📘 Legal Agreement

Terms & Conditions

The agreement that governs your use of the YourLifeFile platform.

YourLifeFile (Pty) Ltd · Registration Number 2026/072254/07

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TERMS AND CONDITIONS

Registration Number: 2026/072254/07

Effective date: 27 July 2026

Last updated: 4 September 2026

Legal framework: South African law, including POPIA and applicable consumer-protection law and, where applicable, the EU GDPR and UK GDPR

1. Introduction

These Terms and Conditions govern your registration for, access to and use of the YourLifeFile website, application, services and related functionality. YourLifeFile is operated by YourLifeFile (Pty) Ltd, registration number 2026/072254/07, referred to in these Terms as "YourLifeFile", "we", "us" or "our".

By registering an Account, clicking the applicable acknowledgement or acceptance buttons, purchasing or activating a Membership, or using the Platform, you confirm that you have read, understood and agreed to these Terms and Conditions.

These Terms must be read together with our:

  • Privacy Policy;
  • POPIA Notice;
  • POPIA Consent;
  • Disclaimer;
  • Access Request Declaration;
  • Cookie Policy or cookie notice, where applicable;
  • any other policies, notices or rules displayed on the Platform.

If there is a conflict between these Terms and a more specific policy or notice relating to a particular service or process, the more specific policy or notice will apply to that service or process, to the extent permitted by law.

POPIA Consent; Disclaimer; Access Request Declaration; Cookie Policy or cookie notice, where applicable; and any other policies, notices or rules displayed on the Platform. If there is a conflict between these Terms and a more specific policy or notice relating to a particular service or process, the more specific policy or notice will apply to that service or process, to the extent permitted by law.

2. Important Notice

YourLifeFile is an information organisation, document storage and reference platform. YourLifeFile does not provide financial advice; legal advice; tax advice; medical advice; estate-planning advice; fiduciary services; insurance intermediary services; emergency response services; or guaranteed document recovery or access services. The Platform does not replace professional advice, a properly drafted Will, an estate plan, an emergency medical record, original legal documents or direct communication with your family, executor, adviser, attorney, healthcare provider or other professional. You should obtain appropriate professional advice regarding your individual circumstances.

3. Definitions

In these Terms, unless the context indicates otherwise:

"Access Request" means a request submitted by a Trusted Person, executor, authorised representative or other eligible person to obtain access to a Life File in accordance with the Platform's verification process.

"Account" means the registered user account through which a Member accesses the Platform.

"Active Membership" means a Trial Membership, Annual Membership or Free Lifetime Membership that is currently active and has not expired, been suspended or terminated.

"Administrator" means an authorised person appointed by YourLifeFile to operate, administer, review or approve specified Platform processes.

"Annual Membership" means a paid Membership that provides access to the Platform for the applicable annual membership period.

"Archived Life File" means a Life File retained by YourLifeFile after access to the associated Account has been suspended, terminated or otherwise made inactive.

"Business Day" means any day other than a Saturday, Sunday or official public holiday in South Africa.

"Deceased Member" means a Member whose death has been reported to and verified by YourLifeFile through the applicable process.

"Free Lifetime Membership" means a Membership granted by YourLifeFile at its discretion that does not require ordinary annual membership payments while it remains valid.

"GDPR" means the EU General Data Protection Regulation (Regulation (EU) 2016/679) and, where the context requires, the UK GDPR as incorporated into the law of the United Kingdom.

"Life File" means the structured information, records, entries, contacts, documents and other content created or uploaded by a Member through the Platform.

"Member" means a person who has registered an Account, whether under a Trial Membership, Annual Membership or Free Lifetime Membership.

"Membership" means the right to access and use the Platform subject to the applicable membership category and these Terms.

"Membership Fee" means the fee payable for an Annual Membership, as displayed on the Platform at the time of purchase or renewal.

"Personal Information" has the meaning assigned to it under the Protection of Personal Information Act 4 of 2013 and, where the GDPR or UK GDPR applies, includes "personal data" as defined in those laws.

"Platform" means the YourLifeFile website, application, database, services, systems, functionality and related communications.

"Referral Code" means the unique code issued to a Member for the purpose of recording qualifying referrals.

"Referral Reward" means a reward credited to a qualifying Member's Wallet in accordance with the Referral Programme.

"Suspended Membership" means a Membership for which access to the Platform has been disabled, including because of expiry, non-payment, suspected misuse, breach of these Terms or another valid reason.

