Terms and Conditions

These Terms and Conditions (“Terms”) govern the provision of administrative support services by Admin ThirtyOne (“we”, “us”, “our”, “the Service Provider”) to any business or individual that engages our services (“you”, “the Client”). By instructing us to carry out work, signing a service agreement or quote with us, or otherwise engaging our services, you agree to be bound by these Terms.

Where a signed service agreement, proposal, or statement of work between us and you sets out different or additional terms, that agreement will take precedence over these Terms in the event of a conflict.

1. Our details

2. Our services

We provide administrative support services, which may include, without limitation, general administration, email and calendar management, document preparation, data entry, invoicing, scheduling, correspondence, and related tasks as agreed with you in writing.

The specific scope, deliverables, timelines, and fees for your engagement will be set out in a separate quote, proposal, or service agreement (“Service Agreement”). These Terms apply in addition to, and alongside, that Service Agreement.

One of the ways we work is by adapting to your existing systems, tools, and processes rather than requiring you to adopt new ones. Where this is the case, you remain responsible for ensuring we have appropriate access, permissions, and instructions to use those systems, and for the suitability of those systems for the tasks we are asked to perform.

3. Independent contractor status

We provide services as an independent contractor and not as your employee, agent, partner, or joint venturer. Nothing in these Terms creates an employment relationship. We are responsible for our own tax, insurance, and statutory obligations arising from our business.

4. Client responsibilities

To enable us to deliver our services effectively, you agree to:

  • Provide timely, accurate, and complete information and instructions
  • Grant necessary access to systems, accounts, or documents required to carry out agreed tasks, and revoke that access when no longer needed
  • Ensure you have the right to share any information, systems, or third-party data with us
  • Respond to reasonable requests for clarification or approval in a timely manner

Delays caused by incomplete instructions, missing information, or delayed access on your part may affect our ability to meet agreed timelines, and we will not be liable for such delays.

5. Fees and payment

  • Fees for our services will be set out in your quote, proposal, or Service Agreement
  • Payment is required upfront, in full, before we begin work on an engagement, unless we have agreed otherwise with you in writing
  • For ongoing or retainer engagements, fees for each subsequent period are payable upfront before work for that period begins, invoiced in advance on a schedule set out in your Service Agreement
  • Payment is to be made via the method(s) specified on the invoice
  • Work will only commence, or continue, once the applicable payment has been received and cleared in our account
  • All fees are exclusive of VAT unless stated otherwise, and VAT will be added where applicable

We reserve the right to review and adjust our fees from time to time. Any changes to fees for ongoing engagements will be communicated to you in writing with reasonable notice before they take effect, and will apply from your next upfront payment onward.

Refunds for work paid for upfront but not yet carried out will be considered on a case-by-case basis, taking into account any work already completed or costs already incurred. Where an engagement is cancelled partway through a paid period, we reserve the right to retain fees for work completed and, where relevant, provide a pro-rata refund for the unused portion.

6. Cancellations, changes, and termination

  • Either party may terminate an ongoing engagement by providing [X] days’ written notice, unless a different notice period is set out in your Service Agreement
  • We reserve the right to suspend or terminate services immediately if payment is significantly overdue, if you breach these Terms, or if we reasonably believe continuing the engagement would be unlawful or unsafe
  • Fees for work already completed, and reasonable costs incurred, up to the date of termination remain payable
  • Changes to the agreed scope of work may affect timelines and fees, and will be discussed and agreed with you before being implemented

7. Confidentiality

We understand that in the course of providing our services, we may have access to confidential, proprietary, or sensitive information belonging to you, your business, your clients, or your staff. We agree to:

  • Keep all such information confidential and use it only for the purpose of performing the agreed services
  • Not disclose confidential information to third parties, except where required by law or with your prior written consent
  • Take reasonable steps to protect confidential information from unauthorised access, loss, or disclosure

This confidentiality obligation continues after the termination of our engagement.

8. Data protection

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). Details of how we collect, use, and protect personal information are set out in our Privacy Policy, which forms part of these Terms. Where we process personal information on your behalf as part of delivering our services (for example, information belonging to your own clients or staff), we do so only in accordance with your lawful instructions and take appropriate measures to keep that information secure.

9. Intellectual property

Unless otherwise agreed in writing, any documents, templates, systems, or materials created by us specifically for you as part of the agreed services become your property once paid for in full. We retain ownership of our own pre-existing tools, templates, methodologies, and know-how used in delivering our services, and nothing in these Terms transfers ownership of those to you.

10. Liability

We will perform our services with reasonable skill and care. However, to the extent permitted by law:

  • We are not liable for indirect, incidental, or consequential loss, including loss of profits, revenue, or business opportunities
  • Our total liability arising from any engagement will not exceed the total fees paid by you for the services giving rise to the claim in the three months preceding the claim
  • We are not liable for errors, delays, or losses arising from inaccurate, incomplete, or delayed information or instructions provided by you
  • We are not liable for issues arising from pre-existing faults, limitations, or vulnerabilities in your own systems, tools, or processes

Nothing in these Terms limits any liability that cannot lawfully be limited or excluded.

11. Force majeure

Neither party will be liable for any failure or delay in performing their obligations under these Terms where such failure or delay results from circumstances beyond their reasonable control, including but not limited to load shedding, network or internet outages, natural disasters, illness, or governmental action.

12. Amendments

We may update these Terms from time to time. The updated version will be shared with you or made available on our website, with a revised “last updated” date. Continued use of our services after changes take effect constitutes acceptance of the updated Terms. Material changes affecting an active Service Agreement will be discussed with you directly.

13. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. Any disputes arising from these Terms or our services will first be addressed through good-faith negotiation between the parties. If unresolved, disputes will be subject to the jurisdiction of the courts of Cape Town, Western Cape, South Africa.

14. Contact us

If you have any questions about these Terms, please contact us: