Terms of Service

TERMS AND CONDITIONS: PROFORMAL PDF CONVERTER
Version: 1.2
Effective Date: June 12, 2026

1. ACCEPTANCE OF TERMS
By accessing or using the ProFormal PDF Converter ("the Service"), you agree to be bound by these Terms and Conditions. If you are entering into this agreement on behalf of a company or other legal entity, you represent that you have the authority to bind such entity.

2. DESCRIPTION OF SERVICE
The Service provides digital tools for converting PDF documents into structured data formats (CSV/Excel). The Service is provided on an "as-is" and "as-available" basis.

3. REGISTRATION AND SECURITY
Account Accuracy & Updates: You must provide accurate, current, and complete information during registration. You are strictly responsible for keeping your billing email and contact details updated. ProFormal is not liable for any account suspensions, missed notifications, or billing issues that arise because our automated system alerts were sent to an outdated or incorrect email address.
Credential Security & Phishing: You are responsible for maintaining the strict confidentiality of your account credentials, including passwords and One-Time Pins (OTP). You are also responsible for carefully reviewing any communication claiming to be from ProFormal to prevent phishing or computer fraud. ProFormal assumes no responsibility or liability for any loss, damage, or data exposure resulting from compromised login credentials or unauthorized access to your account.
Account Recovery & Typographical Errors: If you lose access to your account due to a typographical error in your registered email address or forgotten credentials, you must contact our support team to undergo a manual identity verification procedure. For security reasons, ProFormal will not process cancellations, refunds, or account modifications until this verification procedure is successfully completed.
Age Requirement: The Service is strictly intended for individuals who are at least eighteen (18) years of age or the age of legal majority in their jurisdiction. By registering an account, you represent and warrant that you meet this age requirement.

4. SUBSCRIPTIONS AND BILLING
Trials: New organizations may be eligible for a 7-day free trial. Upon expiration, the account will be suspended unless a valid payment method is provided.
Payments & Card Verification: All payments are processed via Paystack. By providing a payment method, you authorize recurring monthly charges based on your selected plan. Please note: When adding a new card, Paystack may process a temporary authorization hold (e.g., R1.00) to verify the card is active. This is an automated security measure, and the amount is immediately reversed or refunded.
Prepaid Page Wallet: Users may purchase additional page bundles. These credits are used only after the monthly plan allowance is exhausted. Prepaid pages do not expire.
Overage & Safety Caps: If your plan allows overage, you will be billed for additional pages processed beyond your monthly and prepaid limits. You may set a "Safety Cap" in your dashboard to limit total overage accrual.
Refunds: Because the Service allocates immediate computing resources upon payment, all purchases—including monthly subscription fees and prepaid page bundles—are strictly non-refundable once processed. Prepaid pages hold no currency value outside of the ProFormal ecosystem and cannot be redeemed, transferred, or exchanged for cash.
Price Changes: We reserve the right to adjust our subscription fees, pricing tiers, the cost of prepaid pages, and overage/pay-as-you-go rates at any time. If we increase the price of your active, recurring subscription plan or your applicable overage rate, we will provide you with at least thirty (30) days' written notice via the email address associated with your account before the change takes effect. If you do not agree to the price increase, your sole remedy is to disable overage billing or cancel your subscription before your next billing cycle. Continued use of the Service or incurring overage charges after the price change takes effect constitutes your agreement to pay the modified fee amount.
Cancellations: You may cancel your subscription at any time. Access will continue until the end of the current billing cycle.
Taxes and Bank Charges: Subscription prices are exclusive of applicable taxes unless otherwise stated. While ProFormal will calculate and apply standard VAT where required by South African law, you are solely responsible for any additional cross-border transaction fees, foreign exchange fees, or bank surcharges applied by your financial institution. ProFormal will not issue refunds or credits for third-party bank fees.
Payment Disputes and Chargebacks: If you disagree with a charge, you must contact our support team at support@proformal.co.za before initiating a dispute with your bank or credit card provider. If you initiate an unjustified payment dispute or "chargeback," ProFormal reserves the right to immediately suspend your account and restrict access to the Service until the dispute is fully resolved.

5. SERVICE AVAILABILITY AND UPTIME 
We strive to maintain a 99% server uptime to ensure the Service is available when you need it. However, we do not guarantee continuous, uninterrupted, or error-free access.
The Service may occasionally be temporarily unavailable due to scheduled maintenance, security updates, or unforeseen technical infrastructure failures. In the event of scheduled maintenance, we will make reasonable commercial efforts to notify users in advance. ProFormal is not liable for any delays in your accounting workflows and does not offer refunds or financial credits for periods of service unavailability.

