EquityFlowSA Cancellation Policy

Version 1.0. Effective 11 August 2026.

This policy forms part of the EquityFlowSA Terms and Conditions. It explains how to cancel, what happens to your access, and what happens to your data.

1. You can cancel at any time

There is no minimum term on a monthly plan and no cancellation fee. Cancel in the application under Account, then Subscription, then Cancel subscription, or email hello@equityflowsa.com from the address on your account. We act on an emailed cancellation within one business day and confirm it in writing.

2. What happens immediately

Access ends immediately on cancellation. You are not billed again. The service stops working at once rather than running to the end of the paid period, and the fee for the current period is not refunded. If you want the rest of the period you have paid for, cancel on the day before your next billing date rather than at the start of the period.

The same applies to a failed payment. If a renewal payment does not go through, access ends immediately and everything below applies exactly as it would on a cancellation.

3. Your data is kept for 30 days

Your client files, workforce data, plans, targets and documents are retained for 30 days after access ends. During those 30 days nothing is deleted.

Pay within those 30 days and everything is restored, exactly as you left it. Your client files, your five-year plan, your recorded barriers, your committee records and your documents all come back. Nothing is re-keyed.

After 30 days the data is permanently deleted. It is not archived and it cannot be recovered. A new subscription started after that point begins empty.

Why 30 days

Employment Equity reporting runs from 1 September to 15 January. A consultant whose card fails on 3 January would otherwise lose every client file five days before the deadline. Thirty days is long enough to sort out a bank problem in the middle of the reporting season, and short enough to meet section 14 of the Protection of Personal Information Act 4 of 2013, which requires that records not be kept for longer than is necessary.

4. Export your data before you cancel

While your subscription is active you can download your workforce data, your targets and every document the service has produced. Do this before you cancel. Access ends immediately on cancellation, so you cannot export during the 30-day retention period. If you have already cancelled and need an export, email hello@equityflowsa.com within the 30 days and we will help.

5. Annual subscriptions

An annual subscription is paid in advance for a twelve-month term.

• You may cancel an annual subscription at any time. Access ends immediately and the data retention above applies in the same way.
• Where the Consumer Protection Act 68 of 2008 applies to you, and it applies to a sole proprietor and to most small practices, you may cancel this fixed-term agreement on 20 business days' written notice. In that case we refund what you paid, less the months you have used charged at the ordinary monthly price for your plan, and less any amount lawfully owing. We charge no further cancellation penalty.

  Worked example. You paid R2 950 for a Solo annual subscription and cancel after four months. Four months at the monthly price of R295 is R1 180. We refund R2 950 less R1 180, which is R1 770.

  The effect is that the annual discount, ten months' money for twelve, is given up when the term is not completed. This is disclosed here because it is the only charge that arises.

• We will notify you in writing between 80 and 40 business days before an annual term ends, so that you can decide whether to renew.

6. Free accounts

A free account costs nothing and no card is required, so there is nothing to cancel and nothing to stop. It does not expire, and there is no trial period to run out.

If you want the account itself closed, email hello@equityflowsa.com and we will delete it. The demonstration client is ours, not yours, and is removed with it. A free account holds no client files of your own.

7. If we cancel

We may suspend or close your account if a payment fails, if you breach the Terms and Conditions, or if we are required to by law. Where we close an account for a reason that is not your fault and you have paid in advance for a period you will not receive, we refund the unused portion. Where we withdraw the service entirely we give at least 60 days' notice, refund the unused portion, and give you the full notice period to export your data.

8. Refunds

Cancelling does not by itself entitle you to a refund. See the Refund Policy, which sets out the cases where a refund is due, including the seven-day cooling-off right for first-time subscribers.

EquityFlowSA. Marijke Vermaat, sole proprietor. hello@equityflowsa.com · https://equityflowsa.com