Terms & conditions

1. Who we are and what this covers

Proplo is operated by Proplo AI (Pty) Ltd (registration number 2026/280177/07), Unit 323 Greenstone Ridge, Block 39, Johannesburg, South Africa. In these terms, "Proplo", "we" and "us" mean that company, and "you" means the person or business that holds a Proplo account.

These terms are the agreement between you and us for your use of Proplo. You accept them when you create an account. If you are accepting on behalf of a company, you confirm you are authorised to bind it.

How we handle personal information is set out in our privacy policy, and how subscriptions are cancelled and refunded is set out in our refund & cancellation policy. Both form part of this agreement.

2. What the service does

Proplo reads incoming bills — body corporate levies, municipal accounts and utility invoices — extracts what is on them, matches them to your properties, invoices your tenants, and helps you pay the accounts. Depending on how you set it up, it can also generate lease documents and run tenant screening checks.

Bills are read automatically, and automated reading is not perfect. Proplo shows you what it extracted so you can check it. You are responsible for reviewing a bill before you approve payment of it, and nothing in the service removes that responsibility from you.

We may change, add to or withdraw features. Where a change materially reduces what you are paying for, we will tell you before it takes effect.

3. Payments and the Proplo Account

Proplo can move money for you in one of two ways, and which one applies depends on the choice you make in the app.

3.1 Paying from your own bank account

If you connect your own bank account, your funds stay with you throughout. Tenants pay you directly, and once you approve a bill we instruct your bank to pay it. Every transaction appears on your own bank statement. We never receive or hold those funds.

3.2 Using the Proplo Account

You may instead choose to use the Proplo Account — a bank account held in the name of Proplo AI (Pty) Ltd, through which we collect on your behalf and pay your accounts. Where you use it, you appoint Proplo AI (Pty) Ltd as your agent to facilitate those payments, and you acknowledge and agree that:

• Money paid towards an invoice by you or your tenants is received into the Proplo Account, using the unique payment reference we issue, before it is paid onward.
• Proplo AI (Pty) Ltd pays the service provider from the Proplo Account — the body corporate, managing agent, council, utility or other payee you have approved — as your agent and on your instruction.
• We act only as a payment facilitator. We are not a party to the agreement between you and that service provider, we do not supply what is invoiced, and we do not take on the underlying debt. It remains your debt.
• Money we hold for you in the Proplo Account is held on your behalf pending payment. It is not a deposit or investment, we do not take deposits, and it earns you no interest.
• Amounts we have collected for you and not yet paid out are reflected in your Proplo wallet, and you may request their withdrawal to your own bank account.
• You remain responsible for the payee, the amount and the reference on every payment you approve. We pay what you approved, to whom you approved it.

Whichever route you use, no payment out is made without your approval in Proplo, and we mark a bill paid only once we can see the money has actually gone out.

You may stop using the Proplo Account at any time by switching your banking details in the app, at which point new tenant invoices will name your own account instead.

4. Your responsibilities

• Your account. Keep your password to yourself, and tell us promptly if you think someone else has access. Anyone you invite into your organisation can see and act on its data.
• Accurate information. Property, tenant, payee and banking details must be correct and kept up to date. We pay what your records tell us to pay.
• Your right to act. You must be entitled to manage the properties you load, to invoice the tenants you invoice, and to authorise the payments you approve.
• Lawful use. Do not use Proplo to launder money, to move funds you are not entitled to, or for any other unlawful purpose. Do not attempt to break, overload or reverse-engineer the service.
• Tenant consent. Where you run a screening check, the applicant's own recorded consent must be given first, as set out in our privacy policy.

5. Fees, trial and billing

Proplo is sold as a month-to-month subscription with no lock-in, and every plan starts with a free trial. Current prices are on our pricing page. Billing starts only once the trial ends and you choose to continue.

Subscription payments are processed by our payment provider. Some features — such as tenant screening checks — may be charged separately, and we will show you the cost before you use them.

If we change our prices we will tell you before the change applies to you. Cancellation and refunds are governed by our refund & cancellation policy.

6. Your data and ours

The data you put into Proplo stays yours. You give us permission to process it in order to run the service for you — including sending bill contents to the providers named in our privacy policy. We do not sell it.

You can export your data while your account is open, and you can ask us to delete your account and its data. Some records — principally those we must keep for financial and consent record-keeping — are retained for as long as the law requires, as described in the privacy policy.

Proplo itself — the software, its design and its content — remains ours.

7. What we are and are not responsible for

We will provide the service with reasonable skill and care. We cannot promise it will be uninterrupted or error-free, and we depend on third parties — your bank, your mail provider, our payment and screening providers — whose failures or outages are not within our control.

We are not responsible for a payment made to the wrong payee, in the wrong amount, or with the wrong reference, where that followed the details you supplied or the payment you approved. We are not responsible for interest, penalties or disconnection charged by a service provider on an account you did not approve for payment in time, or where there were insufficient funds.

To the extent the law allows, neither of us is liable to the other for indirect or consequential loss, and our total liability to you for any claim is limited to the subscription fees you paid us in the three months before the claim arose. Nothing here limits liability that cannot lawfully be limited, including for fraud.

8. Suspension and ending the agreement

You may cancel at any time from Settings → Plan & billing, or by contacting us. Your account stays active until the end of the period you have paid for.

We may suspend or close your account if you breach these terms, if your subscription goes unpaid, or if we are required to by law or reasonably suspect unlawful activity. Where circumstances allow, we will tell you first and give you a chance to put it right.

If your account closes while we hold money for you in the Proplo Account, we will pay it out to your nominated bank account, less anything properly owing to us or already committed to a payment you approved.

9. Changes to these terms, and governing law

If we change these terms we will update this page and its effective date and version above. Where a change materially affects you, we will tell you directly, and you may be asked to accept the new version before continuing to use the service.

This agreement is governed by the law of the Republic of South Africa, and the South African courts have jurisdiction over any dispute. Please raise a complaint with us first — we would rather resolve it directly.

10. Contact us

Proplo AI (Pty) Ltd, Unit 323 Greenstone Ridge, Block 39, Johannesburg, South Africa

Email: support@proplo.co.za

Phone: 083 787 6651

Or use our contact form.