Effective date: 31 July 2026 · Governing law: Republic of South Africa
Please read these terms carefully before subscribing. By creating an account or purchasing a subscription, you agree to be bound by these Terms & Conditions. If you do not agree, do not use the service.
CoPortal Digital (Pty) Ltd (registration number K2026315446), trading as CoPortal (“we”, “us”, “our”), is a private company incorporated in South Africa that operates a software-as-a-service platform at coportal.io providing client portal, invoicing, project management, time tracking, e-signatures, AI-assisted content generation, and related business tools (“the Service”) to service providers (“you”, “the subscriber”).
By accessing or using the Service, you confirm that you are at least 18 years old, legally capable of entering into a binding agreement, and acting in a business capacity.
We offer Solo, Studio, and Agency subscription plans as described on our pricing page, together with an Enterprise plan by arrangement. Paid plans are billed either monthly or annually in South African Rand (ZAR), inclusive of VAT where applicable.
Monthly subscriptions are billed on a recurring monthly basis. You may cancel at any time; cancellation takes effect at the end of your current billing period and no partial-month refunds are issued.
Annual subscriptions are billed as a single upfront payment covering 12 months of service at the discounted annual rate. Annual subscriptions are non-refundable except as set out in clause 3 (Service discontinuation) and clause 4 (Cancellation within cooling-off period).
All prices are subject to change. We will provide at least 30 days’ written notice by email before implementing any price increase for existing subscribers. Continued use of the Service after the effective date of a price change constitutes acceptance of the new pricing.
We build and operate CoPortal in good faith with the intention of providing a reliable long-term service. However, the Service depends on third-party infrastructure providers including Vercel (hosting), Supabase (database and storage), Resend (email delivery), and Paystack (payment processing). Circumstances beyond our control — including but not limited to significant infrastructure cost increases, third-party service failures, regulatory changes, or commercial unviability — may require us to modify, suspend, or discontinue the Service.
If we permanently discontinue the Service:
If we temporarily suspend the Service due to technical issues, maintenance, or circumstances outside our control, no refunds or credits are automatically issued. We will make reasonable efforts to minimise disruption and communicate any planned downtime in advance.
In accordance with South African consumer protection principles, if you subscribe to a paid plan and wish to cancel within 5 business days of your first payment, you may request a full refund by emailing hello@coportal.io. This cooling-off right applies once per account and does not apply to annual renewals.
We target high availability but do not guarantee any specific uptime percentage. The Service is provided “as is” and “as available”. We are not liable for downtime caused by:
We do not offer service-level agreements (SLAs) on any plan unless separately negotiated in writing.
You may use the Service only for lawful business purposes. You agree not to:
We reserve the right to suspend or terminate accounts that violate these terms, with or without notice, depending on severity.
You own all data you input into the Service, including client records, invoices, project files, and communications. We process your data solely to provide the Service.
We comply with the Protection of Personal Information Act (POPIA). By using the Service, you consent to your data being stored on servers operated by our third-party providers (primarily Supabase, hosted on infrastructure located outside South Africa). Where personal data of your clients is involved, you are responsible for obtaining appropriate consent from those clients.
Our use of cookies, website analytics, and advertising conversion measurement — including the analytics and advertising cookies you can accept or decline, and how to change that choice — is described in section 8 of our Privacy Policy.
Workspace owners may close a workspace from within the Service. Team members may delete their own CoPortal account. Client portal users may delete their own portal account. These actions remove the relevant account access and, where applicable, workspace-owned data from CoPortal's live systems, but we may retain limited information where required for legal, accounting, tax, contractual, dispute-resolution, security, fraud-prevention, or evidentiary purposes.
Deleting an account does not necessarily delete the underlying client, quote, invoice, payment, signed-document, project, message, or audit record if that record forms part of the subscriber's business books and records. In those cases, we may remove or de-link the personal login identity while retaining the business record itself.
The CoPortal platform, branding, code, and all content created by us remain our intellectual property. These Terms do not grant you any rights to our intellectual property beyond the right to use the Service as described.
You grant us a limited, non-exclusive licence to host, store, and process your content solely for the purpose of providing the Service.
To the maximum extent permitted by South African law, CoPortal’s total liability to you for any claim arising out of or related to these Terms or the Service shall not exceed the total subscription fees paid by you in the 12 months preceding the event giving rise to the claim.
We are not liable for any indirect, incidental, consequential, or punitive damages, including but not limited to: loss of revenue, loss of data, loss of business opportunity, or damage to reputation — even if we have been advised of the possibility of such damages.
We are not responsible for the accuracy, legality, or completeness of invoices, proposals, or other documents you create using the Service. It is your responsibility to ensure compliance with applicable tax laws and regulations.
Payment collection between you and your clients is facilitated by Paystack, a third-party payment processor. We are not a party to those transactions and are not liable for failed payments, chargebacks, or disputes between you and your clients. Paystack’s own terms and fees apply to all transactions.
The Service includes features that use artificial intelligence to generate content such as quote descriptions, invoice line items, meeting summaries, project-update assistance, and receipt-data extraction (“AI Content”). These features are powered by third-party AI providers (currently Anthropic, OpenAI, and Google Gemini), used in a fallback chain. The current sub-processor list is published in our Privacy Policy and updated when it changes.
AI Content is provided as a starting point only. You are solely responsible for reviewing, editing, and verifying any AI-generated content before using it in invoices, proposals, client communications, or any other context. We make no representations as to the accuracy, completeness, or fitness for purpose of AI Content, and we are not liable for any errors, omissions, or inaccuracies in AI-generated output.
By using AI features, you consent to the content you submit (including receipt images uploaded to the expense vault when AI scan is enabled) being sent to the relevant third-party AI provider for processing. Do not include sensitive personal information in AI prompts beyond what is reasonably necessary for the task.
