Terms of service

1. Description and use of the service

1.1 Service description

SProbot offers a unique service for Microsoft SharePoint and Teams templating, provisioning, search and governance. It enables users within a registered subscription to connect to one or more Microsoft 365 tenants and perform actions within those tenants. Within each tenant, SProbot administrators can create workspace templates, configure provisioning pipelines, and enable authorised normal users within the tenant to request workspace builds. Normal users also have the ability to view and search workspaces using a directory, and request new workspaces using an integrated Teams app. Further descriptions of use cases and key features are available on this website, with user guides and implementation resources available here.

1.2 You must grant SProbot access to your Microsoft 365 account

To use the SProbot services, you must have an existing Microsoft 365 account and consent to SProbot accessing your Microsoft 365 profile. SProbot will generate a user profile within the system with your name and email address when you grant this permission. Once Microsoft authenticates and confirms your credentials, you will be granted access to the SProbot services.

To use the services, SProbot must be allowed to host, manage, collect and process your data. This means that you must grant SProbot specific permissions to a tenant for it to be able to provide the service. SProbot stores user names, user IDs and email addresses, Teams and SharePoint site templates (including navigation and permission configuration, as well as page content), pipeline configurations, and workspace metadata created by users. We do not copy or store any documents, any files, or any list items except pages, from your tenant.

1.3 License

When you subscribe, you get a license to use the services.

We grant you a personal limited, revocable, non-exclusive, non-transferable right to access and use SProbot for internal business purposes, subject to these terms and for the subscription period.

2. Subscription and enrichment fees

2.1 Subscription fees

2.1.1 Subscription per tenant

Each tenant requires its own subscription. If you connect to multiple tenants, you need a subscription for each.

2.1.2 Trial subscriptions

When you connect to a tenant, you receive a 30-day free trial subscription with full functionality except for AI enrichment. At any point during the trial period or within 6 months of its expiry, you may request a paid subscription by contacting us at support@sprobot.io.

2.1.3 Subscription tiers

The cost of a subscription is determined by the number of active SharePoint and Teams users on the tenant, with the latest tier costs shown on the pricing page, or provided via quotation in an email if your user count falls outside the indicated tiers.

2.1.4 Subscription periods

SProbot is available as an annual subscription. Subscriptions are invoiced in advance for the subscription period.

2.1.5 Subscription invoicing and payment

We will send you an invoice for your selected subscription. Payment options will be indicated on this invoice.

2.1.6 Subscription activation

Your subscription will be activated within 1 business day from receiving payment.

2.2 AI enrichment fees

2.2.1 AI enrichment cost per tenant

AI enrichment of a tenant is costed and invoiced separately from its subscription.

2.2.2 Trial enrichment functionality

When you connect to a tenant and receive a 30-day free trial subscription, you receive trial enrichment functionality which enriches a limited number of workspaces at no cost, to enable you to evaluate the enrichment functionality.

Full enrichment functionality is only available on tenants with active paid subscriptions.

2.2.3 Enrichment credit

To enable enrichment to be performed on an ongoing basis, you need to purchase a prepaid amount of enrichment credit from us. We will assist you with estimating the amount of credit needed for your requirements.

2.2.3 Enrichment runs

Each time a tenant is enriched by AI, the enrichment instance is referred to as a run.

2.2.3 Enrichment run estimation and processing

The cost incurred for each enrichment run is dependent on

• The complexity and volume of content on the tenant at that point in time
• The proportion of content which has been modified since the last run
• The underlying cost of Microsoft Azure AI services at that point in time
• The version of the SProbot AI processing code at that point in time

Before you initiate an enrichment run, the calculated cost of that run will be shown to you. When you proceed, the cost of the run will deducted from your available credit once processing has completed.

If the calculated cost of a run exceeds your available credit, you will not be able to proceed with the run before purchasing more credit first.

2.1.5 AI enrichment invoicing and payment

We will send you an invoice for the amount of credit you request. Payment options will be indicated on this invoice.

2.1.6 Credit activation

Your credit will be made available your selected tenant within 1 business day from receiving payment.

2.3 Deactivating your subscription and profile

To deactivate your subscription and profile, please contact us at support@sprobot.io

3. Your responsibilities

You must

• comply with all applicable laws when using the services;
• pay subscription fees on time;
• ensure that all SProbot administrators and users comply with these terms and use the services responsibly;
• configure your profiles on SProbot; and
• ensure that your network and systems comply with our relevant specifications.

4. Permitted use

4.1 Permitted use of services

You may only use the services for business purposes and must not

• send spam or otherwise duplicative or unsolicited messages in violation of applicable laws;
• send or store infringing, obscene, threatening, libelous, or otherwise unlawful or tortious material, including material harmful to children, adult content or in violation of third-party privacy rights;
• interfere with or disrupt the integrity or performance of the service;
• attempt to adapt, reproduce, make derivative works, reverse engineer or decompile the service, nor attempt to overcome any measures we employed to protect the service; or
• attempt to gain unauthorized access to SProbot, its related systems or networks

4.2 You must notify us of unauthorised use

You must notify us in writing immediately if you learn of any unauthorised use of the services and you will provide us with all information and support that we may reasonably require in this regard.

5. You indemnify us

You indemnify and hold us harmless for any loss (including loss of data, profits and goodwill), liability, damages and costs (including all attorney and advocate’s fees at the rate charged by our legal representative) that arise from

• your negligence;
• your non-compliance with applicable laws;
• your breach of these terms;
• your illegal, wrongful or fraudulent act or omission;
• your failure to provide accurate information;
• your failure to configure or input data to SProbot accurately
• errors in the accuracy and integrity of any data processed by SProbot on your behalf, unless those errors are due to our gross negligence or intentional wrongful conduct;
• changes that you made to your information technology system or environment which affects SProbot’s operation;
• the failure of any hardware, software programme, applications(s) or any other computer systems (or any component thereof) of any third party you rely on to access and utilise SProbot or on which we rely to provide access to SProbot or to provide the Services; and
• our suspension of the services for maintenance, repair and improvements.

6. Intellectual property

BSOLVE owns and will continue to own all rights, title and interest in and to the intellectual property, reports, sketches, diagrams, text, know-how, concepts, proofs of concepts, artwork, software, algorithms, methods, processes, or other technology we (or a third party acting on our behalf) provide or develop in the course of rendering the services including modifications, enhancements, improvements or derivative works.

7. Data privacy

7.1 Your data

Your data remains yours.

We may generate data about how you use SProbot to operate, improve, analyse and support the services and for other legal purposes. If you provide us with feedback or suggestions regarding the service, we may use your feedback or suggestions without restriction or obligation.

7.2 Your privacy

Please read our privacy notice to understand the purposes for which we collect, store and use your personal data and how we protect it.

7.3 Our responsibilities when processing your personal data

We may only process your personal data with your knowledge and authorisation. We will keep your personal data confidential and secure. We will notify you immediately if we become aware that an unauthorised person has accessed or acquired your personal data.

8. Termination

8.1 You may cancel your subscription at any time

You may cancel your subscription at any time. You may revoke SProbot's access to your SharePoint environment at any time. We will continue to charge subscription fees until you downgrade to a free subscription or deactivate your account.

8.2 We may suspend your subscription at any time due to your breach of these terms

We may suspend our services immediately if you breach these terms by notifying you via email. When you resolve the issue that caused the suspension, we will restore your access to our services within a reasonable time. If you don't resolve the issue within 19 days, we may terminate our service and deactivate your profile. If we suspend or terminate our services, we will stop charging you at the beginning of the next billing cycle. We will not provide any refunds.

8.3 We may cancel the services at any time by giving you notice

We may cancel the SProbot services at any time by giving 90 days’ written notice.

8.4 Consequences of termination

If your profile is deactivated, your license under this agreement terminates and you will no longer have access to SProbot services.

9. Refunds

During your subscription term, if you are for whatever reason not satisfied with your subscription, we will refund you pro-rata for the unused portion of your subscription.

We will not refund unused AI enrichment credits.

When a refund is issued, it will if possible be processed in the same way that the purchase was made. If not possible, our team will discuss alternate methods with you.

To initiate a refund, please contact us at support@sprobot.io.

10. Warranties

10.1 We give no warranties

The services are licensed and provided 'as is'. You use the services at your own risk. To the full extent permitted under applicable law, we give no express, implied or statutory warranties, including implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, non-infringement of third-party rights, and warranties arising from a course of dealing, usage or practice. We do not warrant against interference with your enjoyment of the service; that the services will meet your requirements; that operation of the services will be uninterrupted or free from errors, bugs, corruption, loss, interference, hacking or viruses, or that the services will interoperate or be compatible with any other software.

10.2 Your warranties

You warrant that you are authorised to enter into this agreement and to bind yourself and any other party on whose behalf you use the services.

11. Our liability is limited

Our liability in terms of this agreement is limited to direct losses.

We will never be liable for any costs, claims, damages penalties, actions, judgements, suits, expenses, disbursements, fines or other amounts which you may sustain or suffer (or with which you may be threatened) due to any act or omission in the course of or in connection with the implementation of this agreement or in the course of the discharge or exercise by the parties or their employees, agents, professional advisors or delegates of their responsibilities or rights in terms of this agreement or the termination of this agreement for any reason, in excess of the subscription fee.

12. Confidentiality

12.1 Confidential information

Confidential information is information that belongs to a party or its related persons, can be applied in trade or industry, as a particular economic value to the proprietor, and is not generally available to or known by the public (regardless of the format or how it is disclosed). Examples include information relating to a party’s operations, processes, plans, intentions, products, know-how, designs, trade secrets, computer software, firmware and hardware, market opportunities, rating mechanism, customers, clients, intellectual property, personal information, correspondence, agreements, undertakings, structures, pricing, technological information, blueprints, marketing methods, financial information and projections, and this agreement.

12.2 The parties' confidentiality responsibilities

The parties must keep the information we receive from each other under this agreement confidential.

The party that receives the confidential information agrees to protect the interests of the party disclosing it, and will

• only use confidential information to comply with its responsibilities under this agreement;
• only give the confidential information to its employees that need it, and only give as much of it as they need;
• use reasonable security procedures to make sure employees keep the information confidential;
• get undertakings of confidentiality from those employees who need access to the information; and
• not reveal the information to anyone else unless necessary to comply with a judicial order or decree and have given the other party written notice of the disclosure and allowed them the opportunity to defend or limit the disclosure.

13. Circumstances beyond our control (the zombie apocalypse clause)

Neither of us will be in breach of this agreement or incur any liability to the other party if we cannot comply with this agreement because of circumstances beyond our control*.  

*Circumstances beyond our control include everything listed here.

14. Breach

If either party fails to comply with the terms of this agreement and does not remedy the breach within 14 days after having received a written notice to do so, the other party is entitled to exercise all remedies available to it in law.

15. Governing law and dispute resolution

This agreement and any dispute about it, or your use of the services, is governed by South African law. Any legal proceedings about this agreement and the services must be brought in South Africa.