Effective 22 September 2026. These terms replace every earlier version.
These are the terms on which CRM Online (Pty) Ltd (“CRM Online”, “we”, “us”) provides its hosted customer relationship management service at crmonline.co.za and at every customer address in the form yourname.crmonline.co.za (the “Service”). By signing up, or by using a CRM we have built for you, you agree to these terms on behalf of your business. If you do not agree, do not sign up or use the Service. Please read them together with our Privacy Policy and our Delete your data page.
1. Who may sign up
The Service is for businesses. The person who signs up confirms that they are at least 18 years old, that they are authorised to bind the business named on the form, and that the details given are true and kept up to date. You choose your CRM link (the part before .crmonline.co.za) when you sign up; it cannot be changed afterwards.
2. Your account and your users
Your CRM is administered by you. You decide which staff members get a login and what they may see and do, and you are responsible for everything done under those logins. Keep passwords confidential and tell us straight away at info@crmonline.co.za if you believe an account has been misused. Each plan includes a set number of staff logins (see section 5); logins may not be shared between people or resold.
3. The free trial
Every new CRM starts with a free trial of 30 days from the day it is built. No card and no payment details are needed to start, and nothing is charged during the trial. The trial gives you the full Service. When the trial ends without a subscription, your CRM becomes read-only the following day: you can still sign in, look at everything and download your data, but not add or change anything. Subscribe at any time during or after the trial to carry on exactly where you left off.
4. Prices and VAT
All prices are in South African Rand. CRM Online is not a VAT vendor at present, so no VAT is added to any price and no VAT is shown on our invoices. If that changes we will tell you by email at least 30 days before your invoices change. We may change our prices with 30 days’ notice by email to the address on your account; the new price applies from your next monthly invoice after the notice period.
5. The subscription
The CRM Online plan costs R575 per month and includes your own CRM at your own web address with its own database, up to 5 active staff logins, 10 GB of storage, and the standard features listed on our Features page. Storage is measured and reported to you; if you go over it we will tell you and offer more storage rather than block your CRM. Additional staff logins are sold in blocks of 5 at R287.50 per month per block. Extra storage and modules (section 7) are priced separately and shown inside your CRM before you add them.
6. Billing and payment
You subscribe from inside your CRM. When you do, we raise an invoice for the first month and you pay it by card on Paystack’s secure payment page. Your card details are entered on and stored by Paystack, never by us. Each month after that we raise the next invoice and debit the stored card automatically; the invoice and a payment confirmation are emailed to you. Subscriptions are billed monthly in advance and continue month to month until you cancel.
If a payment fails we retry after 1, 3 and 5 days and email you each time. If an invoice is still unpaid 14 days after its due date your CRM becomes read-only until the balance is paid; the moment it is paid, full access is restored automatically. You remain responsible for any amount owed for a period during which the Service was available to you.
7. Modules and add-ons
Modules are optional features you switch on inside your CRM from the Modules page. Each module has its own free trial of 30 days from the day you start it, after which it is billed at the monthly price shown on the Modules page, added to your monthly invoice. You can remove a module at any time from the Modules page; billing for it stops at the end of the month already paid for. A removed module is switched off, not deleted: the records it created stay in your CRM and can be downloaded as a spreadsheet, and the module can be switched on again later. Modules that depend on third-party services (for example WhatsApp Connect, which uses Meta’s WhatsApp Business platform, or Yoco card payments) also require your acceptance of that provider’s terms, and any charges from that provider are yours.
8. Cancelling and refunds
You may cancel at any time, from inside your CRM or by emailing info@crmonline.co.za from the email address on your account. Cancellation takes effect at the end of the month you have already paid for; you keep full access until then and no further invoices are raised. Because the Service is billed monthly and you may cancel at any time, fees already paid are not refunded for unused days, downgrades or unused modules. This does not limit any refund you are entitled to under the Consumer Protection Act or where we have failed to provide the Service you paid for.
