Evidence Web Terms & Conditions

Evidence Web Terms and Conditions

These Terms and Conditions, called the Terms, govern access to and use of Evidence Web, called the Service. The Service is operated by Unlimited Technologies Proprietary Limited, trading as Evidence Web, called Evidence Web, we, us, or our.

By creating an account, selecting I Agree, completing any acceptance step in the Service, subscribing, or using any part of the Service, you confirm that you have read and accepted these Terms. You agree that electronic acceptance is legally binding and equivalent to a signed agreement.

If you do not agree to these Terms, do not use the Service.

1. Terms and Conditions

1.0 Customer type: consumers and business customers

Consumer means a natural person using the Service mainly for personal purposes and not for business.

Business Customer means any person or entity using the Service for business, professional, organisational, or commercial purposes.

If you register or use the Service in a business or professional capacity, you confirm you are a Business Customer for that use. Mandatory consumer protections apply only where you qualify as a Consumer.

1.1 Definitions

Case Data means evidence, files, messages, attachments, metadata, notes, tags, event details, and other content you upload, import, or create in cases.

Authorised Users means users you permit to access the Service under your account, including employees, contractors, collaborators, or external shared users.

Including means including without limitation.

1.2 Accounts, access, and security

You must provide accurate registration information and keep it up to date.
You are responsible for all activity under your account, including activity by Authorised Users.
You must keep credentials confidential and use reasonable security practices.
Two factor authentication is supported. We strongly recommend enabling it for all users and may require it for certain roles or higher risk situations.
Notify us promptly if you suspect unauthorised access, compromise, or misuse.

1.3 Evidence integrity and deletion

Evidence integrity and append only design. The Service is designed to preserve an auditable record of case activity. Unless we state otherwise in writing, evidence items and event records are append only and cannot be deleted by users, including administrators within a customer account.

Corrections and withdrawals. If you uploaded an item in error, you may, where the Service allows, mark it as Superseded, Incorrect, or Withdrawn, upload a replacement, and link the replacement to the original so the audit trail remains intact.

Legal compliance removals. We may remove or restrict access to content only where we reasonably believe it is required by law, valid legal process, or platform safety or security. Where technically feasible and legally permitted, we will preserve a tombstone audit record, such as item identifier, timestamps, action taken, and reason category, without retaining the removed content.

1.4 Data retention, export, and account closure

Retention. Case Data is retained according to your plan and your case or account level instructions, such as archiving, export, and closure, plus limited backup retention. Because evidence is append only, the Service generally does not support user initiated item level deletion.

Export and closure. Upon termination or closure, we will provide a reasonable method to export Case Data, and then delete Case Data within 60 days after the end of the retention window, subject to backup retention cycles, legal holds, and legal obligations to retain certain records.

Access restriction. If you need an item removed from day to day visibility, the Service may provide ways to restrict access, withdraw, or supersede the item while keeping an audit record.

1.5 Payments and subscriptions

Plan pricing, included storage, and add ons are described on our pricing pages and or inside the Service.
Payments are processed by payment processors. We do not store full card details.
If payment fails, access may be limited until payment is resolved, subject to any trial rules you publish.
You authorise us and our payment processors to charge applicable fees and taxes under your selected plan.

1.6 Electronic transactions disclosures

Where required for electronic transactions, we will make available supplier details and required disclosures, including legal entity details and contact information, and provide a reasonable opportunity to review and correct input errors before placing an order.

1.7 Acceptable use

You must use the Service lawfully and must not misuse the platform, attempt to bypass security, upload malware, or use the Service for harassment, unlawful surveillance, or other prohibited activity.

You must not do any of the following:

Access non public areas, accounts, or data without permission.
Probe, scan, or test vulnerabilities or bypass access controls.
Introduce malware or harmful code, or attempt denial of service.
Scrape, crawl, harvest, or extract platform content or behaviour using bots or automation, except where we provide approved export features.
Benchmark, compare, study, map, or replicate the Service or its features for the purpose of building a similar or competing system.
Attempt to conceal identity or usage in order to violate these Terms.

