LEGAL INFORMATION · UPDATED 10 SEPTEMBER 2026
Terms and conditions
The terms for using VumaBill, its company workspaces and optional services.
1. Who these terms cover
These terms apply to VumaBill website visitors and account holders. A person creating or managing a company workspace must be authorised to act for that business. Any agreed order or separately signed service agreement must be read with these terms. Mandatory South African consumer and privacy rights remain unaffected.
2. Your account and business records
Keep your credentials secure and your contact information accurate. Each person needs their own user account. Only one browser or device session may be active per account; a new sign-in ends the previous session. Multiple tabs in the same browser may share that session. Company owners manage membership and access. You are responsible for the lawfulness, accuracy and appropriate sharing of customer records, documents and messages you upload or send. Only provide information that you are authorised to process. Do not upload passwords, payment-card security codes or unnecessary sensitive information.
3. Permitted use and ownership
Use VumaBill for lawful business activity. Do not impersonate others, send unlawful spam, bypass access controls, introduce malicious code or interfere with the service. You retain rights in your business content and permit VumaBill and its service providers to process it to deliver the service. VumaBill branding and software remain the property of their respective owners.
4. Plans, prices and billing
Checkout is processed by Paystack. Card details are entered on Paystack and are never seen or stored by VumaBill. Prices are in South African rand and include VAT where applicable; VumaBill is not currently registered for VAT, so no VAT is charged. Checkout records your acceptance of this terms version and the selected order. Paid monthly and annual main plans and Vumi AI add-ons renew automatically by card only after explicit agreement at checkout. VumaBill sends renewal reminders to the supplied billing email 7 days and 1 day before the scheduled charge. The selected recurring amount includes the chosen extra users. Cancel before the renewal date in the subscription screen or Vumi screen; access continues until the paid period ends. Cancelling the main plan also cancels future AI renewals. Failed payments do not extend access. Existing one-off purchases and free AI trials are not enrolled automatically. The plan overview and order confirmation identify your price, included users, companies and feature limits. Monthly and annual billing are separate options. Annual subscriptions are paid upfront for 12 months at the advertised discounted price. Extra users are charged separately above the included allowance. Review the total, billing interval and any applicable tax before authorising payment. Changes to future prices must be communicated before they apply; they do not retrospectively change a paid term.
5. AI trial and optional subscription
Each company receives 25 one-time AI trial credits plus 10 minutes of talk time shared by its users. The trial does not automatically convert to a paid subscription. Continued AI access is a separately purchased per-company bolt-on on an eligible paid main plan: R29 monthly or R290 annually, with 200 credits plus 60 minutes of talk time each month. Monthly main plans permit monthly AI only; annual main plans permit either. Annual AI aligns with the main renewal date, with a prorated initial term when added later. Companies do not pool credits. Typed answers use 1 credit each. Voice uses a separate talk-time allowance, measured in seconds. Each company gets a one-time trial of 25 credits plus 10 minutes of talk time. Paid Vumi includes 200 credits plus 60 minutes of talk time per monthly anniversary period. Voice does not spend text credits. Connections that fail before Vumi speaks use no talk time. Calls end after 30 seconds without conversation; connected pauses count. Data lookups have no separate credit charge.
6. Online payments and customer transactions
Online customer payments carry a VumaBill fee of 1% of the total payment amount, plus separate payment-processing fees. Subscription discounts do not reduce payment fees. A payment is subject to the payment provider’s authorisation, settlement and dispute processes. The business issuing an invoice remains responsible for its goods, services, tax, fulfilment, customer refunds and disputes. A refund record in VumaBill does not itself transfer money back to a customer.
7. Cancellation, refunds and statutory rights
Contact the service operator using the details above to request cancellation, query a charge or request a refund. Identify the company and affected subscription, but do not send full card details. We will confirm the effective date and any amount due or refundable. Any applicable cooling-off, cancellation, refund and fair-contract rights under the Consumer Protection Act and Electronic Communications and Transactions Act take precedence. These terms do not impose a blanket no-refund rule or waive those rights. Export records you need before requesting account closure.
8. AI and reporting outputs
The help guide receives your question and recent guide conversation. Vumi also uses company financial summaries and relevant business records to answer company questions; feature comments are sent for automatic moderation. These services use Google Vertex AI and processing may occur outside South Africa. AI responses may be incomplete or inaccurate. Review source records and verify calculations before relying on an answer or sending a generated message. VumaBill assists with billing and business information; it is not a substitute for professional accounting, tax or legal advice. You remain responsible for decisions and outgoing communications.
9. Availability and suspension
Maintenance, outages and third-party interruptions may affect availability. We may restrict activity where reasonably necessary to address security threats, unlawful use or material misuse, and give notice where practicable. Restrictions must be proportionate and subject to applicable law. Keep copies of records your business must retain.
10. Responsibility and disputes
Each party is responsible for its own conduct under applicable law. Nothing excludes liability or remedies that cannot lawfully be excluded, including mandatory consumer rights. Raise service disputes using the contact above so we can investigate. South African law applies, without preventing access to a competent court, regulator or statutory dispute-resolution process.
11. Changes and related notices
Material changes will be identified and communicated before taking effect where required. A change cannot remove accrued statutory rights. The Privacy Policy and Cookie Policy explain processing and storage; using the service is not blanket consent to optional marketing or unrelated processing.