"Trial Membership" means the once-off complimentary 24-hour Membership described in these Terms.

"Trusted Person" means a person nominated by a Member who may submit an Access Request in circumstances permitted by the Platform.

"Wallet" means the internal Platform record reflecting Referral Rewards, credits, debits, renewal payments, withdrawals and related transactions associated with a Member.

"you" or "your" means the Member, prospective Member or person using the Platform.

4. Eligibility

  • To register and use the Platform in your own capacity, you must be at least 18 years old;
  • have legal capacity to enter into a binding agreement;
  • provide accurate and complete registration information;
  • use the Platform only for lawful purposes;
  • and be located in a country currently supported by YourLifeFile..

At launch, the Platform is intended primarily for use in South Africa. If your country is not supported, you may contact YourLifeFile for assistance. YourLifeFile does not guarantee that the Platform, its processes or its legal documentation will be suitable for every jurisdiction. Where you use the Platform from outside South Africa, you are responsible for obtaining advice regarding any laws that may apply in your country.

5. Registration and Account Creation

You must register an Account before using the Platform. During registration, you may need to provide your name and surname:

  • identification information;
  • country of residence;
  • email address;
  • telephone number;
  • account login details;
  • membership selection;
  • payment information where applicable;
  • and any other information reasonably required to create and administer your Account..

You warrant that your registration information is accurate, current and complete. You may not register using another person's identity without authority:

  • use false or misleading information;
  • create multiple Accounts to obtain extra trials or Referral Rewards;
  • sell, transfer, lend or share your Account;
  • allow another person to impersonate you;
  • or use an automated process to register Accounts..

YourLifeFile may require additional identity verification before activating, restoring, changing or granting access to an Account.

6. Electronic Agreement and Communications

You agree that electronic actions performed through the Platform may constitute valid communications, acknowledgements, instructions, consents and agreements.

  • This includes clicking buttons such as "I Understand";
  • "Next";
  • "Accept";
  • "Confirm";
  • "Submit";
  • "Pay";
  • "Reactivate";
  • "Request Withdrawal";
  • "Cancel Registration";
  • or any similar action indicating acceptance or instruction..

You consent to receiving electronic communications from YourLifeFile at the email address, telephone number or other contact details linked to your Account.

  • Electronic communications may include registration confirmations;
  • security notifications;
  • membership notices;
  • payment confirmations;
  • renewal reminders;
  • Life File completion and update reminders;
  • Access Request notifications;
  • Wallet notifications;
  • service announcements;
  • changes to legal documents;
  • and other operational communications..

You are responsible for ensuring that your contact details remain correct and that communications from YourLifeFile are not blocked or incorrectly marked as spam.

7. Membership Options

At registration, you may choose a complimentary Trial Membership; or an Annual Membership. YourLifeFile may also grant a Free Lifetime Membership at its discretion. YourLifeFile may introduce, remove or amend membership options in the future.

Any material change affecting an existing Member will be communicated in accordance with applicable law and these Terms.

8. Trial Membership

Each eligible person may receive only one complimentary Trial Membership.

  • The Trial Membership is valid for 24 hours from activation;
  • provides full access to the functionality ordinarily available to Members during the trial period;
  • does not automatically create an Annual Membership unless the Member separately purchases one;
  • may not be repeated using another email address, Account, identity or other means;
  • and may be suspended if YourLifeFile reasonably suspects misuse, fraud or circumvention of the once-off trial rule..
  • When the Trial Membership expires, you will lose access to the Platform;
  • your Account will be suspended;
  • your Life File will be archived rather than immediately deleted;
  • and you must purchase an Annual Membership to regain access, subject to the applicable reactivation rules..

YourLifeFile does not guarantee that a person who has previously registered, whether or not the previous trial was fully used, will qualify for another Trial Membership.

9. Annual Membership

An Annual Membership provides access to the Platform for the membership period displayed at the time of payment. Unless otherwise stated, an Annual Membership is valid for one year from its activation or renewal date.

Your Membership will remain active only while the applicable Membership Fee has been paid; your Account remains in good standing; you comply with these Terms; and the Platform remains operational and available. Purchasing an Annual Membership does not guarantee uninterrupted access or indefinite operation of the Platform.

10. Free Lifetime Memberships

YourLifeFile may, at its sole discretion, grant a Free Lifetime Membership to a new or existing Member; or convert an Annual Membership into a Free Lifetime Membership.

