Terms & Conditions
Last updated: 5 November 2026
PolyTrack is provided by The Polymath (Pty) Ltd, registration number 2026/275612/07, of 35 4th Street, Menlo Park, Pretoria, South Africa. PolyTrack is software: it helps you record and follow up risk findings and related information. The Polymath is not an insurance broker and does not give financial advice, and nothing in PolyTrack is advice on insurance cover, claims or premiums.
1. Subscription Cancellation
You may cancel your PolyTrack subscription at any time by giving us written notice.
Within your first 30 days. If you cancel within the first 30 days of your subscription, you may choose one of the following:
- Immediate cancellation. Your account will be suspended and access locked immediately upon processing your cancellation. You will receive a full refund of your first month's subscription fee, in accordance with our Refund Policy below.
- Cancellation at month end. Your account will remain active until the end of your first billing month, at which point it will be cancelled. No refund will be issued for this period.
Either option requires 7 working days' written notice before it takes effect.
After your first 30 days. Cancellation requires 30 calendar days' written notice. Your account will remain active and accessible throughout the notice period. No refund is issued for this period, as you retain full access to the service until cancellation takes effect.
To cancel, please contact us at info@polytrack.co.za.
2. Refund Policy
PolyTrack subscriptions are billed monthly in advance.
First-month refunds. If you cancel within the first 30 days of your subscription and choose immediate cancellation (see Section 1 above), you are entitled to a full refund of your first month's subscription fee.
Refunds are processed back to your original PayFast payment method within 14 days of your cancellation request being confirmed.
All other cancellations. Subscriptions cancelled after the first 30 days, or cancelled to run until month-end within the first 30 days, are not eligible for a refund, as access to the service continues for the full period already paid for.
If you believe you have been charged in error, please contact us at info@polytrack.co.za and we will investigate promptly.
3. Shipping Policy
PolyTrack is a software-as-a-service (SaaS) platform. We do not sell, ship, or deliver any physical goods. All services are delivered electronically via our web application at polytrack.co.za, and access is granted immediately upon successful subscription activation.
This section is not applicable to physical shipping, as no physical products are involved in the provision of our service.
4. Acceptance of terms
By creating a PolyTrack account, you agree to be bound by these terms of use and any policies referenced within them.
5. Use of the service
PolyTrack is provided by The Polymath (Pty) Ltd to help clients track risk survey findings, action items, compliance, and related insurance risk management activities. You agree to use the platform only for its intended purpose and to keep your login credentials confidential.
6. Data and privacy
Information you provide is used to deliver risk management services to you and may be shared with your appointed insurance broker where applicable. Full details are set out in our Privacy Notice.
7. Changes to these terms
The Polymath may update these terms from time to time. Continued use of PolyTrack after changes are published constitutes acceptance of the updated terms. Section 13.4 (30 days’ written notice) applies to any change to the sub-operators, and nothing in this section shortens that notice period.
8. Contact
Questions about these terms can be directed to The Polymath (Pty) Ltd at info@polytrack.co.za.
9. Plans and prices
The plans we offer, and what they cost, are:
- Starter R1,499.00 per month
- Growth R3,499.00 per month
- Enterprise Priced on request
- Broker Platform Priced on request
- SHEQ Consultancy R599.00 per month plus R99.00 per month for each active field agent
Prices are in South African rand and exclude VAT. Subscriptions are billed monthly in advance, as set out in Section 2.
10. Late payment
If a payment is not received by its due date, your account is not switched off at once. Your account stays fully usable for a grace period, and we show a warning in PolyTrack and email your contacts. If the amount is still unpaid after 7 days, your account becomes view-only: you can read your information but not change it. If it is still unpaid after 14 days, access is locked. Access is restored when the amount is paid. This process does not delete your information.
11. Limitation of liability
PolyTrack is provided as a tool to help you manage risk. You remain responsible for your own decisions, including decisions about insurance cover, claims or premiums, and for checking that the information you load into PolyTrack is correct. We do not guarantee that the service will be uninterrupted or free of errors.
To the extent the law allows, The Polymath is not liable for indirect or consequential loss, or for loss of profit, income, business or goodwill. Our total liability to you for any claim arising from the service is limited to the fees you paid us in the 12 months before the event that gave rise to the claim.
Nothing in these terms limits liability that the law does not allow to be limited, including liability for fraud, gross negligence or wilful misconduct, or any right you have under the Consumer Protection Act 68 of 2008 that cannot be excluded.
12. Governing law
These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction over any dispute arising from them.
13. Sub-operators and transfers outside South Africa
13.1 In this section, “Client Personal Information” means personal information that you or your users load into PolyTrack, and “sub-operator” means a service provider that The Polymath uses to process Client Personal Information on your behalf.
13.2 You authorise The Polymath to use the sub-operators listed in the schedule below, in the countries listed there, and approve the transfer of Client Personal Information to them.
13.3 The Polymath will only transfer Client Personal Information outside South Africa to a sub-operator that is bound by a written agreement requiring it to protect that information to a standard substantially similar to POPIA, including when it uses its own sub-processors, as contemplated in section 72(1)(a) of POPIA.
13.4 The Polymath will give you at least 30 days’ written notice before adding or replacing a sub-operator, or changing the country in which a sub-operator processes Client Personal Information. You may object in writing within that period on reasonable grounds relating to the protection of personal information. The parties will try in good faith to resolve the objection. If they cannot, you may terminate the affected services without penalty, and The Polymath will refund any fees paid in advance for the period after termination, despite the Refund Policy in section 2.
13.5 The Polymath will store documents and incident records only in South Africa or the European Union, unless you agree otherwise in writing.
13.6 The Polymath remains responsible to you for the acts and omissions of its sub-operators in processing Client Personal Information.
Schedule: sub-operators
| Sub-operator | Service | Where information is processed |
|---|---|---|
| xneelo | Application and database hosting | South Africa |
| Cloudflare (R2) | Document storage | European Union; may also be accessed from the United States |
| Cloudflare (proxy and security) | Passes traffic to PolyTrack | Any country where Cloudflare operates, including the United States |
| Brevo | Sending emails | France (European Union) |
| Sentry | Error monitoring | European Union; may also be accessed from the United States |
Optional integrations, used only if you or your users connect them: Google Calendar, Microsoft 365, Microsoft Teams, Slack and vehicle tracking providers. These may process information in other countries, including the United States, under their own data processing terms.