Subscription, Billing & Refund Policy

Version 1.3 — published 13 October 2026. It applies to new customers from 13 October 2026 and to existing customers from 12 November 2026. See What changed in 1.3 at the end.

This policy forms part of the Terms of Service. It explains how you pay for SiteMinutes and what happens when you change or cancel your plan.

1. Plans and prices

• SiteMinutes is priced per seat: one seat for each active user in your company. Plans are sold to company workspaces only.
• Starter is one seat; Team is two or more seats; Business is three or more seats. Larger firms can ask for an individual agreement.
• You can pay monthly or yearly (a yearly plan costs 10 × the monthly price).
• The currency is South African rand (ZAR, R), wherever your company is based.
• Prices shown on our website in your own currency are estimates only, to help you compare. You are charged in ZAR, and your card issuer may charge currency conversion or foreign transaction fees.
• Founding or other individually agreed prices apply as agreed in writing.
• Current prices are shown in the web app under Settings → Billing before you pay. Deidre and Co (Pty) Ltd is not registered for value-added tax (VAT), so no VAT is charged and our prices are the full amount you pay.
• Only the company's billing owner can pay, change the plan or the number of seats, and see payment records.

2. Free trial

New companies get a 7-day free trial with no card required. The trial includes 2 seats, 2 projects and 2 meetings with AI minutes (recording and preparing meetings is not otherwise limited). Nothing is charged automatically when it ends: the workspace becomes read-only until you subscribe.

3. How payment works

• The billing owner pays on the web, under Settings → Billing.
• Card payments are processed by Paystack (Paystack South Africa (Pty) Ltd, a Stripe company). You enter your card details on their secure page; SiteMinutes never sees or stores your card number.
• Until card payment through Paystack opens, you pay by EFT on invoice: open a support ticket under Billing & plans and we send you an invoice in rand. We will e-mail billing owners when card payment opens.
• Once-off periods (current): at present every payment is once-off: you pay for one month or one year at a time. The plan runs to the end of that period and does not renew automatically. We will e-mail the billing owner a reminder 7 days and 1 day before the period ends, so you can pay for the next period.
• Recurring card payments (when available): we may later offer monthly recurring card payments through Paystack. If you choose one, your card will be charged for the first month when you subscribe and then automatically every month on the same date, until you cancel. We will show this clearly before you subscribe.
• A plan is activated only after we have confirmed the payment with Paystack (or, for EFT, received it in our bank account). Every payment has a reference beginning with SM- (recurring payments, when available, will use SMV-). Quote it if you contact us.
• Payment by EFT on invoice can be arranged through a support ticket.

4. Changing seats

• Seat and plan changes take effect from the start of the next billing period. You choose the new plan or number of seats when you pay for the next period; there is no pro-rata charge or credit during a period. If you urgently need more seats during a period, open a support ticket under Billing & plans.
• You cannot pay for fewer seats than the number of active users; remove users first.
• Changing between monthly and yearly takes effect at the end of the current period.

5. Price changes

We may change prices. We will tell the billing owner at least 30 days before a new price applies to an existing subscription. The new price applies from the first billing date after the notice period. If you do not accept it, you can cancel before then.

6. Cancelling

• A once-off period does not renew by itself, so there is nothing to cancel: if you do not pay again, the plan ends at the end of the period.
• For a recurring card subscription (when available), the billing owner cancels under Settings → Billing, or by support ticket. Your plan stays active until the end of the period you have paid for; no further recurring charges are made after cancellation. If a charge is taken in error after you cancelled, we refund it in full.
• After the paid period ends, the workspace becomes read-only and your data is kept as set out in section 9.

7. Refunds

Except as set out below or required by law, payments are non-refundable: we do not refund partial months, unused seats, seat decreases, or periods in which the Service was not used.

We will refund:

• Consumer cooling-off. If you are a consumer (see below) you may cancel your first subscription payment within 7 days of subscribing, without reason and without penalty, and we will refund you in full within 30 days. This reflects section 44 of the Electronic Communications and Transactions Act 25 of 2002. Because every account first has a 7-day free trial, you can try the Service before paying.
• Yearly plans under the Consumer Protection Act. If the South African Consumer Protection Act applies to you and you cancel a yearly plan early, you may do so on 20 business days' notice; we will refund the unused part of the year, less a reasonable cancellation charge as allowed by the Act and its regulations.
• Our fault. A duplicated charge, a charge after cancellation, a wrong amount, or a period in which we materially failed to provide the Service.
• Discontinuation. If we end the Service or remove a core paid feature, the prepaid unused part of your period.