  • A Free Lifetime Membership does not require ordinary annual Membership Fee payments;
  • remains subject to these Terms and all Platform rules;
  • may be suspended or terminated for fraud, misuse, unlawful conduct, security concerns or breach of these Terms;
  • is personal to the Member and may not be sold, transferred or inherited;
  • and does not guarantee that the Platform or any particular feature will operate indefinitely..

The word "Lifetime" refers to the ordinary duration of the qualifying Member's access while the Platform remains available and the Account remains compliant with these Terms. It does not constitute a guarantee that YourLifeFile will operate indefinitely.

11. Membership Fees

The current Membership Fee will be displayed on the Platform before payment is requested. All fees are stated in South African Rand unless another currency is expressly displayed. YourLifeFile may change the Membership Fee from time to time.

Any new fee will ordinarily apply from your next renewal date and will be communicated or displayed before renewal, subject to applicable law. You are responsible for reviewing the fee before making payment:

  • ensuring that payment details are correct;
  • paying any bank charges or other charges imposed by your financial institution;
  • and ensuring that sufficient funds are available..

12. Payments and Payment Providers

Payments may be processed through one or more approved third-party payment providers, including iKhokha. YourLifeFile may redirect you to a third-party payment environment or use embedded payment functionality. Payment providers may process information according to their own terms and privacy policies.

YourLifeFile does not ordinarily store your full payment-card details unless expressly stated. A Membership will only be activated or renewed after payment has been successfully authorised and recorded by YourLifeFile or its payment provider.

  • If a payment is declined;
  • is reversed;
  • is disputed;
  • is fraudulent;
  • is recalled;
  • is incorrectly allocated;
  • or otherwise fails, YourLifeFile may suspend the relevant Membership, reverse any related Referral Reward or Wallet credit and recover amounts lawfully due..

13. Renewals

YourLifeFile may send renewal reminders before and after the expiry of an Annual Membership. Failure to receive a reminder does not extend your Membership or remove your responsibility to renew it. Unless you have expressly authorised an automatic renewal arrangement, your Annual Membership will not automatically renew and you must complete the renewal payment.

If automatic renewal functionality is introduced and you expressly select it, the applicable conditions will be displayed before activation. If your Annual Membership is not renewed by its expiry date, your access may be suspended:

  • your Life File may be archived;
  • you may stop receiving Referral Rewards while your Membership is inactive;
  • and reactivation will be subject to the rules contained in these Terms..

14. Cancellations, Cooling-Off Rights and Refunds

You may choose not to renew your Annual Membership. You may also request cancellation through the process made available on the Platform or by contacting YourLifeFile. Any statutory cooling-off, cancellation or refund right that applies under South African law, including under the Consumer Protection Act 68 of 2008 and the Electronic Communications and Transactions Act 25 of 2002, will not be excluded by these Terms. You acknowledge that, because a Membership gives immediate access to the Platform, the cooling-off right under section 44 of the Electronic Communications and Transactions Act does not apply once you have requested activation and begun using the Platform, to the extent provided in that Act.

Except where required by law, fees already paid are not automatically refundable merely because you no longer wish to use the Platform:

  • you did not complete your Life File;
  • you failed to use the Membership;
  • you forgot to cancel or renew;
  • you lost access because of your own breach of these Terms;
  • or you expected functionality not expressly offered by the Platform..
  • Any refund request will be assessed in accordance with applicable law;
  • the date of the transaction;
  • whether the service has already been activated or used;
  • the reason for the request;
  • payment-provider requirements;
  • and any refund policy displayed at the time of payment..

Where a refund is approved, YourLifeFile may deduct or reverse any associated Referral Rewards, Wallet credits, transaction reversals or other amounts directly linked to the refunded payment, to the extent permitted by law.

15. Referral Programme

Each eligible Member may automatically receive a unique Referral Code. A Member may earn a Referral Reward when another person uses the Member's valid Referral Code:

  • registers a valid Account;
  • successfully pays a qualifying Annual Membership Fee;
  • and meets all other Referral Programme requirements..

The standard Referral Reward is equal to 10% of each qualifying Membership Fee successfully paid by the referred Member. The Referral Reward may apply to the referred Member's first qualifying Annual Membership payment; and qualifying annual renewal payments made by that referred Member. A Referral Reward is not earned merely because a person uses a Referral Code; a person starts a Trial Membership; a person registers but does not pay; a payment is unsuccessful, reversed, refunded or fraudulent; the referred Account is duplicated or invalid; or the referral otherwise fails to satisfy the applicable rules.

