Terms & Conditions

1. Who we are

Crewly Ascend (“the Platform”, “we”, “us”) provides a cloud-based workforce management platform at crewlyascend.com to business clients (“you”, “your organization”). These terms govern your use of the Platform and all payments made for it. By registering an account, using the Platform, or paying an invoice, you accept these terms.

Contact: admin@crewlyascend.com

2. The service

The Platform is a software-as-a-service product covering human capital management, reporting and optional add-on modules (such as asset management). The service is delivered electronically and immediately: once your organization is activated, its licensed modules are available online. No physical goods are shipped.

Accounts are created by invitation from your organization’s administrator or by us. You are responsible for keeping login credentials confidential and for all activity under your accounts.

3. Fees and pricing

All prices are quoted and billed in South African Rand (ZAR) and are inclusive of VAT unless expressly stated otherwise.

• The Human Capital base product is charged per active site per month. Each site is billed at the per-site rate, or at a per-employee rate once the site’s employee headcount exceeds the published crossover. Current rates are shown in the Platform under My Services.
• Add-on modules are charged per licensed user per month.
• A site counts for a billing month if it was active at any point during that month. Sites marked as billing-exempt by us are not charged.
• We may change prices with reasonable prior notice. Price changes apply from the next billing cycle and never retroactively; issued invoices keep the prices at which they were generated.

4. Invoicing and payment

• Invoices are generated monthly on the 25th for the billing period then ending, and are emailed to your organization’s billing contact with a PDF copy. Invoices are also available in the Platform.
• Invoices are payable within 30 days of issue.
• Payment can be made by EFT, or automatically by card where your organization has added a card (clause 5).
• Accounts more than 30 days overdue may be suspended until the outstanding balance is settled. Suspension does not delete your data, and access is restored automatically on settlement.

5. Card payments (processed by Payfast)

Online card payments are processed by Payfast, a South African payment service provider. When your organization adds a card:

• Card details are captured and stored by Payfast on Payfast’s secure, PCI-DSS-compliant systems. Your full card number never touches our servers and we cannot see it.
• A once-off R 5.00 verification charge is processed when the card is added, to confirm the card is valid and authorize future charges.
• Each monthly invoice is then charged to the card automatically on the invoice date, with up to two retries over the following seven days if a charge fails. You receive a receipt by email for every successful charge.
• You can replace or remove the card at any time under My Services, which stops automatic collection and returns your account to EFT payment.

6. Refunds, credits and billing disputes

• If we bill you incorrectly, tell us within 30 days of the invoice date at admin@crewlyascend.com. Verified billing errors are corrected by credit note against your account or, where a payment was already collected, by refund to the original payment method (card refunds are processed back through Payfast) within 10 business days of the error being confirmed.
• Because the service is billed for periods in which it was available to your organization, charges for elapsed billing periods are otherwise non-refundable.
• Disputing an invoice in good faith does not by itself suspend your service while we investigate.

7. Cancellation

• You may cancel the service, or any add-on module, at any time by written notice to admin@crewlyascend.com or by deactivating modules in the Platform.
• Billing stops from the next billing cycle. Amounts for billing periods in which the service was active remain payable; there is no pro-rating within a billing month.
• After cancellation we retain your organization’s data for a reasonable period to allow export, after which it may be deleted.

8. Privacy and data protection (POPIA)

• We process personal information — including employee records captured by your organization — in accordance with the Protection of Personal Information Act, 2013 (POPIA), solely to provide the Platform to your organization.
• Your organization remains the responsible party for the employee data it captures; we act as its operator and process that data only on its instructions.
• We do not sell personal information, and we do not store card numbers (clause 5). Data is hosted securely and access is restricted to authorised users of your organization and our administrators.
• Privacy queries and data subject requests: admin@crewlyascend.com.

9. Acceptable use, availability and liability

• You may not use the Platform unlawfully, resell it without our agreement, or attempt to breach its security.
• We take reasonable care to keep the Platform available and your data backed up, but the service is provided “as is” and we do not warrant uninterrupted availability.
• To the extent permitted by law, our total liability for any claim arising from the Platform is limited to the fees paid by your organization in the three months preceding the claim. We are not liable for indirect or consequential loss.

10. General

• These terms are governed by the laws of the Republic of South Africa.
• We may update these terms from time to time; the current version, with its effective date, is always published at crewlyascend.com/terms. Material changes are notified to your organization’s billing contact.
• If any clause is unenforceable, the remainder of these terms stays in force.