Legal

Terms of Service

The rules that govern your use of EWARP. Plain English, no surprises.

Effective date: 15 April 2026

Introduction & Acceptance

These Terms of Service govern your access to and use of the EWARP platform — an anonymous employee grievance management service built for South African businesses.

These Terms apply to Companies (Subscribers), Managers, Employees (anonymous complaint submitters), and Visitors.

By registering a company, logging in as a manager, submitting a complaint, or otherwise using the platform, you agree to be bound by these Terms. If you do not agree, do not use the platform.

EWARP may update these Terms at any time. Managers will be notified by email at least 14 days before material changes take effect. Continued use after the effective date of any update constitutes acceptance.

Legal queries: legal@ewarp.org

Definitions

Agreement —: These Terms of Service, together with the Privacy Policy and any applicable Data Processing Addendum.
Company / Subscriber —: A business entity that has registered an account on the EWARP platform.
Complaint —: A submission made by an Employee via the anonymous complaint submission flow.
Content —: Any data, text, files, or information submitted to the platform by any user.
Employee —: An individual who submits a Complaint via the platform anonymously. Employees do not have accounts and are not identified by the platform.
Manager —: An authorised representative of a Company with login credentials to access the company dashboard.
Platform —: The EWARP web application, dashboard, APIs, and all associated services available at ewarp.org.
Services —: All features and functionality provided by EWARP through the Platform.
Tracking Token —: The randomly generated code issued to an Employee upon Complaint submission — the sole link between the Employee and their Complaint.

The EWARP Platform

What EWARP provides

Anonymous complaint submission interface for employees
Management dashboard for reviewing, responding to, and tracking complaints
Token-based tracking so employees can follow up anonymously
Reporting and analytics for authorised managers
Department and access management for administrators

What EWARP does NOT provide

Legal advice of any kind
HR consulting or workplace relations expertise
Investigation services — we do not investigate or adjudicate complaints
Guaranteed outcomes — we cannot compel companies to act
Employment law compliance advice — consult a qualified HR professional or attorney

EWARP facilitates communication. We do not take sides, investigate facts, or enforce any outcome.

Platform availability

EWARP makes reasonable efforts to maintain availability. We do not guarantee uninterrupted or error-free access. Formal SLA uptime guarantees are available on Enterprise plans only.

Account Registration & Company Setup

Accurate information

Companies must provide accurate, complete, and current information when registering and must update it promptly if it changes.

Account security

You are responsible for maintaining the confidentiality of your login credentials and all activity under your account. Do not share login credentials. Each manager must have their own individual account. Notify us immediately at legal@ewarp.org if you suspect unauthorised access.

EWARP's right to refuse or terminate

EWARP reserves the right to refuse registration, suspend, or terminate any account at its discretion, including where false information was provided or the account is being used in violation of these Terms.

Subscriber (Company) Obligations

5.1 Good-faith response

You must review and respond to complaints in good faith. We recommend responding within 48 hours. Ignoring complaints may expose your company to legal risk under the Labour Relations Act, 66 of 1995.

5.2 Non-retaliation and non-identification

You must NOT:

Attempt to identify the author of any anonymous complaint through any means
Retaliate against any employee suspected of submitting a complaint
Intimidate, threaten, or penalise any employee in connection with a complaint

Breach of this obligation may constitute an unfair labour practice under South African law.

5.3 Employee communication

You must ensure employees are aware the EWARP platform exists and how to access it. EWARP provides QR codes and employee links for this purpose.

5.4 Legal compliance

Your use of EWARP must comply with all applicable South African legislation including the Labour Relations Act, Basic Conditions of Employment Act, POPIA, and the Employment Equity Act.

5.5 Manager conduct

Companies are fully responsible for the conduct of their managers on the platform. Any action taken by a manager is deemed to be taken by the Company.

Employee Usage Rules

Good faith submissions

Complaints must be submitted in good faith. Do not submit false, fabricated, malicious, or vexatious complaints. Submitting fraudulent complaints may constitute defamation or harassment under South African law.

Supplementary tool

EWARP does not replace formal CCMA processes, Labour Court proceedings, or any other legal process. If you require legal advice, consult a qualified legal professional or contact the CCMA directly.

Tracking token responsibility

Your Tracking Token is your only means of following up on your complaint. EWARP cannot recover a lost token. Store it securely.

Consent to sharing

By submitting a complaint, you consent to its content being shared with your company's designated managers registered on EWARP.

Prohibited Conduct

The following is strictly prohibited for all users:

❌Attempting to de-anonymise complainants through any technical means, pattern analysis, or otherwise
❌Submitting false, fraudulent, defamatory, or harassing content
❌Using the platform for purposes other than legitimate workplace grievance management
❌Attempting to access data belonging to another company
❌Reverse engineering, decompiling, or disassembling any part of the platform
❌Scraping, data harvesting, or automated querying of the platform
❌Conducting load testing or penetration testing without prior written consent
❌Uploading malicious code, viruses, or files designed to harm the platform
❌Circumventing rate limits, security controls, or authentication mechanisms
❌Using the platform in violation of any applicable law or regulation
❌Impersonating EWARP, another company, or any individual

Violations may result in immediate account termination and potential legal action.

