right to immediately enforce the remedies outlined below. No interest will be charged; however, the client remains liable for the full outstanding principal amount.

5. Suspension of Services

Clevertel SA Group reserves the right to suspend services and/or withhold delivery of goods for any account with overdue payments. Services will only be reinstated once all outstanding balances have been settled in full.

6. Termination of Services and Data Loss

If payment is not received within twenty-one (21) days from the invoice due date, Clevertel SA Group reserves the right to terminate services entirely.

7. Data Protection and POPIA Compliance

Clevertel SA Group is committed to protecting client information in accordance with POPIA. See our Privacy Policy for full details.

8. Debt Collection (Strict Enforcement)

If any amount remains unpaid for thirty (30) days or more after the invoice due date, Clevertel SA Group shall be entitled, without further notice, to hand over the outstanding balance to a registered third-party debt collection agency and/or legal practitioners. All recovery costs, including legal fees on an attorney-and-client scale, shall be for the client's account.

9. Dispute Resolution

Any dispute shall first be addressed through good-faith negotiation. If unresolved, the dispute shall be referred to mediation, and thereafter to binding arbitration in accordance with the laws of the Republic of South Africa.

10. Governing Law

These payment terms and conditions shall be governed by and interpreted in accordance with the laws of the Republic of South Africa.

11. Billing Enquiries

Clevertel SA Group
Email: [email protected]
Phone: +27 12 023 2599

Services & Processing Model

Approximately 95% of Clevertel SA Group's services are delivered online, including email hosting, Virtual PBX (VoIP), Cloud PBX, Virtual Landline, Bulk SMS services, web hosting, billing administration, and Managed IT services. Many services are delivered through third-party platforms — including Zoho Books, Microsoft Exchange, Google Workspace, Asurahosting, Tel Sys Communication, Action1, and Connet2U — that operate under their own POPIA or equivalent data protection frameworks.

Personal Information Processed

• Names, contact details, and business information
• Billing and payment-related information
• Technical data (IP addresses, logs, usage data)
• Communication metadata (email headers, call records, SMS delivery data)

Special personal information is not intentionally processed unless required by law.

Purpose of Processing

• Service provision and management
• Billing and account administration
• Technical support and fault resolution
• Legal and regulatory compliance
• Security, fraud prevention, and service integrity

Lawful Basis for Processing

• Consent of the data subject
• Performance of a contract
• Compliance with legal obligations
• Legitimate business interests

Third-Party Operators

Clevertel SA Group utilises third-party operators for hosting, messaging, telephony, billing, and infrastructure services. The following key operators are used in service delivery:

• Zoho Books & Zoho WhatsApp API (Zoho Corporation Pvt. Ltd) — accounting, invoicing, and WhatsApp invoice delivery.
• Microsoft Exchange (Microsoft Corporation) — enterprise email hosting.
• Google Workspace (Google LLC) — business email (Gmail), calendar, Drive, and collaboration tools.
• Asurahosting / DirectAdmin — shared and business email hosting.
• Tel Sys Communication (Pty) Ltd — Cloud PBX, Virtual Landline, VoIP, number provisioning, and call recording infrastructure.
• Action1 (Action1 Corporation, USA) — endpoint management, patch management, and device telemetry processing for Managed IT clients.
• Connet2U (WASPA-registered) — bulk SMS, OTP, WhatsApp Business API, USSD, and shortcode messaging aggregation and routing.

Each operator maintains its own security, data protection, and POPIA or equivalent compliance framework. Clevertel SA Group does not exercise direct operational control over third-party platforms. Full disclosure of processing arrangements per service is available in the Terms of Service, Section 5A.

Cross-Border Data Transfers

Certain third-party platforms used by Clevertel SA Group process data outside the Republic of South Africa. In particular:

• Action1 (USA) — endpoint telemetry for Managed IT services.
• Zoho Corporation (India / global infrastructure) — billing and invoicing data.
• Google LLC (global infrastructure) — email and productivity data for Google Workspace clients.
• Microsoft Corporation (global infrastructure) — email data for Microsoft Exchange clients.

