EvoBot by Sufficient Software

EvoBot Terms of Service

Last updated: 12 October 2026 (version 2026-10-12)

Sufficient Software (Pty) Ltd may amend this document at any time without prior notice by publishing the updated version on this page. The "Last updated" date above shows when it last changed. Please review it regularly.

These Terms of Service (the Terms) are an agreement between Sufficient Software (Pty) Ltd (registration number 2019/367366/07), PO Box 934, Mokopane, Limpopo, 0600, South Africa (Sufficient Software, we, us) and the business that creates or uses an EvoBot account (the Customer, you). By creating an account, accepting an invitation, installing the EvoBot agent or using EvoBot, you accept these Terms. If you accept on behalf of a company or other organisation, you confirm that you are authorised to bind it, and "you" means that organisation and every person who uses EvoBot on its behalf.

1. The service

  1. EvoBot (the Service) lets your authorised users ask questions about data in your Sage Evolution accounting system through a web portal and, where enabled, WhatsApp. Answers are produced by software, including artificial intelligence (AI) models provided by third parties, from data read from your systems by the EvoBot agent.
  2. EvoBot is a business tool. It is offered to businesses and their staff, not to consumers for personal use.
  3. We may change, improve, suspend or discontinue any part of the Service. Where a change materially reduces the Service, we will give reasonable notice where practical.

2. AI-generated answers: important limitations

  1. Answers may be wrong. AI-generated answers, summaries, figures and files can be inaccurate, incomplete, out of date or misleading, even when they appear confident and precise.
  2. No professional advice. EvoBot does not provide accounting, financial, tax, audit, legal, credit or investment advice. Nothing it produces is a substitute for the records in your accounting system or for advice from a qualified professional.
  3. You must verify before relying. You are solely responsible for checking every answer and file against your Sage Evolution records and other sources before using it for any purpose, including invoicing, collections, credit decisions, payments, stock decisions, tax returns, financial statements, reporting to third parties or decisions affecting any person.
  4. Any decision you or your users make, or omit to make, based on the Service is made at your own risk.

3. Your data and its accuracy

  1. You remain the owner of your business data. You grant us the rights needed to host, process, transmit and display it to provide, secure and support the Service.
  2. You are solely responsible for the accuracy, completeness, legality and currency of all data in your systems and all information you or your users give us, including account, company, billing, user, phone and configuration details. We are not responsible for any loss, error or consequence caused by incorrect, incomplete, outdated or unlawful data, or by a misconfigured system, user role, rep filter or permission.
  3. You confirm that you are entitled to connect the databases you connect and to let your users see the data EvoBot can read, and that doing so complies with law, contracts and your own policies.
  4. You are responsible for keeping your own backups. EvoBot only reads data and is not a backup or record-keeping system.

4. Accounts and security

  1. You are responsible for everyone who uses your account, for choosing who to invite and what they may see, and for all activity under your account, whether or not you authorised it.
  2. Keep passwords and two-factor devices secure and tell us immediately at info@evobot.co.za if you suspect unauthorised access.
  3. The account owner may manage the team, billing and connection settings. Transferring ownership transfers those rights.

5. The EvoBot agent

  1. The agent is software you install on your own server. We license it to you on a limited, non-exclusive, non-transferable, revocable basis solely to use the Service. You may not copy (other than for installation), modify, reverse engineer, decompile or redistribute it, except where law expressly permits this despite this restriction.
  2. You are responsible for your server, network, operating system, SQL Server and Sage Evolution licences, their security and configuration, and for using a read-only database login as we recommend. You install and run the agent at your own risk, and we are not liable for any effect on your systems, including performance, availability or data, to the fullest extent permitted by law.