By referring approximately ten active Annual Members at the same fee level, a Member's annual Referral Rewards may be sufficient to cover the cost of that Member's own Annual Membership. This is an illustration and not a guarantee.

  • The result depends on factors including the referred Members remaining active;
  • successful annual payments;
  • the applicable Membership Fee;
  • the Referral Reward percentage;
  • the referring Member remaining eligible;
  • and the Referral Programme continuing to operate..

16. Referral Programme Eligibility

  • To earn or use Referral Rewards, the referring Member must have a valid Account;
  • have an Active Membership when the reward becomes payable, unless YourLifeFile expressly permits otherwise;
  • comply with these Terms;
  • not engage in fraud, manipulation or misleading marketing;
  • and provide any verification information reasonably requested by YourLifeFile..
  • You may not refer yourself;
  • create false, duplicate or fictitious Accounts;
  • use another person's identity without authority;
  • make false claims about YourLifeFile;
  • guarantee rewards or financial returns;
  • represent yourself as an employee, agent or authorised representative of YourLifeFile;
  • send unlawful or unsolicited electronic marketing;
  • purchase or sell Referral Codes;
  • manipulate payments, refunds or registrations;
  • or use the Referral Programme for unlawful purposes..

YourLifeFile may investigate any suspected abuse and may withhold, reverse, suspend or cancel Referral Rewards linked to invalid, fraudulent or abusive activity. YourLifeFile may amend, suspend or discontinue the Referral Programme on reasonable notice, subject to applicable law. Valid rewards already finally credited before a change will be dealt with according to the rules applicable at the time they were earned, unless a correction, reversal, fraud investigation or legal requirement applies.

17. YourLifeFile Wallet

Your Wallet is an internal Platform record and is not a bank account, savings account, investment account, deposit account or credit facility. Wallet credits do not earn interest; are not investments; do not constitute a guaranteed financial return; may not be transferred between Members unless expressly permitted; may be subject to verification, reversal or adjustment; and may be used only in accordance with these Terms. Qualifying Wallet credits may be used towards an Annual Membership renewal; or for an approved withdrawal, subject to the applicable minimum threshold and verification requirements. Where sufficient Wallet credits are available, YourLifeFile may allow those credits to be applied towards a Membership renewal. A Wallet-funded renewal will be reflected as a debit against the Wallet balance.

18. Wallet Withdrawals

Unless an exception applies, the minimum Wallet withdrawal amount is R1,000. Before approving a withdrawal, YourLifeFile may require proof of identity:

  • proof of the Member's bank account;
  • confirmation that the bank account belongs to the Member;
  • tax or other information where legally required;
  • confirmation of the source of the Wallet credits;
  • and any additional information reasonably required for fraud prevention or legal compliance..
  • Withdrawals are subject to Administrator approval;
  • will only be made to an approved bank account;
  • may be delayed while verification is completed;
  • may be reduced by lawful reversals, corrections or charges disclosed in advance;
  • and may be refused where fraud, misuse, identity concerns, payment reversals or legal restrictions are suspected..

YourLifeFile does not guarantee that a withdrawal will be processed within a specific period unless a processing period is expressly stated.

19. Creating Your Life File

The Platform allows you to create a structured reference record of important life information and upload supporting documents. Your Life File may include information relating to your Will and estate arrangements:

  • funeral cover or assistance arrangements;
  • life, disability, severe illness or income-protection policies;
  • investments and savings;
  • medical aid, medical insurance, gap cover and medical contacts;
  • bank accounts and liabilities;
  • short-term insurance;
  • other important assets or arrangements;
  • personal messages;
  • trusted persons;
  • and supporting documents..

You decide what information to record, subject to the functionality, security rules, storage limits and prohibited-content rules of the Platform.

20. Accuracy and Updating of Information

  • You are solely responsible for the accuracy of the information you provide;
  • keeping your Life File current;
  • reviewing your information regularly;
  • removing outdated records;
  • uploading the correct documents;
  • ensuring that documents are readable and complete;
  • ensuring that contact information remains correct;
  • and recording the location of original documents where relevant..

YourLifeFile does not independently verify whether a policy remains active; whether an account exists; whether a document is legally valid; whether a Will has been properly executed; whether a beneficiary nomination is valid; whether a professional adviser remains appointed; whether an uploaded document is the latest version; or whether the information is sufficient for any legal, financial, medical or estate purpose. Platform reminders are provided as a convenience and do not replace your responsibility to maintain your Life File.

21. Original Documents

Uploading a copy of a document does not replace the original document. Certain documents, including Wills and other legal records, may require an original signed document or compliance with particular formalities. You are responsible for safely storing original documents:

  • recording where originals are located;
  • ensuring that the appropriate person knows how to locate them;
  • and obtaining professional advice regarding legal validity and storage requirements..

YourLifeFile does not act as the custodian of any original document merely because a copy has been uploaded to the Platform.

22. Information You Must Not Store

  • You must not enter or upload passwords;
  • PIN numbers;
  • one-time passwords;
  • authentication codes;
  • security-question answers;
  • online banking login details;
  • private cryptographic keys or seed phrases;
  • card security codes;
  • malicious software;
  • unlawful content;
  • content that infringes another person's rights;
  • content obtained unlawfully;
  • content intended to facilitate fraud, abuse or criminal activity;
  • or any other content prohibited by the Platform..

If prohibited information is uploaded, YourLifeFile may remove it, restrict access to it, suspend the Account or take any other reasonable protective action.

23. Uploads, Storage and File Limits

  • The Platform may impose limits relating to the number of documents;
  • individual file sizes;
  • total storage;
  • file formats;
  • image or document quality;
  • link types;
  • malware scanning;
  • and other technical requirements..

YourLifeFile may reject, quarantine, remove or prevent access to a file that contains malware or harmful code:

  • creates a security risk;
  • is corrupted;
  • uses an unsupported format;
  • exceeds a Platform limit;
  • appears unlawful;
  • or breaches these Terms. You should retain your own copies and backups of important documents..

YourLifeFile is not intended to be the only location where irreplaceable information or documents are stored.

24. Personal Messages and External Links

You may use the Platform to record personal messages, upload supporting documents and store links to video or audio messages hosted by third-party services. YourLifeFile does not control third-party cloud-storage providers or external links.

  • You are responsible for ensuring that the link remains active;
  • the correct sharing permissions are applied;
  • the intended person can access the content;
  • the content complies with applicable law;
  • and you retain an alternative copy where appropriate..

YourLifeFile is not liable if an external link expires, changes, is deleted, becomes inaccessible or is controlled by another service provider.

25. Information About Other People

Your Life File may contain Personal Information relating to other people, including Trusted Persons; beneficiaries; family members; executors; advisers; attorneys; healthcare providers; emergency contacts; service providers; and other relevant persons. Where you provide another person's Personal Information, you confirm that you have a lawful reason or appropriate authority to provide it; the information is relevant to the purpose of your Life File; you will not provide excessive or unnecessary information; the information is, to the best of your knowledge, accurate; and, where required, you have informed the person that their information will be stored and processed through YourLifeFile.

You remain responsible for the lawfulness of information you enter about another person, including, where the GDPR or UK GDPR applies to you, compliance with those laws.

26. Trusted Persons

You may nominate one or more Trusted Persons through the Platform, subject to the applicable limits and functionality. You are responsible for selecting appropriate Trusted Persons:

  • obtaining and recording their correct contact details;
  • informing them that they have been nominated;
  • explaining the purpose of YourLifeFile to them;
  • updating or replacing them when circumstances change;
  • and ensuring that their nomination does not conflict with your legal arrangements..
  • Nomination as a Trusted Person does not grant immediate access to the Life File;
  • does not transfer ownership of information;
  • does not appoint the person as executor, agent, guardian, trustee or beneficiary;
  • does not override a Will, power of attorney, court order or applicable law;
  • does not guarantee that an Access Request will be approved;
  • and remains subject to verification and Administrator approval..

27. Access Requests

An Access Request may be submitted in circumstances permitted by the Platform, including the death of the Member:

  • serious illness;
  • incapacity;
  • another verified situation in which the Member cannot manage their affairs;
  • or another circumstance recognised by applicable law or approved by YourLifeFile..

Submitting an Access Request does not create an automatic right of access. YourLifeFile may require documents including proof of the requestor's identity:

  • proof of the requestor's relationship to the Member;
  • a death certificate;
  • identification relating to the deceased Member;
  • medical evidence of incapacity;
  • a Letter of Executorship or other authority;
  • court documents;
  • proof that nominated Trusted Persons are unavailable, deceased or incapacitated;
  • declarations or affidavits;
  • contact information for relevant professionals;
  • and any additional evidence reasonably required for verification..
  • YourLifeFile may contact the Member where appropriate;
  • contact Trusted Persons;
  • contact an executor, attorney, healthcare professional or other relevant person;
  • request further information;
  • delay the request while verification is conducted;
  • approve limited rather than full access;
  • reject the request;
  • or refer the matter for legal advice..
  • YourLifeFile may refuse an Access Request where identity cannot be verified;
  • authority has not been established;
  • documents appear incomplete, altered or fraudulent;
  • the request conflicts with another credible claim;
  • there is a legal dispute;
  • access may cause unlawful disclosure;
  • a court order or legal restriction applies;
  • or YourLifeFile reasonably considers the request unsafe or unlawful..