Clevertel SA Group acknowledges these cross-border transfers under POPIA Section 72. Where applicable, Clevertel ensures that receiving parties maintain adequate data protection standards consistent with POPIA requirements.

Data Security

Reasonable technical and organisational measures are implemented to protect personal information. Security controls of third-party platforms are governed by their respective policies.

Data Subject Rights

Data subjects have the right to: access personal information; request correction or deletion; object to processing where applicable; and lodge a complaint with the Information Regulator.

Information Officer

Information Officer: Thanyani Mashavhathanga
Information Regulator Registration: 2025-068600
Email: [email protected]
Information Regulator SA: inforegulator.org.za

Data Retention

Personal information is retained only for as long as necessary to fulfil service, legal, and contractual requirements. Specific retention periods include:

• Call recordings (VoIP/PBX): Retained for a maximum of one (1) year from the date of recording, after which recordings are permanently deleted.
• Invoicing & billing records: Retained in Zoho Books for the period required by SARS and applicable financial legislation (minimum five years).
• Email data: Subject to the retention policy of the applicable email hosting platform (Microsoft Exchange, Google Workspace, Asurahosting) and any Client-configured archiving rules.
• SMS delivery logs & messaging records: Retained by Connet2U for fault resolution, WASPA audit, and compliance purposes. Opt-out and DNC records are retained indefinitely to prevent re-messaging of opted-out recipients.
• WhatsApp Business API session data: Subject to Meta's data retention policy for WhatsApp Business Platform interactions.
• Endpoint telemetry (Managed IT): Device inventory and patch status data processed by Action1 is retained in accordance with Action1's data retention policy and the active Managed IT service agreement.

Governing Law

This summary and all data processing activities are governed by the laws of the Republic of South Africa. This summary must be read together with Clevertel SA Group's full POPIA Manual, Privacy Notice, and contractual terms.

This policy defines how Clevertel SA Group securely generates, stores, transmits, and manages passwords and authentication credentials. The objective is to protect the confidentiality, integrity, and availability (CIA) of client and internal systems in alignment with POPIA and ISO/IEC 27001 best practices.

1. Scope

This policy applies to all clients, employees, contractors, and third parties who interact with Clevertel SA Group systems or receive credentials for services including (but not limited to): email hosting, Virtual PBX (vPBX), Bulk SMS platforms, web hosting and domains, and managed IT services.

2. Secure Credential Delivery Standard

All newly provisioned or reset credentials are delivered exclusively through the Clevertel SA Group Vaultwarden organisation:

🔐 Vault: https://passvault.clevertel.co.za

3. Client Responsibilities

• Clients must accept the Vaultwarden invitation and securely access credentials
• Clients are responsible for securing their own devices, browsers, networks, and user accounts
• Passwords must be changed immediately upon first login where technically possible
• Credential sharing outside approved secure systems is strictly prohibited

4. Non-Managed Devices — Client Negligence Waiver

5. Managed Devices — Limited Liability

"Managed Devices" refers strictly to client devices formally enrolled through Clevertel SA Group–approved platforms including Action1, Comodo / Xcitium MDM, Syncro / Synology C2, or other cloud-managed endpoint solutions explicitly agreed to in writing.

Clevertel SA Group shall not be liable for: devices not enrolled or offline; zero-day vulnerabilities; client actions contrary to security recommendations; or external attacks beyond reasonable control.

6. Refusal of Insecure Requests

Clevertel SA Group reserves the absolute right to refuse any request to transmit passwords or sensitive credentials through insecure channels. Such refusal shall not constitute a service failure or breach of contract.

7. POPIA & ISO 27001 Compliance

This policy supports compliance with the Protection of Personal Information Act, 4 of 2013 (POPIA), and ISO/IEC 27001 – Annex A (Access Control & Information Security Operations).

8. Enforcement

Non-compliance with this policy by staff or contractors constitutes an information security incident and may result in disciplinary action, access revocation, or contract termination.

9. Contact

Clevertel SA Group — Security Team
Email: [email protected]
Tel: +27 12 023 2599

Clevertel SA Group (Pty) Ltd
Registration Number: 2025/960201/07
POPIA Registration Number: 2025-068600
Telephone: +27 12 023 2599
Email: [email protected]

1. Confidentiality and Intended Recipient

This email message, including any attachments, is confidential and intended solely for the use of the intended recipient. If you have received this email in error, you are required to notify the sender immediately and permanently delete this email and any copies thereof from your system.