6. Credits, prices and payment

  1. The Service is paid for with prepaid credits. Each question uses credits according to the AI processing it needs, as shown in the portal, including questions that cannot be fully answered once the AI has worked on them; questions that never reach the AI are not charged. The credits a question uses follow the cost of the AI processing in US dollars and the rand-dollar exchange rate, and may change at any time without notice. Credits are charged to two decimals, and a question starts only when at least 5 credits are available. Package prices may change on notice in the portal; changes do not affect credits already bought.
  2. Payments are processed by Paystack. We do not see or store full card details. You must pay all amounts in South African rand, including any taxes that apply.
  3. Credits are not money, have no cash value and cannot be transferred or exchanged. Purchased credits are refunded only as set out in our Refund and Cancellation Policy or where the law requires a refund. Free or promotional credits that we grant may expire sooner, as shown when they are granted.
  4. Purchased credits are valid for 90 days after your most recent credit purchase; each new purchase restarts this period for all purchased credits on your account. We may, but are not obliged to, remove credits that have passed this period. If EvoBot were ever withdrawn as a whole, we would give at least 90 days' notice by email and in the portal so that credits can be used during that time; credits still unused at the end of the notice period then lapse and are not refunded, except where the law requires otherwise.
  5. If your account is closed or terminated, unused credits are forfeited, except where the law, these Terms or the Refund and Cancellation Policy provide otherwise.

7. Acceptable use

You and your users must not:

  • use the Service unlawfully, fraudulently or to infringe anyone's rights, including privacy and confidentiality;
  • try to access data, systems or accounts you are not authorised to access, or bypass permissions, filters, limits or security;
  • probe, scan, overload, disrupt or attack the Service, or use bots or automated access except as we allow;
  • try to make the AI produce harmful, unlawful or misleading content, or to extract its instructions or other customers' data;
  • resell, sublicense or provide the Service to third parties, or use it to build a competing product;
  • use EvoBot for anything other than questions about your business, its finances and its Sage Evolution data, or as a general-purpose chatbot.

EvoBot's answers are generated by AI models provided by Anthropic, PBC. You and your users must also comply with Anthropic's Usage Policy, as amended from time to time, which forms part of these Terms.

To protect the Service and our users, questions that EvoBot declines as outside its purpose or against these rules are recorded against the user who asked them. Repeated declined questions lead to a warning and then to an automatic, temporary pause of that user's access to the AI, of which the account owner and Sufficient Software are notified. We may also suspend or terminate any user or account for a breach of this section without prior notice (see section 15), and we may report serious misuse to the AI provider or the authorities where required or permitted by law.

8. Personal information

For personal information in your business data, you are the responsible party and we act as your operator under the Protection of Personal Information Act, 2013 (POPIA). We process it only to provide the Service, as described in our Privacy Policy, and apply appropriate security measures. You are responsible for having a lawful basis to process that information and to share it with us and our sub-processors, including AI providers that may process data outside South Africa.

9. Third-party services

The Service depends on third parties, including AI model providers, payment processors, messaging platforms, security and hosting providers. Their services are governed by their own terms. To the fullest extent permitted by law, we are not responsible for their acts, omissions, availability or changes.

10. Availability and support

We aim to keep EvoBot available but do not guarantee that it will be uninterrupted, timely, secure or error-free. Maintenance, faults, third-party outages, your server or internet connection, and events beyond our reasonable control may interrupt the Service. No service level is promised unless agreed in a separate signed agreement.

11. Intellectual property

We and our licensors own all rights in the Service, the agent, the portal, tool definitions, documentation and branding. Except for the limited rights in these Terms, no rights are transferred to you. Feedback you give us may be used freely without obligation.

12. Disclaimer of warranties

To the fullest extent permitted by law, the Service, the agent and all answers and files are provided "as is" and "as available", without any warranty, representation or guarantee of any kind, express or implied, including of accuracy, completeness, fitness for a particular purpose, merchantability, non-infringement or that results will meet your requirements.

13. Limitation of liability

  1. To the fullest extent permitted by law, we (and our directors, employees, agents and suppliers) will not be liable for any indirect, incidental, special, consequential or punitive loss or damage, or for any loss of profit, revenue, business, goodwill, opportunity, anticipated savings or data, or for any loss arising from reliance on any answer or file, however caused and even if we were told it was possible.
  2. To the fullest extent permitted by law, our total liability for all claims arising from or related to these Terms or the Service, in contract, delict or otherwise, is limited to the amount you paid us for the Service in the three (3) months before the event giving rise to the first claim.
  3. Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud, or for gross negligence or wilful misconduct where the law does not allow it to be excluded.

14. Indemnity

You indemnify and hold harmless Sufficient Software, its directors, employees and agents against all claims, losses, damages, liabilities, penalties, costs and expenses (including legal costs on an attorney-and-client scale) arising from or related to: your or your users' use of the Service; your data or any incorrect, incomplete or unlawful information you provide; decisions made using answers or files; your systems and the agent's installation; your breach of these Terms or of law; or any claim by a third party, including your employees, customers or data subjects, relating to the above.

15. Suspension and termination

  1. We may suspend or terminate access immediately if you breach these Terms, do not pay, create security, legal or reputational risk, or if required by law. Otherwise we may terminate on 30 days' notice.
  2. You may stop using the Service and close your account at any time. Sections that by their nature should survive termination, including sections 2, 3, 6.3, 6.4, 12, 13, 14, 16 and 17, survive.
  3. After termination we delete or return your business data in line with our Privacy Policy and the law, except records we must keep, such as invoices.

16. Marketing, tips and upgrade notices

  1. When you sign up, or later on your profile page, you may choose to receive marketing communications, tips and tricks, and notices about upgrades and new features from Sufficient Software (Pty) Ltd by email. This is optional: it is never a condition of using the Service, and the box is not ticked for you.
  2. You may withdraw this consent at any time, free of charge, on your profile page or by using the unsubscribe link in any such message. Withdrawal does not affect messages we must send to operate the Service, such as security, billing, low credit and service notices.
  3. We process this consent and your contact details as set out in the Privacy Policy and section 69 of the Protection of Personal Information Act, 2013.

17. Changes to these Terms

  1. We may amend, supplement or replace these Terms at any time, in our sole discretion and without prior notice, by publishing the updated Terms on this page with a new "Last updated" date. Unless stated otherwise, amendments take effect when published.
  2. It is your responsibility to review these Terms regularly. Your continued access to or use of the Service after an amendment is published constitutes your acceptance of the amended Terms. If you do not agree, you must stop using the Service and may close your account.
  3. Where applicable law, including the Consumer Protection Act, 2008, requires us to give notice of an amendment before it takes effect, we will give that notice, and this clause applies subject to that requirement.

18. Law, disputes and general

  1. These Terms are governed by the laws of the Republic of South Africa. Subject to any right you may have to approach a different forum under law, the parties consent to the jurisdiction of the Limpopo Division of the High Court of South Africa (Polokwane), or a magistrates' court having jurisdiction, at our election.
  2. To the extent the Consumer Protection Act, 2008 or any other law applies and grants rights that cannot be waived, nothing in these Terms limits those rights, and any affected provision applies only to the extent the law allows.
  3. If any provision is found unenforceable, it is limited to the minimum extent necessary and the rest remains in force. A failure to enforce a right is not a waiver. You may not assign these Terms without our consent; we may assign them to a successor of our business.
  4. These Terms, together with the Privacy Policy and anything you accept in the portal, are the whole agreement about the Service.
  5. Notices to us: info@evobot.co.za, PO Box 934, Mokopane, Limpopo, 0600, South Africa. Notices to you: the account owner's email address.

Information required by the Electronic Communications and Transactions Act

Sufficient Software (Pty) Ltd, registration number 2019/367366/07, PO Box 934, Mokopane, Limpopo, 0600, South Africa. Email: info@evobot.co.za. Payments are processed by Paystack using industry-standard security.

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