Terms of Service

These Terms of Service govern access to and use of the Beeqon estate-management platform, resident and contractor portals, websites, and related services provided by Beeqon.

Beeqon is operated by FinLink. “We”, “us”, and “our” refer to Beeqon. “Customer” means the portfolio manager, managing agent, body corporate, homeowners’ association, estate, or other organisation that subscribes to Beeqon. “Users” means any person who accesses Beeqon through a Customer account, including estate and portfolio managers, staff, trustees, owners, residents, tenants, contractors, and security personnel.

By creating an account, using the platform, or accessing it on behalf of a Customer, you agree to these terms. If you do not agree, do not use Beeqon.

Accounts are provided to Customers and, at the Customer’s direction, to their Users. Each user must keep their credentials confidential, use a strong password, and notify us promptly of any unauthorised access or security incident.

Customers are responsible for the actions of their Users, for granting appropriate roles and estate access, and for removing access when a person no longer requires it. We may suspend or restrict any account that we reasonably believe is compromised or used in breach of these terms.

Access for Customers is provided under a subscription. Fees, plan limits, and billing cycles are agreed in the Customer’s order or subscription schedule. Unless stated otherwise, subscriptions renew for successive periods and fees are payable in advance.

Fees exclude VAT unless stated otherwise. Overdue amounts may result in suspension of service after written notice. Where a price change applies, existing Customers will be given reasonable advance notice.

Beeqon provides tools for estate administration, including task and complaint management, resident and contractor portals, quotations and contractor workflows, calendars and visit scheduling, notices and communications, document and standard-operating-procedure management, financial administration records, reporting, and optional AI-assisted features.

We may add, change, or retire features over time. Where a change materially reduces core functionality for a paying Customer, we will give reasonable notice.

When using Beeqon, you agree that you will not:

• use the platform for any unlawful purpose or in breach of any person’s rights, including under South Africa’s Protection of Personal Information Act, 2013;
• upload malicious code, attempt to gain unauthorised access, probe or disrupt the service or its infrastructure;
• access data for any estate, portfolio, or account you are not authorised to view;
• send unlawful, harassing, defamatory, or unsolicited marketing communications through platform messaging or connected mailboxes;
• misrepresent quotations, compliance documents, insurance, or job records;
• resell, sublicense, or provide access to the platform to third parties without our written consent.

Customers remain responsible for the accuracy of the records they enter, for complying with the laws that apply to their estate administration, and for decisions made using information or AI-assisted suggestions within Beeqon.

Beeqon may use artificial intelligence to help classify communications, identify possible tasks, suggest categories, summarise information, recommend operating procedures, and transcribe audio.

AI output is provided to assist authorised users and may be incomplete or incorrect. It does not constitute legal, financial, or professional advice. Customers are responsible for reviewing any AI-assisted output before acting on it.

A Customer administrator may connect a Gmail or Microsoft Outlook mailbox to Beeqon. When connected, Beeqon may read relevant messages, create or update tasks, send replies or notices, and update message status using the permissions granted during connection.

Users must only connect mailboxes they are authorised to use. Beeqon handles Google user data in accordance with the Google API Services User Data Policy, including its Limited Use requirements. Messages sent through the platform must comply with applicable laws, including anti-spam rules.

The platform relies on third-party providers for hosting, storage, authentication, email delivery, AI processing, communications, and analytics. Their availability and terms may affect aspects of the service. We choose providers with reasonable care and contractual safeguards, but we do not control third-party services and are not liable for their acts or omissions except as required by law.

Beeqon, including its software, interfaces, branding, and documentation, is owned by Beeqon or its licensors and is protected by intellectual-property law. Customers and Users receive a limited, non-exclusive, non-transferable right to use the platform for its intended purpose during the subscription term.

Customers retain ownership of the estate records, documents, photographs, communications, and other content they submit or import. By submitting content, the Customer grants us the limited right to store, process, back up, display within the account, and otherwise use that content as needed to provide the service and comply with law.

Each party must protect the other’s confidential information with reasonable care. Processing of personal information through Beeqon is described in our Privacy Policy, which forms part of these terms. Customers are responsible for lawful grounds for the personal information they and their Users submit, and we will assist with lawful data-protection requests as described in the Privacy Policy.

We aim to keep Beeqon available and responsive and perform maintenance where necessary. Planned maintenance is, where practical, scheduled to minimise disruption. Unplanned interruptions can occur, and some features depend on third-party services.

Support is provided through our published channels. Typical response times are indicative and not a guarantee unless a specific support commitment is agreed in writing.

The platform is provided “as is” and “as available”, except for the express commitments in these terms. To the extent permitted by law, we disclaim other warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the service will be uninterrupted or error-free, that AI-assisted output will be accurate, or that defects will always be corrected immediately.

To the extent permitted by law, neither party is liable to the other for indirect, special, incidental, punitive, or consequential damages, or for lost profits, revenue, goodwill, or data, arising from these terms or the use of the service.

Each party’s aggregate liability for direct damages is limited to the fees paid or payable by the Customer for the service in the twelve months before the event giving rise to the claim. These limits do not apply to liability that cannot lawfully be limited, including for death, personal injury caused by negligence, or fraud.

Either party may terminate a subscription at the end of its billing period on written notice. A party may terminate or suspend earlier for material breach that remains unresolved after written notice, or where necessary to comply with law or protect the service, its users, or their information.

On termination, the Customer’s access ends and, subject to legal retention duties and reasonable export assistance, account data is handled in line with our retention practices described in the Privacy Policy. Sections that by their nature should survive termination, including confidentiality, intellectual property, disclaimers, and limitation of liability, will do so.

We may update these terms as our services or legal obligations change. The current version is published on this page with the effective date above. For paying Customers, material changes that reduce their rights will be notified in advance where reasonably possible; continued use after the effective date constitutes acceptance.

These terms are governed by the laws of South Africa. The parties submit to the exclusive jurisdiction of the courts of South Africa, without affecting either party’s right to seek urgent relief in any competent court.