Policy Passport Terms and conditions

Modified on Wed, 31 Jul at 2:37 PM

1. We are a private South African company that provides compliance training solutions and tools.	Compliance Online (‘us’ ‘our’ or ‘we’) is a South African company that provides compliance training solutions and tools to the employees of our clients to raise awareness about legislation and other regulatory requirements relevant to the client. Our details are: Compliance Online (Pty) Ltd Company registration number: 2002/026408/07 VAT: 4660251242 Registered Address: 88 Main Road, Paarl, 7646, Republic of South Africa Postal Address: 88 Main Road, Vrykyk, Paarl, 7646 Telephone: +27 21 863 0073 Email: support@complianceonline.co.za
2. What is Policy Passport and how does it work?	Policy Passport is a user-friendly Software as a Service (Saas) solution, designed to simplify compliance in your business. Policy Passport is a cloud-based document monitoring and tracking tool that allows you to monitor and track whether your employees read, understand, and acknowledge your corporate policies, standard business operating and other procedures, or any other documents. Please see section 7 for an overview of features.
3. Important!	We cannot guarantee that an employee has read and understood the content. This depends on the quality of the content itself and the effort made by the employee. We do not provide legal or any other advice regarding whether the specific content complies with the law or industry standards.
4. This is a fixed-term subscription to Policy Passport.	This is a fixed-term 12-month subscription to Policy Passport. You will be notified when your subscription is coming to an end, we will send you a quote for renewal 3 months prior to your subscription end date. Once you have committed to a 12-month subscription, you still have the option to cancel the agreement by giving us 2 months’ notice via email to support@complianceonline.co.za within the 12-month subscription period. If you have paid us in advance, you will receive a refund of any fees paid in advance. Any discounts applicable to the period for which you used Policy Passport, will be forfeited, and deducted from the amount owed to you should you cancel within the 12-month subscription period. If we do not hear anything from you at the end of your 12-month subscription period, your subscription will renew automatically, but you will be able to cancel it by giving us 2 months’ notice by sending us an email to support@complianceonline.co.za.
5. How does Policy Passport pricing work?	Our pricing structure includes the following charges: Monthly subscription fee Once-off set up fee, depending on the intricacies of your business Optional monthly support fee All invoices are due for payment within 30 days from the date of the invoice.
6. How does the monthly subscription fee work?	We do not charge per user or per document. We do however impose an Enrolment Limit on the number of users. What is the Enrolment Limit? Your Enrolment Limit is the maximum number of users that you may enrol on Policy Passport. Only active users count towards your Enrolment Limit. The data of deactivated users are archived for record-keeping purposes. Why is there an Enrolment Limit? The Enrolment Limit is there to protect you and us. The more users you enrol, the more capacity we need on our servers, and the greater the potential support we have to offer. How is your Enrolment Limit determined? You determine your Enrolment Limit by giving us an indication of the potential number of users you intend to enrol. We increase that number by at least 20% to give you room to grow. What happens if I exceed my Enrolment Limit? If you add users in the middle of your subscription period, over and above those included in your Enrolment Limit, we will contact you to establish your new business needs. May I add and remove users? You have the freedom to add and remove users as needed, as long as you do not exceed your Enrolment Limit. What should I do if I want to increase my Enrolment Limit? If you want to increase your Enrolment Limit to accommodate more users, contact us.
7. When do we charge a once-off set-up fee?	This fee is applicable when you sign up for Policy Passport for the first time and will depend on the size and complexity of your business. This fee is charged for the following services: If you have multiple business units with different requirements If you require Single Sign-On If you require additional IT documentation If we have to do data normalisation* If you have complex reporting needs *Note: Irrespective of the size of your business, we require your data to be provided to us in the prescribed format and template. If you don’t we will charge you an hourly rate to normalise your data.
8. How do the monthly support fee work?	Policy Passport is designed to be easy to administer. We will train your administrators and empower them with resources to enable them to: Distribute and manage your documents Create categories to organise your documents Upload documents Monitor document completion Obtain feedback from reviewers Distribute documents Set-up automated reminders to update documents Archive documents Manage version control and history of documents Execute bulk actions on documents Create questions Draft attestations Set-up CPD profiles for documents Organise and interact with users Create groups to organise users Update your user database (joiners and leavers) Send custom, unbranded email messages to users Obtain feedback on documents Send automated weekly or monthly reminders Execute bulk actions on users Monitor delivery failures Extract reports View and download detailed status reports Create custom reports Extract reports to track email delivery failures Share reports with others If you require our additional ongoing support after we have trained your administrators. We will scope the level of support required and quote you. What happens if your administrators leave? We will train your new administrators at no additional cost. We require you to notify us 2 weeks in advance to arrange a handover meeting.
9. The Policy Passport platform and the content (apart from your documents) on the platform is our intellectual property.	The Policy Passport platform and the content (apart from your documents and content) on the platform is our intellectual property. You only purchase a licence to use it for the duration of this agreement. We will hold you responsible: We take breaches of our intellectual property rights very seriously because it took a great deal of skill, time, and effort to develop the tool. This means that we will hold you responsible if you or your employees use Policy Passport for any unauthorised purpose. For example, you are not allowed to sub-licence, copy, amend, publish, or sell our intellectual property.
10. We need your employees’ information. We will treat the information with respect.	You must provide us with relevant, accurate and updated employee data (name, surname and either their ID or employee number, their business unit or department and email address). We use this information to enrol them on our system, to send them alerts and to ensure that their details are not duplicated on our system. It is your responsibility to ensure that the information and user data that you supply to us during the setup stage is accurate. After the setup is completed, it is your responsibility to update and monitor your information and user data. The system will alert you if there are delivery failures, however we will not verify whether your employees receive the notifications. We will treat their personal information with respect. Please read our Privacy Statement for more information. The information is also protected by the Protection of Personal Information Act. This means that, because we are processing personal information on your behalf, we will: only use the information for the purposes you gave it to us, implement reasonable security measures to prevent unauthorised access, treat the information as confidential, not disclose the information to third parties unless you have authorised it or the law requires us to do this, and notify you immediately if we become aware of an actual or suspected security breach.
11. We have implemented reasonable security measures based on the sensitivity of the information we hold.	We regularly monitor our systems for vulnerabilities and security breaches, but no system is perfect, and we cannot guarantee that we will never experience a breach of any of our physical, technical, or managerial safeguards. If something should happen, we have taken steps to minimise the threat to your privacy. We do not share detailed reports of our security assessments and audits. General security reports are available of our infrastructure and service providers subject to their terms and conditions. We allow our clients to perform independent verification and assessments of the security measures we have in place. All assessments and reporting in this regard are for your own account.
12. These are not the only rules that apply to you and your employees when you use Policy Passport.	In addition to these terms, you should make sure that you and your employees have read the following terms: Our Privacy Statement Video Fair Usage Policy Video Streaming Terms and Conditions
13. These terms may change from time to time.	We will update our Terms and Conditions from time to time. Regarding the Terms and Conditions on our website, you will be subject to that version of the Terms and Conditions that were applicable at the time you looked at the Website. Older versions of these Terms and Conditions and the dates on which they were effective are available on request.