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1. About these terms

1.1 These terms are an agreement between the business that signs up for FuelSync ("you") and PLACEHOLDER: registered name of the legal entity that trades as Parity Labs, registration number PLACEHOLDER: CIPC registration number, trading as Parity Labs ("we", "us").

1.2 They apply to the FuelSync service, including your account on its own subdomain, the customer portal you offer your customers, and the assistants and automatic slip reading inside it.

1.3 You accept these terms when you tick the box on the sign-up page, or when you sign an order or quote that refers to them. We record which version you accepted and when.

1.4 The person who signs up confirms that they are authorised to bind the business named on the sign-up form.

1.5 FuelSync is a service for businesses. Section 21 explains how the Consumer Protection Act and the Electronic Communications and Transactions Act apply.

1.6 Our Privacy Policy explains how we handle personal information. Section 10 of these terms (the operator agreement) governs the personal information you capture in FuelSync.

2. Words used in these terms

  • Account: your FuelSync tenant, on your own subdomain, with all its companies, users and records.
  • Users: the people you allow to use your account: administrators, office staff, drivers, pump attendants and anyone else you invite.
  • Portal users: your customers' people whom you invite to the customer portal.
  • Your data: everything you or your users put into FuelSync or that FuelSync produces from it for you: deliveries, slip photos and other evidence, customer and staff records, prices, invoices, reports and exports.
  • Package: the subscription level you choose, with its limits (companies, users, assistant allowance and included slip reads).
  • POPIA: the Protection of Personal Information Act 4 of 2013.

3. Your account

3.1 You must give us accurate information when you sign up and keep your billing contact details up to date.

3.2 You choose a subdomain when you sign up. We may refuse or withdraw a subdomain that is offensive, misleading, or infringes someone else's name or trade mark.

3.3 You decide who your users and portal users are and what each may do. You are responsible for what they do in your account as if you had done it yourself.

3.4 Each user must have their own login. Keep passwords secret, and tell us at [email protected] straight away if you think someone has got into your account who should not have.

4. The free trial

4.1 A new account starts with a free trial of 14 days. You do not need to give card details, and you pay nothing for the trial.

4.2 No package limits apply during the trial: you may add as many companies and users, read as many slips and ask the assistant as many questions as your business needs, subject to the acceptable use rules in section 7. Before the trial ends, FuelSync shows which package your usage fits.

4.3 We will email you before the trial ends. If you have not chosen a package by the end of the trial, your account becomes read-only: you and your users can still sign in and view and export your data, but cannot add or change anything until you choose a package and we activate it. We do not invoice you for a package you have not chosen.

4.4 If you do not want to continue, tell us before the trial ends and we will not invoice you. Your account then becomes read-only and is handled as set out in section 17.

4.5 We may end or change trials for new sign-ups at any time, and may refuse a trial to anyone who has already had one.

5. Packages, fees and billing

5.1 You pay the fee for the package you choose, at the price published on fuelsync.co.za or agreed with us in writing (for example in a quote). Unless stated otherwise, published prices are per month and include VAT.

5.2 Each package includes allowances, such as a number of slip reads and an amount of assistant use each month. Use beyond an allowance is charged as shown in FuelSync or on our website, from prepaid usage that you top up. Unused top-ups carry over from month to month. Monthly allowances do not carry over.

5.3 We invoice monthly in advance PLACEHOLDER: confirm "in advance" or "in arrears". You pay by EFT into the account shown on the invoice, within PLACEHOLDER: payment term, for example 7 days of the invoice date. Our VAT registration number is PLACEHOLDER: VAT number.

5.4 If you dispute an invoice, tell us in writing within PLACEHOLDER: dispute period, for example 14 days and pay the part you do not dispute. We will work with you in good faith to resolve it.

5.5 We may change package prices or allowances. We will give you at least PLACEHOLDER: notice period, for example 30 days written notice. A change applies from your next billing period after the notice ends. If you do not accept it, you may cancel before it takes effect.

5.6 You may move to a different package at any time. Package limits only stop you adding more (for example inviting another user or adding another company); nothing you already have is switched off when you move to a smaller package.

5.7 Fees already paid are not refundable, except where the law requires a refund or we end the agreement under section 16.4 for reasons other than your breach. PLACEHOLDER: confirm the refund position.

6. Non-payment, suspension and read-only access

6.1 If an invoice is still unpaid PLACEHOLDER: number of days days after it is due, we may make your account read-only after giving you at least PLACEHOLDER: notice period, for example 7 days written notice. While read-only, you and your users can still sign in, view your data and export it, but cannot capture, approve, invoice or change anything.

6.2 We restore full access once the overdue amount is paid.

6.3 We may suspend all or part of your account immediately, without first making it read-only, if we reasonably believe it is necessary to:

  • protect FuelSync, other customers or anyone's personal information from a security threat;
  • stop a serious breach of section 7 (acceptable use); or
  • comply with the law or an order of a court or regulator.

We will tell you why as soon as we can, and restore access once the reason has gone.

6.4 Interest on overdue amounts: PLACEHOLDER: confirm whether interest is charged and at what rate, or delete.

7. Acceptable use

7.1 You and your users must not:

  • use FuelSync for anything unlawful, including fraud, or to record deliveries that did not happen;
  • capture personal information you have no lawful basis to process (see section 10.9);
  • upload anything malicious, such as viruses or files designed to exploit software;
  • try to reach another reseller's data, test or bypass FuelSync's security, or use a platform staff member's access;
  • overload or interfere with the service, including by automated scraping or by sending requests faster than a person using the service would;
  • copy, resell or sublicense FuelSync, or use it to build a competing product;
  • try to make the assistants produce unlawful or harmful content, or extract information about how they work;
  • share logins between people.

7.2 We may remove content, or suspend a user, that breaches this section.

8. Your data

8.1 You own your data. We claim no ownership of it.

8.2 You give us permission to host, store, copy, process and display your data only as needed to provide FuelSync to you, as instructed by you, and as section 10 allows.

8.3 You are responsible for the accuracy of your data and for having the right to put it into FuelSync.

8.4 FuelSync helps you check your paper trail. It does not replace your own judgement or your accountant. You remain responsible for the prices you charge, the invoices you issue and your tax returns.

8.5 Keep the records the law requires you to keep (for example for tax purposes) and export copies regularly. FuelSync lets you export deliveries, reports and price lists as CSV files at any time.

9. Automated features and information

9.1 Slip reading. FuelSync can read slip photos automatically to fill in forms and to cross-check deliveries. Readings can be wrong. A person must confirm or correct every reading before it is relied on, and FuelSync never approves a delivery on an automatic reading alone.

9.2 Assistants. The in-console assistant answers questions about using FuelSync and about your own records, and can be switched off by your administrator. Its answers can be wrong or incomplete. Check anything important against the records themselves. It cannot change your data.

9.3 Fuel price information. FuelSync shows regulated fuel prices and projections gathered from public sources. Projections are estimates. Announced prices can be wrong at source or reach us late. FuelSync prepares a price change for you to confirm; it never applies one on your behalf, and it is your responsibility to check the official price before you charge it.

9.4 These features are provided with the help of service providers, including an AI service provider outside South Africa, as our Privacy Policy explains.

10. Operator agreement (POPIA sections 20 and 21)

10.1 Roles. For personal information that you or your users capture in FuelSync about your customers, your customers' contacts and portal users, your drivers, pump attendants and other staff, and anyone else ("your personal information"), you are the responsible party and we are your operator, as POPIA defines those terms. This section is the written contract that sections 20 and 21 of POPIA require. Where it conflicts with anything else in these terms, this section wins.

10.2 What we process, and why.

  • Subject matter and purpose: providing FuelSync to you: capture, verification, pricing, invoicing, reports, month-end, the customer portal, the assistants and slip reading, support, and the related security and audit records.
  • Types of information: names, email addresses, signatures and other details on slips and delivery paperwork, vehicle registrations, delivery, meter, price and invoice records, user roles and actions, and portal memberships.
  • Data subjects: your customers (including companies), their contacts and portal users, your staff, drivers and pump attendants, and other people named on paperwork you capture.
  • Duration: the term of your subscription and the export and deletion period in section 17.

