Terms of Service

These terms are the agreement between you and Vanthor (Pty) Ltd, the South African company that runs Quartermaster. By creating an account, or by using Quartermaster, you agree to them and to our Privacy Policy. If you sign up on behalf of a business, you agree for that business and confirm you're allowed to.

1. Who's who

• “Vanthor”, “we” or “us” means Vanthor (Pty) Ltd, registration number 2026/479520/07, which owns and operates Quartermaster.
• “Customer” or “you” means the person or business that registers a Quartermaster organisation and accepts these terms.
• These terms apply from the day you create your account. This version applies from 10 November 2026.

2. Words we use

• Service — the Quartermaster software-as-a-service at quartermaster.vanthor.co.za, its REST API where your plan includes it, and its documented features.
• Plan — one of the subscription tiers in section 4: Free, Standard, Pro or Enterprise.
• Organisation — your account on Quartermaster. It can have any number of Users.
• User — a person you allow to use the Service as part of your Organisation, with a role (Administrator, Asset Manager, Technician, Viewer or a custom role).
• Customer Data — everything you or your Users put into or create in the Service: assets, employee and customer records, check-outs, work orders, contracts, licences, documents, custom fields and similar.

3. Your account

1. You must be at least 18 and, if you sign up for a business, have authority to bind it.
2. Give us accurate information and keep it up to date in Settings.
3. Keep passwords confidential. Each User needs their own login — don't share accounts. Passwords are stored as one-way hashes, so we can't recover one, but you can reset it.
4. You're responsible for what happens under your Organisation's logins, and for who you give access to.
5. Every plan includes unlimited Users.

4. Plans and prices

Every paid plan includes the full toolkit and unlimited Users; the plans differ by how many assets you can track, how much file storage you get, and the level of support. The plan descriptions in the app and on our pricing page are part of these terms.

1. Currency and VAT. Prices are in South African Rand. Vanthor is not registered for VAT, so no VAT is added. If we register for VAT, we'll give you at least 30 days' notice before VAT is added to your price.
2. Free plan. The Free plan needs no payment details, has no time limit, and is limited to the basic asset-tracking features and 100 assets. Work orders, maintenance, inventory, contracts, licences, depreciation, the API, file uploads and similar modules need a paid plan.
3. Asset limits. Each plan has an asset limit. When you reach it you can upgrade to keep adding assets. Your data is never deleted because of a plan change (see section 6).
4. Annual billing costs ten months' worth of the monthly price for twelve months of service.
5. Enterprise or custom arrangements (for example invoiced billing or a service-level agreement) apply only if we agree them with you in writing.

5. Billing and renewal

1. Paid plans are paid in advance, monthly or annually, through PayFast, a South African payment provider. You pay on PayFast's secure pages; we never see or store your card or bank details.
2. Your subscription renews automatically at the end of each period, at the same price and on the same cycle, until you cancel. Your plan starts once PayFast confirms the first payment.
3. Changing plan. You can upgrade at any time in Settings. The new plan starts immediately on a new subscription billed from that day, and the old subscription is stopped. We don't credit the unused part of the old plan. To move to a cheaper plan, cancel and subscribe to the cheaper plan once your current period ends. A downgrade that would leave you over the new plan's asset or storage limit means you can't add more until you're back under it.
4. Failed payments. If a renewal payment fails and stays unpaid for more than 14 days, we may suspend paid features or move your Organisation to the Free plan. Your data is kept, and you can pay to restore your plan. If an account stays suspended for more than 30 days, we may end it under section 15.
5. PayFast sends you a receipt for each payment.

6. Cancelling and refunds

1. Your plan starts straight away. A paid plan starts as soon as PayFast confirms your payment, and you can use it from that moment. By paying, you agree that the service starts immediately.
2. No cooling-off period. Because the service starts immediately, with your agreement, the 7-day cooling-off period in the Electronic Communications and Transactions Act doesn't apply (section 42(2)(d) of that Act excludes services that began, with the consumer's consent, before the 7 days ended).
3. Cancel any time, yourself. An Administrator can cancel in Settings → Plan & usage → Cancel subscription. If you can't, email [email protected] and we'll do it for you.
4. You keep what you paid for. Cancelling stops future payments straight away. You keep your paid plan until the end of the period you've already paid for, and then your Organisation moves to the Free plan.
5. No refunds for unused time. We don't give refunds or credits for the unused part of a month or year — not when you cancel, and not when you upgrade and the old plan is stopped. This doesn't affect a refund of a charge made in error (below) or if you end the agreement because we breached it (section 15).
6. Charged by mistake? If we charge you in error — for example twice for the same period — we'll refund the wrong charge in full. Email [email protected] and we'll sort it out.
7. Nothing is deleted. On the Free plan you can still see and export all your data. If you have more than 100 assets you can't add new ones, and paid-plan modules are locked until you upgrade again.
8. Nothing in these terms takes away any right you have under the Consumer Protection Act, including a cooling-off right if you signed up because of direct marketing.

7. Your data

1. You own your Customer Data. We claim no ownership of it and don't sell it or use it to advertise.
2. Under the Protection of Personal Information Act (POPIA), you are the responsible party for the personal information in your Customer Data (for example your employees and customers), and Vanthor is your operator: we process it only to provide the Service, on your instructions.
3. Our Data Processing Addendum (operator agreement) forms part of these terms and sets out our operator obligations in more detail. Email [email protected] for a copy.
4. You give us a limited, non-exclusive, royalty-free right to host, process, transmit and display your Customer Data only to provide the Service and meet these terms and the law.
5. You confirm you have a lawful basis to put personal information into the Service, have told the people concerned what you need to tell them under POPIA, and will deal with their requests to access or correct their information.
6. Keep your own copies of anything important. Quartermaster lets you export your data as CSV at any time.

8. Price changes

We may change plan prices on at least 30 days' notice by email. If you don't accept the new price, you can cancel before it applies. Price changes never apply to a period you've already paid for.

9. Availability and support

1. We provide the Service with reasonable care and skill, but we can't promise it will always be available or free of errors. No plan includes an uptime guarantee unless we agree one with you in writing.
2. We'll try to give notice of planned maintenance and schedule it outside South African business hours.
3. Support is by email at [email protected]. Pro gets priority support, and Enterprise includes onboarding help.
4. We may improve, change or remove features. We won't remove a core feature of your paid plan during a period you've paid for without notice.

10. Our intellectual property

1. Vanthor owns the Service — its software, design, brand and documentation — and any anonymised, aggregated information about how the Service is used (which never includes your Customer Data).
2. You get the right to use the Service during your subscription, and nothing more.
3. Unless we agree in writing, you may not copy, modify, reverse-engineer or decompile the Service, use it to build a competing product, or resell or sublicense it.

11. Acceptable use

You and your Users must not:

• upload anything unlawful, defamatory, infringing or harassing;
• use the Service to send unsolicited marketing;
• try to access another Organisation's data;
• probe, scan or test the Service's security without our written permission;
• get around rate limits or plan limits; or
• record special personal information (such as health, religion or biometric data) in the Service without the lawful basis POPIA requires of you.

We may suspend or end an account that breaks these rules — with notice where reasonable, and immediately if the breach is serious.

12. Liability

1. To the extent the law allows, Vanthor's total liability to you for all claims connected with the Service or these terms is limited to the fees you paid us for the Service in the 12 months before the event that gave rise to the claim.
2. We aren't liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or data, even if we were told it might happen.
3. These limits don't apply to loss caused by our fraud, gross negligence or wilful misconduct, and nothing in these terms limits liability that the law doesn't allow to be limited — including your rights under the Consumer Protection Act if it applies to you.

13. Indemnities

1. You'll cover Vanthor against claims by third parties that arise from your breach of these terms, from your Customer Data (including a claim that you collected or used someone's personal information unlawfully), or from your unlawful use of the Service.
2. We'll cover you against third-party claims that the Service, used as these terms allow, infringes their South African intellectual-property rights, within the limit in section 12.
3. Whoever is claiming must tell the other promptly, let them reasonably control the defence, and not settle without their consent (which won't be unreasonably withheld).

14. Confidentiality

Each of us will keep the other's confidential information confidential and use it only for this agreement. Your Customer Data is your confidential information. This doesn't cover information that is public through no fault of the receiver, was already lawfully known, was developed independently, or must be disclosed by law.

15. Ending the agreement

1. You can stop using the Service at any time. To stop paying, cancel your subscription (section 6). To close your Organisation completely, email [email protected].
2. We may end your subscription on at least 30 days' notice, effective at the end of a period you've paid for.
3. We may end it immediately by written notice if you materially breach sections 7, 10 or 11 and don't fix it within 10 business days (or it can't be fixed), if a payment stays unpaid as described in section 5, or if you become insolvent or go into business rescue or liquidation.
4. You may end it immediately if we materially breach these terms or the Data Processing Addendum and don't fix it within 30 days of your written notice. If you do, we'll refund any fees for the unused part of a period you paid for.
5. After your Organisation is closed you have 30 days to export your Customer Data. After that we delete it within a further 60 days, except records we must keep by law (such as tax records) and backups, which are overwritten on their normal cycle.
6. Sections 7, 10, 12, 13, 14, 19 and 20 continue after the agreement ends.

16. Events outside our control

Neither of us is liable for failing to perform because of something beyond our reasonable control — for example natural disasters, unrest, government action, pandemics, load-shedding or other power failures, or outages at internet or hosting providers — as long as we give prompt notice and try reasonably to resume.

17. Changes to these terms

We may update these terms. For material changes (such as price, scope or governing law) we'll give at least 30 days' notice by email and in the app. If you don't accept a change you can cancel before it takes effect; if you keep using the Service after that, the new terms apply. The date at the top shows the current version.

18. Privacy

Our Privacy Policy explains how we handle personal information, and our Cookie Notice explains the one cookie we use. Questions or complaints about personal information go to our Information Officer at [email protected], and you can also complain to the Information Regulator (inforegulator.org.za).

19. Law and disputes

1. These terms are governed by the law of the Republic of South Africa.
2. If we disagree about something, email us first — we'll both try in good faith to settle it within 30 days of written notice.
3. If that doesn't work, either of us may suggest mediation through the Arbitration Foundation of Southern Africa (AFSA) or another mediator we both agree on. Mediation is voluntary and not binding, and we share its costs equally.
4. If the dispute still isn't resolved, either of us may go to a South African court with jurisdiction.
5. Nothing here stops you from complaining to the Information Regulator or the National Consumer Commission, or either of us from asking a court for urgent relief.

20. General

• Notices — to us at [email protected]; to you at your account's email address. Email counts as written notice.
• Whole agreement — these terms, the Privacy Policy, the Cookie Notice and the Data Processing Addendum are the whole agreement about the Service. If they conflict, the Data Processing Addendum wins on personal information, and these terms win on everything else.
• Severability — if a clause can't be enforced, it's read down as far as needed and the rest stays in force.
• No waiver — if one of us doesn't enforce a right straight away, it isn't giving that right up.
• Transfer — you may transfer this agreement only with our consent (which we won't unreasonably refuse). We may transfer it on notice as part of a sale or restructuring of our business.

21. Company details

The information the Electronic Communications and Transactions Act asks us to show: