PracticeHub

Terms and Conditions

These Terms and Conditions apply to the use of the PracticeHub staff system and client portal operated by RV Consulting (Pty) Ltd.

1. Introduction

These Terms govern your access to and use of the PracticeHub system, including the staff system, client portal, document upload facilities, client records, compliance records, notes, tasks, communications and any related features made available through the system.

By accessing or using the system, you agree to these Terms. If you do not agree with these Terms, you must not access or use the system.

2. Definitions

In these Terms, unless the context indicates otherwise:

  • "Practice" means RV Consulting (Pty) Ltd.
  • "System" means PracticeHub, including the internal staff system and client portal.
  • "User" means any authorised person who accesses the system, including staff users, client users, representatives and linked users.
  • "Client Portal" means the online area made available to authorised clients or their representatives.
  • "Client Information" includes personal information, tax information, company information, trust information, deceased estate information, FICA information, financial records, uploaded documents, notes and communications.

3. Authorised Use

Access to the system is limited to authorised users only. You may only access records, documents and information that have been made available to you by the Practice or that you are authorised to view in your role.

You must not attempt to access any client, entity, estate, trust, company, document or record that is not linked to your account or that you are not authorised to access.

4. Account Responsibility

You are responsible for keeping your login details confidential. You must not share your username, password, portal access, one-time password, reset link or any other access credentials with any other person.

You are responsible for all activity that takes place under your account unless you have notified the Practice of suspected unauthorised access and the Practice has had a reasonable opportunity to secure the account.

5. Client Portal Use

The Client Portal is provided to assist with client administration, document requests, compliance administration, communication, record keeping and related practice management functions.

Information displayed on the portal is provided for administrative and communication purposes. The portal does not replace formal advice, signed correspondence, official notices, SARS correspondence, Master of the High Court correspondence, CIPC correspondence or any other official record.

6. Professional Advice

The system may contain notes, tasks, document requests, compliance reminders or status updates. These do not constitute final tax, accounting, legal, fiduciary, estate, trust or financial advice unless expressly confirmed in writing by an authorised representative of the Practice.

Any professional advice, engagement scope, deliverables, fees and responsibilities remain subject to the separate engagement letter, mandate, agreement or written instruction between the Practice and the relevant client.

7. Client Information and Accuracy

The system is used to manage practice administration, client files, compliance records, tax records, trust records, deceased estate records, company records, documents, notes, requests and communication.

You are responsible for ensuring that any information you submit, upload or confirm through the system is accurate, complete, current and relevant to the applicable client matter.

You must notify the Practice as soon as reasonably possible if any information shown in the system appears to be incorrect, incomplete or outdated.

8. Document Uploads

Documents uploaded through the Client Portal must be accurate, complete, legible and relevant to the requested client file, client matter or compliance requirement.

By uploading a document, you confirm that:

  • you are authorised to provide the document to the Practice;
  • the document is not intentionally false, misleading, altered or incomplete;
  • the document relates to the relevant client, estate, trust, company, individual or matter; and
  • the Practice may process and retain the document for practice administration, statutory compliance, professional record keeping and related purposes.

Uploaded documents may be reviewed before being accepted, actioned, relied on, shared or made visible through the system.

9. Electronic Communication

You agree that the Practice may communicate with you electronically through the system, by email, by portal notification or by other electronic means used by the Practice.

Electronic communications may include document requests, status updates, reminders, administrative notices, compliance requests and other client-related communications.

You are responsible for ensuring that your contact details are accurate and that you monitor your email and portal access regularly where applicable.

10. Security Responsibilities

Users must take reasonable steps to protect their devices, email accounts, passwords and access credentials. You must sign out when finished, especially when using a shared or public device.

You must notify RV Consulting immediately if you suspect unauthorised access, credential compromise, incorrect access to records, a lost device, or any other security concern.

11. Prohibited Use

You may not use the system to:

  • access information that you are not authorised to access;
  • upload malicious files, viruses, scripts or harmful code;
  • attempt to bypass authentication, access controls or security measures;
  • share another user's login details or allow unauthorised persons to access the system;
  • upload false, unlawful, defamatory, fraudulent or misleading information;
  • interfere with the proper working of the system; or
  • use the system for any purpose unrelated to the relevant client, practice, compliance or administrative matter.

12. Availability and Maintenance

The system may occasionally be unavailable due to maintenance, backups, upgrades, internet connectivity, server issues, security incidents, power interruptions or other technical reasons.

The Practice will take reasonable steps to maintain system availability, but does not guarantee uninterrupted or error-free access.

13. Backups and Data Protection

The Practice may perform backups and implement reasonable technical and organisational safeguards. However, users remain responsible for keeping their own copies of important documents and records where appropriate.

The system should not be treated as the only storage location for original client documents unless expressly agreed in writing.

14. Confidentiality

Users must treat all client records, documents, portal information, notes, communications and related information as confidential.

You may not copy, download, disclose, distribute or use confidential information except for the authorised purpose for which access was granted.

15. Intellectual Property

The system, including its design, layout, software, workflows, templates, branding, text, processes and related materials, belongs to the Practice or its licensors, unless otherwise stated.

You may not copy, reproduce, modify, reverse engineer, resell or commercially exploit any part of the system without written permission from the Practice.

16. Third-Party Services

The system may interact with or refer to third-party services, platforms, email systems, hosting services, document storage services, SARS, CIPC, the Master of the High Court, banks or other external bodies.

The Practice is not responsible for the availability, accuracy, security or performance of third-party systems outside its reasonable control.

17. Limitation of Liability

The system is provided as an administrative and practice management tool. To the maximum extent permitted by law, the Practice will not be liable for indirect, consequential, special or incidental losses arising from the use of, or inability to use, the system.

Nothing in these Terms excludes liability that cannot lawfully be excluded.

18. Suspension or Termination of Access

The Practice may suspend, restrict or terminate a user's access where it reasonably believes that:

  • the user is no longer authorised to access the relevant records;
  • there is a security risk;
  • the account has been compromised;
  • the user has breached these Terms;
  • the relevant client matter or engagement has ended; or
  • access should be restricted for legal, compliance, administrative or operational reasons.

19. Privacy and POPIA

Personal information processed through the system is handled in accordance with the Practice's Privacy/POPIA Notice, which should be read together with these Terms.

By using the system, you acknowledge that the Practice may process personal information for client administration, statutory compliance, professional record keeping, communication, access control and related lawful purposes.

20. Changes to these Terms

These Terms may be updated from time to time as the system, practice processes, legal requirements or security measures develop.

Continued use of the system after updated Terms are made available means that you accept the latest version.

21. Governing Law

These Terms are governed by the laws of the Republic of South Africa.

22. Contact

For system access, security, portal or terms-related queries, contact RV Consulting using the official practice contact details.

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