Any unauthorised use, disclosure, copying, or distribution of this email or its contents is strictly prohibited and may be unlawful.

2. Legal Privilege

This email may contain information that is legally privileged or otherwise protected by law. Such privilege is not waived by transmission or mistaken delivery.

3. Views and Authority

The views and opinions expressed in this email are those of the individual sender and do not necessarily reflect the official views, policies, or positions of Clevertel SA Group (Pty) Ltd, unless explicitly authorised and stated in writing.

No Clevertel SA Group employee or representative is authorised to bind the company contractually via email unless expressly stated and confirmed in accordance with a valid Master Services Agreement (MSA) or Service Order.

4. Electronic Communications & Transactions Act (ECT Act)

This email constitutes an electronic communication as contemplated in the Electronic Communications and Transactions Act, 25 of 2002. No email sent by or on behalf of Clevertel SA Group shall constitute a legally binding agreement unless explicitly stated to be legally binding and confirmed in writing by a duly authorised signatory.

5. Protection of Personal Information (POPIA)

Clevertel SA Group processes personal information in accordance with POPIA. Personal information contained in this email is shared for lawful, minimal, and specific purposes only. POPIA-related queries may be directed to [email protected].

6. Security, Virus and Malware Disclaimer

While reasonable precautions are taken, Clevertel SA Group does not warrant that this email or its attachments are free from viruses or other harmful components. The recipient is responsible for implementing appropriate security controls.

7. Limitation of Liability

To the maximum extent permitted by law, Clevertel SA Group shall not be liable for any loss or damage arising from the use of or reliance on this email, including loss of data or business interruption.

8.A Banking Details & Fraud Prevention Notice

Any change to banking details shall be deemed valid only if all of the following conditions are met: sent from an official Clevertel domain; issued on official letterhead; signed by the CEO; accompanied by official Proof of Banking (PDF); banking details match the most recent invoice; and independently verified using publicly listed contact details.

8.B Client Responsibility & Liability

Payments made without strict compliance with the above verification requirements are made entirely at the client's own risk. Payment to any bank account other than Clevertel SA Group's verified banking account shall not constitute settlement of the client's payment obligations.

9. Monitoring and Record Retention

Emails may be monitored, recorded, and retained for legal, compliance, security, and operational purposes in accordance with applicable laws.

10. Governing Law and Jurisdiction

This disclaimer is governed by the laws of the Republic of South Africa, and South African courts shall have exclusive jurisdiction.

1. About These Terms

These Terms of Booking govern all consultation sessions booked through the Clevertel SA Group online booking system at www.clevertel.co.za/booking.html. By completing a booking, you confirm that you have read, understood, and agree to these terms in full.

These Terms must be read together with our Privacy Policy and Terms of Service.

2. Who May Book

Bookings may be made by business owners, directors, and authorised representatives; IT managers, procurement officers, and technical staff; and individuals aged 18 years or older acting on their own behalf.

3. Email Verification (OTP)

To protect both parties and prevent fraudulent bookings, all consultations require email verification via a One-Time PIN (OTP) before a slot can be reserved. The OTP is a 6-digit code sent via email, valid for 10 minutes. Clevertel SA Group will never ask you for your OTP by phone, WhatsApp, or any channel other than the booking form itself.

4. Booking Confirmation

Your booking is only confirmed once your email address has been verified via OTP, you have selected a date and time slot, clicked Confirm Booking, and received a confirmation email from [email protected].

5. Google Calendar Integration

Clevertel SA Group uses Google Calendar to manage consultant availability. Upon confirmed booking, a Google Calendar event is automatically created and a confirmation email including an .ics calendar invite is sent to your verified email address.

6. Availability & Scheduling

• Consultations are available Monday to Friday, 09:00 to 17:00 SAST
• Slots are offered in 30-minute and 60-minute increments
• Public holidays observed in the Republic of South Africa are excluded
• Availability is offered on a first-come, first-confirmed basis

7. Cancellation & Rescheduling

You may cancel or request to reschedule by contacting us at [email protected] or calling 012 023 2599 at least 4 hours before the scheduled start time. Late cancellations may result in the forfeiture of the slot without rescheduling priority.

