Terms & conditions

Digital Safety Files (DSF) Version 2.0 – Terms and Conditions

1. Definitions

1.1 DSF: DSF Digital Safety Files (Pty) Ltd.

1.2 Client: The person/entity accepting this quotation and/or receiving an invoice from DSF.

1.3 System: DSF System, Client Admin Portal, Consultant Portal, PWA, and Mobile App.

1.4 Site File: A site-specific Digital Safety File for one site/project/location.

2. Subscription Fees (System Access)

2.1 Annual Upfront Plan: R399/month, billed annually (R4,788/year).

2.2 Monthly Plan: R529/month, billed monthly in advance.

2.3 Fees include registered user access and standard updates/improvements.

3. Once-Off Setup Fee (Onboarding)

3.1 Setup fee: R4,999 (payable in full upfront).

3.2 Setup starts only after DSF receives: (a) full payment, and (b) a full list of all tasks/activities the Client expects to perform (for correct setup of templates, checklists, registers and system requirements).

3.3 Setup is completed within 10 business days after 3.2, excluding delays due to missing/incorrect Client info, documentation, approvals or Client uploads.

3.4 Client uploads required info/docs (company, employees, equipment, vehicles/plant, chemicals, etc.) per welcome email instructions.

3.5 DSF configures the System and documentation templates based on the Client’s task list and information.

3.6 Setup includes one training session after DSF setup is complete and Client uploads are done.

3.7 Scope/task changes after setup starts may be billed at R375/hour (unless agreed otherwise).

4. Site-Specific Digital Safety Files (Billed Monthly)

4.1 Initial setup: R1,999 per site for the first 2 months.

4.2 Thereafter: R999 per site/month, billed monthly in advance.

4.3 Each Site File includes the documentation structure, compliance tracking, and a QR-linked read-only PWA for on-site access.

4.4 One Site File may not cover multiple sites. Each site requires a unique site name and physical address (site-specific safety files are a legal/contractual compliance requirement).

5. Usage-Based Charges (Monthly in Arrears)

5.1 Actual usage billed monthly:

(a) R45 per Home Affairs lookup

(b) R0.11 per email

(c) R0.50 per WhatsApp.

5.2 Usage logs are generated by the System and available on request.

6. Training Fees

6.1 HWSETA/DoEL Focus: Facilitator R1,385/day (up to 10 learners) + Certificate R1,125/learner + Travel R5.50/km (from Edenvale).

6.2 TETA Focus: Facilitator R1,385/day (up to 10 learners) + Certificate R1,249/learner + Travel (direct cost) (from Edenvale).

7. Other Services

7.1 Documents to be signed (appointments/agreements/specs): R397.50 per document.

7.2 Travel: R5.50/km or direct costs (flights, accommodation, rental).

7.3 Admin assistance / additional DSF work (if not compliant per Client specs): R375/hour.

7.4 Hard Copy Safety File: R4,500 per Site File + courier.

7.5 Employee QR Code Badges: R99 once-off per employee (printed QR code badge linked to the employee profile / DSF access).

7.6 DSF Safety Whistle: R49 per whistle (once-off).

7.7 Retractable Keyring/Clip: R49 per unit (once-off) for connecting the employee badge and whistle; neck lanyards are not recommended for site use due to snag/strangulation risks.

7.5 Certified appointments on DSF: FPPD R499; Risk Assessor R499; Incident Investigator R499.

7.6 Site Safety Inspections & Audits (Client company only): R2,999 per audit + travel.

7.7 Remote sub-contractor DSF audits: R999 per sub-contractor.

7.8 Hard copy on-site sub-contractor audit: R2,999 + travel (or R1,499 if a site audit is booked).

7.9 Incident investigations & reports: R950/hour.

8. Billing, Payment Terms & Escalation

8.1 Invoices payable within 3 days (unless agreed in writing). Services activate on payment. Late payment may suspend access.

8.2 No refunds for unused portions once services are active, except where required by law.

8.3 DSF may adjust fees with 30 days’ notice. Annual escalation 6% every February.

8.4 Late payment: DSF may charge (a) interest at the prescribed rate under the Prescribed Rate of Interest Act, calculated from the day after due date to payment (daily, charged monthly), and (b) a R100 admin fee per overdue invoice per calendar month (or part thereof), and (c) reasonable collection costs including legal fees on an attorney-and-client scale where applicable.

8.5 The prescribed rate is linked to the Standard Interest Rate (PFMA s80(1)(b)) and may change; currently 10.25% p.a. from 1 Jan 2026.

9. Renewals, Cancellation & Data Retention

9.1 Subscriptions/Site Files renew automatically unless cancelled in writing 30 days before renewal.

9.2 Cancellation does not waive amounts due up to the cancellation effective date.

9.3 If suspended for non-payment, billing continues unless cancelled per 9.1.

9.4 DSF may retain data for a reasonable period for legal/audit/backup purposes. Data exports may be requested and billed per 7.3.

10. Data, POPIA & IP

10.1 Client data remains the Client’s property.

10.2 DSF may store/process/backup data for system operation and compliance, aligned to POPIA. Client warrants lawful, consent-based data uploads.

10.3 DSF retains IP in the System, templates, checklists, registers and structures (excluding Client data).

11. Suspension & Termination

11.1 DSF may suspend/terminate access for (a) overdue payments over 30 days, (b) misuse/credential sharing, or (c) illegal/unethical/fraudulent use.

11.2 Reinstatement requires settlement of outstanding fees and may include an admin process.

12. Support & Materials

12.1 Support hours: Mon–Fri 08:00–16:00.

12.2 Training is provided virtually; how-to videos are available on DSF’s YouTube channel.

13. Client Responsibilities & Compliance

13.1 Client must ensure uploaded info/docs are accurate, current and lawful.

13.2 DSF supports compliance via a digital system and templates; the Client remains responsible for implementing OHS measures and compliance on site.

13.3 Client must ensure the Site File is accessible on site; DSF provides QR/PWA access to support this.

14. Access & Security

14.1 Access credentials are for registered users only and may not be shared. Client manages user access and confidentiality.

14.2 Misuse may result in suspension/termination per clause 11.

15. Limitation of Liability

15.1 DSF is not liable for indirect/consequential loss (loss of income, interruption, data loss) arising from Client misuse/non-compliance or inaccurate records.

15.2 DSF is not liable for downtime/delays outside DSF’s reasonable control (internet providers, third-party integrations, system faults/bugs).

15.3 Client remains responsible for completion of required documentation/checklists/records.

16. Jurisdiction

16.1 South African law applies.

17. Acceptance

17.1 By accepting this quotation, issuing a PO, making any payment, requesting DSF to proceed, and/or using the System, the Client confirms it has read and agrees to these Terms & Conditions.

18. Severability

If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.