Terms of Service

Definitions

In these Terms, the following definitions apply:

• "Agency Services" means any done-for-you website build, automation build, implementation, or retainer service delivered by Rokit Systems to a Client.
• "Client" means any individual, company, or entity that has engaged Rokit Systems for Agency Services.
• "Deliverables" means any website, WhatsApp Front Desk, Lead Capture & Follow-Up system, automation workflow, or other output created by Rokit Systems for a Client under a service agreement.
• "IP" means intellectual property, including but not limited to software, code, automation logic, prompt templates, workflow designs, brand assets, and documentation.
• "POPIA" means the Protection of Personal Information Act 4 of 2013, as amended.

Scope of Agency Services

2.1 Service Engagement

All Agency Services are agreed in a written Proposal or Statement of Work ("SOW") signed or accepted by both parties. No Agency Services will commence until a SOW is accepted and the applicable setup fee is received.

2.2 Deliverables Ownership

Upon receipt of all outstanding payments, the Client is granted a non-exclusive, non-transferable licence to use the Deliverables in the operation of their own business. This licence does not transfer copyright, underlying IP, or the right to resell, sublicense, or modify the Deliverables without written consent from Rokit Systems.

2.3 Monthly Retainer

Where a monthly retainer is agreed, Rokit Systems will provide ongoing hosting, monitoring, maintenance, and optimisation of Deliverables. Retainer services are billed monthly in advance. Rokit Systems reserves the right to suspend retainer services if payment is more than 14 days overdue.

2.4 Timelines

Estimated project timelines are provided in good faith. Rokit Systems will not be held liable for delays caused by the Client's failure to provide required access, information, approvals, or third-party dependencies outside Rokit Systems' control.

2.5 Client Responsibilities

The Client is responsible for:

• Providing accurate business information required to complete the build
• Maintaining valid accounts with third-party platforms (such as WhatsApp Business) where required
• Ensuring their use of Deliverables complies with all applicable South African law
• Obtaining consent from their own customers as required under POPIA before processing personal information through any Rokit-built system

Website Builds

3.1 One-Page Website

A one-page website costs R3,500 once-off. We build a preview first and send it to the Client on WhatsApp at no cost. The Client pays either the full R3,500, or a 50% deposit of R1,750 with the R1,750 balance due when the site goes live. The site goes live within 24 hours of us receiving the Client's details and payment. The price includes a page built for phones, tap-to-call and WhatsApp buttons, the Client's services, areas and reviews, their Google Maps location, one round of changes before launch, and the domain for the first year, registered in the Client's name.

3.2 Four-Page Website

A four-page website (Home, Services, Areas, Contact) costs R6,500 once-off, with a 50% deposit to start.

3.3 Care Plan

The care plan costs R450 a month. It covers hosting, two small edits a month (for example prices, services or holiday hours), a monthly check that everything works, and the yearly domain renewal. The care plan runs month to month. If the Client stops, the site and domain stay theirs.

3.4 Not Included

The following are not included and are quoted separately:

• Logo design
• An online shop or booking system
• Blog posts or extra pages
• Changes beyond the one round
• Email addresses on the domain

3.5 Approval and Google Rankings

Nothing goes live until the Client has seen and approved it. We do not promise Google rankings.

3.6 Where This Section Applies

For website builds, this section applies wherever it differs from any other section of these terms, including the SOW and payment timing in sections 2 and 4, and the licence, intellectual property and termination provisions in sections 2, 5, 6 and 10. The free preview is built before any SOW or deposit. Paying the deposit or the full amount is the Client's acceptance. Once the Client has paid in full, the Client owns their website and domain.

Fees & Payment

4.1 Currency

All fees are quoted and invoiced in South African Rand (ZAR). Rokit Systems does not invoice in foreign currency.

4.2 Payment Terms

• Agency setup fees are due before project commencement unless otherwise agreed in writing.
• Monthly retainers are billed in advance on the same date each month.
• All invoices are due within 7 days of issue unless a different term is agreed in the SOW.