8. No-Show Policy

If you fail to attend a confirmed consultation without prior cancellation, the slot is forfeited. You may rebook subject to availability. Repeated no-shows may result in restrictions on future bookings at Clevertel SA Group's discretion.

9. Nature of the Consultation

• Initial consultations are provided free of charge and are exploratory in nature
• No advice given during a free consultation constitutes a formal proposal, quotation, SLA, or binding commitment unless confirmed in a separate written agreement
• Sessions may be recorded for quality and training purposes with your consent

10. Personal Information & POPIA

Personal information collected during booking is processed in accordance with POPIA and our Privacy Policy. Your data is used solely to manage and facilitate your booking. We do not sell, rent, or share your booking data with third parties for marketing purposes. Contact [email protected] to request access to or deletion of your booking data.

11. Limitation of Liability

Clevertel SA Group is not liable for any loss arising from failure to receive a confirmation email due to spam filters or incorrect email addresses; technical failure of the booking system, Google Calendar API, or email service; or any action taken based on information provided during a free consultation. Maximum liability is limited to zero (R0.00) as all initial consultations are provided free of charge.

12. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa.

13. Contact

• Email: [email protected]
• Phone: 012 023 2599
• WhatsApp: +27 75 046 7727
• Information Officer: Thanyani Mashavhathanga — [email protected]

This Limited Liability Policy forms part of the standard terms and conditions governing all services, products, and engagements provided by Clevertel SA Group (Pty) Ltd (Registration No. 2025/960201/07) ("Clevertel SA Group", "we", "us", or "our") to its clients, partners, and third parties.

1. Disclaimer of Warranties

All services, platforms, software, and solutions provided by Clevertel SA Group are supplied "as is" and "as available", without warranty of any kind, either express or implied, including but not limited to:

• Warranties of merchantability or fitness for a particular purpose
• Warranties of uninterrupted, error-free, or secure service availability
• Warranties that third-party platforms, integrations, or APIs will remain functional or available
• Warranties regarding the accuracy, completeness, or timeliness of any information provided

Clevertel SA Group makes no representation that services will meet every specific client requirement or that defects will be corrected within any given timeframe.

2. Limitation of Liability

To the maximum extent permitted by applicable law, Clevertel SA Group, its directors, employees, contractors, and agents shall not be liable for:

• Indirect or consequential loss — including loss of revenue, loss of profit, loss of business opportunity, loss of data, or reputational damage, arising from or related to the use of our services
• Service interruptions — downtime, outages, or degraded performance caused by third-party infrastructure, network providers, hosting environments, or force majeure events
• Third-party failures — failures, errors, or service degradation by any third-party platform, API provider, cloud service, or telecommunications carrier integrated with or relied upon by Clevertel SA Group
• Data loss or corruption — loss, corruption, or unauthorised access to client data where reasonable technical safeguards were in place at the time of the incident
• Client-side errors — damage arising from incorrect use, misconfiguration, or failure to follow Clevertel SA Group's documented recommendations or instructions
• Cyber incidents — breaches, attacks, or unauthorised access to systems beyond Clevertel SA Group's reasonable security measures
• VoIP / PBX automated IP blocking — service disruption caused by the platform's security system blocking a client's IP address due to suspicious activity or security triggers; the client must request an IP whitelist via an official channel to restore access
• Client internet connectivity — poor call quality, dropped calls, or VoIP unavailability caused by the client's own internet connection, ISP outage, local network configuration, or hardware; internet access is not a service offered by Clevertel SA Group and falls entirely outside our warranty and liability obligations

3. Exclusion of Consequential Damages

Under no circumstances shall Clevertel SA Group be liable for any special, incidental, indirect, punitive, or consequential damages, regardless of whether such damages were foreseeable or whether Clevertel SA Group had been advised of the possibility of such damages.

This exclusion applies to claims arising under contract, delict (including negligence), statute, or any other legal theory.

4. Force Majeure

Clevertel SA Group shall not be liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control, including but not limited to:

• Acts of God, natural disasters, floods, or extreme weather events
• Load-shedding, power grid failures, or national infrastructure outages
• Internet or telecommunications network failures beyond our direct control
• Government actions, regulations, or legal requirements
• Pandemics, civil unrest, strikes, or labour disputes
• Cyberattacks, ransomware, or distributed denial-of-service (DDoS) events directed at infrastructure we do not exclusively control

In such events, Clevertel SA Group will make reasonable efforts to notify affected clients and resume services as promptly as practicable.

5. Client Responsibilities

Clients remain solely responsible for:

• Maintaining adequate backups of their own data, files, and configurations
• Implementing appropriate security measures on their own devices, networks, and user accounts
• Ensuring that their use of Clevertel SA Group's services complies with all applicable laws and regulations
• Promptly reporting any suspected security incidents, breaches, or service anomalies
• Ensuring authorised personnel manage and secure access credentials provided by Clevertel SA Group

6. Professional Advice

Any technical recommendations, configurations, or guidance provided by Clevertel SA Group are offered in good faith based on information available at the time. Such guidance does not constitute legal, financial, or regulatory advice. Clients should obtain independent professional advice before making material business decisions based on our recommendations.

7. Indemnification

The client agrees to indemnify and hold harmless Clevertel SA Group, its directors, employees, and contractors from and against any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

• The client's breach of any agreement with Clevertel SA Group
• The client's misuse of any service or platform provided
• Any third-party claim arising from the client's use of Clevertel SA Group's services in violation of applicable law

8. Governing Law & Jurisdiction

This Limited Liability Policy is governed by the laws of the Republic of South Africa. Any disputes arising under or in connection with this policy shall be subject to the exclusive jurisdiction of the courts of South Africa, without prejudice to Clevertel SA Group's right to seek urgent relief in any competent court.

This policy must be read together with Clevertel SA Group's Terms of Service, Refund Policy, and Payment Terms.

9. Updates to this Policy

Clevertel SA Group reserves the right to update or amend this Limited Liability Policy at any time. Continued use of our services after any amendment constitutes acceptance of the revised terms. Clients are encouraged to review this policy periodically.

For queries regarding this policy, contact us at info@clevertel.co.za or 012 023 2599.

These Terms govern the Free 1-Page Website Design offer by Clevertel SA Group (Pty) Ltd (CIPC Reg. 2025/960201/07, Pretoria East, Gauteng). By subscribing to hosting or accepting the free design offer, the Client agrees to these Terms.

1. Definitions

• "Clevertel" — Clevertel SA Group (Pty) Ltd.
• "Client" — any individual, sole proprietor, partnership, close corporation, or company subscribing to the Service.
• "Service" — the Free 1-Page Website Design and associated monthly web hosting.
• "Website" — the 1-page website designed and built by Clevertel for the Client.
• "Hosting Subscription" — the active monthly hosting plan paid by the Client, from R159 per month (excl. VAT).
• "Project Files" — all source code, markup, stylesheets, scripts, images, and digital assets comprising the Website.
• "Export Fee" — the once-off fee of R2,950 (excl. VAT) for transfer of Project Files to the Client.
• "Clevertel Infrastructure" — the hosting servers and technical environment owned or managed by Clevertel.

2. Nature of the Free Design Offer

• The website design and build is provided free of charge — no upfront developer fee, no setup charge, no design invoice.
• The free design is conditional upon an active Hosting Subscription with Clevertel.
• Covers a single 1-page scrolling website: Home, Services, About Us, and Contact Us sections.
• Includes one (1) round of revisions after the Client's initial review.
• Additional pages, e-commerce, booking systems, or custom integrations are not included and are quoted separately.
• Clevertel may decline the offer where the Client's content violates applicable law or Clevertel's Acceptable Use standards.