10.3 Only on your instructions. We process your personal information only to provide FuelSync to you and on your documented instructions (POPIA s 20(a)). These terms, your choice of settings in FuelSync, and what your users do in it are your instructions. If the law requires us to process it otherwise, we will tell you first unless the law forbids it.

10.4 Confidentiality. We treat your personal information as confidential and do not disclose it except as these terms allow or the law requires (POPIA s 20(b)). Everyone at Parity Labs who can access it is bound to keep it confidential.

10.5 Security. We maintain appropriate, reasonable technical and organisational measures to protect your personal information against loss, damage, unauthorised destruction and unlawful access or processing (POPIA ss 19 and 21(1)). These include separating each reseller's data by row-level security in the database, hashing passwords with argon2id, encrypting accounting credentials with AES-256-GCM, serving FuelSync over HTTPS only, and limiting staff access as section 12 describes. We may improve these measures from time to time but will not reduce the overall level of protection.

10.6 Security compromises. If we have reasonable grounds to believe that your personal information has been accessed or acquired by an unauthorised person, we will tell you immediately (POPIA s 21(2)), and give you the information we have that you reasonably need to notify the Information Regulator and the people affected under section 22 of POPIA. Notification to the Regulator and to data subjects is your decision as responsible party, unless the law requires us to do it.

10.7 Sub-operators and transfers outside South Africa. You authorise us to use the service providers listed in our Privacy Policy as sub-operators. We bind each of them by written agreement to protect your personal information at least as well as this section requires, and we remain responsible to you for what they do. You authorise the transfer of your personal information to those providers outside South Africa, including the United States of America, and we will make those transfers only on a basis section 72 of POPIA allows. We will give you at least PLACEHOLDER: notice period, for example 30 days notice before adding or replacing a sub-operator. If you object on reasonable grounds and we cannot meet your objection, you may cancel without penalty before the change takes effect and receive a pro-rata refund of fees paid in advance.

10.8 Improving slip reading. You authorise us to use the corrections your reviewers make to automatic readings, and the photos they relate to, to test and improve the accuracy of FuelSync's slip reading. We do this only within FuelSync-controlled systems, delete working copies when finished, do not disclose the photos to anyone else for this purpose, and do not allow them to be used to train a third party's AI models. PLACEHOLDER: confirm this practice (the codebase has an export of corrected photos for benchmarking), and whether resellers may opt out.

10.9 Your responsibilities as responsible party. You are responsible for:

  • having a lawful basis under section 11 of POPIA for the personal information you capture and for inviting portal users;
  • telling your customers, drivers, staff and other data subjects, as section 18 of POPIA requires, that their information is processed in FuelSync, including by service providers outside South Africa;
  • capturing only what you need, and not capturing special personal information (such as health or biometric information) or children's personal information, or identity numbers, unless you have a lawful reason to;
  • the accuracy of what you capture, and correcting it when you learn it is wrong; and
  • your own obligations under POPIA and the Promotion of Access to Information Act.

10.10 Requests from data subjects. If someone asks us to access, correct or delete personal information that you are responsible for, we will pass the request to you without undue delay and will not respond to it ourselves unless you ask us to or the law requires it. We will give you reasonable help to respond, mainly through FuelSync's own features.

10.11 Information and audits. We will give you the information reasonably needed to show that we meet this section. You may, at your own cost and on at least PLACEHOLDER: notice period, for example 30 days written notice, ask for a reasonable audit, no more than once a year unless a security compromise has occurred, in a way that does not expose other resellers' data. PLACEHOLDER: confirm the audit right is acceptable, or replace with a questionnaire-only right.

10.12 End of processing. When the agreement ends, we return and delete your personal information as section 17 describes.

10.13 Information we are responsible for. We are the responsible party, not your operator, for the information we need to run our own business: your users' logins and how they use FuelSync, your billing details, usage records, and our security and audit records. Our Privacy Policy covers that information.

11. Accounting software and other third-party services

11.1 You can connect FuelSync to accounting software. When you do, you instruct us to send invoice and price data to it, and you are responsible for your agreement with that provider. We store the credentials you give us encrypted and use them only to carry out the connection.