4.3 Late Payment

Invoices unpaid after 14 days may attract interest at the rate of 2% per month on the outstanding balance. Rokit Systems reserves the right to suspend all services for accounts more than 14 days overdue without liability for resulting disruption.

4.4 Refunds

4.5 Price Changes

Rokit Systems reserves the right to adjust pricing with 30 days' written notice to existing clients. Continued use of services after the effective date constitutes acceptance of the new pricing.

Intellectual Property

5.1 Rokit Systems' IP

The following remain the exclusive property of Rokit Systems at all times:

• All automation workflow templates, prompt libraries, and automation model configurations created by Rokit Systems
• The underlying architecture, logic, and methodology used in any Deliverable
• All Rokit brand assets including name, logo, and visual identity
• All training materials, documentation, and process guides

5.2 Client's IP

The Client retains full ownership of their own business data, existing brand assets, customer information, and any content they provide to Rokit Systems for use in a build. Rokit Systems will not use Client-provided data for any purpose other than delivering the agreed services.

5.3 Outputs and Generated Content

Content generated by automation systems built for or used by a Client (for example, WhatsApp replies or follow-up messages sent on the Client's behalf) is owned by the Client once generated, subject to the terms of the underlying automation model providers used.

5.4 No Reverse Engineering

Prohibited Use

6.1 Prohibited Activities

The following are strictly prohibited unless explicitly authorised in writing by Rokit Systems:

• Using the Deliverables to build a competing automation service or SaaS product
• Removing, obscuring, or altering any Rokit Systems branding, attribution, or watermarks without written consent
• Using the Deliverables to process, store, or transmit unlawful, defamatory, fraudulent, or harmful content

6.2 Enforcement

Rokit Systems reserves the right to immediately terminate services to any Client found in violation of this section and to pursue damages under South African law. Suspected violations may be reported to hello@rokitsystems.co.za.

Confidentiality

7.1 Mutual Confidentiality

Both parties agree to keep confidential any non-public information shared during the engagement, including but not limited to: business strategies, pricing, client data, technical methods, and proprietary processes.

7.2 Exceptions

Confidentiality obligations do not apply to information that:

• Is or becomes publicly available through no fault of the receiving party
• Was already known to the receiving party prior to disclosure
• Is required to be disclosed by law, court order, or regulatory authority

7.3 Duration

Confidentiality obligations survive the termination of these Terms for a period of 3 years.

Data & POPIA Compliance

8.1 Data Responsibility

Rokit Systems processes personal information in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA). Rokit Systems acts as an Operator when processing personal information on behalf of a Client, and as a Responsible Party in respect of personal information it collects for its own purposes.

8.2 Client Obligations Under POPIA

Where Rokit Systems builds systems that collect or process the personal information of the Client's customers (for example, a WhatsApp Front Desk that captures lead details), the Client is the Responsible Party for that data. The Client agrees to:

• Obtain lawful consent from their customers before personal information is captured by any Rokit-built system
• Maintain a POPIA-compliant privacy policy accessible to their customers
• Notify Rokit Systems promptly if they become aware of a data breach involving Rokit-built systems
• Not instruct Rokit Systems to process personal information in a manner that would violate POPIA

8.3 Rokit Systems' Data Commitments

• We do not sell Client personal information to third parties
• We keep project data for up to 24 months after the contract ends, unless otherwise agreed. Invoices, client records and correspondence are kept for 5 years for tax purposes, as set out in our Privacy Policy
• Upon written request, we will delete or return Client data within 30 days of termination
• We implement reasonable technical and organisational security measures to protect data

8.4 Third-Party Tools

Rokit Systems uses third-party platforms in delivering services, including Make.com, Anthropic (Claude), Supabase, Cloudflare, WhatsApp Business (Meta) and Zoho Mail. These platforms maintain their own privacy and data terms. By engaging Rokit Systems, you accept that data may pass through these platforms in the course of service delivery.

