Terms and Conditions

These Terms apply to anyone who accesses ParlourOS, including funeral parlours, business owners, staff, agents, suppliers, members, policyholders, customer portal users, and platform administrators.

If you use ParlourOS on behalf of a business, funeral parlour, supplier, or other organisation, you confirm that you are authorised to accept these Terms for that organisation.

ParlourOS is a software platform for funeral policy administration, member management, payments, claims, communications, documents, compliance workflows, suppliers, reports, and customer portals.

ParlourOS is not an insurer, underwriter, bank, payment institution, legal adviser, tax adviser, or funeral service provider. Funeral parlours and other organisations using the platform remain responsible for their own products, services, customer relationships, regulatory obligations, and business decisions.

You must provide accurate account information and keep it up to date. You are responsible for keeping login details secure and for activity that happens through your account unless the activity results from a failure of ParlourOS systems.

Administrators must give users only the access they need for their role and must remove access when staff, agents, suppliers, or other users no longer need it.

You may use ParlourOS only for lawful business and operational purposes. You must not use the platform to break the law, infringe rights, upload malicious code, bypass security controls, access data you are not authorised to access, overload the service, misrepresent information, or send unlawful communications.

You are responsible for the accuracy, legality, and quality of information you enter into the platform, including member records, policy data, claims, payment records, documents, messages, supplier records, and reports.

ParlourOS processes personal information as described in our Privacy Policy. Where a funeral parlour or organisation uses ParlourOS to manage its own members, customers, employees, agents, suppliers, claims, or payment records, that organisation is usually the responsible party under POPIA.

You must collect, upload, use, share, and retain personal information lawfully. This includes giving required notices, collecting valid consent where needed, responding to data subject requests, managing staff access, keeping records accurate, and complying with applicable retention and security duties.

Paid plans, add-ons, usage limits, SMS credits, transaction fees, and payment terms may apply depending on your subscription and enabled features. You are responsible for paying fees when due and keeping billing information accurate.

Third-party payment providers may process card, bank, transfer, subaccount, or transaction information. Their own terms and processing rules may apply. ParlourOS may suspend, restrict, or downgrade access for non-payment, failed payment collection, misuse, fraud risk, or breach of these Terms.

The platform may allow email, SMS, WhatsApp links, notifications, payment links, reminders, and other communications. You are responsible for ensuring that communications are lawful, accurate, appropriate, and sent only where permitted.

Delivery of communications can depend on third-party providers, recipient details, mobile networks, email systems, and anti-spam controls. We cannot guarantee that every message will be delivered or read.

You may upload or store documents such as identity documents, proof of address, claim documents, death certificates, receipts, reports, and operational records. You must ensure you have the right to upload and process those documents.

ParlourOS helps organise workflows, records, and evidence. It does not approve claims, guarantee payment, verify every document, or decide whether a funeral policy, claim, supplier invoice, or benefit is valid unless a specific written agreement says otherwise.

ParlourOS integrates with third-party services for hosting, database, authentication, storage, email, SMS, payments, monitoring, analytics, and related functions. These services may change, fail, delay, or limit access outside our control.

Where you connect or rely on a third-party service, you are responsible for complying with that provider's terms and for checking that the service is suitable for your use.

We aim to keep ParlourOS reliable and secure, but we do not guarantee uninterrupted or error-free access. Maintenance, upgrades, network issues, third-party outages, security events, or operational constraints may affect availability.

We may add, change, limit, or remove features where needed to improve the product, maintain security, comply with law, manage provider changes, or protect users and data.

ParlourOS, including the software, interface, designs, workflows, templates, documentation, and platform materials, belongs to ParlourOS or its licensors. You receive a limited right to use the platform according to these Terms and your subscription.

You retain ownership of the business data, member data, documents, branding, and content you upload, subject to the rights needed for ParlourOS and its providers to host, process, display, back up, secure, and support the service.

We may suspend or terminate access if we reasonably believe there is non-payment, unauthorised access, misuse, security risk, fraud risk, unlawful activity, breach of these Terms, or harm to the platform, users, or third parties.

You may stop using the service at any time. Ending use of the service does not remove payment obligations already incurred or legal duties relating to records, personal information, claims, payments, or compliance.

ParlourOS is provided as software to support business workflows. We do not promise that the platform will meet every regulatory, financial, tax, insurance, legal, operational, or reporting requirement for your organisation.

Reports, dashboards, fraud checks, compliance trackers, retention settings, and automation tools depend on the information entered into the platform and the rules configured by users. You should review important outputs before relying on them.

To the fullest extent allowed by law, ParlourOS is not liable for indirect, incidental, special, punitive, or consequential losses, including loss of profit, revenue, goodwill, data, business opportunity, or expected savings.

Nothing in these Terms excludes liability that cannot legally be excluded. Where liability cannot be excluded, it is limited to the extent allowed by applicable law.

We may update these Terms when our services, pricing, providers, legal obligations, or business practices change. The updated version will be published on this page with a new effective date.

If a change materially affects your rights or obligations, we will take reasonable steps to bring it to your attention.

For questions about these Terms, contact support@parlouros.co.za.