11.2 We are not responsible for third-party services we do not control, including your accounting software and your internet and mobile connections.

12. Support, and our staff's access to your account

12.1 Support is by email to [email protected] during PLACEHOLDER: support hours, for example weekdays 08:00 to 17:00 SAST excluding public holidays. We do not promise a response time unless agreed in writing.

12.2 Our staff can see your records only by opening a support session for your account. A support session needs a stated reason, ends automatically (after 8 hours at most), and is recorded. We open one only to give you support you asked for, to keep FuelSync secure, to investigate a breach of these terms, or where the law requires it.

12.3 To help a user who is locked out, our staff can issue a temporary password, which must be changed at the next sign-in. This is also recorded.

13. Availability and changes to FuelSync

13.1 We work to keep FuelSync available and secure, but we do not promise that it will be available at any particular time, uninterrupted or free of errors, and we do not offer a service-level agreement unless one is agreed in writing.

13.2 We may need to take FuelSync offline for maintenance. Where we can, we will do this outside normal business hours and tell you beforehand.

13.3 We improve FuelSync continually and may change, add or remove features. If we remove a feature that is a material part of your package, we will tell you at least PLACEHOLDER: notice period, for example 30 days beforehand and you may cancel and receive a pro-rata refund of fees paid in advance.

13.4 FuelSync can save a delivery draft on a phone while there is no signal. A draft is only in FuelSync once it has been submitted; until then it exists only on that phone.

14. Intellectual property

14.1 We, or our licensors, own FuelSync, its software, design, documentation and the name FuelSync. These terms give you a right to use FuelSync during your subscription; they do not transfer any ownership.

14.2 If you send us suggestions, we may use them without obligation to you.

15. Confidentiality

Each of us will keep the other's confidential information confidential and use it only for this agreement. This does not apply to information that is public through no fault of the receiving party, was already lawfully known to it, or must be disclosed by law. Section 10 governs your personal information.

16. Term, cancellation and termination

16.1 The agreement starts when you accept these terms and runs month to month until either of us ends it.

16.2 You may cancel at any time by giving written notice to [email protected], or in FuelSync where that option exists. Cancellation takes effect at the end of the billing period in which you give notice. PLACEHOLDER: confirm the cancellation notice period.

16.3 We may end the agreement by giving you at least PLACEHOLDER: notice period, for example 30 days written notice.

16.4 Either of us may end the agreement immediately by written notice if the other commits a material breach and does not remedy it within PLACEHOLDER: remedy period, for example 14 days of written notice, or is placed in liquidation, business rescue or sequestration, or something equivalent.

16.5 Sections 5 (for amounts owing), 8, 10 (until deletion is complete), 14, 15, 17, 19, 20 and 24 survive the end of the agreement.

17. Your data when the agreement ends

17.1 Export. After the agreement ends, your account stays available read-only for PLACEHOLDER: export period, for example 30 days so that you can export your data. If you need your data in a form FuelSync's own exports do not offer (for example, all slip photos), ask us during that period. PLACEHOLDER: confirm what bulk export (including evidence files) will be offered, and any fee.

17.2 Deletion. At the end of the export period, we delete your account and your data, including your personal information, within PLACEHOLDER: deletion period, for example 30 days, unless you ask us in writing to delete it sooner or the law requires us to keep it. We will confirm in writing when deletion is complete if you ask.

17.3 What we may keep. We keep our own invoices to you, payment records, and records needed to resolve disputes, for as long as the law requires or allows. Copies in backups are deleted as those backups are overwritten. PLACEHOLDER: describe the backup arrangement and retention, if any; none is documented in the codebase.

18. What we promise, and what we don't

18.1 We will provide FuelSync with reasonable skill and care, and in line with these terms and the law.

18.2 Apart from that, and to the extent the law allows, FuelSync is provided "as is". We do not give any other warranty, for example that it will suit a particular purpose, that automatic readings, assistant answers or fuel price projections will be correct, or that it will catch every error, gap or fraud in your paperwork.