Content & Data Ownership

Companies own their complaint data and manager-created responses
Employees retain ownership of the content they submit
EWARP is granted a limited licence to store and process content solely to provide the Services
EWARP does not claim ownership of any content and will never sell it
Companies, as data controllers, are responsible for ensuring their use of complaint data complies with POPIA
EWARP processes complaint data as a data processor on behalf of companies (see Privacy Policy and DPA)

Subscription Plans & Payment

Plan	Monthly	Annual	Best for
Starter	R499/mo	R4,990/yr (2 months free)	Small businesses, up to 50 employees
Business	R1,299/mo	R12,990/yr (2 months free)	Mid-size businesses, up to 500 employees
Enterprise	Custom	Custom	Large organisations, custom requirements

Billing is per company (flat fee) — no per-employee or per-complaint charges
Annual subscriptions are billed upfront for the full year
EWARP accepts credit card and EFT
Late payment: access may be suspended after 14 days of non-payment with prior notice
Monthly refunds: not available after billing date
Annual refunds: pro-rated refund available within 30 days of annual payment
Price changes: 30 days' notice by email before any increase takes effect

Free Trial

14-day free trial available to all new company registrations
No credit card required during trial
Full platform access during trial
Trial ends automatically — no charges without explicit subscription sign-up
One trial per company

Cancellation & Termination

Cancellation by company

Companies may cancel at any time via dashboard settings or by emailing legal@ewarp.org. Access continues until end of the current billing period. No further charges.

Termination by EWARP

Immediately for serious breaches (including non-retaliation violations, prohibited conduct, or fraud)
With 14 days' written notice for other terminations at EWARP's discretion
Immediately upon non-payment after 14-day grace period
Immediately if required by law or court order

No refund is issued in cases of immediate termination for breach.

Effect of termination

Upon account closure, all complaint data, manager accounts, and company configuration will be deleted within 30 days.

Intellectual Property

EWARP owns all intellectual property rights in the Platform — including software, design, branding, trademarks, and documentation.

Companies receive a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform during their active subscription. You may not copy, modify, reverse engineer, or create derivative works from any part of the Platform.

The EWARP name, logo, and associated marks are trademarks of EWARP. Unauthorised use is prohibited.

Confidentiality

Both EWARP and subscribing companies agree to keep confidential any non-public information received from the other party.

EWARP will not disclose company-specific complaint data to any third party except as required by law or as set out in the Privacy Policy.

Companies must treat complaint data as strictly confidential and ensure only authorised managers have access.

Disclaimer of Warranties

The Platform is provided "as is" and "as available" without warranty of any kind.

EWARP does not warrant that the Platform will be uninterrupted, error-free, or meet your specific requirements. EWARP is not responsible for outcomes resulting from how companies choose to handle, respond to, or ignore complaints.

To the maximum extent permitted by South African law, EWARP excludes all implied warranties.

Limitation of Liability

Liability cap

EWARP's total liability for any claim shall not exceed the total fees paid by the Company in the three (3) months immediately preceding the event giving rise to the claim.

EWARP is not liable for indirect, consequential, special, or punitive damages; loss of profits or data; damage to reputation; employment tribunal awards; CCMA rulings; or any claim arising from a Company's failure to respond to a complaint.

Nothing in these Terms limits liability for fraud, gross negligence, wilful misconduct, or death/personal injury caused by EWARP's negligence.

Indemnification

You agree to indemnify and hold harmless EWARP and its officers, directors, and employees from and against any claims, damages, and costs arising from:

Your use of the Platform in violation of these Terms
Your violation of any applicable law or regulation
Your mishandling of complaint data or failure to comply with POPIA
Any employment dispute or labour tribunal claim arising from your response (or failure to respond) to complaints
Any third-party claim arising from content you submitted to the Platform

Third-Party Services

EWARP uses Supabase (database and authentication, London EU West) and Vercel (application hosting) as infrastructure providers. Details are in our Privacy Policy.

EWARP is not responsible for the availability, performance, or conduct of any third-party service. Links to third-party websites are provided for convenience only and do not constitute an endorsement.

Changes to the Platform

EWARP may modify, update, add, or remove features at any time. Minor changes require no advance notice. Material changes that significantly reduce existing functionality will be communicated at least 14 days in advance by email.

Continued use of the Platform after changes take effect constitutes acceptance.

Governing Law & Dispute Resolution

These Terms are governed by the laws of the Republic of South Africa. The parties submit to the exclusive jurisdiction of the Gauteng High Court, Johannesburg Division.

In the event of a dispute, the parties agree to first attempt good-faith negotiation. If unresolved within 30 days, mediation should be considered before litigation.

Nothing prevents EWARP from seeking urgent relief (including an interdict) from any court of competent jurisdiction.

General Provisions

Severability: if any provision is unenforceable, the rest remains in full force
Entire agreement: these Terms + Privacy Policy + DPA constitute the full agreement
No waiver: failure to enforce any term is not a waiver of EWARP's right to enforce it later
Assignment: EWARP may assign in a business transfer; companies may not assign without EWARP's written consent
Force majeure: EWARP not liable for failures due to circumstances beyond reasonable control
Language: English version prevails in the event of any inconsistency with a translation

Contact

For legal queries or questions about these Terms:

legal@ewarp.org support@ewarp.org

We aim to respond within 5 business days.