AITLA SmartBooks™ Terms and Conditions

South Africa standard customer terms template. Last updated: 19 July 2026.

This page is an application-ready operating template and should be reviewed by a South African attorney before public launch.

1. Parties and service

AITLA SmartBooks™ is a digital accounting, business intelligence, payroll, invoicing, bank statement processing, and AI-assisted reporting platform operated by AITLA Group. By creating an account, the user agrees to these terms on behalf of themselves, their business, or their accounting firm.

2. Account registration

Users must provide accurate business, firm, tax, VAT, contact, and banking information. Access to operational features may remain locked until email verification, profile completion, payment activation, and required documents are completed.

3. Email OTP verification

Each signup and login may require a one-time password sent to the registered email address. The user is responsible for securing that email account and notifying AITLA SmartBooks™ if access is compromised.

4. Payments and suspension

Until automated payment gateways are enabled, accounts may be activated manually after proof of payment is received. If monthly fees are unpaid, AITLA SmartBooks™ may suspend access to operational features while preserving stored data subject to the retention policy.

5. User data and documents

Users may upload bank statements, invoices, payroll data, company details, and tax information. The user confirms they have the right to upload and process this information. AITLA SmartBooks™ processes data to provide accounting, analytics, AI assistance, and reporting services.

6. POPIA and privacy

AITLA SmartBooks™ will process personal information in line with South Africa's Protection of Personal Information Act, 2013 (POPIA). Personal information should only be used for legitimate business purposes, security, support, billing, compliance, and the delivery of contracted services.

7. Accounting and tax outputs

Reports, VAT summaries, payroll estimates, tax estimates, forecasts, and AI outputs are decision-support tools. Users remain responsible for professional review, SARS submissions, statutory compliance, and final accounting decisions.

8. AI features

AI features may summarize, classify, forecast, and explain financial data. AI outputs can be inaccurate and must be checked before being used for tax, payroll, lending, compliance, or legal decisions.

9. Acceptable use

Do not upload documents you are not authorized to process.
Do not use the service for fraud, money laundering, tax evasion, or unlawful activity.
Do not attempt to bypass account limits, payment locks, security, or access controls.

10. Security

Users must keep passwords and OTP access secure. AITLA SmartBooks™ may log access, uploads, changes, AI requests, and report generation for audit and security purposes.

11. Limitation of liability

To the maximum extent permitted by South African law, AITLA SmartBooks™ is not liable for indirect loss, loss of profits, incorrect submissions, third-party failures, or decisions made without professional review.

12. Changes

AITLA SmartBooks™ may update these terms. Continued use after notice of updated terms means the user accepts the updated terms.

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