6. REFUND AND CANCELLATION POLICY
Digital Goods: Prepaid page bundles and subscription fees are for digital services. Once page credits are added to your account wallet, they are considered "consumed" and are strictly non-refundable.
Technical Failures: In the event of a documented system failure where a document is processed incorrectly, our sole remedy is the manual adjustment of your "Page Balance" to credit the failed pages back to your wallet. We do not offer cash refunds for processing errors.
Subscription Renewals & Lack of Use: Refunds are not provided for subscription renewals that were not cancelled prior to the billing date. We do not offer cash refunds or prorated credits for partial months of service, unused monthly page allowances, or periods of inactivity ("lack of use") on an active account.
Termination for Cause: If your account is suspended or terminated by ProFormal due to a violation of these Terms (such as unauthorized scraping, bypassing security protocols, or fraudulent activity), you immediately forfeit any remaining subscription time and prepaid page credits. No refunds will be issued under these circumstances.
Outstanding Balances: Cancelling your subscription does not relieve you of the obligation to pay any fees, overage charges, or negative page balances accrued prior to the effective date of cancellation. ProFormal reserves the right to charge your payment method on file for any final outstanding amounts.
Survival of Terms: Upon the cancellation, suspension, or termination of your account, any provisions of these Terms that by their nature should survive will remain in full force and effect. This includes, but is not limited to, all clauses regarding Intellectual Property ownership, Limitation of Liability, Indemnification, and restrictions on reverse-engineering.

7. DATA PRIVACY AND SECURITY
File Processing: Files uploaded for conversion are processed and stored temporarily. ProFormal does not claim ownership of any content contained within your uploaded files.
Confidentiality: We implement industry-standard security measures to protect your data. However, you acknowledge that no transmission over the internet is 100% secure.
Ephemeral Storage: Files are automatically purged from our active systems within 60 minutes to 24 hours of processing.
Blind Processing & No Auditing: ProFormal operates strictly as an automated technical data extraction tool. We do not manually review, analyze, audit, or verify the financial accuracy, legality, or authenticity of the documents you upload. We have no effective knowledge of your content, and you retain absolute liability for the legality and accuracy of the data you process, generate, and subsequently share with third parties, including tax authorities.
Issue Reporting and Technical Support: If you experience a parsing error and explicitly submit a file to our technical team (e.g., by utilizing the "Report Issue" function), you authorize ProFormal to bypass the standard ephemeral storage window. For these specific cases, you grant us a non-exclusive license to securely retain, analyze, and process that document for up to thirty (30) days strictly for the purpose of debugging, testing, and improving our extraction algorithms, after which it will be permanently destroyed.
Compelled Disclosure: ProFormal reserves the right to access, preserve, and disclose your account information, logs, and any retained files if we are legally compelled to do so by a valid subpoena, court order, or lawful request from government or law enforcement authorities. In such events, we will make reasonable efforts to provide you with prior notice of the compelled disclosure, unless we are legally prohibited from doing so.

8. INTELLECTUAL PROPERTY, MARKETING, AND FEEDBACK
By subscribing to the Service, you grant ProFormal a non-exclusive, worldwide, royalty-free license to use your business name, logo, and trademarks for marketing and promotional purposes. This includes displaying your logo on our website and in promotional materials to identify your organization as a customer. If you prefer not to allow such use, you may opt out at any time by notifying us in writing at support@proformal.co.za, and we will promptly remove your logo from future public-facing materials.
Platform Ownership: ProFormal exclusively retains all rights, title, and interest in and to the Service, including all underlying SvelteKit source code, Python extraction algorithms, UI designs, and proprietary parsing engines. Your subscription grants you a limited, non-exclusive right to use the Service, but conveys no intellectual property rights over the software itself.
Feedback and Feature Requests: We actively welcome your feedback, ideas, and suggestions for improving the Service (e.g., requesting new bank statement parsers or dashboard features). By submitting any feedback or suggestions to ProFormal, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate your ideas into our platform without any obligation, compensation, or attribution to you.

9. USER CONDUCT AND RESTRICTIONS
You agree not to:
Use the service for any illegal or unauthorized purpose.
Bypass usage limits or "gatekeeper" security protocols.
Reverse-engineer, decompile, disassemble, or attempt to discover the source code, underlying algorithms, or parsing methods of the Service (including monitoring or tracking document inputs and extracted outputs to recreate or mimic the system).
Use the Service, or any extracted data or results derived from it, to create, train, test, or otherwise improve any machine learning algorithms, artificial intelligence systems, or competing data-extraction models.
Upload Malware or Corrupted Files: Upload, transmit, or attempt to distribute viruses, worms, Trojans, or any maliciously crafted PDF files designed to interfere with, disrupt, or damage the Service's processing infrastructure.
Share or Transfer Accounts: Sell, lease, share, or otherwise transfer your account credentials to unauthorized third parties to bypass multi-user licensing fees.
Create an Undue Burden: Deliberately overload the processing servers, initiate automated denial-of-service actions, or misuse the "Report Issue" support function by submitting false claims or intentionally uploading incompatible junk files.
Jurisdictional Compliance: Access the Service from jurisdictions where such use is illegal or heavily sanctioned. Our servers are accessible globally, but ProFormal makes no representation that the Service is appropriate or legally available in your specific country. It is your strict responsibility to ensure that uploading your financial documents to our infrastructure complies with your local data protection and financial compliance laws.
Sanctions and Compliance: Use the Service if you are located in a comprehensively sanctioned jurisdiction, or if you are on any applicable government list of prohibited or restricted parties. You represent and warrant that your use of the Service complies with all applicable local and international trade laws, economic sanctions, and export control regulations.

