Terms & payment terms

Last updated: 21 October 2026

1.About these terms

These terms apply when you subscribe to or use BUILD WATCH, a construction cost-control service operated from Pretoria, South Africa (“BUILD WATCH”, “we”, “us”). By paying for a plan or using the service you agree to them. If you do not agree, please do not use the service.

2.The service and the plans

BUILD WATCH lets you record and review the costs, invoices, payments, variations, timelines and documents of your building projects, with AI-assisted features to read supplier invoices, answer questions about your project figures and produce site-meeting minutes.

• Three sites: up to 3 active site projects.
• Unlimited sites: as many active site projects as you need, including supplier purchase history across projects.
• No per-user fees: you can add your project managers and clients without paying more per person.

An active site project is one that has not been marked Completed. Completed projects stay available to you and do not count towards your limit.

3.Prices

Prices are in South African rand (ZAR) and are shown on our pricing page and on your invoice. If VAT applies to your purchase it is shown separately on your invoice. The price you agree to when you subscribe stays the same for your current billing period.

4.Billing and how you pay

• You choose monthly or yearly billing when you subscribe. The yearly plan is billed once for the full year in advance.
• Each billing period is paid in advance, on the day you subscribe and on the same date of each period after that.
• We accept the payment methods shown on your invoice (for example card or EFT). Bank charges and transfer fees are for your own account.
• Online payments are processed by PayFast. When you subscribe on our website you pay on PayFast’s secure page, by card or instant EFT. We never see or store your card details. PayFast takes each renewal automatically on the same date until you cancel; to cancel or change your subscription, email or WhatsApp us.
• We send you an invoice or receipt for every payment. Please keep your billing details up to date.
• Access starts once your first payment is confirmed.

5.Renewal and cancellation

• Your plan renews automatically for another period of the same length until you cancel.
• You can cancel at any time by emailing us, with notice before your next renewal date. If you cancel, you keep access until the end of the period you have already paid for, and you are not charged again.
• We do not refund the unused part of a period that has already started, except as set out in section 6.

6.Refunds

• 7-day money-back guarantee: if you are not satisfied, tell us within 7 days of your first payment and we will refund it in full.
• After that, payments are not refundable, except where the law says otherwise or where we have failed to provide the service and have been unable to put it right within a reasonable time.
• Refunds are paid back to the account or card you paid from, normally within 10 business days.

7.Late or failed payments

• If a payment is not received on its due date we will send you a reminder.
• If it is still unpaid 7 days after the due date, we may pause access to your account until it is paid. Nothing is deleted when access is paused.
• If an account stays unpaid for 60 days, we may close it. Before we do, you can ask us for a copy of your data. We will keep your data for at least 30 days after closing, then delete it.
• Amounts that are overdue remain owing even if your access is paused.

8.Changing your plan

• Upgrading (for example from Three sites to Unlimited sites) takes effect straight away. We charge only the difference for the remainder of your current period.
• Downgrading takes effect at your next renewal. If you have more active site projects than the smaller plan allows, mark some as Completed before then or stay on your current plan.
• You can switch between monthly and yearly billing at your next renewal.

9.Price changes

We may change our prices. We will give you at least 30 days’ written notice, and a new price only applies from your next renewal after that notice. If you do not accept the new price you can cancel before it takes effect.

10.AI features — you stay in control

BUILD WATCH uses AI to suggest how invoice lines are read and categorised, to answer questions about your project figures and to draft meeting minutes. AI suggests; you review. Suggestions can be wrong, so you should check them before relying on them. You remain responsible for your own accounts, tax and VAT returns, payments and business decisions. AI features are included in your plan for normal business use; we may limit unusually heavy or automated use that affects other customers.

11.Your data and privacy

Your project information belongs to you. We use it only to provide and improve the service for you, and we do not sell it. We take reasonable steps to keep it secure and to follow South Africa’s Protection of Personal Information Act (POPIA). You are responsible for keeping your login details private and for the people you invite to your projects. You can ask us for a copy of your data or ask us to delete it by emailing us.

To run and look after the service we also keep some records about how it is used:

• Logins and activity. When someone logs in we record their username and role, the date and time, the type of device and browser, and the internet (IP) address. While they use BUILD WATCH we note which features and screens are opened and for how long — never what was typed or uploaded.
• Location. From the IP address we work out the approximate town or city. Your browser may also ask to share your exact location. This is optional: if you press Block, everything still works and we keep only the approximate location. If you allow it, we keep the position rounded to about 100 metres.
• Feedback. If you send us a message with the “Send feedback” button, we keep it together with the screen you were on.
• Why we keep these records. To keep accounts secure, to notice and fix problems, to give support, and to understand which parts of BUILD WATCH are useful so we can improve it. We do not sell this information or use it for advertising. Only we can see it — other people in your business and other customers cannot.
• How long. These records are kept while your account is open and are deleted together with it (see section 7), or earlier if you ask us to.

Services that help us run BUILD WATCH. Invoices and photos you upload are sent to our AI provider (Anthropic) so they can be read, and meeting recordings are sent to OpenAI to be turned into text. PayFast processes your subscription payments. A free location service turns an IP address or position into a place name. We send only what is needed for that task. These providers may process information outside South Africa; we choose providers that protect it.

Your rights. You can ask us what information we hold about you, and ask us to correct or delete it, by emailing buildwatch08@gmail.com. If you are unhappy with how we handle your information you can also complain to the Information Regulator of South Africa.

12.Availability and liability

We work to keep BUILD WATCH available and accurate, but we cannot promise it will always be uninterrupted or error-free. To the extent the law allows, we are not liable for indirect or consequential losses, or for losses caused by relying on figures or AI suggestions without checking them. Our total liability to you for any claim is limited to the amount you paid us in the 12 months before the claim arose. Nothing in these terms limits any right you have under law that cannot be limited.

13.Changes to these terms

We may update these terms. We will tell you about important changes by email at least 30 days before they take effect. If you keep using the service after that, you accept the updated terms.

14.Governing law

These terms are governed by the laws of the Republic of South Africa, and any dispute will be dealt with by the South African courts.

15.Contact

Questions, cancellations and refund requests: email buildwatch08@gmail.com or call / WhatsApp 072 554 0632. Pretoria, South Africa.