Terms of Service
Last updated: 22 July 2026
These Terms of Service ("Terms") govern your use of Coach Portal (the "Service"), operated by FirmMind ("we", "us"), based in Cape Town, South Africa. By creating an account or using the Service, you agree to these Terms.
1. The Service
Coach Portal is a client management platform for coaches and trainers. Coaches subscribe to the Service and may add client companies and participants. Participants access the Service by invitation from their coach.
2. Accounts and access
- Coach accounts are activated after payment is confirmed. Only email addresses authorised by us (for coaches) or by a coach (for participants) can register.
- You are responsible for keeping your login credentials secure and for all activity under your account.
- You must provide accurate information and be at least 18 years old to hold a coach account.
3. Subscriptions and payment
- The Service is billed monthly or annually in advance, in South African Rand (ZAR).
- Current pricing is displayed on our pricing page. Founding member pricing remains in effect for as long as the founding subscription stays continuously active.
- Card payments are processed securely by Paystack; we do not store your card details. EFT payment can be arranged directly with us. Access is activated once payment is confirmed — normally within a few hours.
- We may change pricing with at least 30 days' notice. Price changes do not affect founding member rates while those subscriptions remain active.
4. Cancellation
You may cancel at any time by written notice (email or WhatsApp). Access continues until the end of the period you have paid for. Refunds are handled under our Refund Policy.
5. Your content
- You retain ownership of all content you or your participants upload (assignments, submissions, files, forum posts, and similar).
- You grant us a limited licence to store, process, and display that content solely to operate the Service.
- Coaches are responsible for the content shared within their companies and for having the right to upload it.
6. Acceptable use
Use of the Service is subject to our Acceptable Use Policy. We may suspend or terminate accounts that breach it.
7. Availability and support
We aim for high availability but do not guarantee uninterrupted service. Support is provided via email (jack@firmmind.co.za) and WhatsApp during South African business hours, on a reasonable-efforts basis.
8. Data protection
We process personal information in accordance with our Privacy Policy and the Protection of Personal Information Act, 2013 (POPIA).
9. Termination by us
We may suspend or terminate access for non-payment, breach of these Terms, or unlawful use. Where practical, we will give notice and an opportunity to remedy the breach first. On termination, you may request an export of your data within 30 days.
10. Liability
To the maximum extent permitted by law, the Service is provided "as is". Our total liability for any claim arising from the Service is limited to the amount you paid us in the three months preceding the claim. Nothing in these Terms limits liability that cannot be limited under South African law, including under the Consumer Protection Act, 2008 where it applies.
11. Changes to these Terms
We may update these Terms from time to time. Material changes will be notified by email or in-app notice at least 14 days before taking effect. Continued use after that date constitutes acceptance.
12. Governing law
These Terms are governed by the laws of the Republic of South Africa, and the courts of South Africa have jurisdiction over any dispute.
13. Contact
FirmMind — Cape Town, South Africa
jack@firmmind.co.za · WhatsApp +27 79 819 6014