No circumvention and no assisting. You may not attempt any prohibited act, and you may not encourage, assist, or enable any third party to do so, including through contractors, affiliates, or agents.

1.8 Your content and licence for Case Data

You retain ownership of Case Data you upload. You grant us a limited licence to host, process, transmit, and display your Case Data solely to operate the Service and provide the features you enable. This licence includes maintaining audit logs and integrity records necessary for an append only evidence system.

For clarity, Case Data remains yours, but the Software, Documentation, and all platform functionality remain ours and are licensed to you under section 1.12.

1.9 Security

We use reasonable safeguards appropriate to the risk, which may include encryption in transit, access controls, audit logging, monitoring, and backups. No system is one hundred percent secure. You must also protect your credentials and enable two factor authentication where available.

1.10 Suspension and termination

We may suspend, restrict, or terminate access immediately if we reasonably believe there is a security risk, abuse, or unlawful use, your account or payment is delinquent, or you breached these Terms, including section 1.12.

You may stop using the Service at any time. Plan cancellation rules are as published in your plan terms.

Termination does not remove obligations that by their nature should survive.

1.11 Limitation of liability for consumers and business customers

Nothing in these Terms excludes or limits any right or protection that cannot lawfully be excluded or limited, including mandatory consumer protections where you qualify as a Consumer.

Business Customers. To the maximum extent permitted by law, the Service is provided as is and as available. We are not liable for indirect or consequential losses, including loss of profit, revenue, business, data, or goodwill. Our total aggregate liability is limited to the fees paid by you to us for the Service in the three months prior to the event giving rise to the claim.

Consumers. We do not exclude liability where doing so would be unlawful. Any limitation will apply only to the extent permitted by applicable law and must be read subject to mandatory consumer protections.

1.12 Software Licence Agreement, intellectual property, and competitive restrictions

1.12.1 Definitions for this section

Software means the Evidence Web application, website, platform, databases excluding Case Data, features, workflows, user interface, designs, templates, reports, and all updates or improvements.

Documentation means any manuals, help text, guides, training material, and other materials we provide describing the Software.

Confidential Information includes all non public aspects of the Service, including workflows, feature behaviour, screen layouts, logic, methods, processes, system design, technical and operational know how, and any information we mark or reasonably treat as confidential.

Competitive Product means any software, service, or solution that is the same as, substantially similar to, or competitive with Evidence Web, including evidence and case management systems with audit trails, chain of custody controls, ingestion and import features, sharing and permissions, review and approval flows, and related reporting and analytics.

1.12.2 Ownership and worldwide protection

The Software and Documentation are licensed, not sold. We and or our licensors own all right, title, and interest in and to the Software and Documentation, including all intellectual property rights, worldwide. All rights not expressly granted to you are reserved by us.

1.12.3 Licence grant

Subject to these Terms and your subscription plan, we grant you a limited, non exclusive, non transferable, revocable licence to access and use the Software and Documentation solely for your authorised use of the Service during your subscription or trial.

1.12.4 Licence restrictions

You may not, and may not allow any third party to do any of the following:

Copy, reproduce, modify, translate, adapt, or create derivative works of the Software or Documentation.
Reverse engineer, decompile, disassemble, or attempt to discover source code, underlying ideas, algorithms, methods, or non public application interfaces.
Scrape, crawl, harvest, extract, or bulk download any part of the Service using automation, except via approved export features.
Remove or alter copyright, trademark, or proprietary notices.
Rent, resell, sublicense, distribute, or make the Service available to unauthorised persons.
Use the Service, Documentation, screenshots, exports, observations, user journeys, or system behaviour to replicate, emulate, or recreate similar functionality.
Use the Service to train, fine tune, or improve any model or system intended to replicate or emulate platform functionality.
Perform competitive analysis, benchmarking, feature mapping, or systematic comparison intended to replicate or build similar functionality.

