Terms of Service

Eziflow PO — a product of IDEA. (Pty) Ltd

These Terms of Service ("Terms") govern access to and use of the Eziflow PO purchase order and approval workflow platform ("Platform," "Eziflow"). By creating an account, accessing, or using the Platform in any capacity, you and the business you represent ("Account," "you," "your") agree to be bound by these Terms in full. If you do not agree, you must not use the Platform.

1. Acceptance of Terms

By registering an Account or using the Platform, you confirm that you have the authority to bind the business on whose behalf you are signing up, and that you agree to these Terms. These Terms apply to every user of an Account, regardless of role — Owner, Co-Owner, Admin, Employee, or Viewer.

2. About the Platform

Eziflow is a multi-tenant, subscription-based Software-as-a-Service platform that enables businesses to raise, route, and approve purchase orders through configurable digital workflows. Each business that signs up ("Account") operates in a fully isolated environment — no Account can access another Account's data.

The Platform is provided for legitimate business purchase order and procurement management purposes only.

3. Accounts, Roles & Access

3.1 Account structure. The person who registers an Account is its Owner. The Owner may appoint one Co-Owner with equal rights. Owners and Co-Owners are the only users who may change the Account's subscription tier, run bulk data management tools, or close the Account.

3.2 Roles. Within an Account, an Admin may configure suppliers, spend categories, business units, users, approval workflows, forms, and branding. An Employee may submit purchase orders via published forms and view their own submissions. A Viewer has read-only access to the Account's purchase orders. Any user, regardless of role, may be assigned as an approver for a given workflow step, which grants them the ability to view, approve, or reject that specific step.

3.3 Credentials. Users may not share login credentials, grant Platform access to unauthorised parties, or act outside the permissions of their assigned role. Each Account is responsible for the conduct of its own users on the Platform.

3.4 Superadmin access. IDEA. (Pty) Ltd, as Platform operator, retains a superadmin function for account administration and support. Superadmin access to an Account's data (including impersonation for support purposes) requires the Account's explicit opt-in while active, and is logged.

4. Intellectual Property

4.1 Platform ownership. All software, interfaces, workflow logic, algorithms, templates, and design elements of Eziflow are the exclusive intellectual property of IDEA. (Pty) Ltd and are protected under applicable copyright, trademark, and trade secret law. You may not copy, reverse-engineer, decompile, resell, sub-license, or reproduce any part of the Platform, and unauthorised reproduction or cloning of the Platform constitutes a material breach of these Terms.

4.2 Your data and content. Purchase order data, supplier information, uploaded quotes and attachments, forms, PDF templates, and branding assets that you create or upload remain the property of your Account. IDEA. (Pty) Ltd claims no ownership over your Account's business data and will not use it for any purpose other than providing and supporting the Platform.

5. User Content & Data Responsibility

By uploading or entering content into the Platform (including supplier details, quotes, attachments, and workflow configurations), you confirm that you have the right to do so, and that the content does not infringe any third party's rights and is not unlawful, defamatory, or in violation of any applicable law. Each Account is solely responsible for the accuracy and legality of the data it enters, and for the accuracy of the purchase orders, approvals, and communications it generates through the Platform.

6. Data & File Security

6.1 Email. Each Account sends workflow emails (approval requests, notifications, supplier communications) exclusively through its own configured email server (SMTP) credentials. IDEA. (Pty) Ltd never sends Account correspondence from its own domain on an Account's behalf. Stored email credentials are encrypted at rest.

6.2 Isolation. Every Account's data is isolated at the database and application level. Account data is never mixed, shared, or exposed across Accounts.

6.3 Access control. The Platform uses password-based authentication, session timeouts, brute-force login protection, and cross-site request forgery protection on all data-modifying actions.

6.4 Retention. Account data is retained for the duration of an active subscription. On Account closure, data is subject to the retention and deletion schedule set out in Eziflow's Privacy Policy.

Full detail on how personal information is collected, used, and protected — including in compliance with the Protection of Personal Information Act (POPIA) — is set out in Eziflow's separate Privacy Policy, which forms part of these Terms by reference.

7. Prohibited Use

Users may not use the Platform to:

Create, route, or approve fraudulent, unlawful, or misleading purchase orders;
Upload malware, corrupted files, or malicious code of any kind;
Attempt to bypass Platform security, access controls, or Account-isolation boundaries;
Use automated tools to scrape, extract, or replicate Platform functionality or another Account's data;
Reproduce, clone, or attempt to reverse-engineer any part of the Platform.

8. Output & Delivery

8.1 PDFs and email. Purchase order PDFs are generated on demand from your Account's configured template and are not permanently stored by the Platform beyond what is needed to serve the request. Workflow emails (approval requests, notifications, supplier orders) are sent only where your Account's configured workflow explicitly includes an email step — no email is sent that isn't defined by your workflow design.

8.2 No liability for third-party outcomes. IDEA. (Pty) Ltd is not responsible for a supplier's handling of, or response to, a purchase order delivered through the Platform, for errors resulting from incorrect data entered by a user, or for delivery failures caused by an Account's own email server configuration.

9. Subscription, Billing & Account Lifecycle

9.1 Tiers. Eziflow is offered on subscription tiers with defined user and storage limits, as described at sign-up and on the Account's billing/plan page. Owners and Co-Owners may change tier at any time, subject to the Account's current usage.

9.2 Billing. Billing terms will be confirmed separately with your Account and are not governed in detail by these Terms.

9.3 Suspension and closure. An Account may be closed by its Owner or Co-Owner, or suspended by IDEA. (Pty) Ltd for breach of these Terms, non-payment, or misuse. A closed or suspended Account is subject to a data retention countdown before permanent deletion, as described in the Platform and in the Privacy Policy.

10. Limitation of Liability

To the fullest extent permitted by law, IDEA. (Pty) Ltd shall not be liable for any direct, indirect, incidental, or consequential loss arising from use of, or inability to use, the Platform; loss, corruption, or unauthorised access to Account data arising from causes outside IDEA. (Pty) Ltd's reasonable control; or errors in purchase orders, workflows, or exported documents resulting from data or configuration entered by an Account's own users.

The Platform is provided "as is" without warranties of any kind, express or implied.

11. Termination of Access

IDEA. (Pty) Ltd reserves the right to suspend or terminate an Account's access, without notice, for breach of these Terms, misuse or abuse of the Platform, non-payment, or any activity that poses a risk to the Platform, other Accounts, or third parties.

12. Amendments to These Terms

These Terms may be updated from time to time. Accounts will be notified of material changes. Continued use of the Platform after such notification constitutes acceptance of the revised Terms.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising from use of the Platform are subject to the jurisdiction of the South African courts.

Note: These Terms of Service are provided as a general legal framework and do not constitute legal advice. IDEA. (Pty) Ltd recommends this document be reviewed by a qualified attorney familiar with South African contract, intellectual property, data protection (POPIA), and technology law before being relied upon in any commercial or legal context.