Who is a consumer depends on the law that applies. In South Africa it generally includes individuals and, under the Consumer Protection Act, small businesses with an annual turnover or asset value below the threshold set by the Minister (currently R2 million). Businesses buying for business purposes above that threshold are generally not consumers.

Refunds are paid to the card used for the payment (or by EFT for EFT payments), in rand.

8. Failed payments and non-payment

1. If a once-off period ends without a new payment, or (when recurring payments are available) a recurring charge is declined, we will notify the billing owner and show a notice under Settings → Billing. You can pay again at any time.
2. You keep full access for a 3-day grace period after the end of the paid period.
3. After that, the workspace becomes read-only: everyone can still sign in, view and export, but not create new minutes or add users. Nobody is removed.
4. Paying restores full access at once.

9. Your data when a plan ends

We never delete a workspace's data merely because of non-payment for at least 12 months after it became read-only (6 months for a trial that was never paid). Before deleting anything we will e-mail the billing owner and owners at least 30 days in advance. See the Data Retention & Deletion Policy.

10. Taxes

Deidre and Co (Pty) Ltd is not registered for value-added tax (VAT), so no VAT is charged and our prices are the full amount you pay. If we become registered, we will tell you at least 30 days before VAT is added and show it on invoices. You are responsible for any withholding tax or other taxes that apply to your payment in your own country.

11. Invoices and disputes

Payment records are available to the billing owner in the web app. If you think a charge is wrong, open a support ticket under Billing & plans within 60 days, quoting the payment reference. We will check it with Paystack (or our bank, for EFT) and correct any error. Please contact us before disputing a charge with your bank, so we can sort it out quickly.

12. App stores

Until the SiteMinutes apps are transferred to Deidre and Co (Pty) Ltd, they are published on the Apple App Store by Martin Bosman for Water en Skaafsels Manufacturing and Trading CC, a close corporation registered in Namibia, and an Android app on Google Play would be published by that close corporation. At present the apps are free to download and sell nothing; SiteMinutes is not yet on Google Play. Subscriptions are bought on the web from Deidre and Co (Pty) Ltd, as set out in this policy.

If subscriptions are offered through the App Store or Google Play before that transfer, the seller of an in-app purchase is the store publisher named above. Apple or Google processes the payment, and the store's terms apply to billing, renewal, cancellation and refunds. Manage or cancel such a subscription in your Apple or Google account settings.

13. Contact

Billing questions: open a support ticket in the web app, or e-mail help@siteminutes.com.

What changed in 1.3

Version 1.3 replaces version 1.2. It applies to new customers from 13 October 2026 and to existing customers from 12 November 2026. In short:

• New operator. SiteMinutes is now a trading name of Deidre and Co (Pty) Ltd (registration number 2023/811635/07), a private company registered in South Africa, with its registered office at Regus Century City, The Colosseum, Foyer 3, 1st Floor, Century Way, Century City, Cape Town 7441, South Africa. Under section 20 of the Terms (Assignment), Deidre and Co (Pty) Ltd takes over every existing customer agreement from 13 October 2026 and honours it in full: your plan, prices, paid periods, data and settings stay as they are.
• South African law. The Terms are governed by South African law, and our POPIA Notice is now that of a South African responsible party. The consumer rights you have under the law of the country where you live are not affected.
• Rand only, through Paystack. All prices are charged in South African rand (ZAR). Card payments will be processed by Paystack (Paystack South Africa (Pty) Ltd, a Stripe company), our new payment provider. Until card payment through Paystack opens, you can pay by EFT on invoice through a support ticket.
• Version 1.2 dates stay. The changes announced in version 1.2 (sub-processors Resend and Microsoft 365, Mac Call audio, calendar invites, once-off payments with reminders, product-update e-mails) take effect on 30 October 2026, as announced.

If you are an existing customer and do not agree to version 1.3, you may cancel before 12 November 2026 and receive a pro-rata refund of any prepaid, unused period (Terms, section 18). Under the Data Processing Addendum you may object to Paystack as a new sub-processor before that date by writing to help@siteminutes.com.