Terms and Conditions

Last updated: 1 October 2026  ·  Effective date: 6 June 2026

1. About LetterUp

LetterUp is operated by Your IT Solution, a South African business based in the Western Cape. LetterUp provides an AI-assisted document drafting platform that helps individuals and businesses prepare professionally worded letters and standard legal agreements that reference applicable South African legislation.

LetterUp is a document preparation service only. We do not provide legal advice, legal representation, or any form of professional legal service as defined under the Legal Practice Act 28 of 2014. Our platform assists users in preparing written documents and does not substitute for qualified legal counsel.

2. Acceptance of Terms

By accessing or using LetterUp, whether through the website or the Business Portal, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions, as well as our Refund Policy.

If you are using LetterUp on behalf of a business or organisation, you confirm that you have the authority to bind that entity to these Terms.

If you do not agree to these Terms, please do not use the service.

3. Eligibility

To use LetterUp you must:

• Be at least 18 years of age;
• Be located in the Republic of South Africa, or be generating documents that relate to matters governed by South African law; and
• Have the legal capacity to enter into a binding agreement.

4. The Service

4.1 What LetterUp does

LetterUp is an HR and compliance platform for South African employers. It keeps employee records, leave, employment contracts, disciplinary matters and related HR documents in one place, with the Basic Conditions of Employment Act 75 of 1997 and the Labour Relations Act 66 of 1995 built into how it works.

Parts of the service use artificial intelligence to draft documents (employment contracts, disciplinary and performance letters, and HR policies) from the information you provide.

4.2 What LetterUp does not do

LetterUp does not:

• Provide legal advice or legal opinions;
• Guarantee any particular outcome from sending a generated document;
• Represent you in any legal proceedings;
• Review or verify the factual accuracy of information you supply; or
• Create an attorney-client relationship of any kind.

4.3 AI-generated content

Documents are generated by AI language models and reviewed by a quality-checking agent. While we take care to ensure our systems reference current South African law, AI-generated content may contain errors, inaccuracies, or omissions. You are responsible for reviewing every document before sending it and for verifying that it is accurate, complete, and appropriate for your situation.

5. Your Account (B2B Portal)

5.1 Registration

To access the Business Portal you must create an account and provide accurate, complete information. You are responsible for keeping your login credentials secure and for all activity that occurs under your account.

5.2 Users and permissions

The account owner may invite additional team members. The account owner is responsible for all actions taken by invited users and must ensure that all users comply with these Terms.

5.3 Account security

You must notify us immediately at support@letterup.co.za if you become aware of any unauthorised access to your account.

6. Payments

6.1 Subscriptions

LetterUp is sold as a monthly subscription, billed in advance. Plans are priced by the number of employees you have on the platform, not by which features you use: every plan includes every feature. Current prices and the employee band for each plan are set out on the pricing page and in the Business Portal.

Employees whose employment has ended do not count towards your band. Each plan covers up to the number of employees shown for it. When your plan is full, the Business Portal will tell you, and you will not be able to add further employee records until you move to a plan that covers your headcount. Employee records already on the platform are not affected, and your access to the rest of the platform continues. A larger plan counts for this purpose from the moment you choose it. You cannot choose a plan that covers fewer employees than you have.

Changing plan. You can change your plan yourself at any time in the Business Portal, under Settings, Plan and billing. A plan change takes effect on your next payment date. Nothing is charged on the day you make the change, your current plan and its price continue until that date, and from that payment onwards you pay the price of the new plan. Plan changes are not pro-rated: no part-month charge is made and no part-month credit or refund is given, whether you move to a larger or a smaller plan. You may reverse a plan change at any time before it takes effect.

Plans above the largest published band are quoted individually and invoiced rather than billed by card.

Card subscription fees are charged via PayFast recurring billing. All prices are in South African Rand (ZAR). LetterUp is not currently registered for VAT, and no VAT is charged. Should LetterUp become registered for VAT, VAT will be added to the prices then in force and we will give you reasonable notice before it applies to your subscription.

6.2 Free trial

New businesses get a 14-day free trial with full access to the platform. No card is required to start it, and it does not convert into a paid subscription automatically. Nothing is charged unless you choose a plan.

When a trial ends without a subscription, your account and all the information in it (employee records, documents, leave history and everything else you have loaded) is retained, not deleted. Access to the platform is paused until you subscribe, and resumes with your data intact. Retention and deletion are otherwise governed by our Privacy Policy.

6.3 Payment processor

Payments are processed by PayFast (PTY) Ltd. LetterUp does not store your card details. PayFast's own terms and privacy policy govern the payment transaction.

6.4 Refunds and cancellations

Please refer to our Refund Policy for full details on refunds and subscription cancellations.

7. Intellectual Property

7.1 Your content

You retain ownership of the information you submit and the documents generated from it. By using the service you grant LetterUp a limited, non-exclusive licence to process your inputs for the purpose of generating your documents and delivering the service.

7.2 Our platform

All software, system prompts, designs, branding, and platform infrastructure are the intellectual property of Your IT Solution / LetterUp. You may not copy, reverse-engineer, scrape, or reproduce any part of the platform.

8. Acceptable Use

You agree not to use LetterUp to:

• Generate documents for unlawful, fraudulent, or abusive purposes;
• Harass, threaten, or intimidate any person;
• Submit false or misleading information;
• Attempt to circumvent usage limits, access controls, or payment gates; or
• Resell or commercially redistribute documents generated by the platform without prior written consent from LetterUp.

We reserve the right to suspend or terminate access for any user who breaches these requirements, without refund.

9. Limitation of Liability

To the maximum extent permitted by South African law:

• LetterUp's total liability to you in connection with the service is limited to the amount you paid for the specific transaction that gave rise to the claim;
• LetterUp is not liable for any indirect, special, incidental, or consequential loss including loss of income, loss of opportunity, or legal costs arising from your use of a document generated on this platform; and
• LetterUp makes no warranty that any document generated will achieve a particular legal or commercial outcome.

Nothing in these Terms limits liability for fraud, gross negligence, or anything else that cannot be limited under applicable South African consumer protection law.

10. Privacy and Data

Your personal information is processed in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). We collect the information you submit in order to provide the document drafting service. We do not sell your personal information to third parties. Full details on how we handle your data are set out in our Privacy Policy, which forms part of these Terms.

11. Modifications to the Service

We may update, modify, or discontinue any feature of the platform at any time. We will provide reasonable notice of any material changes that affect paid subscribers. Continued use after notice of changes constitutes acceptance of the updated Terms.

12. Termination

You may stop using the service and cancel your subscription at any time. We may suspend or terminate your access if you breach these Terms. On termination, your right to use the platform ceases immediately; previously downloaded documents remain yours.

13. Governing Law and Jurisdiction

These Terms are governed by the laws of the Republic of South Africa. Any dispute arising from your use of LetterUp shall be subject to the exclusive jurisdiction of the South African courts.

14. Contact Us

If you have any questions about these Terms, please contact us:

• Email: support@letterup.co.za
• Website: letterup.co.za