These terms are an agreement between CountPilot (Pty) Ltd (a private company incorporated in South Africa, registration number 2026/604793/07, of Roodepoort, Johannesburg, South Africa) — "we", "us" — and you, the person or business using Tender Pack Engine. That named entity is the one that contracts with you, invoices you and is liable to you. Nobody else.
They apply from the moment you create an account, whether or not you ever pay us anything. Our Privacy Notice, Refund Policy and Supplier Disclosure form part of this agreement. Where a signed cohort or enterprise agreement exists, that agreement takes precedence over these terms for the customer who signed it.
Tender Pack Engine is software that helps a business prepare bids for South African public-sector tenders: a compliance document vault, deadline tracking, an opportunity radar built on National Treasury's public eTenders feed, rule-based reading of a bid document, a responsiveness check against what that document requires, form filling on MBD and SBD forms, a submission pack builder with an index and a SHA-256 manifest, and optional AI assistance on paid plans.
What is included on each plan is set out on the pricing page, which is generated from the same catalogue the software itself enforces. If the page and the software ever disagree, tell us and we will honour the page.
We do not guarantee that you will be awarded any tender. We do not guarantee that a bid will be accepted, be declared responsive, score any particular number of points, or be evaluated in any particular way. We cannot influence an evaluation and we would not try.
We also do not guarantee that our reading of a bid document is complete or correct. The rule engine covers twenty common returnable document types and reads the text a PDF contains. It can miss a requirement written in prose in a late annexure, a requirement outside that catalogue, or anything in a scanned or photographed page, which contains no readable text at all. Where Claude reads a document on a paid plan, it can also be wrong.
You remain responsible for what you submit, for reading the bid document, for meeting the deadline, and for the accuracy of everything in your pack. We say this here because anyone who promises you a tender is lying to you, and because the Consumer Protection Act treats an invented success claim as a false representation.
There is one narrow, specific promise we do make, about a returnable document our responsiveness check showed as valid. It is in the Refund Policy, together with the three situations where it does not apply, published beside it rather than hidden.
Four actions in this product send text to Anthropic's Claude API and cost us money each time we run them: a deep read of a tender document, a fit check on shortlisted opportunities, a draft cover letter, and a search of other tender portals. Those four are metered. Nothing else is, because nothing else costs us anything per use.
You can cancel at any time, with one click, from your account. There is no notice period, no cancellation fee, no penalty, no retention script, and nothing to phone about. Cancelling takes effect at the end of the period you have already paid for; you keep the paid features until then.
Cancelling does not delete anything. Your compliance vault, your deadlines, every tender workspace, every submission pack with its index, manifest and SHA-256 hashes, and your entire audit trail stay in your account and stay downloadable. Your plan lapses: opening new tender workspaces, building new packs and the metered AI actions stop until you buy a plan again. That is the whole consequence. You can export everything as a ZIP at any time, including after cancelling.
If you want your data actually deleted, ask us and we will delete it — see the Privacy Notice for how and how long that takes. We will not delete anything of yours to punish non-payment. Your packs are your own evidence of what was in an envelope on a particular day, and destroying them because a card was declined would be indefensible.
Everything you upload, and everything the software produces from it, belongs to you. We claim no ownership of it and we do not use it to sell anything to anyone else.
You give us permission to store, copy, process and display your content only so far as is needed to run the service for you: reading a document to find its expiry date, filling a form, building a pack, backing it up, and restoring it if something breaks. That permission ends when the content is deleted.
Where several bidders analyse the same public tender document, we may keep the analysis of that public document in a shared cache so it does not have to be paid for twice. That cache holds the analysis of the issuer's public document only. It never holds your own documents, your profile or anything you wrote.
The software, its design and its underlying code remain ours. You may use it; you do not acquire it. Anonymous, aggregated statistics that identify nobody — for example how many packs were built in a month — may be used to improve and describe the product.
Please do not:
Fair use: where a plan says a number of active tender workspaces, that is a real limit and we will tell you when you are near it rather than cutting you off silently.
There is no uptime guarantee and we do not pretend there is one. This is a small business running on one server; we aim for the service to be available whenever you need it, and we will not claim a percentage we cannot measure or pay out on.
We may take the service down for maintenance, and we will give notice in the product where the work is planned. Deadlines do not move for our maintenance, so we schedule it away from working hours where we can.
Support is by email at admin@countpilot.co.za. We answer every message ourselves. Bid Adviser and cohort customers get a reply within one working day; on other plans we do our best and usually manage the same.
We take responsibility for our own work. What follows limits that responsibility in specific ways, and there are things the law does not allow us to limit at all.
Where we are liable, our total liability for all claims arising in any twelve-month period is limited to the amount you actually paid us in that period, or R1,000 if you paid us nothing. That is a real limit and it is deliberately simple; we are not going to pretend a small monthly subscription carries unlimited exposure.
Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, for gross negligence, or for anything else that the law does not permit a supplier to exclude. In particular, section 51 of the Consumer Protection Act prohibits a supplier from contracting out of liability for gross negligence, and we do not attempt to.
If a third party claims against us because of content you uploaded that you had no right to upload, or because you used the service in breach of clause 9, you will cover the reasonable cost of dealing with that claim. This is limited to your own acts; it does not make you responsible for our mistakes.
We may suspend or close an account if a payment fails and stays unpaid, if clause 9 is being broken, if the account is being used unlawfully, or if we must do so by law. Except where the law prevents it or the harm is ongoing, we will warn you first and give you a reasonable chance to fix it.
Even then, your data is not deleted as a punishment. You will be given access to export everything. If we ever stop operating the service entirely, we will give at least 60 days' notice, refund any unused prepayment, and keep the export working to the end.
South African law governs this agreement, and the courts of the Republic of South Africa have jurisdiction. Where you are a consumer for the purposes of the Consumer Protection Act 68 of 2008, nothing in these terms limits the rights that Act gives you, and where a term here conflicts with those rights, the Act wins.
Please raise a dispute with us first at admin@countpilot.co.za. If we cannot resolve it, you may approach the National Consumer Commission, the Consumer Goods and Services Ombud, the Information Regulator for anything about personal information, or a court. We do not force you into arbitration and you do not waive any right by trying us first.