9. Your data is yours
Everything you put into your CRM (your customers, contacts, quotes, invoices, jobs, files and messages) belongs to you. We store and process it only to provide, support and improve the Service, and we do not sell it, rent it out, or use it to market to your customers. You can download your data at any time from inside your CRM. Where your CRM holds personal information about your own customers and staff, you are the responsible party under the Protection of Personal Information Act (POPIA) and we process that information on your instructions as your operator. You confirm that you have the right to hold that information and to send the emails, SMS or WhatsApp messages you send through the Service, and that you will honour opt-outs.
10. Support access
Our support staff can sign in to your CRM to help you. When that happens your CRM shows a clear notice that a CRM Online support person is signed in, and the session is logged on both your system and ours. We look only at what is needed to help you.
11. What happens to your data when you stop
When a trial or a subscription ends without payment or after a cancellation, your CRM stays available read-only for 90 days so that you can download your data or subscribe again. We email you dated reminders during that time. After the 90 days your CRM is closed and a sealed copy of it is kept for 12 months, during which we can restore it on request. After those 12 months the copy is deleted. We will never delete a customer’s CRM without written notice, and you can ask us to delete your data sooner at any time, as described on our Delete your data page.
12. Acceptable use
You agree to use the Service lawfully and not to: send unsolicited bulk messages or messages the recipient has not agreed to receive; upload anything unlawful, defamatory or infringing; attempt to gain access to another customer’s CRM or to our systems; introduce malware; copy, reverse engineer or resell the Service; or use it in a way that harms the Service or other customers. We may suspend a CRM that is being used in breach of this section, with notice where it is practical to give it.
13. Availability, backups and changes
We host the Service on servers in South Africa and aim to keep it available at all times, but we cannot promise that it will be uninterrupted or error-free. We may take the Service down briefly for maintenance and will give notice in advance where we can. Your CRM is backed up daily and a copy is kept in a separate location. Backups are for disaster recovery; you should also keep your own downloads of anything critical. We improve the Service continually and may add, change or retire features; where a change removes something you rely on we will give reasonable notice.
14. Third-party services
Parts of the Service are provided through third parties: Paystack for card payments, Meta for WhatsApp messaging, Yoco for card payments on your invoices, and YouTube for tutorial videos. Their terms and privacy policies apply to your use of those parts, and we are not responsible for their availability or conduct.
15. Intellectual property
The software, design, documentation and trade marks that make up the Service belong to CRM Online or its licensors and are licensed to you, not sold, for the duration of your subscription. You may not use our name or logo without our written permission. If you give us suggestions or feedback, we may use them without any obligation to you.
16. No warranty, and the limit of our liability
The Service is provided as it is and as available. Except as stated in these terms, we give no warranty that it will meet your particular needs. To the extent the law allows, CRM Online is not liable for indirect or consequential loss, including lost profits, lost business or lost data, and our total liability to you for all claims arising from the Service in any 12-month period is limited to the fees you paid us for the Service in the 6 months before the event giving rise to the claim. Nothing in these terms limits liability that cannot be limited under South African law, including under the Consumer Protection Act.
17. Your responsibility to us
You will cover CRM Online for any claim, loss or cost that arises from the data you put into the Service, the messages you send through it, or your breach of these terms or the law.
18. Ending these terms
These terms apply from the day you sign up until your CRM is closed under section 11. We may suspend or close your CRM if you breach these terms, do not pay, or use the Service unlawfully, giving notice where practical. On closure, section 11 governs your data.
19. Changes to these terms
We may update these terms. For a material change we will email the address on your account at least 30 days before it takes effect, and the current version is always at crmonline.co.za/terms-conditions/. Using the Service after the change takes effect means you accept it; if you do not, cancel under section 8 before then.
20. General
These terms are governed by the law of the Republic of South Africa and any dispute is subject to the jurisdiction of the South African courts. If part of these terms is found unenforceable, the rest still applies. Notices to us go to info@crmonline.co.za; notices to you go to the email address on your account. These terms, the Privacy Policy and the prices shown inside your CRM are the whole agreement between us for the Service.
CRM Online (Pty) Ltd, registration number 2026/741309/07 · info@crmonline.co.za · support@crmonline.co.za