This process is further described in the Access Request Declaration.

28. Third-Party Access Requests

Where all nominated Trusted Persons are deceased, incapacitated, unavailable or otherwise unable to act, YourLifeFile may consider an Access Request from another person who demonstrates a lawful and legitimate basis for requesting access.

  • The requestor must provide satisfactory evidence of their identity;
  • their authority or legitimate interest;
  • the Member's death or incapacity;
  • the unavailability of the nominated Trusted Persons;
  • and any other information required by YourLifeFile..

Third-party access is exceptional and remains subject to enhanced verification, legal review and Super Administrator approval where required.

29. Access During Incapacity

Where access is requested because of illness or incapacity, YourLifeFile may require appropriate medical, legal or other supporting evidence.

Access may be limited to information reasonably necessary for the circumstances. Access granted during incapacity does not create a power of attorney:

  • authorise the requestor to transact on the Member's accounts;
  • authorise the amendment of policies, investments or legal documents;
  • authorise the requestor to act as guardian or curator;
  • or replace any authority required by law..

30. Deceased Members

When an Access Request based on the death of a Member is approved, the Member's Account may be suspended:

  • the Life File will be treated as an Archived Life File;
  • approved access may be granted in accordance with the applicable process;
  • a Wallet estate-payment request may be created automatically;
  • ordinary referral activity and Member withdrawals will cease;
  • and the Life File will enter the applicable retention lifecycle..

Approval of access does not appoint the requestor as executor or give the requestor legal authority over the deceased estate. The requestor remains responsible for dealing with the relevant institutions, service providers, executor and authorities.

31. Deceased Member Wallet Balances

Any valid Wallet balance belonging to a Deceased Member will be treated as an amount payable to the deceased estate, subject to verification and applicable law.

The ordinary R1,000 minimum withdrawal threshold does not apply to a verified estate payment. Before payment, YourLifeFile may require a valid death certificate:

  • a Letter of Executorship or other acceptable proof of authority;
  • proof of the executor's identity;
  • confirmation of the deceased estate's banking details;
  • proof that the bank account belongs to the deceased estate;
  • completed declarations or payment forms;
  • and any additional documents reasonably required..
  • Payment will only be made to the verified deceased estate;
  • after the required documents have been approved;
  • after any invalid or reversed Wallet credits have been deducted;
  • and after Administrator approval..

YourLifeFile will not pay a deceased Member's Wallet balance directly to a Trusted Person, family member, beneficiary or executor in their personal capacity merely because they submitted or received approval for an Access Request.

32. Membership and Life File Lifecycle

A Life File may move through the following stages: Active (the Member has an Active Membership and may access the Platform); Suspended (the Member cannot access the Platform because the trial or Membership expired, payment was not received, a breach occurred or another suspension reason applies); Archived (the Life File is retained securely but is not ordinarily accessible through the suspended Account); Eligible for Deletion (the applicable retention period has expired and the Life File may be scheduled for permanent deletion); and Permanently Deleted (the deletion has been approved and completed, after which the Life File cannot ordinarily be restored).

The status of a Life File may differ from the status of a particular Access Request or Wallet transaction.

33. Reactivating a Suspended Membership

Subject to the Life File still being retained and the Account remaining eligible for reactivation, a suspended Member may choose one of the following options.

Option 1:

Restore the Existing Membership. The Member may pay all outstanding annual Membership Fees applicable to the suspended period. Once all required amounts have been successfully paid and the reactivation has been approved, the existing Account may be restored:

  • the existing Life File will remain intact;
  • retained information and documents will become accessible again;
  • valid Wallet records may remain associated with the Account;
  • and the Membership will continue subject to these Terms..

Option 2:

Register as a New Member. The person may elect to create a new Account and start a new Life File rather than restore the previous Membership. By selecting this option, the person acknowledges that the previous Life File will not be transferred to the new Account; instructs YourLifeFile to schedule the previous Life File for permanent deletion; acknowledges that previous information, documents and history may be permanently lost; acknowledges that deletion cannot be reversed once completed; and must create the new Life File from the beginning. Permanent deletion of the previous Life File remains subject to the required internal authorisation and deletion process. YourLifeFile may require identity verification before linking, restoring or deleting any Account.

34. Data Retention

YourLifeFile has adopted a structured retention period for suspended, archived and deceased Life Files. Unless a different period is required by law; legal proceedings are pending or reasonably anticipated; a dispute, fraud investigation or Access Request remains unresolved; the Member validly instructs an earlier deletion that may lawfully be implemented; or another lawful reason applies, YourLifeFile may retain an Archived Life File for up to five years from the applicable suspension, archival, termination or deceased-status date.

The five-year retention approach is an internal governance and record-management policy. It must not be interpreted as a representation that YourLifeFile is a financial institution or is subject to every record-retention rule applicable to financial institutions. During the retention period, the Life File may remain inaccessible to the suspended Member; the data may continue to be secured, backed up and processed for legitimate operational, legal and security purposes; reactivation may remain possible subject to these Terms; and approved Access Requests may still be processed where appropriate. Further detail on retention, data subject rights and, where applicable, GDPR and UK GDPR requirements is set out in the Privacy Policy.

35. Deletion

After the applicable retention period expires, a Life File may become eligible for permanent deletion. Deletion is not necessarily instantaneous or fully automated. Before permanent deletion, the Life File must be identified as eligible:

  • any legal, security, dispute, estate, Wallet or Access Request hold must be considered;
  • the deletion must receive the required Administrator approval;
  • and the applicable deletion process must be completed..
  • Once permanently deleted, the Life File cannot ordinarily be recovered;
  • the Member or estate may lose access to all stored information and documents;
  • associated records may be anonymised or removed;
  • and limited records may still be retained where required by law, for security, audit, fraud prevention, dispute resolution or proof of transactions..

Deletion from active systems may not immediately remove every encrypted backup copy. Backup information may remain until overwritten or deleted in accordance with normal backup cycles, subject to restricted access and lawful retention.

36. Requests for Deletion

You may request deletion of Personal Information, subject to applicable law and the Platform's verification requirements. Where the GDPR or UK GDPR applies, this includes the right to erasure under Article 17, subject to the conditions and exemptions in that law.

YourLifeFile may decline or delay a deletion request where retention is reasonably necessary for compliance with law:

  • proof of transactions or consent;
  • fraud prevention;
  • security investigations;
  • pending or anticipated disputes;
  • Access Request administration;
  • estate administration;
  • Wallet reconciliation;
  • the establishment, exercise or defence of legal claims;
  • or another lawful purpose..

Before implementing a deletion request, YourLifeFile may require identity verification and confirmation that the Member understands the consequences.

37. Privacy and Personal Information

YourLifeFile processes Personal Information in accordance with its Privacy Policy, POPIA Notice / POPIA Consent and applicable law, including POPIA and, where applicable, the GDPR and UK GDPR. Personal Information may be processed for purposes including registration and Account administration; Membership management; payments and renewals; Referral Rewards and Wallet administration; Life File storage and functionality; security and fraud prevention; system communications; Access Request verification; estate-related processes; support and technical maintenance; legal compliance; and the establishment, exercise or defence of legal rights. You should review the Privacy Policy for further information about the categories of information collected; the purposes and lawful bases of processing; service providers and Operators (Processors); retention; security; cross-border and international transfers; your rights, including your rights under the GDPR or UK GDPR where applicable; and privacy complaints.

38. Security

YourLifeFile will take reasonable organisational and technical measures intended to protect Personal Information under its control. However, no online service, database, transmission method or security system can be guaranteed to be completely secure or uninterrupted.

  • You are responsible for selecting a strong password;
  • keeping your password confidential;
  • protecting access to your email account and devices;
  • logging out of shared devices;
  • not sharing authentication information;
  • reporting suspected unauthorised access promptly;
  • and keeping your devices and software reasonably secure..
  • You must notify YourLifeFile promptly if you believe your Account has been compromised;
  • your password has been disclosed;
  • someone has accessed your Life File without authority;
  • your email account has been compromised;
  • or an Access Request or Wallet transaction is suspicious..

YourLifeFile may temporarily restrict access while a security concern is investigated.

39. Security Compromises and Personal Data Breaches

If YourLifeFile has reasonable grounds to believe that Personal Information has been accessed or acquired by an unauthorised person, YourLifeFile will investigate and take steps required under applicable law.