3. Hosting Subscription

• Billed monthly from R159/month. Pricing may change with 30 days' written notice.
• No fixed-term contract, no minimum period, no cancellation penalty.
• Cancellation takes effect at end of the current billing period. No pro-rata refunds for partial months.
• Includes: South African server infrastructure, free SSL certificate, 99.9% monthly uptime SLA, and basic DNS management.
• Business Email Hosting: Business email hosting is not included in the Hosting Subscription and is available as a separate paid add-on. Contact Clevertel for current pricing.
• Domain Registration: The Client may supply their own domain or request Clevertel to register and secure a .co.za domain on their behalf. If registered by Clevertel, a yearly renewal fee of R150 per year applies, billed annually and separate from the monthly Hosting Subscription. Domain registration fees are non-refundable once the domain has been registered. All DNS configuration is handled by Clevertel at no additional charge.

4. Intellectual Property & Ownership

4.1 Active Subscription Licence Last amended: 6 June 2026

The Client holds a non-exclusive, non-transferable licence to use the Website as hosted on Clevertel Infrastructure.

4.2 Clevertel's Retained Rights Last amended: 6 June 2026

4.3 Client Content Last amended: 6 June 2026

All content supplied by the Client (text, logos, images, brand materials) remains the Client's exclusive property at all times.

4.4 Infrastructure Optimisation Last amended: 6 June 2026

The Website is optimised for Clevertel's environment. Clevertel does not warrant functionality or compatibility if migrated to a third-party host without the Export File package.

5. Hosting Dependency

• The Client acknowledges the Website must remain hosted on Clevertel Infrastructure to benefit from this offer.
• The Client is not legally compelled to remain a Clevertel customer but accepts the consequences in Clause 6 upon discontinuation.

6. Cancellation & Effect on Website

• The Website is taken offline at the end of the final paid billing period.
• Project Files are retained for 60 calendar days post-cancellation, during which the Client may purchase the Export Package (Clause 7).
• After 60 days, Clevertel may permanently delete Project Files with no obligation to restore them.
• Clevertel accepts no liability for loss of online presence or commercial damage resulting from cancellation.
• Non-payment lapse: 14-day grace period applies before the Website is taken offline. The Client will be notified by email.

7. Website Project File Export — R2,950 Once-Off

• Available at any time during the subscription or within 60 days of cancellation.
• Upon receipt of full payment, Clevertel delivers a secure download link within 5 business days.
• Payment transfers full ownership of Project Files to the Client; Clevertel retains no claim after delivery.
• Export covers file transfer only — no post-transfer hosting, migration assistance, or third-party server configuration is included.
• Clevertel provides no warranty as to compatibility with third-party hosting environments.
• The Export Fee is non-refundable once files are delivered.
• Export requests must be submitted in writing to info@clevertel.co.za.

8. Acceptable Use

• The Client warrants all supplied content is accurate, lawful, and does not infringe third-party intellectual property.
• The Website may not be used for unlawful activities, spam, phishing, malware, or anything violating SA law including the ECT Act and Cybercrimes Act 19 of 2020.
• Clevertel may suspend or terminate hosting immediately, without refund, for breach of this clause.

9. POPIA & Data Protection

• Clevertel processes Client personal information in accordance with POPIA (Act 4 of 2013).
• The Client is the Responsible Party for Website visitor data and must comply with POPIA accordingly.
• Clevertel's full Privacy Policy: clevertel.co.za/policy → Privacy Policy.

10. Service Level Agreement

• 99.9% monthly uptime SLA, excluding scheduled maintenance (notified 24 hours in advance) and force majeure.
• SLA credits issued as deductions on the following month's invoice. No cash refunds for SLA breaches.

11. Limitation of Liability

• Clevertel's aggregate liability is capped at the total hosting fees paid in the 3 months preceding the claim.
• Clevertel is not liable for indirect, consequential, or economic loss including loss of profit, data, or business opportunity.

12. Amendments

Clevertel may amend these Terms with 30 days' written notice by email. Continued use after the effective date constitutes acceptance.

13. Governing Law

Governed by the laws of the Republic of South Africa. Disputes are subject to South African courts. Parties agree to good-faith negotiation before formal legal proceedings.

14. Contact

• Email: info@clevertel.co.za
• Gauteng: 012 023 2599  |  Limpopo: 015 023 0295
• Address: Pretoria East, Gauteng, South Africa
• Service page: clevertel.co.za/free-web-design