Terms of Service

1. The service

Process Pilot helps you draft, review, govern and answer questions about SOPs, policies and other operational documents using AI, with approval workflows and version control. Features available to you depend on your plan.

2. Accounts and eligibility

You must be at least 18 years old and provide accurate account information. You are responsible for the activity and security of your account and your users. If you are signing up on behalf of an organisation, you represent that you are authorised to bind that organisation to these Terms.

3. Free trial and subscriptions

Paid plans and any free trial are described on our pricing page. Trials give access to paid features for the stated period and require no card to start. Paid subscriptions renew for the billing period you choose (monthly or annually) until cancelled, and fees are billed through our payment provider (Paystack).

Process Pilot is not currently registered for VAT, so prices do not include VAT. If we become registered for VAT in future, VAT will be added to prices as required by law and we will give you notice before it takes effect. We may change prices with at least 30 days’ notice; changes take effect at your next renewal. You can cancel at any time and will retain access until the end of the paid period. Except where required by law, fees already paid are non-refundable.

If your subscription qualifies as a transaction concluded through direct marketing under the Consumer Protection Act, 2008 (CPA), you may cancel within five business days of first subscribing, in which case any fees paid will be refunded in full.

4. Your content and ownership

You retain all rights to the content you upload and to the documents generated for you through the service (“Your Content”). You are responsible for Your Content and for ensuring you have the right to use it.

You grant us a limited licence to host, process and display Your Content to provide, maintain and improve the service. We may use aggregated and anonymised information derived from Your Content — which does not identify you, your organisation or any individual — to operate and improve the service. We do not claim ownership of Your Content, we do not sell it, and we will not use it to train AI models (our own or any third party’s) unless you explicitly opt in.

5. AI-generated content — not legal or professional advice

Process Pilot uses AI to help draft, summarise, review and answer questions from your documentation. AI output is provided for convenience and productivity only and does not constitute legal, compliance, financial or professional advice.

AI-generated content — including any references to legislation or regulatory frameworks — may be incomplete, out of date, or not applicable to your jurisdiction. You are solely responsible for reviewing, verifying and approving every document before you rely on or publish it. Process Pilot does not guarantee the accuracy, currency or fitness for purpose of any AI-generated content and accepts no liability for errors, omissions, or reliance on it.

Process Pilot provides optional review and approval tools to help you govern your documents, and these may be switched on or off in your settings. Whether or not you use them, it remains your responsibility to review, verify and approve all documentation before you rely on or publish it. You, and not Process Pilot, are responsible for that validation.

6. Acceptable use

You agree not to misuse the service. In particular, you will not:

• Break the law or infringe others’ rights when using the service.
• Upload or generate images, video, audio or text that you do not own or otherwise have the right to use.
• Upload or generate explicit, obscene, harmful or illegal content, including child sexual abuse material.
• Upload or generate content that promotes or incites violence, or hatred or discrimination against any person or group, including on the basis of race, ethnicity, religion, gender, sexual orientation, disability or any other protected characteristic.
• Upload content that is otherwise unlawful, harmful or malicious.
• Attempt to disrupt, reverse engineer, or gain unauthorised access to the service or other customers’ data.
• Resell or provide the service to third parties except as expressly permitted by your plan.
• Use the service to generate content designed to mislead, defraud, or harm others.

7. Data protection

We process personal information in accordance with our Privacy Policy and South Africa’s Protection of Personal Information Act, 2013 (POPIA). When you upload or generate documents that contain personal information of third parties, you are the responsible party under POPIA and Process Pilot acts as your operator. You are responsible for ensuring you have a lawful basis to process that information.

8. Availability and changes

We work to keep the service available and secure, but we do not guarantee uninterrupted access. We may update, add or remove features over time. We will give reasonable notice of material adverse changes where practicable.

9. Warranties and limitation of liability

To the maximum extent permitted by applicable law, the service is provided “as is” and “as available” without warranties of any kind, whether express or implied.

To the extent permitted by law, Process Pilot’s total aggregate liability arising out of or relating to these Terms or the service is limited to the fees you actually paid to us in the twelve months immediately before the event giving rise to the claim.

We are not liable for indirect, incidental, special or consequential losses (including loss of profit, data or business opportunity), except to the extent such exclusion is prohibited by applicable law, including the Consumer Protection Act, 2008.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for fraud, gross negligence, or death or personal injury caused by our negligence.

10. Indemnity

You agree to indemnify and hold Process Pilot harmless against claims, losses and reasonable costs arising from Your Content, your use of the service in breach of these Terms, or your violation of any law or third-party right, to the extent permitted by law.

11. Termination

You may stop using the service and cancel your subscription at any time from your account settings. We may suspend or terminate your access if you materially breach these Terms or use the service unlawfully, after giving you reasonable notice where practicable.

Where we detect or reasonably believe that content is illegal — including child sexual abuse material or content that incites violence or hatred against others — we may suspend or freeze your account immediately and without prior notice. We may preserve that content, withhold it from any export, and report it, together with relevant account information, to the appropriate law-enforcement or regulatory authority. Returning or distributing such content may itself be unlawful, and nothing in these Terms requires us to return it to you.

On termination you may export Your Content for 30 days, after which we may delete it in line with our Privacy Policy. This export right does not apply to content we reasonably believe is illegal, which we may retain for legal or law-enforcement purposes rather than return to you.

12. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. Any dispute arising out of or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of South Africa, unless otherwise required by mandatory local law where you are based.

13. Changes to these Terms

We may update these Terms from time to time. If we make material changes we will notify you by email or through the service at least 14 days before the changes take effect. Continued use of the service after the changes take effect means you accept the updated Terms. If you do not agree with the changes, you may cancel your account before they take effect.

14. Supplier details (ECTA s43)

In compliance with the Electronic Communications and Transactions Act, 2002:

• Full name: Optimise Solutions (Pty) Ltd
• Registration number: 2026/817424/07
• Director: Graham Jones
• Physical address: 19 Aberfoyle Road, Nottingham Road, KwaZulu-Natal, South Africa
• Email: info@processpilot.cloud
• Website: processpilot.cloud