Terms of Service

These Terms of Service (“Terms”) govern all engagements between Syntax CFO (“Syntax CFO”, “we”, “us”) and the client (“you”, “the Client”) in respect of advisory services, AI products, automation systems and related software delivered by us.

By engaging Syntax CFO, submitting an enquiry, accepting a proposal or making payment for our services, you agree to be bound by these Terms. Where a signed engagement letter, statement of work or master services agreement is in place, that document prevails to the extent of any conflict with these Terms.

Syntax CFO provides financial advisory and enterprise technology services, including fractional CFO and finance advisory support, month-end and reporting automation, data pipeline and system integration work, and the design, build and deployment of AI products such as conversational assistants, revenue intelligence tooling and workflow automations.

The specific scope, deliverables, timelines, assumptions and dependencies applicable to your engagement are set out in the applicable proposal or statement of work. Services outside that documented scope constitute a new engagement and may be separately quoted.

Our advisory services provide professional guidance and analysis. They do not constitute a statutory audit, assurance engagement, legal advice, tax opinion or regulated financial product advice unless expressly agreed in writing.

You are responsible for providing accurate, complete and timely information, data, records and system access reasonably required for us to perform the services, and for nominating an authorised representative empowered to give instructions and approvals.

You remain responsible for your own statutory, regulatory and tax obligations, for the accuracy of your underlying records, and for any commercial decision taken on the basis of our deliverables.

You must ensure that any data supplied to us may lawfully be shared with and processed by Syntax CFO, and that you hold the necessary licences for third-party software with which our solutions are integrated.

Delays caused by outstanding information, approvals or third-party access may affect delivery timelines and fees.

Fees are set out in the applicable proposal, statement of work or subscription plan and may be structured as fixed-fee project charges, monthly retainers, subscription fees or time-based rates.

Unless otherwise agreed in writing, invoices are payable within fourteen (14) days of the invoice date. Project engagements may require an upfront deposit before work commences, and subscription services are billed in advance for each billing period.

All fees are quoted exclusive of value-added tax and any applicable third-party costs, licence fees, model or API usage charges and hosting costs, which are recoverable in addition to our fees.

Overdue amounts may attract interest at the maximum rate permitted by South African law, and we reserve the right to suspend services or system access while an account remains in arrears.

Because our services are professional and bespoke in nature, fees for work already performed, hours already incurred and deliverables already provided are non-refundable.

Where an engagement is cancelled before delivery commences, any deposit is refundable less reasonable costs already incurred by Syntax CFO. Where an engagement is cancelled mid-delivery, we will invoice for work completed to the date of cancellation and refund any unearned balance within thirty (30) days.

Subscription fees are non-refundable for the current billing period. You may cancel a subscription with thirty (30) days' written notice, effective from the end of the then-current billing period.

If you believe a deliverable is materially defective or does not meet the agreed scope, notify us in writing within fourteen (14) days of delivery. We will remedy the defect at our cost, and where a remedy is not reasonably possible, we will issue a proportionate refund of the fees attributable to the affected deliverable.

Syntax CFO retains all right, title and interest in its pre-existing intellectual property, including frameworks, methodologies, templates, source code libraries, model prompts, tooling and know-how used in delivering the services.

Upon full payment of all fees due, you receive a perpetual, non-exclusive licence to use the deliverables produced specifically for you for your internal business purposes. Custom deliverables developed exclusively for you may be assigned to you where expressly agreed in writing.

You retain ownership of your own data, records, branding and content supplied to us, and grant us a limited licence to use that material solely to deliver the services.

Neither party may use the other's name, marks or logos publicly without prior written consent, save that we may reference the engagement in confidential capability statements where agreed.

Each party undertakes to keep confidential all non-public information disclosed by the other in connection with an engagement, including financial data, business plans, pricing, systems architecture and personal information, and to use it only for the purposes of the engagement.

Confidentiality obligations do not apply to information that is publicly available other than through breach of these Terms, independently developed, lawfully received from a third party, or required to be disclosed by law or regulatory authority.

As a practice led by a Chartered Accountant, Syntax CFO observes professional standards of confidentiality and applies access controls, least-privilege principles and secure handling to client information.

Confidentiality obligations survive termination of the engagement for a period of five (5) years, and indefinitely in respect of personal information and trade secrets.

Services and deliverables are provided with reasonable professional skill and care. To the maximum extent permitted by law, we exclude all other warranties, whether express or implied.

Syntax CFO is not liable for indirect, incidental, special or consequential loss, including loss of profit, revenue, goodwill, anticipated savings or data, however arising.

Our total aggregate liability arising out of or in connection with an engagement is limited to the total fees paid by you to Syntax CFO for that engagement in the twelve (12) months preceding the event giving rise to the claim.

AI-enabled outputs are decision-support tools and may contain errors or omissions. You remain responsible for reviewing outputs and for any decision taken in reliance on them. Nothing in these Terms limits liability for fraud, wilful misconduct or any liability that cannot lawfully be excluded.

Syntax CFO processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). We collect only the information required to respond to enquiries, deliver services and meet legal obligations.

Personal information is stored on reputable cloud infrastructure with encryption in transit and at rest, is accessible only to personnel and sub-processors who require it to deliver the services, and is retained only for as long as necessary for the purposes for which it was collected or as required by law.

We do not sell personal information. Where sub-processors such as hosting, communication or AI model providers are used, they are bound by equivalent confidentiality and security obligations.

You may request access to, correction of, or deletion of your personal information by contacting us at tshepo@syntaxcfo.co.za.

These Terms and any engagement with Syntax CFO are governed by and construed in accordance with the laws of the Republic of South Africa.

The parties will use reasonable endeavours to resolve any dispute by good-faith negotiation. Failing resolution within thirty (30) days, the dispute may be referred to mediation or arbitration in Johannesburg, or to the competent South African courts, to whose jurisdiction the parties consent.

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

Questions about these Terms, invoicing, refunds or privacy may be directed to Syntax CFO.

Email: tshepo@syntaxcfo.co.za · Telephone: +27 71 313 8254 · WhatsApp: +27 63 373 2377

Location: Johannesburg, South Africa