Terms & Conditions

Last updated: 17 October 2025

These Terms & Conditions (the “Terms”) govern your use of the FinOps Lab website and, where applicable, your engagement of our services. By using our site or becoming our client, you agree to these Terms.

Who we are

FinOps Lab — Bedfordview, Johannesburg, South Africa

Email: hello@finopslab.co.za

Phone: +27 82 339 9842

(“FinOps Lab”, “we”, “us”, “our”)

Plain‑English summary: we provide professional finance support; you provide accurate info and timely approvals; we both protect confidential data; invoices are paid on time; we comply with South African law, including POPIA.

1) Scope of services

We provide professional finance support, which may include Financial Management, Bookkeeping & Accounting, Payroll, and Toolkits & Templates. Any additional work or bespoke deliverables will be agreed in writing (email is sufficient) and may be quoted separately. We do not provide audit or assurance services.

2) Engagement & onboarding

Your acceptance of a quote, proposal, or email confirmation creates a binding engagement. You authorise us to access the systems and information reasonably required to perform the services (e.g., accounting software, bank feeds, payroll tools) and to liaise with your authorised representatives.

3) Your responsibilities

You will:

• Provide accurate, complete, and timely information and documents;
• Keep relevant records and grant access to systems as needed;
• Review deliverables and approvals promptly, highlighting any issues within 5 business days;
• Ensure that decisions based on our outputs remain your management responsibility.

4) Fees, invoicing & payment

Unless otherwise stated in a quote or proposal:

• Fees are as quoted in writing, exclusive of VAT (if applicable);
• We invoice monthly in arrears for recurring services and on delivery for once‑off work;
• Payment is due within {{15}} days of invoice date by EFT to the account on the invoice;
• Late amounts may accrue interest at {{2% per month}} (or the maximum allowed by law).

We may suspend services for material non‑payment after written notice. You are responsible for bank charges and currency conversion fees, if any.

5) Change requests & out‑of‑scope work

If requirements change or out‑of‑scope tasks arise (e.g., historical clean‑ups, system migrations), we will confirm scope and fees in writing before proceeding.

6) Confidentiality

Each party will keep the other’s Confidential Information secret and use it only to perform the engagement. Exceptions include information that is public, was known before disclosure, is independently developed, or must be disclosed by law. These obligations continue for 5 years after the engagement ends (or as long as information remains confidential).

7) Data protection (POPIA)

We process personal information in accordance with POPIA. See our Privacy Policy for details. Where we act as an operator (processor) for you, we will:

• Process personal information only on your lawful instructions;
• Implement appropriate security safeguards; and
• Require our sub‑processors to meet equivalent protections.

You remain responsible for having a lawful basis to provide any personal information to us and for complying with your own POPIA obligations as a responsible party.

8) Security

We use appropriate technical and organisational measures to protect information, including access controls, encryption in transit (HTTPS), regular updates, and backups. No method is 100% secure; we continuously improve our safeguards.

9) Third‑party services

Our work may rely on third‑party platforms (e.g., hosting, email, accounting, analytics). We are not responsible for outages, changes, or terms of those providers. Your use of third‑party tools is subject to their terms and privacy notices.

10) Intellectual property

• Our materials (including templates, SOPs, and methodologies) remain our intellectual property. While you are a client and after full payment, we grant you a non‑exclusive, non‑transferable licence to use deliverables internally for your business. You may not resell or publish our materials without permission.
• Your materials remain yours. You grant us a limited licence to use them solely to deliver the services.

11) Warranties & disclaimers

We deliver services with reasonable skill and care. Except as expressly stated, the services and website are provided “as is”. We do not warrant that outputs will meet every need, be error‑free, or guarantee specific outcomes. Professional judgments depend on information you provide and may change with new facts.

12) Limitation of liability

To the fullest extent permitted by South African law:

• We are not liable for indirect, incidental, special, or consequential losses, including loss of profit, revenue, goodwill, or data;
• Our total aggregate liability arising out of or in connection with an engagement is limited to the fees you paid to us in the 3 months preceding the event giving rise to the claim.

Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot lawfully be excluded or limited.

13) Term & termination

Either party may terminate an engagement for convenience on 30 days’ written notice. Either party may terminate immediately for a material breach not remedied within 10 business days of notice, or for insolvency. On termination, you will pay for services performed up to the effective date. Clauses that by nature should survive (e.g., confidentiality, IP, liability) will continue.

14) Anti‑corruption & fair dealing

Each party will comply with applicable anti‑corruption, anti‑bribery, and competition laws and will not offer or accept improper payments or advantages.

15) Website use & acceptable use

You agree not to misuse the website or attempt to access it by unauthorised means. Content on the site is provided for general information only and does not constitute legal, tax, or investment advice.

16) Electronic communications

You agree to receive engagement confirmations, invoices, and notices electronically. Electronic approvals (including email) are binding instructions.

17) Force majeure

We are not liable for delays or failures caused by events beyond our reasonable control (e.g., power, network or provider outages, strikes, acts of God). We will resume performance as soon as practical.

18) Changes to these Terms

We may update these Terms from time to time. The latest version will be posted on our website with the updated date. Material changes for active clients will be notified by email.

19) Governing law & jurisdiction

These Terms are governed by the laws of South Africa. You consent to the jurisdiction of the High Court of South Africa (Gauteng Division, Johannesburg) for any disputes, subject to first attempting good‑faith resolution between senior contacts.

20) Contact

FinOps Lab

Bedfordview, Johannesburg, South Africa

Email: hello@finopslab.co.za

Phone: +27 82 339 9842