TERMS OF USE
Effective Date: 22 September 2026
Welcome to ComplianceVault (“ComplianceVault”, “we”, “us”, or “our”). These Terms of Use (“Terms”) govern your access to and use of the ComplianceVault website, platform, applications, document storage services and related services (collectively, the “Service”).
By accessing or using the Service, you agree to be bound by these Terms. If you do not agree with these Terms, you should not use the Service.
1. Purpose and Scope
These Terms govern the subscription and use of Compliance Vault, a hosted software service for storing, organising, tracking and managing compliance-related records and information. By subscribing to or using the Service, the Customer agrees to these Terms.
2. Definitions
“Customer” means the organisation subscribing to the Service. “Provider” means Beinco Enterprise Solutions. “Service” means Compliance Vault and related support. “Customer Data” means information, files, records and personal data submitted by or for the Customer. “Authorised User” means a person authorised by the Customer to access the Service.
3. Service
The Provider will make the Service available according to the Customer’s subscription plan. Features may include document storage, expiry tracking, user management, dashboards, notifications and related functionality. Features may change over time provided that the Provider does not materially reduce the core contracted service without reasonable notice.
4. Customer Authority
The person accepting these Terms represents that they have authority to bind the Customer and that the Customer is authorised to provide the information uploaded to the Service.
5. Accounts and Security
Customers must maintain accurate account information, protect credentials, use strong passwords, prevent unauthorised access and promptly report suspected compromise. The Customer is responsible for actions performed through its accounts except to the extent caused by the Provider’s breach of these Terms.
6. Customer Data
The Customer retains ownership of Customer Data. The Provider receives only the rights necessary to host, process, back up, secure, display and otherwise provide the Service. The Provider will not sell Customer Data.
7. Compliance Responsibility
The Service is a technology tool and does not constitute legal, regulatory, audit, safety, accounting or professional advice. The Customer remains responsible for determining its compliance obligations and for the accuracy, completeness and timeliness of records it uploads.
8. Subscription and Storage
Subscription plans are based principally on allocated storage and any included user allowance or other plan limits. The Customer must not exceed its allocated storage. Additional storage may be purchased where offered.
9. Fees and Payment
Fees, billing intervals and applicable taxes are stated in the Customer’s order, quotation or subscription page. Fees are payable when due. Overdue accounts may be restricted or suspended after reasonable notice.
10. Acceptable Use
The Customer must not use the Service unlawfully, attempt to bypass security, access another organisation’s data, upload malicious code, interfere with the Service, or use the Service to infringe third-party rights.
11. Security
The Provider will maintain reasonable technical and organisational measures appropriate to the Service. Specific security commitments are described in the Security & Data Protection Schedule and DPA where applicable.
12. Privacy and Data Protection
Where personal data is processed through the Service, the parties will comply with applicable data protection law. The DPA forms part of the agreement where personal data is processed on the Customer’s behalf.
13. Document Storage
Establishing an encryption-protected vault is a mandatory prerequisite to uploading or storing any document in Compliance Vault. The Service shall not permit documents to be uploaded or stored outside this required vault-protection mechanism.
14. Intellectual Property
The Provider retains rights in the Service, software, interfaces, documentation and underlying technology. Customer Data remains the Customer’s property. No intellectual property is transferred except as expressly stated.
14. Confidentiality
Each party will protect confidential information received from the other party and use it only for the purposes of the relationship. This obligation does not apply to information that is public, independently developed, lawfully received from another source or required to be disclosed by law.
15. Availability and Maintenance
The Provider will use reasonable efforts to keep the Service available but does not guarantee uninterrupted or error-free operation. Planned maintenance may result in temporary unavailability.
16. Support
Support is provided through support@compliancevault.space . Support scope, hours and response targets are described in the applicable SLA or support terms.
17. Suspension
The Provider may suspend access where reasonably necessary to address security threats, unlawful use, non-payment, material breach or risk to the Service. Where practical, the Provider will give notice and restore access once the reason for suspension is resolved.
18. Termination
Either party may terminate in accordance with the subscription terms. The Provider may terminate for material breach that remains uncured after reasonable notice, subject to applicable law.
19. Customer Data on Termination
Following termination, the Customer may request export of available Customer Data during the applicable retrieval period. After that period, the Provider may delete Customer Data subject to legal obligations, backup cycles and the DPA.
20. Disclaimer
Except to the extent expressly stated, the Service is provided on an “as available” basis. The Provider does not warrant that the Service will satisfy every regulatory or operational requirement of the Customer.
21. Limitation of Liability
To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special or consequential loss. Any agreed liability cap should be inserted here after legal review: [LIABILITY CAP]. Nothing in these Terms excludes liability that cannot lawfully be excluded.
22. Indemnity
The Customer will indemnify the Provider against third-party claims arising from unlawful Customer Data, Customer misuse of the Service or violation of third-party rights, subject to applicable law and the final negotiated agreement.
23. Force Majeure
Neither party is responsible for delay caused by events outside reasonable control, including major telecommunications failures, natural disasters, civil emergencies or widespread infrastructure failures.
24. Changes
The Provider may update these Terms where reasonably necessary. Material changes will be communicated through reasonable means. Continued use after the effective date of an update constitutes acceptance where legally permitted.
25. Governing Law
These Terms are governed by the laws of the Republic of Botswana unless the Customer’s signed agreement states otherwise.
26. Electronic Acceptance
Electronic acceptance, click acceptance, signed electronic documents and other legally recognised electronic records may constitute acceptance of these Terms.
27. Contact
Support Email: support@compliancevault.space
Provider: Beinco Enterprise Solutions
Address: Plot 54368 ITowers, CBD, Gaborone, Botswana
Email: info@compliancevault.space
Effective Date: 22 September 2026
Last Updated: 22 September 2026