The Service allows documents (such as proposals and contracts) to be signed electronically by your clients (“e-signatures”). E-signatures facilitated through CoPortal capture the signatory’s name, email address, IP address, and timestamp.
You are solely responsible for determining whether electronic signatures are legally valid and enforceable for your specific use case and jurisdiction. In South Africa, electronic signatures are governed by the Electronic Communications and Transactions Act 25 of 2002 (ECTA). Certain categories of documents (including wills, contracts for the sale of immovable property, and bills of exchange) require a handwritten or advanced electronic signature and cannot be signed using this feature.
We are not liable for any dispute, unenforceability, or legal challenge arising from the use of e-signatures facilitated through the Service.
We may update these Terms at any time. For material changes, we will provide at least 14 days’ notice by email before the new Terms take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree, you may cancel your subscription before the effective date.
We may suspend or terminate your account at our discretion if you breach these Terms, with immediate effect for serious violations or with 14 days’ notice otherwise. Upon termination for cause, no refunds will be issued. Upon termination without cause, annual subscribers will receive a pro-rated refund for unused complete months.
These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the South African courts. We encourage resolving disputes informally first — please contact us at hello@coportal.io before initiating legal proceedings.
This section forms part of these Terms and applies in addition to the rest of the agreement where you, as the subscriber, are subject to the United Kingdom GDPR, the European Union GDPR, the Australian Privacy Act 1988, the New Zealand Privacy Act 2020, the Singapore Personal Data Protection Act, or any other comparable data protection law that requires a written processor contract. For South African subscribers, the protections below also apply where reasonably required by POPIA. By using the Service, you accept this addendum on behalf of your business.
16.1 Roles. When you process personal information of your own clients, prospects, employees, or end users through the Service, you are the controller (or “responsible party” under POPIA) and CoPortal is the processor (or “operator” under POPIA). For your own subscriber-account data, CoPortal is the controller — see the Privacy Policy.
16.2 Documented instructions. CoPortal processes personal information you submit to the Service only on your documented instructions, which include these Terms, the Privacy Policy, your reasonable in-product configuration choices, and any further written instructions you give us. We will tell you if we believe an instruction breaches applicable law.
16.3 Confidentiality. CoPortal personnel and contractors who have access to subscriber data are bound by written confidentiality undertakings.
16.4 Security. CoPortal maintains appropriate technical and organisational measures to protect personal information, including: TLS in transit, at-rest encryption via our database and storage providers, row-level security policies isolating data per workspace, hashed passwords, optional MFA, scoped API keys held in environment variables, audited access patterns, and immutable hashes for retained financial records (such as receipts). The current measures are described in section 9 of our Privacy Policy.
16.5 Sub-processors. The current sub-processor list is published in section 5 of our Privacy Policy. We may engage additional sub-processors necessary to operate the Service. We will give you at least 30 days’ notice by email (or in-product notification) of any new sub-processor that materially changes how your data is processed, during which you may object on reasonable data-protection grounds. If we cannot accommodate the objection, you may terminate the affected portion of the Service and receive a pro-rated refund of pre-paid fees for the unused period.
16.6 International transfers. Some of our sub-processors are located outside South Africa, the United Kingdom, the European Economic Area, or your home jurisdiction. Where personal data is transferred internationally, we rely on appropriate safeguards, including: the EU Standard Contractual Clauses and the UK International Data Transfer Addendum (or IDTA) with sub-processors that publish them; equivalent contractual safeguards in our agreements with each AI provider; adequacy decisions where they apply (for example, EU↔UK adequacy until 2031). You may request a summary of the transfer mechanisms in place by emailing hello@coportal.io.
16.7 Personal data breach notification. If CoPortal becomes aware of a confirmed personal data breach affecting your data, we will notify you without undue delay and, where feasible, within 72 hours of confirmation, with the information reasonably available to us at that time. We will reasonably assist you with your own notification obligations to regulators and data subjects.
16.8 Data subject requests. The Service provides self-service tools that allow you to access, correct, export, or delete personal information about your clients and team. Where your data subjects approach CoPortal directly, we will redirect them to you or assist you on your written instruction.
16.9 Deletion and return. On termination of your subscription, we will make your data available for export for a minimum of 30 days (see clause 3) and then delete or anonymise it from live systems within a reasonable period, subject to our lawful retention obligations described in section 7 of the Privacy Policy. Records we are legally required to retain — including invoices, payment records, signed quotes, and receipts subject to tax-retention rules — will be kept in restricted form until the applicable retention window passes, after which they will be deleted in the ordinary course.
16.10 Audit and assurance. CoPortal will respond to reasonable written information requests needed to demonstrate compliance with this addendum, including the Privacy Policy, the sub-processor list, and a summary of our technical and organisational measures. Where you require a more formal audit, you may request it in writing, no more than once per twelve-month period and on at least 30 days’ notice, conducted at your cost during normal business hours and subject to confidentiality undertakings. CoPortal may satisfy this obligation by providing third-party audit reports or attestations from our sub-processors where they are equivalent.
16.11 Liability. Each party’s liability under this addendum is subject to and counts towards the overall liability cap in clause 9.
16.12 Conflict. If there is a conflict between this addendum and the rest of the Terms in respect of personal data processing, this addendum prevails.
For any questions about these Terms, billing, refunds, or your data, contact us at:
CoPortal Digital (Pty) Ltd (trading as CoPortal)
Registration number: K2026315446
Email: hello@coportal.io
Website: coportal.io
These Terms & Conditions were last updated on 31 July 2026. By continuing to use CoPortal after this date, you acknowledge and accept these terms.