Attempting any of the above, or assisting others to do so, is a breach.

1.12.5 No competitive use and no similar product development, material term

You agree that you will not, directly or indirectly, use the Service, the Software, the Documentation, or any Confidential Information, including knowledge gained from accessing or using the Service, to design, develop, build, test, market, support, or operate any Competitive Product, whether for commercial purposes, internal purposes, or for any third party.

Duration for Business Customers. This restriction applies during access to the Service and for twelve months after termination or expiry.

Duration for Consumers. This restriction applies during access to the Service and thereafter to the extent permitted by applicable law, and at minimum prohibits competitive use for commercial advantage.

Any exception requires our prior written consent.

1.12.6 Confidentiality and trade secret protection

You must keep Confidential Information confidential and use it only to access and use the Service as permitted by these Terms. You must not disclose Confidential Information to any third party without our prior written consent. You must ensure your Authorised Users comply with confidentiality obligations.

1.12.7 Trademarks

Evidence Web and our logos are our trademarks. You may not use our trademarks except to identify the Service in a truthful, non misleading way, and you may not register confusingly similar names, domains, or marks.

1.12.8 Feedback

If you provide ideas, suggestions, or feedback, you grant us a worldwide, perpetual, irrevocable, royalty free right to use, modify, and incorporate it into the Service without compensation or obligation.

1.12.9 Remedies and enforcement worldwide

You acknowledge that breaches of section 1.12 may cause irreparable harm. We may seek urgent injunctive relief and other equitable remedies in any jurisdiction in addition to any other rights and remedies available under law and these Terms.

1.13 Third party services

The Service may integrate with third party services, such as payment processors, email providers, storage, mapping, messaging, or analytics. Third party services are subject to their own terms. We are not responsible for third party services outside our control.

1.14 Changes to the Service or Terms

We may update the Service and these Terms from time to time. If changes are material, we will take reasonable steps to notify you, such as in app notice or email. Continued use after the effective date means you accept the updated Terms.

1.15 Notices and communications

We may contact you using the email address associated with your account, in app messages, or other reasonable methods. You are responsible for keeping your contact details current.

1.16 Governing law and jurisdiction

These Terms are governed by the laws of the Republic of South Africa. If you qualify as a Consumer, mandatory consumer protections may apply notwithstanding any other provision.

You consent to the jurisdiction of the courts of South Africa for disputes arising from or relating to these Terms, subject to any mandatory rights that may apply to Consumers.

1.17 Assignment

You may not assign or transfer these Terms, or any rights or obligations, without our prior written consent. We may assign these Terms in connection with a merger, acquisition, corporate restructure, or sale of assets.

1.18 Severability and waiver

If any provision is held invalid or unenforceable, the remaining provisions remain in effect. A failure to enforce a provision is not a waiver of our right to enforce it later.

1.19 Survival

Sections that by their nature should survive termination survive, including sections 1.3, 1.4, 1.11, 1.12, 1.16, and 1.19.

2. Privacy Policy

Operator: Unlimited Technologies Proprietary Limited, trading as Evidence Web
Platform: Evidence Web App
Contact: support@evidenceweb.app

2.1 Scope

This Privacy Policy applies to visitors to our websites, users who create accounts and use the Service, and people whose personal information may appear inside Case Data.

2.2 POPIA roles

Depending on the context, Evidence Web may act as the Responsible Party for platform account and billing data, and or as an Operator when processing Case Data on behalf of a Business Customer. Where you are a Business Customer uploading Case Data, you are typically the Responsible Party for that Case Data.

2.3 Information we collect

Account and contact details may include name, surname, email address, mobile or contact number, company or organisation name if applicable, user role and permissions.

Billing and transaction details may include plan, invoices, payment status, and payment reference identifiers from processors. We do not store full card details.

Case Data may include files, images, video, audio, documents, notes, descriptions, tags, metadata, and email to case messages and attachments if enabled.

Technical and usage data may include internet protocol address, device and browser data, login timestamps, audit logs, and security logs, and cookies and similar technologies.

2.4 Data retention

Account and billing data is retained as required for business and legal purposes, such as tax and audit, typically for seven years or longer if required by law.

Case Data is retained according to your plan and case or account level instructions, plus limited backup retention. Evidence items are generally append only and cannot be deleted by users.

Corrections. Where an item was uploaded in error, we support withdrawal, superseding, or annotation where available rather than deletion.

Legal compliance removals. If we must remove content for legal reasons, we may retain a tombstone audit record without retaining the removed content, where technically feasible and legally permitted.

Logs are retained for security and troubleshooting for six months.

2.5 Security safeguards

We use reasonable technical and organisational measures which may include encryption in transit, access controls, audit logging, monitoring, backups, and abuse prevention. Two factor authentication is supported and recommended.

2.6 Data subject rights

You may have the right to request access, correction, restriction, or deletion of your personal information where applicable. However, where deletion requests relate to append only Case Data and deletion would undermine lawful retention, integrity, or audit requirements, we may instead, as permitted by law, restrict access, de identify, or attach a correction or withdrawal record to preserve the audit trail. If the request concerns Case Data controlled by a Business Customer, we may redirect you to that customer.

3. Data Processing Addendum for business clients

This Data Processing Addendum forms part of the agreement between the Customer and Evidence Web when we process Case Data on Customer’s behalf.

3.1 Assistance to Customer

Evidence Web will provide reasonable assistance to Customer for data subject requests relating to Case Data, including access, correction, restriction, annotation, and deletion where applicable, to the extent technically feasible and consistent with the Service append only audit design and applicable data protection laws.

3.2 Return, export, and deletion of data

Upon termination of the Service or upon Customer request where available in product, Evidence Web will provide a reasonable method to export Case Data and or delete Case Data at the case or account level within sixty days, subject to backup retention and legal obligations.

Because the Service is designed to preserve chain of custody, user initiated item level deletion is generally not supported. If Evidence Web must remove content for legal compliance, Evidence Web may preserve a tombstone audit record without retaining the removed content, where technically feasible and legally permitted.

4. Acceptable Use Policy

You must not use the Service to break the law, upload unlawful content, upload malware, bypass security controls, or abuse other users. You must not reverse engineer, scrape, crawl, harvest, extract, benchmark, or attempt to replicate the Service or any portion of it, nor assist any third party to do so.

5. Refund Policy

Refund rules depend on your published plan terms. Where you qualify as a Consumer, statutory cancellation or cooling off rights may apply in limited circumstances. Otherwise, fees are non refundable except where required by law or expressly stated in your plan terms.

6. Cookie Policy

We use cookies for authentication and session management, security, and optional analytics, as described in your Cookie Policy.

Enterprise Schedule X: IP protection, compliance audit, and remedies for business customers only

X0 Applicability and priority

This Schedule applies only to Business Customers who purchase an enterprise plan, sign an order form, or otherwise agree in writing that this Schedule applies, called the Enterprise Customer. This Schedule does not apply to Consumers.

If there is a conflict between this Schedule and the main Terms, this Schedule controls for Enterprise Customers.

X1 Definitions

Prohibited Acts means any breach of section 1.12 and related acceptable use and security restrictions, including copying, reverse engineering, scraping, crawling, harvesting, extracting, benchmarking for replication, using Confidential Information to build a Competitive Product, or assisting any third party to do the same.

Customer Parties means the Customer and any person acting under the Customer account or on the Customer’s behalf, including employees, officers, directors, agents, representatives, contractors, consultants, subcontractors, and affiliates.