19. Limits on our liability

19.1 Nothing in these terms limits liability that the law does not allow to be limited, including liability for fraud, or for harm caused by our gross negligence or wilful misconduct.

19.2 Subject to 19.1, we are not liable to you for indirect or consequential loss, or for loss of profit, revenue, business or goodwill, however it arises.

19.3 Subject to 19.1, our total liability to you under or in connection with this agreement in any period of 12 months is limited to PLACEHOLDER: liability cap, for example the fees you paid us in the 12 months before the event that gave rise to the claim.

19.4 We are not responsible for failures caused by things outside our reasonable control, such as load-shedding and other power failures, failures of networks or third-party services, natural disasters, strikes, or acts of government.

20. Your indemnity

You indemnify us against claims by third parties (including your customers, staff and the Information Regulator) arising from your data, your breach of section 7 or section 10.9, or your use of FuelSync in breach of the law, except to the extent we caused the claim.

21. Consumer and electronic transactions law

21.1 FuelSync is offered to businesses. To the extent that the Consumer Protection Act 68 of 2008 applies to you (for example because your business falls below the threshold in that Act), nothing in these terms limits any right you have under it, and any term that would do so applies only as far as that Act allows.

21.2 The information that section 43 of the Electronic Communications and Transactions Act 25 of 2002 requires is in section 26 of these terms.

22. Changes to these terms

22.1 We may change these terms. For a change that matters, we will tell you by email or in FuelSync at least PLACEHOLDER: notice period, for example 30 days before it takes effect, and the version and date at the top will change.

22.2 If you do not accept a change, you may cancel before it takes effect without penalty. If you keep using FuelSync after it takes effect, the changed terms apply.

22.3 We may make a change sooner if the law requires it, or to fix an error that does not reduce your rights.

23. Notices

23.1 We send notices to the email address of your account's billing contact or primary administrator. You send notices to [email protected].

23.2 An email notice is treated as received when it reaches the recipient's mail server, unless the sender learns it was not delivered.

23.3 For legal proceedings, our chosen address (domicilium citandi et executandi) is PLACEHOLDER: physical address for service, and yours is the physical address on your account or, if none, PLACEHOLDER: fallback, for example the registered address of your business.

24. Governing law and disputes

24.1 South African law governs these terms.

24.2 If a dispute arises, either of us may give the other written notice of it, and senior representatives will try in good faith to resolve it within PLACEHOLDER: period, for example 14 days.

24.3 If it is not resolved, either of us may refer it to the courts of South Africa. [[PLACEHOLDER: choice of forum, for example the High Court of South Africa, [division], with consent to magistrates' court jurisdiction for claims within its limits; or arbitration.]]

24.4 Nothing stops either of us from applying to court urgently to protect its rights.

25. General

25.1 These terms, the Privacy Policy and any signed order or quote are the whole agreement between us about FuelSync. If a signed order or quote conflicts with these terms, the order or quote wins for that point only, except that section 10 always wins on personal information.

25.2 You may not transfer this agreement without our written consent. We may transfer it to a buyer or successor of our business, who must honour it, and will tell you if we do.

25.3 If any part of these terms is found unenforceable, the rest remains in force.

25.4 A delay or failure to enforce a right is not a waiver of it.

25.5 Neither of us is the other's agent, partner or employee.

26. Information about us

As section 43 of the Electronic Communications and Transactions Act requires:

  • Full name and legal status: PLACEHOLDER: registered name and type of entity (for example private company), trading as Parity Labs
  • Registration number: PLACEHOLDER: CIPC registration number
  • Directors: PLACEHOLDER: names of directors or members
  • Physical address: PLACEHOLDER: physical address
  • Telephone: PLACEHOLDER: telephone number
  • Email: [email protected]
  • Website: fuelsync.co.za
  • VAT number: PLACEHOLDER: VAT number
  • Membership of any self-regulatory or accreditation body: PLACEHOLDER: name and contact details, or "None"
  • Code of conduct subscribed to: PLACEHOLDER: name and where to find it, or "None"
  • Privacy Policy: PLACEHOLDER: URL of the Privacy Policy page