Terms of Service

These terms are a binding agreement between Kyvane (Pty) Ltd (registration number 2026/729355/07) and the brokerage or individual broker that opens a ClientBrief account. ClientBrief is a software-as-a-service product owned and operated by Kyvane (Pty) Ltd. By registering, you accept them. If you are registering on behalf of a brokerage, you confirm you are authorised to bind it.

Our Privacy Policy and Data Processing Addendum form part of this agreement.

ClientBrief lets you build a client intake form, send it to your client by WhatsApp or email, collect their answers and electronic signature, and automatically populate a PDF document you have uploaded and mapped.

It is a document and workflow tool. It is not an insurer, not a financial services provider, and not a juristic representative of one. We give no advice — financial, legal or otherwise — and nothing the software produces is a recommendation about cover.

• You must be authorised to conduct insurance business in South Africa, whether as an FSP or as a representative of one, and you must keep that authorisation current while you use ClientBrief.
• You are responsible for everything done under your account, including keeping your credentials confidential. Tell us immediately if you think someone else has access.
• You must give accurate registration details and keep them up to date.
• One account is for one brokerage. Account sharing across separate businesses is not permitted.

In particular, you undertake that you will:

• Have a lawful basis to collect each client’s information, and collect only what you actually need for the cover being applied for
• Give your clients the notice POPIA section 18 requires, including who you are and what you will do with their information
• Not use ClientBrief to collect special personal information, or a child’s information, unless you have a lawful basis to do so
• Respond to your clients’ access, correction and deletion requests — we will give you the tools and assistance to do that
• Meet your own record-keeping obligations under FAIS, FICA and any insurer mandate, which may require you to retain records for longer than we do
• Notify us promptly if you become aware of a security compromise affecting information you hold in ClientBrief

You indemnify us against claims arising from your failure to meet these obligations.

You may not:

• Send forms to people who have not agreed to hear from you, or use ClientBrief for unsolicited marketing
• Upload a PDF you do not have the right to use, or misrepresent a document as issued by an insurer when it is not
• Attempt to access another broker’s account, data or documents, or probe, scan or test the security of the service
• Resell, white-label or provide ClientBrief to third parties as your own service without our written agreement
• Upload malware, or use the service to break any law

We may suspend an account that is causing harm, or that we reasonably believe is being used unlawfully. Where practical we will tell you first and give you a chance to fix it.

ClientBrief captures an ordinary electronic signature with supporting evidence. We keep the accepted declaration, signing date and time, IP address, browser information, the signature image and its SHA-256 fingerprint, and — once generated — the completed PDF and its SHA-256 fingerprint. This provides an audit trail; it does not itself decide whether a particular document is valid or will be accepted.

Certain documents cannot be signed electronically at all under the ECT Act, including wills, agreements for the sale of immovable property, bills of exchange, and long-term leases of land. Do not use ClientBrief for these.

We do not warrant that any particular signed document will be accepted by any particular insurer, regulator or court. Whether a document is fit for its purpose is your professional judgement.

• New accounts get a 14-day free trial with full access. No card is needed to start it.
• After the trial you must subscribe to a paid plan to keep sending forms. Plan prices, monthly signed-submission allowances and the features included are those shown on our pricing page at the time you subscribe.
• Subscriptions are billed monthly in advance, in South African rand, and renew automatically until cancelled.
• Payments are processed by Paddle.com Market Ltd, which is the merchant of record for your purchase. Paddle’s own terms govern the payment transaction, and your invoice comes from them. We never see your card details.
• Prices are inclusive of VAT where VAT applies.
• You can cancel at any time from your billing page. Cancellation stops the next renewal; it does not refund the current month, and your access continues to the end of the period you have paid for.
• If a payment fails, we keep your account active while the card is retried. If it is still unpaid after that, access to sending new forms is suspended until it is settled.
• We may change prices on 30 days’ written notice. If you do not accept a change, you may cancel before it takes effect.

Nothing in this section limits any right you may have under the Consumer Protection Act 68 of 2008 or the ECT Act where those Acts apply to you.

You own your forms, your uploaded PDF templates and your clients’ submissions. We claim no ownership over them and use them only to run the service for you, as described in the Privacy Policy.

You can export or download any signed document at any time while your account is open. If you deactivate your account, download what you need before your access ends. Deactivation blocks access; it does not automatically delete your forms, submissions or signed documents. Section 7 of the Privacy Policy explains the retention and request process.

We own ClientBrief itself — the software, design and brand. Nothing here transfers any of that to you. You get a non-exclusive, non-transferable right to use it while your subscription is current.

We work to keep ClientBrief available and will give notice of planned maintenance where we reasonably can. We do not, however, guarantee uninterrupted availability, and we depend on third parties — hosting, email delivery, WhatsApp — whose outages are outside our control.

We do not offer a contractual uptime guarantee on the self-service plans. If you need one, talk to us about a Network agreement.

To the fullest extent the law allows, neither party is liable to the other for indirect or consequential loss, loss of profit, loss of business, or loss of anticipated savings.

Our total liability to you for all claims arising in any 12-month period is limited to the subscription fees you paid us in that period.

Nothing in this agreement excludes liability for fraud, for death or personal injury caused by negligence, or for anything else that cannot lawfully be excluded — including liability that the Consumer Protection Act does not permit us to limit where that Act applies to you.

We are not liable for a document being rejected by an insurer, for a signature being challenged, or for your own regulatory non-compliance.

• You may deactivate your account at any time from your settings page. Deactivation blocks login and keeps your records available for reactivation or a lawful, verified request; it is not an automatic deletion request.
• We may end this agreement on 30 days’ notice, and will refund any unused portion of a period you have paid for.
• We may suspend or end it immediately if you materially breach these terms and do not fix the breach within 14 days of us asking you to, or if you lose the authorisation required by section 3.

We may update these terms. If a change materially affects your rights we will email you at least 30 days before it takes effect, and continuing to use ClientBrief after that means you accept it.

This agreement is governed by the law of the Republic of South Africa, and the parties submit to the jurisdiction of the South African courts. If any clause is found unenforceable, the rest continues to apply.

Questions: hello@myclientbrief.com, or write to us at 3 Niagara Way, Bellville, Cape Town, Western Cape, 7530.