Policy Passport Terms and conditions

Modified on Tue, 10 Dec at 1:29 PM

Version 3.0 (2024-12-04)

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 8 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: 1. Monthly subscription fee Covers access to the Policy Passport platform and included features. 2. Once-off setup fee This fee is tailored based on the intricacies of your business requirements. 3. Optional monthly support fee Provides additional customer support services, as agreed. 4. Video streaming and storage Video usage is included in the subscription fee, subject to your agreed Fair Usage Limit. Exceeding the Fair Usage Limit may incur additional charges, which will be billed monthly. Your Fair Usage Limit can be increased at any time, subject to additional fees. Payment terms 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 does 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. Can you stream videos on Policy Passport?	Yes, you can!
10. What are the video streaming options?	There are two options: Option 1: Make use of the Policy Passport private video hosting and streaming service. This allows you to upload videos directly to your Policy Passport library. Option 2: Use your own Vimeo or YouTube account to generate your unique video code and then distribute the video using the code on Policy Passport.
11. Policy Passport video streaming and storage.	Included in your subscription: All Policy Passport subscriptions include an agreed video streaming and storage allowance, subject to a Fair Usage Limit. Fair Usage Limit: Each client’s fair usage limit is assessed and agreed upon on a client-by-client basis. This limit will cover: Video storage: The total duration of all uploaded videos. Video streaming: The total minutes watched by all users per month. The Fair Usage Limit is designed to ensure equitable access to the platform’s resources.
12. Using the Policy Passport private streaming service.	How does it work? Policy Passport licenses include an agreed number of minutes for private video hosting. This allowance covers: Video storage: The total duration of all uploaded videos, as agreed in the client’s Fair Usage Limit. Video streaming: The total minutes watched by all users per month, as agreed in the client’s Fair Usage Limit. How is streaming usage calculated? Streaming minutes are calculated based on each full minute a user watches a video, whether on a computer or mobile device. Example: If 100 employees each watch a 5-minute video, this equals 500 minutes of total streaming usage. Uploading videos: To upload video files, please refer to our help article on video uploads.
13. Exceeding your video fair usage limits.	What happens if I exceed my agreed Fair Usage Limit? If your organisation exceeds the agreed: Video storage limit or Video streaming limit, We will notify your administrator via email. The email will detail your current usage and provide options to purchase additional storage or streaming minutes. Are there extra charges? Yes, additional charges will apply if you exceed your agreed limits. These charges will be added to your monthly service fee. The notification email will outline the applicable rates and terms.
14. Can I increase my fair usage limit?	Clients can request an increase to their Fair Usage Limit at any time. Additional fees for increased limits will be agreed upon and reflected in subsequent invoices.
15. Which service provider does Policy Passport use to provide video streaming?	The Policy Passport video streaming service is built on Cloudflare Stream. Cloudflare Stream enables us to meet high demand video streaming whilst delivering video in the most optimised format for the end user.
16. What is the process if I want to stream videos on Policy Passport using Vimeo or Youtube?	Step 1: Confirm with your IT department that you can use external video hosting platforms. If you are not permitted to use external video hosting platforms, you will be unable to choose this option. Step 2: Open your own account with your choice of video hosting provider: YouTube Vimeo Step 3: Upload your content to your platform of choice following their instructions. Step 4: Create your video file for distribution on Policy Passport. Follow the instructions as outlined here.
17. Are there any additional costs if I use YouTube / Vimeo?	YouTube and Vimeo each have their own terms and conditions and pricing. Please visit their website for more information on hosting your videos on their platforms. We do not charge for any streaming minutes if you use this option.
18. Can I use both Youtube / Vimeo and the Policy Passport video streaming service?	Yes, you have the flexibility to use both options depending on your requirements. Example: If you require users to view a publicly available World Health Organisation (WHO) video illustrating ‘how to handwash’, you can use the Youtube option. However, if you require users to view a confidential company video, then you can use the Policy Passport streaming service.
19. How do the two video options compare?	Feature	Youtube / Vimeo	Policy Passport
	Cost	Free versions available. Vimeo offers various subscription levels.	Each client’s fair usage limit is assessed and agreed upon on a client-by-client basis.
	Ease of use	User-friendly interfaces. Large communities for support.	User friendly interface with clear instructions.
	Customisation	Limited control over player design and branding.	Policy Passport branding with your company logo and colours.
	Content control	Subject to platform rules and potential content takedowns.	Full control over content and how it is distributed.
	Monetisation	Built-in monetisation options. Limited control over ads on free versions.	No ads or interrupted playback.
	Privacy	Limited privacy options on free versions. More control on premium plans.	Enhanced privacy and security features for private hosting of your video content.
	Scalability	Scales automatically with usage, maintaining performance.	Scales with usage, maintaining performance.
	Support	Support can vary, with priority often given to premium users.	Dedicated support and SLA’s.
	Safe listing	Many corporate networks block or restrict access to Youtube or Vimeo due to concerns over productivity and inappropriate content. It can be difficult to safelist individual videos without opening up access to all the videos hosted on the platforms.	The Policy Passport video streaming service is less likely to be blocked by corporate firewalls as it is a bespoke service primarily used for specific content distribution, thus allowing for broader access within corporate environments. Easier to safelist.
20. Questions and concerns about video usage	If you have questions about your usage or the Fair Usage Policy, please contact our customer support team. We’re here to help and ensure you have the resources you need to use Policy Passport effectively.
21. 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-license, copy, amend, publish, or sell our intellectual property.
22. 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.
23. 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.
24. 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 our Privacy Statement
25. 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.
26. Acceptance	I the undersigned, hereby acknowledge that I have read and agree to the Terms and Conditions of Policy Passport.