1. The parties, scope and acceptance
These Terms govern the relationship between you and the operator of EstateFlow, the estate-readiness software service available at estateflow.co.za (“EstateFlow”, “we”, “us” or “our”). They apply to website use, free accounts, paid subscriptions, family workspaces, professional workspaces, reports, document workflows, collaboration, digital-vault functions, executor-nomination functions and related support.
You accept these Terms when you create an account, select an acceptance checkbox, continue using an account after receiving lawful notice of an updated version, purchase a plan, or use a feature that expressly refers to these Terms. The Privacy Notice, Subscription and Refund Policy, Cookie Policy, Disclaimer, AI Notice, Executor Nomination Terms, Acceptable Use Policy, Security Notice and Complaints Procedure in the Legal Centre are incorporated where relevant.
If you accept for a company, trust, partnership, professional practice or other organisation, you confirm that you have authority to bind it. If you lack that authority, you may not accept or upload information on its behalf.
Supplier particulars during the pre-payment launch phase
EstateFlow is currently operated from 33 Silvertree, Jeffreys Bay, South Africa and may be contacted at admin@estateflow.co.za. The registered supplier name, legal status, registration number, complete postal code, telephone number and VAT status must be added to the Legal Centre and checkout before production recurring billing is activated. Until then, no page should be understood as concealing or replacing the supplier particulars that must appear before an electronic paid transaction.
2. Eligibility and the service we provide
You must be at least 18 years old and legally capable of contracting, or use the service under the authority and supervision of a lawful representative. You may not create an account under a false identity or create, control or access an estate record without authority.
EstateFlow provides digital tools that help users:
- capture estate, family, beneficiary, dependant, ownership, asset, liability and contact information;
- organise copies of documents and record where legally significant originals are kept;
- prepare indicative estate-duty, capital-gains-tax, liquidity, executor-fee and readiness calculations;
- prepare checklists, reports, will worksheets, emergency packs and estate-administration preparation worksheets;
- request or record review by an authorised professional;
- share selected information with invited family members, advisers, accountants, fiduciary practitioners or executor teams; and
- manage professional client-intake, review, risk and workflow records where the relevant plan permits it.
Features differ by plan, may be subject to fair-use, storage, calculation, estate-profile or user limits, and may require additional information or acceptance. The current plan description at Pricing forms part of the service description, but screenshots and demonstrations are illustrative and do not guarantee a particular result.
3. What EstateFlow does not provide
EstateFlow is a preparation and workflow platform. Using it does not create an attorney-client, tax-practitioner, financial-adviser, fiduciary, trustee, executor, auditor or accountant relationship. Unless a separate written professional engagement expressly says otherwise, EstateFlow does not provide personalised legal, tax, regulated financial, fiduciary or accounting advice.
- A calculation, score, warning or report is an indicative planning aid, not a final tax return, valuation, solvency certificate, legal opinion or filing.
- A will worksheet or generated draft is not necessarily a valid will and does not replace independent review and proper execution under South African law.
- Naming EstateFlow or another person as executor is a nomination, not an appointment. The Master of the High Court issues the required authority after death.
- An AI-generated summary or suggestion may be incomplete, outdated or wrong and must not be the sole basis for a significant legal, financial or personal decision.
- A high readiness score does not certify that an estate is validly planned, solvent, liquid, tax-compliant, dispute-free or ready for administration.
You remain responsible for obtaining appropriately qualified advice for your circumstances and for checking any document before signing, filing, distributing or relying on it.
4. Accounts, credentials and security
You must give accurate information, keep it current, use a strong unique password, protect recovery methods, and enable available multi-factor authentication where appropriate. Individual credentials may not be shared among unrelated people. Organisation administrators must provide separate accounts, grant the least access required, and promptly remove users who leave or no longer need access.
You are responsible for activity performed through your account until you notify us of suspected compromise, except to the extent the activity results from an EstateFlow security failure for which responsibility cannot lawfully be excluded. Notify admin@estateflow.co.za immediately about suspected unauthorised access, fraud, credential theft or disclosure.
We may apply authentication checks, background abuse protection, rate limits, device or session controls, invitation expiry, audit logging and other safeguards. A security control is not a guarantee that misuse or compromise cannot occur.
5. Your information, documents and intellectual property
You retain ownership of information and documents you enter or upload (“User Content”). You grant EstateFlow a limited, non-exclusive licence to host, copy, process, transmit, display, secure and back up User Content only as reasonably necessary to supply the service, follow your authorised sharing instructions, support you, prevent abuse, comply with law and administer the contract.
You warrant that User Content is not unlawfully obtained, fraudulent, malicious, defamatory or infringing, and that you have authority to process information about other people. Estate records may include spouses, children, dependants, beneficiaries, guardians, executors, trustees, creditors, employees and professionals. You must have an appropriate lawful basis, give any required privacy notice and collect no more than necessary.
A child’s information may be entered only by a parent, guardian, other competent person or where another lawful ground permits it. Sensitive notes, including health and special-needs information, must be limited to what is genuinely necessary.
Originals and backups
You must preserve original signed wills, title deeds, licences, certificates and other legally significant originals in appropriate safe custody. The digital vault is not a substitute where law or practice requires an original. Maintain independent copies of important digital records and accurate instructions about where originals are held.
EstateFlow materials
EstateFlow and its licensors own the software, interface, branding, templates, documentation and non-user content. We grant you a limited, revocable, non-transferable right to use the service for its intended purpose during the account term. You may download and use your own reports for personal or authorised professional purposes, but may not resell, republish, scrape, clone or white-label EstateFlow as a competing product without written permission.
7. Calculations, reports, AI and document workflows
Calculations and readiness scores
Results depend on the information entered, valuation dates, marital regime, ownership, assumptions, configured thresholds, tax parameters and legal rules available on the calculation date. Actual outcomes may differ because of exemptions, deductions, later transactions, foreign assets, policy wording, trusts, litigation, professional costs, official discretion or changes in law.
For marriages out of community of property, EstateFlow records whether accrual applies and keeps captured ownership separate. It does not automatically determine or calculate an accrual claim, the commencement values of the spouses' estates, excluded assets, inflation adjustments, enforceability of an antenuptial contract or any competing matrimonial-property claim. Those matters require the relevant marriage documents and qualified professional review.
You must verify inputs and obtain current professional advice before acting. Reports should be treated as drafts unless a suitably qualified professional has expressly reviewed and adopted them for a stated purpose.
Will worksheets
A will worksheet helps organise instructions, nominees, beneficiaries, gifts, residue, guardians, trusts and witness details. It does not by itself establish capacity, freedom from undue influence, lawful wording, tax efficiency or valid execution. Obtain independent review, sign in compliance with current formalities, use competent witnesses and preserve the correctly signed original.
AI and automated tools
Optional AI features may summarise information, identify possible gaps, classify documents or suggest questions and wording. Output is probabilistic. EstateFlow will label AI output and provide a route to report a material error. We do not intend to make a solely automated decision producing legal or similarly significant effects unless a lawful exception and appropriate safeguards apply.
8. Executor nomination and related benefits
Selecting an executor option or generating proposed will wording records a nomination only. It does not mean that a nominee has accepted, undertaken to act or been appointed. Capacity, conflicts, security, fees, professional assistance and availability are assessed after death or under a separate engagement, and the Master retains the statutory appointment role.
Any advertised subscription benefit or estimated executor-fee saving is governed by the detailed Executor Nomination Terms. It is prospective, conditional and not cash. A fee illustration is not a guaranteed final fee or saving and may exclude VAT, post-death income remuneration, professional-agent costs, security, disbursements and work outside the executor’s ordinary scope.
Users remain free to nominate, replace or remove an executor. Consider an alternate nominee and obtain advice on suitability, independence, continuity, fees and security.
9. Paid plans, recurring billing, cancellation and refunds
Paid plans will start when payment is confirmed or on the date clearly shown at checkout. Unless checkout expressly states a fixed term, plans are month-to-month and renew automatically at the displayed recurring price until cancelled.
Before production payments are enabled, checkout must show the supplier identity, plan, total recurring amount, VAT treatment, billing interval, first billing date, automatic-renewal terms, cancellation method, refund link and an opportunity to correct or withdraw the order. A separate unticked recurring-payment authority will be required.
By activating recurring billing, you authorise EstateFlow and the identified payment provider to charge the accepted recurring amount and applicable tax on each billing date until cancellation takes effect. We will give reasonable advance notice of a material price increase. If payment fails, the provider or EstateFlow may retry, notify you, restrict paid features or move the account to a free or suspended state.
You may cancel a month-to-month plan through available billing controls or by emailing admin@estateflow.co.za from the registered address. Cancellation normally stops the next renewal and paid access continues until the end of the paid period. Cancellation does not automatically delete your account or information.
Refunds are available where required by law, for verified duplicate or incorrect charges, charges collected after effective cancellation, or an unremedied material service failure. Ordinary non-use or forgetting to cancel does not automatically create a pro-rata refund, without limiting non-waivable rights. Full details appear in the Subscription, Cancellation and Refund Policy.
10. Acceptable use, suspension and termination
You may use EstateFlow only for lawful, authorised estate-readiness, record-keeping, professional-support and estate-administration preparation purposes. You may not:
- access or attempt to access another account, estate, vault or administrative function without authority;
- upload malware, exploit code or content intended to disrupt or evade safeguards;
- scrape, bulk extract, reverse engineer or bypass plan, licence or security controls except where law expressly permits;
- falsify identity, professional status, executor nomination, payments or estate records;
- upload personal information without lawful authority or collect excessive sensitive information;
- mislead the Master, SARS, a court, creditor, beneficiary, insurer, financial institution or client using an EstateFlow output;
- facilitate fraud, money laundering, creditor or tax evasion, unlawful asset concealment, harassment or unlawful handling of regulated assets; or
- resell access or operate a professional client service through a consumer plan that does not allow it.
We may investigate, preserve evidence, restrict content, suspend or terminate access for non-payment, fraud, unlawful conduct, serious security risk, material breach or a legal requirement. Except where urgency or law prevents it, we will give reasonable notice and an opportunity to respond or remedy.
11. Third parties, availability, warranties and liability
The platform may rely on hosting, authentication, storage, communications, payment, analytics, AI and professional services supplied by third parties. Their own terms may apply. We select and manage providers with reasonable care but cannot guarantee an independent service beyond obligations the law places on us.
We aim to provide a reliable service but do not promise uninterrupted or error-free operation, permanent storage or availability at a particular time. We may maintain, secure, change or discontinue features. We will give reasonable notice of a material reduction to a paid core feature and provide any remedy required by law or fairness.
We will perform services with the quality consumers are generally entitled to expect. Except for rights that cannot be excluded, the service is supplied on an “as available” basis and outcomes depend substantially on user information and third-party processes.
Subject to applicable law, aggregate contractual liability arising from a paid service is limited to the subscription fees paid by the claimant during the 12 months before the event giving rise to the claim. A court or regulator may disregard a limitation that is unfair, unreasonable or unlawful.
To the extent permitted by law, you indemnify EstateFlow against third-party claims caused by your unlawful content, deliberate infringement, unauthorised personal-information processing, fraud or material breach. This does not apply to the extent a claim results from EstateFlow’s own unlawful conduct, negligence or breach.
12. Complaints, law, changes and general terms
Send complaints to admin@estateflow.co.za with your account email, a concise chronology, relevant references and the remedy requested. Privacy complaints may also be taken to the Information Regulator; consumer complaints may be taken to the National Consumer Commission, a competent ombud, tribunal or court; and payment disputes may be raised with the payment provider or bank.
South African law governs these Terms. Nothing prevents a consumer from using a court, regulator, tribunal or alternative-dispute process with jurisdiction. Subject to those rights, the parties consent to courts serving Jeffreys Bay, Eastern Cape, and any South African High Court with jurisdiction.
We may update these Terms for legal, security or service reasons. We will publish the updated date, give reasonable notice of a material change affecting paid users and request fresh acceptance where legally required. An update will not retrospectively remove accrued rights.
If a provision is invalid or unenforceable, it will be limited or severed to the minimum extent required and the remainder continues. A failure to enforce a provision is not a waiver. These Terms and incorporated policies are the entire platform agreement unless a separate signed agreement expressly adds or replaces provisions.
Legal notices may be emailed to admin@estateflow.co.za or delivered to 33 Silvertree, Jeffreys Bay, South Africa. We may send notices to the email registered to your account or display them prominently in the platform.