WaybillGO — Terms of Service

These Terms govern the use of WaybillGO (the "Service"), operated by Exluma (Pty) Ltd, registration number 2026/354697/07 ("EXLUMA", "we", "us", "our"). By creating an account, accepting an invitation, or using the Service, you agree to these Terms. If you accept on behalf of a company, you confirm you are authorised to bind it; that company is then the "Customer". Our Privacy Policy forms part of these Terms.

1. Definitions

Customer — the transport company that holds a WaybillGO fleet account.
Users — the Customer's managers and drivers, and anyone the Customer invites.
Corporate Client — a cargo owner or business that uses WaybillGO to see trips linked to its contracts, including its bay clerks and receivers.
Records — everything captured or entered in the Service: trips, photos, locations, site arrival and departure times, counts, weights, seal numbers, fuel fills, confirmations and generated documents.

2. What the Service is — and is not

WaybillGO is a record-keeping and verification tool. It lets drivers, bay clerks and receivers capture proof of collection and delivery, cross-checks their entries, and produces dashboards and documents.

Records are only as accurate as what Users capture. We do not independently verify loads, weights, counts, seal numbers, identities or the contents of photos. Phone location has a stated accuracy and can be unavailable or imprecise; where it is, the record says so ("location unverified").
A document's verification code and fingerprint show that the document has not changed since WaybillGO produced it. They do not prove that the facts Users entered are true.
Warnings about overloads, axle limits, shortages, seal or count differences are aids only. They are not legal advice, not an official weighbridge reading, and not a certificate of compliance with the National Road Traffic Act or any other law. The Customer alone is responsible for roadworthiness, legal loading, permits and its contractual obligations.
We do not guarantee that any client, mine, port, court, insurer or authority will accept a WaybillGO record or document.
Site waiting time. When the phone has recorded the truck's location, arrival is the time the truck entered the site boundary and departure the time it left; otherwise the driver's tap is used. Times are only as good as the site's mapped position and radius and the phone's location readings; a time marked "approximate" is not billed until a manager confirms or corrects it. The free time on site is the one set on the contract (2 hours if none is set).
Fuel checks flag fills for the Customer to review — for example a lower odometer reading, more kilometres than the elapsed time allows, or efficiency far from the truck's own normal. A flag is a prompt to check, not a finding of theft or wrongdoing, and the Customer decides what, if anything, follows. No location and no automated reading of photos is used in any fuel check.
Saved records are locked. Once a step is saved, its photos and site times cannot be changed or removed in the Service. A manager's correction of a time is added alongside the original with a reason and is audit-logged; the original stays on file.

3. Accounts and Users

The Customer is responsible for every User it adds, for what they capture, and for keeping sign-in details confidential. Tell us immediately if an account may be compromised; managers can lock a lost phone from the dashboard.
The Customer must give accurate company and billing information and keep it current.
The Customer is responsible for mapping its sites accurately (position and radius) and for the contract terms it enters, such as free time on site and tolerances.
The Customer is responsible, as the employer and the responsible party under POPIA, for informing its drivers and staff that WaybillGO records location, photos and activity during trips, and for any notices or agreements employment law requires. WaybillGO additionally asks each driver for location consent before each trip.

4. Corporate Clients, bay clerks and receivers

A Corporate Client sees only trips linked to its own contracts. Entries made by a Corporate Client's bay clerks or receivers are that party's own statements. Where counts differ between the bay clerk, the driver and the receiver, WaybillGO records the difference neutrally; it does not decide who is right, and resolving the difference is between the parties.

5. Free trial (pilot)

A new fleet account normally starts with a 30-day free trial (our free pilot), without a card, on up to 2 trucks. Trials may carry other usage limits shown in the app.
To prevent abuse, a trial may be shortened (for example to 3 days) where the company or trucks on the account were previously registered on another trial, and we may refuse or end trials that we reasonably believe are being misused.
When the trial ends without a payment method on file, new captures are paused. Records already captured can still sync and remain viewable.

6. Fees and billing

Monthly subscription per active truck, on one graduated ladder: trucks 1–20 at R600 each, trucks 21–50 at R530 each, and every truck from 51 at R450 each, per month — as shown on the pricing page at the time of billing. Amounts are in South African Rand and exclude any taxes that apply.
A truck is billed for a billing cycle if it was active at any time during that cycle, including a truck deactivated or removed during the cycle.
Card verification: when you add a card, Paystack processes a once-off verification charge (currently R1), which is not refunded. Card and bank details are entered on Paystack's checkout; WaybillGO never receives or stores them.
By adding a card you authorise us, through Paystack, to charge the recurring monthly amount for your billable trucks until you cancel.
If a charge fails we may retry it. After repeated failures (currently three) the account is suspended and new captures paused until payment is resolved.
We may change prices on at least 30 days' notice by email or in the Service. The new prices apply from the first billing cycle after the notice period.
An optional once-off setup fee applies only if you ask us to set up your fleet for you; self-service setup is free.

7. Cancellation, account deletion and refunds

You may cancel at any time through Customer Service. Cancellation stops future charges from the next billing cycle. Amounts already charged are not refunded, except where the law requires a refund.

The account owner can also delete the account in the app, once any amount owed for services already used is settled. Deletion removes the Customer's Records, photos, documents and sign-in accounts at that time and cannot be undone, so download the documents and exports you need first. Documents' verification QR codes stop working after deletion. We keep only the billing records described in the Privacy Policy.

8. Acceptable use

Use the Service only for genuine, lawful transport and delivery operations.
Do not capture false Records, alter documents, or use WaybillGO to deceive any person.
Do not attempt to access another company's or another driver's data, bypass security, overload the Service, or copy, resell or reverse-engineer it.
Do not upload unlawful or offensive content, or images of people beyond what a delivery record reasonably needs.

We may suspend access that breaches these rules or puts the Service, Users or third parties at risk, and will tell the Customer why unless the law or an investigation prevents it.

9. Ownership of Records and of the Service

The Customer owns its Records. The Customer grants us the limited right to host, process, display, back up and transmit them only as needed to provide the Service, as its operator under POPIA. EXLUMA owns the Service, its software, design and document templates; these Terms give you a right to use the Service, not ownership of it.

10. Data protection and South African hosting

For Records, EXLUMA acts as the Customer's operator: we process them only to provide the Service and on the Customer's instructions, keep them confidential, apply appropriate security measures, and notify the Customer without undue delay of any security compromise we become aware of. WaybillGO stores and processes its data in South Africa (Google Cloud, Johannesburg). The limited supporting services that operate outside South Africa, and what each receives, are listed in section 2 of the Privacy Policy.

11. Availability

The driver app works offline and syncs when signal returns. We aim to keep the Service available but do not guarantee uninterrupted or error-free operation. We are not responsible for failures of mobile networks, devices, Google, Paystack or other third-party services outside our control, or for planned maintenance we announce in advance.

12. Disclaimer

To the extent the law allows, the Service is provided "as is" and "as available", without warranties of any kind beyond those set out in these Terms.

13. Limitation of liability

EXLUMA is not liable for indirect, special or consequential loss, or for loss of profit, revenue, contracts, goodwill or data.
In particular, EXLUMA is not liable for rejected or delayed deliveries, demurrage or detention disputes, contract penalties, fines, overload or other traffic offences, cargo loss or damage, or decisions anyone makes based on Records, alerts or documents — including where Records are incomplete or inaccurate because of what Users entered, device or location limitations, or loss of signal.
EXLUMA's total liability for all claims relating to the Service is limited to the subscription fees the Customer paid in the three months before the event giving rise to the claim.
Nothing in these Terms limits liability for fraud, gross negligence, or anything that cannot be limited under South African law.

14. Indemnity

The Customer indemnifies EXLUMA against third-party claims, losses and costs arising from its or its Users' Records, its use of the Service in breach of these Terms or the law (including POPIA and employment law in relation to its drivers and staff), and disputes between the Customer and its clients, Corporate Clients, receivers or drivers.

15. Suspension and termination

We may suspend or end an account for non-payment, a material breach of these Terms that is not fixed within 14 days of notice, or immediately where required by law or to prevent serious harm. The Customer may end these Terms by cancelling (section 7). Sections 2, 9, 12, 13, 14 and 18 survive termination.

16. Changes to these Terms

We may update these Terms. We will give at least 14 days' notice of material changes by email or in the Service. Continuing to use the Service after the effective date means you accept the updated Terms; if you do not agree, you may cancel before then.

17. Electronic communications

You agree that these Terms are concluded electronically, that clicking or using the Service is a valid acceptance, and that we may send notices by email to the account's contact address or show them in the Service, in line with the Electronic Communications and Transactions Act 25 of 2002.

18. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. The parties will first try in good faith to resolve any dispute within 30 days of written notice. If that fails, either party may approach a competent South African court.

19. General

These Terms and the Privacy Policy are the whole agreement about the Service. If any part is unenforceable, the rest remains in force. A failure to enforce a right is not a waiver of it. The Customer may not transfer its account without our written consent. Neither party is liable for delays caused by events beyond its reasonable control.

20. Contact

Exluma (Pty) Ltd (Reg. 2026/354697/07) — support@exluma.co.za · WhatsApp 079 183 2316 · Customer Service · www.exluma.co.za. Our physical address for legal notices and other company information are set out in our PAIA manual.

What changed in version 2026-10-24: how site waiting time, fuel checks and record locking work (section 2); site mapping (section 3); the trial's 2-truck limit (section 5); account deletion (section 7); contact details and the PAIA manual (section 20).