10. LIMITATION OF LIABILITY
ProFormal does not guarantee 100% accuracy in data extraction due to the inherent variations in PDF formatting and OCR technology. To the maximum extent permitted by law, ProFormal shall not be liable for any indirect, incidental, or consequential damages resulting from the use or inability to use the Service. In no event shall ProFormal’s total, aggregate liability to you for any claims, losses, or damages under any legal or equitable theory exceed the total amount of subscription fees or prepaid credits actually paid by you to ProFormal during the twelve (12) month period immediately preceding the event giving rise to the claim.
Free Users and Trials: If you are accessing the Service under a free trial, promotional tier, or unpaid guest account, you expressly acknowledge and agree that ProFormal's total aggregate liability to you for any damages, losses, or claims shall be strictly limited to Zero Rand (R0.00). The waiver of liability is equitably compensated by your right to use the Service at no cost.
Time Limitation on Claims: You agree that any claim or cause of action arising out of or related to your use of the Service must be filed and formally notified to ProFormal within thirty (30) calendar days after such claim or cause of action arose, or it shall be permanently barred, regardless of any statute or law to the contrary.
Third-Party Links and Services: The Service may contain links to external websites, payment gateways (e.g., Paystack), or third-party resources. These links are provided for your convenience only. ProFormal has no control over the content, security, or privacy practices of these external sites. We do not endorse them, and we assume no liability for any direct or indirect damages, losses, or security breaches resulting from your use of or reliance on any third-party websites or services.

11. INDEMNIFICATION 
You agree to indemnify, defend, and hold harmless ProFormal, its directors, employees, and licensors from and against any and all losses, liabilities, demands, damages, costs, claims, and expenses (including reasonable attorneys’ fees) arising out of or related to: (i) your use or misuse of the Service; (ii) your violation of these Terms; (iii) the content, accuracy, or legality of any documents you upload; or (iv) your infringement of any third-party intellectual property or privacy rights.

12. MODIFICATIONS TO SERVICE AND TERMS We reserve the right to modify or discontinue the Service at any time. We will provide thirty (30) days' notice for any material changes to these Terms via the email address associated with your account. Upon your next login following a material change, you will be required to explicitly review and accept the revised Terms via our digital consent interceptor to continue using the Service. If you choose not to accept the revised Terms, you will not be able to access the platform, and your sole remedy will be to cancel your subscription.

13. FORCE MAJEURE (EVENTS BEYOND OUR CONTROL) 
ProFormal shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from any cause beyond our reasonable control. Such causes include, but are not limited to: severe weather, natural disasters, regional power grid failures, internet service provider disruptions, catastrophic cloud infrastructure outages (e.g., DigitalOcean network failures), cyber warfare, acts of government, or any other event that renders the provision of the Service impossible or commercially impractical.

14. GOVERNING LAW AND DISPUTE RESOLUTION 
These terms are governed by the laws of the Republic of South Africa. In the event of any dispute, claim, or disagreement arising out of or relating to these Terms or the Service, the parties agree to make their best efforts to resolve the dispute amicably. You agree to provide ProFormal with written notice of the dispute via email, after which both parties shall engage in good faith negotiations for a minimum period of thirty (30) calendar days.
If the dispute cannot be resolved through informal negotiations within this thirty (30) day period, either party may initiate formal legal proceedings. Any such legal proceedings shall be subject to the exclusive jurisdiction of the competent courts in South Africa.

15. CONTACT AND NOTIFICATIONS
Questions about these Terms should be sent to support@proformal.co.za.
When ProFormal needs to contact you regarding account changes, billing, or updates to these Terms, we will send an email to the address associated with your account. You agree that all agreements, notices, disclosures, and other communications that we provide to you electronically satisfy any legal requirement that such communications be in writing. Any notification sent by ProFormal will be legally deemed received and properly served twenty-four (24) hours after the email has been sent.

16. ASSIGNMENT 
You may not assign, transfer, or sublicense any of your rights or obligations under these Terms to any third party without the prior written consent of ProFormal. Any attempted assignment in violation of this clause is null and void and may result in the immediate termination of your account. ProFormal reserves the right to assign or transfer these Terms, in whole or in part, without restriction and without prior notice to you, to any affiliate or in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of our assets.

17. GENERAL PROVISIONS (MISCELLANEOUS) 
Severability: If any provision of these Terms is found to be unenforceable, invalid, or illegal by a court of competent jurisdiction, that provision shall be severed or modified to the minimum extent necessary to make it enforceable, and the remaining provisions of these Terms shall remain in full force and effect. 
No Waiver: The failure of ProFormal to strictly enforce any right, provision, or rule of these Terms at any time shall not be construed as a present or future waiver of such right or provision, nor shall it limit our ability to enforce it subsequently.