Investigation Costs means reasonable external costs incurred by Evidence Web to investigate suspected Prohibited Acts, including independent security or audit firm fees and forensic analysis costs, and legal fees to the extent recoverable or awarded by a court.

Audit Firm means an independent, reputable third party auditor or security firm appointed by Evidence Web and bound by confidentiality.

X2 Customer indemnity covering contractors, affiliates, and agents

The Enterprise Customer will indemnify, defend, and hold harmless Evidence Web, its affiliates, directors, officers, employees, contractors, licensors, and service providers from and against third party claims, proceedings, damages, losses, liabilities, penalties, and reasonable costs, including legal fees, arising out of or relating to:

Any acts or omissions of the Customer or any Customer Party in connection with the Service, including any Prohibited Acts.
Any unlawful, infringing, or harmful Case Data uploaded or imported by the Customer or its users, including privacy or data protection breaches caused by Customer instructions or content.
The Customer instructions, configurations, integrations, automations, or third party tools used with the Service.
Any breach of law by the Customer or any Customer Party in connection with the Service, including evidence handling and POPIA compliance obligations where the Customer is the Responsible Party.
Any allegation that the Customer materials or content supplied to the platform infringe third party rights.

Indemnity process. Evidence Web will give prompt notice of a claim where practicable. Evidence Web may participate with counsel of its choosing. The Customer will not settle any claim in a way that admits fault or imposes obligations on Evidence Web without Evidence Web prior written consent, not unreasonably withheld.

X3 Compliance verification and audit rights

X3.1 Trigger and purpose

Where Evidence Web has a reasonable basis to suspect Prohibited Acts, including abnormal traffic patterns, automation signatures, unusual export volumes, repeated feature mapping, or credible third party reports, Evidence Web may initiate a compliance verification to confirm or rule out Prohibited Acts.

X3.2 Customer responsibility for Customer Parties

The Customer is responsible for ensuring that all Customer Parties comply with the Terms and this Schedule, and any breach by a Customer Party is deemed a breach by the Customer.

X3.3 Audit scope

Any audit will be limited to what is reasonably necessary to assess compliance with section 1.12 and related security restrictions, and may include Service access logs, export logs, application interface usage logs, rate limit events, authentication history, user lists and roles, integration key usage, automation tooling indicators, and evidence of scraping or reverse engineering attempts related to the Service.

Evidence Web will not request or review Customer confidential business information unrelated to compliance, and will not access Customer systems beyond the minimum necessary.

X3.4 Method

Evidence Web may conduct compliance verification using a staged approach: Remote review, Independent audit, and On-site audit where strictly necessary, on reasonable notice. Failure to cooperate, refusal, or unreasonable delay constitutes a material breach and grounds for immediate suspension or termination.

X3.5 Confidentiality

Audit outputs and materials are confidential information. The Audit Firm must be bound by confidentiality at least as strict as this Schedule.

X3.6 Cost shifting

If the audit finds no material breach, Evidence Web bears the Audit Firm fees. If the audit finds a material breach, including any Prohibited Act, the Customer must reimburse Evidence Web for Investigation Costs within fourteen days of invoice.

X3.7 Preservation obligation

Upon notice of suspected Prohibited Acts, the Customer must preserve relevant evidence, including logs, access records, and integration configurations.

X4 Monetary remedies

For any Prohibited Act, Evidence Web may elect conventional penalty/liquidated damages or proven damages. Evidence Web may also seek urgent injunctive relief.

X5 Legal costs

To the extent permitted by law, the Customer agrees to pay Evidence Web reasonable legal costs incurred in enforcing this Schedule or section 1.12.

X6 Suspension, termination, and access restrictions

Evidence Web may immediately suspend access upon reasonable suspicion of Prohibited Acts. If confirmed, Evidence Web may terminate for cause. Fees and amounts payable under this Schedule remain due.

X7 Survival

Sections X2 through X7 survive termination or expiry, together with all confidentiality, intellectual property, audit, and remedies provisions.