Terms & Conditions

Agreement

These Terms and Conditions (“Terms”) govern access to and use of the FixrBuddy property operations platform, including app.fixrbuddy.co.za, mobile experiences, APIs, and related services (collectively, the “Service”). The marketing website at www.fixrbuddy.co.za is also subject to these Terms where applicable.

By accessing or using the Service, you agree to these Terms. If you do not agree, you should not use the Service.

If you use the Service on behalf of an organisation, you represent that you have authority to bind that organisation. The organisation is the “Customer”; individual users are “Users”.

Definitions

• Customer — the property operator, landlord, student housing provider, managing agent, or other entity that subscribes to or is authorised to use a FixrBuddy workspace.
• User — any person invited by a Customer to access the Service (including admin, manager, staff, security, resident, or custom roles).
• Customer Data — data uploaded, entered, or generated by Users in a Customer workspace, including personal information about tenants, visitors, and staff.
• Documentation — help materials, implementation guides, or written descriptions we make available for the Service.

The Service

FixrBuddy provides a unified workspace for multi-building property operations, including modules for:

• Maintenance tickets (lifecycle, priorities, collaboration, quotes, audit history)
• Inspections (templates, scoring, photos, PDF reports)
• Properties, rooms, and asset registers (including bulk import/export)
• Visitor management (check-in/out, policies, SMS/email notifications)
• Accounting and billing (invoices, recurring rent, arrears, supplier logs, exports)
• Calendar and scheduling across operational modules
• Documents and compliance file management
• Team messaging (direct/group chats, attachments, polls, push notifications)
• Role-based permissions for admin, manager, staff, security, resident, and custom roles
• Leases and e-signing workflows
• User and tenant profiles with operational history
• Reporting and analytics

Features available to a Customer depend on subscription, configuration, and deployment type (standard or enterprise white-label). We may add, change, or retire features over time. We do not commit to maintaining every configuration indefinitely.

From time to time we may offer preview or beta features. Such features may be less stable, may change without notice, and are provided without the same level of support as generally available modules unless otherwise agreed in writing.

Accounts and access

• Customers provision workspaces and invite Users. Users must keep credentials confidential.
• Customers are responsible for accurate role assignments and permission matrices (view, edit, delete, export per module).
• We may suspend or terminate access for security risks, non-payment, or material breach.
• Residents, tenants, and field staff may access the Service via web or, for enterprise deployments, branded mobile apps as agreed in writing.

Customers are responsible for provisioning and de-provisioning User access, including when employees or contractors leave. Delayed removal of access may increase security and privacy risk.

Customer responsibilities

Customers agree to:

• Comply with POPIA and other applicable laws when collecting and processing personal information in FixrBuddy (Customers remain solely responsible for their compliance)
• Provide instructions to us as operator that the Customer believes are lawful and handle data subject rights for their tenants, visitors, and staff
• Ensure data uploaded (including bulk imports) is accurate and that Users are authorised to access it
• Configure visitor, messaging, and notification settings responsibly (including SMS/email content and recipients)
• Not use the Service for unlawful, harmful, or deceptive purposes
• Maintain appropriate notices and consents for tenants, visitors, and staff whose personal information is processed in the workspace
• Use exports and reports responsibly, especially where they contain personal or financial information

FixrBuddy provides software tools; Customers remain responsible for property management decisions, regulatory compliance in their sector, and the accuracy of operational and financial records they maintain.

Acceptable use

Users must not:

• Attempt to breach security, probe vulnerabilities, or access another Customer’s workspace
• Upload malware, harass others, or infringe intellectual property or privacy rights
• Scrape or automate access except via documented APIs or written approval
• Misrepresent identity at visitor check-in or in lease signing flows
• Overload the Service with unreasonable requests

We may investigate suspected violations and may suspend or restrict access where we reasonably believe the Service is being misused or poses risk to others. We may cooperate with law enforcement or regulators where required by law.

Customer Data and ownership

As between FixrBuddy and the Customer, the Customer retains ownership of Customer Data. The Customer grants FixrBuddy a limited licence to host, process, transmit, and display Customer Data solely to provide and support the Service, improve reliability, and comply with law.

Customers must have the rights and permissions needed for the Customer Data they upload, including photographs, lease documents, visitor records, and bulk imports. FixrBuddy is not responsible for content uploaded without proper authority.

Fees and enterprise agreements

Standard access may be offered at custom enterprise pricing based on portfolio size, roles, and deployment needs. White-label plans may include branded mobile apps (iOS and Android), setup assistance, and dedicated support as described in a quote or order form.

Fees, payment terms, and renewal are as agreed in writing between FixrBuddy and the Customer. Unless stated otherwise, fees are exclusive of VAT and similar taxes. Late payment may result in suspension after reasonable notice where permitted by the customer agreement.

Data and privacy

Our Privacy Policy and POPIA page describe how personal information may be handled at a high level. Customers are generally responsible parties for tenant, visitor, and staff data in their workspace; FixrBuddy processes that data as operator on Customer instructions, without assuming the Customer’s regulatory duties.

Customers are responsible for backups or exports they require before termination. We may use reasonable efforts to support migration where described in implementation or support agreements, but Customers should not rely solely on FixrBuddy for archival copies of critical records.

Intellectual property

FixrBuddy owns the Service, software, documentation, branding, and website content, except Customer data and materials Customers upload. Customers receive a limited, non-exclusive, non-transferable right to use the Service during the subscription term for internal property operations.

White-label Customers receive branding rights as set out in their enterprise agreement. Feedback or suggestions may be used to improve the Service without obligation to compensate the submitter, unless otherwise agreed in writing.

Customers must not remove or obscure proprietary notices in the Service except where white-label branding is expressly permitted.

Confidentiality

Each party will protect the other’s confidential information with reasonable care and use it only for the purpose of the relationship. This does not apply to information that is public, independently developed, or lawfully obtained from a third party without restriction.

Confidentiality obligations survive termination for a reasonable period, subject to any longer period stated in a customer agreement.

Third-party services

The Service may integrate with or rely on third-party providers (for example hosting, SMS, email, push notifications, or e-signing). Those services are subject to their own terms and availability. We are not responsible for third-party outages, policy changes, or acts outside our reasonable control.

Customers are responsible for their own relationships with telecommunications providers, banks, payment processes, and any systems they connect to exports from FixrBuddy.

Availability and support

We aim for reliable availability but do not guarantee uninterrupted or error-free access. Planned maintenance, emergency fixes, and third-party dependencies may affect availability. Support levels depend on the Customer’s plan (including implementation playbook, training, and migration assistance where purchased).

Response times for support requests may vary based on severity, plan, and business hours unless a specific service level is agreed in writing.

Disclaimers

To the extent permitted by law, the Service is provided “as is” and “as available”. We do not warrant that the Service will meet every operational requirement, that all defects will be corrected within a particular timeframe, or that the Service will be free from vulnerabilities.

FixrBuddy does not provide legal, tax, accounting, or professional property management advice. Calculations, reports, and workflow tools are aids only; Customers should verify outcomes before relying on them for billing, compliance, or enforcement actions.

Limitation of liability

To the maximum extent permitted by South African law, FixrBuddy is not liable for indirect, consequential, or punitive damages, or loss of profits, data, or goodwill. Our aggregate liability arising from these Terms or the Service is limited to the fees paid by the Customer in the twelve (12) months before the claim, except where liability cannot be limited by law (including gross negligence or unlawful conduct).

Indemnity

Customers will indemnify FixrBuddy against claims arising from Customer data, misuse of the Service by Users, or breach of these Terms or applicable law, except to the extent caused by our uncured material breach.

Term and termination

These Terms apply while the Customer uses the Service. Either party may terminate according to the applicable subscription or enterprise agreement. On termination, access may be disabled; export windows may be offered as described in the agreement.

Upon termination, each party should return or delete confidential information of the other where practical, subject to backup cycles and legal retention requirements.

Sections that by nature should survive (including intellectual property, confidentiality, liability limits, indemnity, and governing law) will survive termination.

Force majeure

Neither party is liable for delay or failure to perform obligations (other than payment of undisputed fees) due to events beyond reasonable control, such as natural disasters, widespread network failures, labour disputes, government actions, or similar events, provided the affected party uses reasonable efforts to resume performance.

Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. The parties will first attempt in good faith to resolve disputes informally before pursuing formal proceedings.

Subject to any alternative dispute resolution agreed in writing, disputes are subject to the jurisdiction of South African courts competent to hear the matter.

General

• Entire agreement: These Terms, together with applicable customer agreements and referenced policies, form the principal legal framework for use of the Service, unless otherwise stated in writing.
• Severability: If any provision is held invalid, the remaining provisions remain in effect.
• No waiver: Failure to enforce a provision is not a waiver of future enforcement.
• Assignment: Customers may not assign these Terms without our written consent. We may assign to an affiliate or successor in connection with a merger, acquisition, or sale of assets, with notice where practical.

Changes

We may update these Terms from time to time. We will post the revised version with a new “Last updated” date. Continued use after changes take effect may constitute acceptance where permitted by law and your relationship with FixrBuddy or your Customer organisation.

Material changes affecting existing Customers may be communicated through account channels or email where appropriate.

Contact

Questions about these Terms: admin@fixrbuddy.co.za · Contact form