Warranties & Limitation of Liability

9.1 Rokit Systems Warranties

Rokit Systems warrants that:

• Services will be performed with reasonable skill and care
• We have the right to provide the services and grant the licences described in these Terms

9.2 No Guarantee of Results

9.3 Automation-Generated Content

Content generated by automation systems (such as WhatsApp Front Desk replies and follow-up messages) may contain errors, inaccuracies, or outputs that require human review. The Client is responsible for reviewing and approving system-generated content before publishing or sending it to their customers. For systems that reply automatically, such as a WhatsApp Front Desk, the Client reviews and approves the replies and message scripts before the system goes live, rather than each message. Rokit Systems is not liable for errors in automation-generated outputs.

9.4 Limitation of Liability

To the maximum extent permitted by South African law, Rokit Systems' total liability to the Client for any claim arising out of or related to these Terms shall not exceed the total fees paid by the Client to Rokit Systems in the 3 months preceding the claim.

Rokit Systems shall not be liable for:

• Indirect, consequential, or special loss or damage
• Loss of profit, revenue, or business opportunity
• Loss or corruption of data
• Damage caused by the Client's own misuse of Deliverables

9.5 Consumer Protection Act

Nothing in these Terms is intended to exclude or limit any right the Client may have under the Consumer Protection Act 68 of 2008 or any other applicable South African consumer protection legislation that cannot be excluded by agreement.

Termination

10.1 Termination by Client

The Client may terminate monthly services by providing 30 days' written notice via email to hello@rokitsystems.co.za. No refunds are issued for unused time within a billing period.

10.2 Termination by Rokit Systems

Rokit Systems may terminate services immediately and without refund if the Client:

• Breaches any material provision of these Terms
• Fails to pay outstanding invoices within 30 days of their due date
• Uses services for unlawful, fraudulent, or harmful purposes
• Violates the prohibited use provisions in Section 6

10.3 Effect of Termination

Upon termination:

• All licences granted under these Terms cease immediately
• Rokit Systems will provide a data export of the Client's own data upon written request within 30 days of termination
• Outstanding invoices remain payable in full
• Provisions relating to IP, confidentiality, and liability survive termination

Dispute Resolution

11.1 Good Faith Negotiation

In the event of a dispute arising from these Terms, both parties agree to first attempt resolution through good faith negotiation. A party wishing to raise a dispute must notify the other in writing, and both parties shall meet (in person or virtually) within 14 business days to attempt resolution.

11.2 Mediation

If negotiation fails within 30 days, either party may refer the dispute to a mutually agreed independent mediator. The costs of mediation shall be shared equally.

11.3 Jurisdiction

These Terms are governed by the laws of the Republic of South Africa. Should mediation fail, disputes will be subject to the exclusive jurisdiction of the Gauteng Division of the High Court, Johannesburg (or the Magistrates' Court if the value of the claim falls within its jurisdiction).

General Provisions

12.1 Entire Agreement

These Terms, together with any signed Proposal or Statement of Work, constitute the entire agreement between the parties and supersede all prior discussions, representations, or agreements.

12.2 Amendments

Rokit Systems may update these Terms from time to time. Material changes will be communicated via email to Clients at least 14 days before taking effect. Continued use of services after the effective date of changes constitutes acceptance.

12.3 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force and effect.

12.4 Waiver

Rokit Systems' failure to enforce any provision of these Terms does not constitute a waiver of the right to enforce it in future.

12.5 Force Majeure

Neither party will be liable for delay or failure to perform obligations due to circumstances beyond their reasonable control, including load shedding, natural disasters, government actions, or infrastructure failures, provided that the affected party notifies the other promptly and makes reasonable efforts to resume performance.

12.6 Contact

For any questions, notices, or legal correspondence related to these Terms: