Terms of Service

Draft for legal review. Version 2026-10-29. Words in square brackets are placeholders.

These terms are an agreement between [Legal name] (registration number [Registration number]), trading as Phoenix Online Studios ("we", "us"), and the organisation that registers for C-Base ("you", "the client"). By registering, the person who registers confirms they may bind the organisation.

1. The service

C-Base is an online business platform. Every organisation gets Base Data (companies, people, customers, suppliers, products and similar records) and the Solutions we switch on for it, such as Accounting, Payroll, Equipment, Job Cards, Share Drop, Websites and Essential Control AI. We may improve, change or retire features; we give reasonable notice before removing something you pay for.

2. Accounts and users

• You choose who gets access and with which role. You are responsible for what your users do in C-Base and for keeping sign-in details safe.
• You can require two-step sign-in for your organisation. Tell us at once at [Support email] if you think an account was misused.
• One organisation may hold several companies; each user only sees the organisations they belong to.

3. Your data

• Everything you and your users put into C-Base is your data. You own it and decide what happens to it.
• We process it only to provide C-Base, as set out in the Operator Agreement (our data processing agreement), which forms part of these terms.
• You may export your data at any time while your subscription is active, and for [30] days after it ends. After that we delete it, except where the law requires us to keep it.

4. Fees and payment

• Fees are as agreed in your quote or price list, payable [monthly in advance] by [EFT / debit order]. Prices exclude VAT unless stated.
• We may change fees with [30] days' written notice. If we do not receive payment within [14] days of the due date, we may suspend access after giving notice; your data is kept during suspension.

5. Acceptable use

You and your users must follow the Acceptable Use Policy, which forms part of these terms.

6. Accuracy and your responsibilities

C-Base helps you keep books, run payroll and prepare SARS, UIF and VAT figures. You remain responsible for checking figures before you rely on them, for your submissions to SARS and other authorities, and for keeping the records the law requires. Essential Control AI answers questions from your records; its answers can be wrong and are not financial, tax or legal advice.

7. Availability and support

We aim to keep C-Base available at all times, apart from planned maintenance, which we keep short and announce where we can. Support is available at [Support email] during [business hours, Monday to Friday].

8. Liability

• We are not liable for indirect or consequential loss, lost profits, or lost data that could have been restored from your own exports, except where the law does not allow this to be excluded.
• Our total liability in any 12-month period is limited to the fees you paid us in that period.
• Nothing limits liability for fraud or wilful misconduct.

9. Ending the agreement

• You may cancel at any time with [30] days' written notice. We may end the agreement with [60] days' notice, or straight away if you materially breach these terms and do not fix it within [14] days of notice.
• When the agreement ends, section 3 applies to your data.

10. General

• These terms are governed by the laws of the Republic of South Africa. The courts of [jurisdiction] have jurisdiction.
• We may update these terms; we tell you of material changes at least [30] days before they apply. The version in force is always on the Legal pages of C-Base.
• Notices go to the email addresses on your account and to us at [Legal email], [Physical address].