Terms of Service
Last updated: September 11, 2025
1. Acceptance of Terms
By accessing or using Smart Reports ("the Platform"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our Platform. These Terms apply to all users, including public safety departments, municipalities, and authorized personnel.
2. Description of Service
Smart Reports provides a comprehensive reporting platform for public safety departments, including:
- Standardized reporting templates for Fire & Rescue, Disaster Management, and Environmental Health
- Real-time data collection and sharing capabilities
- Aerial and ground reporting integration
- Data analysis and visualization tools
- GPS tracking and location services
- Stakeholder communication and reporting
3. User Accounts and Registration
3.1 Account Creation
To access our Platform, you must create an account with accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials.
3.2 Authorized Use
Our Platform is intended for use by authorized public safety personnel and organizations. You represent that you have the authority to use the Platform on behalf of your organization.
3.3 Account Security
You are responsible for all activities that occur under your account. You must immediately notify us of any unauthorized use of your account.
4. Acceptable Use
4.1 Permitted Use
You may use the Platform solely for legitimate public safety reporting and related professional activities in accordance with applicable laws and regulations.
4.2 Prohibited Activities
You agree not to:
- Use the Platform for any unlawful purpose or in violation of applicable laws
- Submit false, misleading, or inaccurate information
- Attempt to gain unauthorized access to the Platform or other users' accounts
- Interfere with or disrupt the Platform's operation
- Share your account credentials with unauthorized individuals
- Use the Platform to transmit malicious software or harmful content
- Reverse engineer or attempt to extract source code from the Platform
5. Data and Privacy
5.1 Data Ownership
You retain ownership of all data you submit to the Platform. By using the Platform, you grant us a license to process, store, and transmit your data as necessary to provide our services.
5.2 Data Security
We implement appropriate security measures to protect your data. However, you acknowledge that no method of transmission or storage is 100% secure.
5.3 Privacy Policy
Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.
6. Service Availability
6.1 Uptime
We strive to maintain high availability of our Platform but do not guarantee uninterrupted service. Planned maintenance and updates may temporarily affect service availability.
6.2 Emergency Situations
While our Platform facilitates real-time reporting and communication, it should not be relied upon as the sole means of emergency communication. Always follow your organization's established emergency protocols.
7. Intellectual Property
The Platform, including its software, design, content, and trademarks, is owned by Smart Reports and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works without our express written permission.
8. Limitation of Liability
To the fullest extent permitted by law, Smart Reports shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform. Our total liability shall not exceed the amount paid by you for the services in the preceding twelve months.
9. Indemnification
You agree to indemnify and hold harmless Smart Reports from any claims, damages, or expenses arising from your use of the Platform, violation of these Terms, or infringement of any third-party rights.
10. Termination
10.1 Termination by You
You may terminate your account at any time by contacting us. Upon termination, your access to the Platform will cease.
10.2 Termination by Us
We may suspend or terminate your account if you violate these Terms or for any other reason at our discretion, with or without notice.
11. Modifications to Terms
We reserve the right to modify these Terms at any time. We will notify users of material changes through the Platform or via email. Continued use of the Platform after changes constitutes acceptance of the modified Terms.
12. Governing Law
These Terms are governed by the laws of South Africa. Any disputes arising from these Terms or your use of the Platform shall be subject to the jurisdiction of South African courts.
13. Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
14. Contact Information
If you have any questions about these Terms of Service, please contact us at:
Smart Reports
Email: info@smart-reports.co.za
Subject: Terms of Service Inquiry
15. Entire Agreement
These Terms, together with our Privacy Policy, constitute the entire agreement between you and Smart Reports regarding your use of the Platform and supersede all prior agreements and understandings.