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Terms of Service

Last updated: 30 August 2026

Acceptance

By creating an account and using EquipTrail you agree to these terms. If you do not agree, do not use the service. If you are agreeing on behalf of a company, you confirm you are authorised to bind it.

The Service

EquipTrail is a hosted platform for tracking equipment, stock, allocations and movements across sites. It is provided on an "as-is" basis for operational use. We aim to keep it available at all times but do not guarantee uninterrupted service.

Subscriptions and Billing

  • New accounts include a 14-day free trial. No card is required to start.
  • After the trial, a paid plan is required to keep access.
  • Plans may be billed monthly or annually and renew automatically through PayFast until cancelled.
  • Prices are shown in South African Rand. Where VAT applies it is shown separately.
  • You may cancel at any time. Cancelling stops the next payment and you keep full access until the end of the period you have already paid for.
  • Cancelling is not a refund. Payments already taken for the current period are not refunded.
  • If a payment fails, access continues for a short grace period so you can update your details before the account is suspended.
  • We may change prices. Existing subscribers keep the price they signed up at until they change plan; we will give at least 30 days' notice of any change affecting them.

Your Data

Everything you enter remains yours. We claim no ownership of your operational data. You can export your data at any time using the built-in reports and exports, and clear it entirely from Settings.

Processing of Personal Information

Where you load personal information about other people — your employees, crew or contractors — you are the responsible party and EquipTrail acts as your operator under section 21 of POPIA. This section records that arrangement.

We undertake to:

  • process that personal information only for the purpose of providing the service, and only on your documented instruction, unless the law requires otherwise;
  • maintain appropriate, reasonable technical and organisational measures to protect it, as described in our Privacy Policy;
  • treat it as confidential and not disclose it except to the service providers named in that policy, or where the law requires;
  • notify you without undue delay if we become aware that it has been accessed or acquired by an unauthorised person;
  • assist you, so far as reasonably practicable, in responding to requests from data subjects and to the Information Regulator;
  • delete or return it on termination, at your election, subject to any retention the law requires.

You undertake that:

  • you have a lawful basis for the personal information you load, and have given the required notices to the people it concerns;
  • you will not load special personal information or children's information unless you are lawfully entitled to;
  • you will keep your account credentials secure and are responsible for activity under them.

Personal information is hosted outside South Africa. Where that data is transferred is set out in the Privacy Policy, and by accepting these terms you authorise that transfer.

Acceptable Use

You may not use EquipTrail for unlawful purposes, to store unlawful data, or to attempt to access another tenant's data or breach the platform's security. We may suspend an account that does.

Termination

You may stop using the service at any time. We may suspend or terminate an account for non-payment or breach of these terms. On termination you may ask us to delete your data, and we will do so within 30 days, subject to backup rotation and any legal retention.

Limitation of Liability

EquipTrail is not liable for indirect, incidental or consequential damages arising from use of the platform. Our maximum aggregate liability is limited to the fees you paid in the three months preceding the claim. Nothing here limits liability that cannot lawfully be limited.

Changes to These Terms

We may update these terms and will notify account holders of material changes by email. Continued use after notice constitutes acceptance.

Governing Law

These terms are governed by the laws of the Republic of South Africa.

Contact

info@equiptrail.co.za