Terms of service

These terms are an agreement between Graaph Technologies (Pty) Ltd (“Tallied Books”, “we”, “us”) and the practice or business that opens a workspace (“you”). The person who accepts them for you confirms that they may bind you.

The data processing agreement and the sub-operator register form part of these terms. Where they deal with personal information and these terms say something different, the data processing agreement applies. Our privacy notice explains the personal information we are responsible for ourselves.

Tallied Books collects financial documents from you and your clients, reads them, helps your staff check what was read, and sends the records you approve to accounting software you connect, such as Xero or Sage.

Reading is automated and can be wrong. A record reaches your accounting software only after someone in your workspace approves it. You remain responsible for the records you approve, the returns you file and the advice you give. Tallied Books does not give accounting, tax or legal advice: its suggestions, such as account codes, VAT amounts or matched bank lines, help your review and do not replace it.

• You decide who has access through memberships in your workspace. Each membership is for a named person, with a role that limits what they can do. Clients you invite see only their own documents and requests.
• Each person has one Tallied Books login and password across their practices. They manage their own name, email and password; you cannot change those details. You can change or deactivate their membership in your workspace, and correct an invitation address only for a login that has never been accepted.
• Keep passwords and sign-in links private. You are responsible for what is done through your workspace’s memberships, so tell us at support@talliedbooks.co.za straight away if you think one has been misused.
• We may suspend an account or a workspace to stop a security incident, unlawful use or harm to others. We will tell you why, and restore access once the cause is dealt with.

“Your data” is everything you, your staff and your clients put into your workspace, and everything read from it.

• You own your data. You allow us to store, copy, read, transmit and display it only to provide, secure and support Tallied Books for you, as the data processing agreement describes.
• We do not sell your data, use it for advertising, or use your documents to train machine-learning models. We improve our reader with documents made for that purpose, never with yours.
• You confirm that you may give us your clients’ information for these purposes. In particular, your engagement with each client should allow you to use service providers, including the sub-operators on the register that process information outside South Africa.
• Tallied Books is made for business financial documents. Do not upload documents whose purpose is to record health, religious, biometric or criminal information, or information about children.

When you connect Xero, Sage or another service, you instruct us to send the records you approve to it, and to read what we need from it, such as your accounts and tax rates. That service’s own terms govern what it does with your data, and it is not our sub-operator. You can disconnect it at any time in your settings.

• A new workspace starts with a 30-day trial. No card is needed for it.
• When a practice’s trial ends, it moves to Free unless you choose a plan.
• For an own-business workspace, choose a plan to carry on after the trial. Without one, the workspace becomes read-only: staff can still sign in, read and export everything, and clients can still send documents for fourteen days, but nothing new is read or sent.
• Plans, prices and allowances are on the pricing page. Use beyond a plan’s allowances is paid from prepaid credit at the rates shown in Billing. Prices are in rand. If we are registered for VAT, they exclude VAT, which we add at the standard rate on each tax invoice we issue.
• Paid plans are billed in advance, monthly or yearly, by card through Paystack. We never see or store your full card number.
• If a payment fails, we tell you and try again on the third, seventh and sixteenth days. A workspace still unpaid 30 days after a failed payment is paused: staff can sign in and export, but nothing is read or sent. If it stays paused for a further 60 days, it starts closing as section 7 describes.
• Your subscription keeps the price of the plan it started on. If we ever need to move existing subscriptions to a new price, we will give you at least 30 days’ notice by email, and you may cancel before it applies.

• You can cancel a paid plan at any time. It ends at the end of the period you have paid for. We do not refund part of a period, except where the law requires it or this agreement says so.
• If the Electronic Communications and Transactions Act gives you a right to cool off, you may cancel a paid plan within seven days of starting it, and we will refund that payment in full.
• The workspace owner can close the workspace from its data and privacy settings. Staff and clients lose access straight away. You then have 90 days to export everything or reopen it. After that we delete the workspace’s data and files; copies in our backups are deleted as those backups expire. Our tax invoices to you are kept for as long as tax law requires.
• We may end this agreement on 90 days’ notice, or straight away if you seriously breach it and do not put the breach right within 14 days of our notice. Either way, you have the same 90 days to export your data.

You and the people in your workspace must not:

• upload anything unlawful, or anything you have no right to share;
• try to reach another workspace’s data, or test, scan or overload Tallied Books without our written permission;
• copy, resell or reverse-engineer Tallied Books, except as far as the law allows;
• use requests, reminders or upload links to collect information unrelated to the work you do for your clients, or to send unsolicited messages.

We work to keep Tallied Books available and secure, and plan maintenance for quiet hours where we can. We do not promise uninterrupted service unless we agree a service level with you in writing. Support is by email at support@talliedbooks.co.za; the pricing page shows which plans have priority support.

We protect your data with the measures in the data processing agreement, and tell you about a security compromise as it describes. Each of us keeps the other’s non-public information confidential and uses it only for this agreement.

Our support team works inside your workspace only through a support session that one of your administrators grants, and what they do there is recorded in your audit log.

We own Tallied Books and what we make for it. While you subscribe, you may use it for your practice or business. Your data, your branding and your clients’ documents remain yours, and you allow us to show your branding in your workspace and your client app. If you send us suggestions, we may use them without any obligation to you.

We provide Tallied Books with reasonable skill and care. Beyond what this agreement says, we do not promise that every document will be read, or read correctly: that is why every record waits for a person’s approval. Nothing in this agreement limits a right that the Consumer Protection Act or the Electronic Communications and Transactions Act gives you, where the law does not allow it to be limited.

• Neither of us is liable to the other for indirect or consequential loss, or for lost profit, revenue or goodwill.
• Our total liability to you under this agreement in any twelve months is limited to the fees you paid us for those twelve months.
• These limits do not apply to loss caused by fraud, gross negligence or wilful misconduct, or to liability that the law does not allow to be limited.
• You are responsible for claims your clients bring about records you approved or instructions you gave us.

We may update these terms, the data processing agreement and the sub-operator register. Each version is published here with its date and number, and the version you accepted is shown in your workspace’s data and privacy settings. We email workspace administrators at least 30 days before a change that reduces your rights takes effect; if you do not accept it, you may cancel before then and we will refund fees paid for the time after it. Other changes, such as corrections, take effect when published. Changes to sub-operators follow the data processing agreement.

South African law governs this agreement. If a dispute arises, we will each try to settle it by talking first. If it is not settled within 30 days, either of us may take it to a South African court that has jurisdiction. If you are a consumer, you keep any right you have to approach the National Consumer Commission or an ombud.

Company

Graaph Technologies (Pty) Ltd

Registration number

2022/854476/07

Address

2 Platberg Street, Johannesburg, Gauteng, 1687

Support

support@talliedbooks.co.za

Information Officer

privacy@talliedbooks.co.za

Website

talliedbooks.co.za

We send notices to the workspace owner’s email address. Send yours about personal information to privacy@talliedbooks.co.za, and anything else to support@talliedbooks.co.za.