Where legally required under POPIA, YourLifeFile may notify the Information Regulator; affected Members or other data subjects; law-enforcement authorities; service providers; or other relevant parties. Where the GDPR or UK GDPR applies, YourLifeFile will notify the competent Supervisory Authority without undue delay and, where feasible, within 72 hours of becoming aware of a notifiable personal data breach, and will notify affected data subjects where the breach is likely to result in a high risk to them.

Notifications may be delayed or limited where permitted or required by law, including where a law-enforcement authority directs that notification be delayed.

40. Service Providers

YourLifeFile may use service providers to support the Platform, including providers of hosting and cloud infrastructure:

  • data storage and backups;
  • software development and maintenance;
  • email and messaging services;
  • payment processing;
  • identity verification;
  • cybersecurity;
  • analytics and system monitoring;
  • customer support;
  • and professional services..

Service providers may process information only to the extent required to provide their services, subject to appropriate contractual, confidentiality and security arrangements where required. Where the GDPR or UK GDPR applies, Operators (Processors) are engaged under written agreements meeting the requirements of Article 28.

41. Cross-Border and International Processing

Some service providers, servers, support systems or backups may be located outside South Africa. Where Personal Information is transferred outside South Africa, YourLifeFile will take reasonable steps to ensure that the transfer complies with applicable data-protection requirements, including section 72 of POPIA.

Where Personal Information protected by the GDPR or UK GDPR is transferred outside the EEA or the United Kingdom to a country without an adequacy decision, YourLifeFile will implement an appropriate safeguard under Chapter V, such as Standard Contractual Clauses or the UK International Data Transfer Agreement or Addendum. Further details are contained in the Privacy Policy.

42. Acceptable Use

You may use the Platform only for its intended lawful purpose.

  • You may not attempt to gain unauthorised access to any Account, Life File or system;
  • probe or test Platform security without written authorisation;
  • introduce viruses, malware or harmful code;
  • interfere with Platform availability or performance;
  • scrape or extract Platform information by automated means without permission;
  • reverse-engineer the Platform except where the law permits;
  • circumvent access, payment or membership controls;
  • impersonate another person;
  • submit fraudulent Access Requests;
  • upload unlawful, defamatory, threatening or infringing material;
  • harass others;
  • use the Platform for money laundering, fraud or other crime;
  • or help anyone do these things..

43. Fraudulent Access Requests and False Information

  • Providing false information, false documents or misleading declarations in connection with an Access Request may result in immediate rejection of the request;
  • suspension of related Accounts;
  • preservation of records for investigation;
  • reporting to the affected Member, executor or relevant parties;
  • reporting to law-enforcement or regulatory authorities where appropriate;
  • civil proceedings;
  • and criminal proceedings where applicable. You may be held responsible for losses, costs or harm caused by a fraudulent or unlawful request..

44. Suspension

YourLifeFile may suspend all or part of your access where a Trial Membership or Annual Membership expires:

  • a payment is outstanding, reversed or disputed;
  • you breach these Terms;
  • fraud or misuse is suspected;
  • your identity cannot be verified;
  • your Account creates a security risk;
  • an Access Request relating to death or incapacity is approved;
  • YourLifeFile is required to do so by law or court order;
  • maintenance or emergency action is necessary;
  • or suspension is otherwise reasonably necessary to protect Members, third parties or the Platform..

Where reasonably possible, YourLifeFile will notify you of a suspension and the reason for it, unless doing so would compromise security, an investigation or a legal obligation.

45. Termination

YourLifeFile may terminate an Account or Membership where there is a serious or repeated breach of these Terms:

  • the Account was created fraudulently;
  • the Member repeatedly abuses the Referral Programme;
  • the Member submits fraudulent Access Requests;
  • the Platform is used for unlawful purposes;
  • continued access creates a material security or legal risk;
  • YourLifeFile is required to terminate the Account by law;
  • or the Platform or relevant service is discontinued..
  • Termination does not automatically remove amounts lawfully due;
  • rights that arose before termination;
  • records required for legal, audit or security purposes;
  • the application of retention rules;
  • or provisions intended to survive termination..

46. Platform Availability

YourLifeFile aims to make the Platform reasonably available but does not guarantee uninterrupted, immediate or error-free access. The Platform may be unavailable because of scheduled maintenance; emergency maintenance; software updates; hosting or infrastructure failures; internet or telecommunications failures; power interruptions; cybersecurity incidents; third-party service failures; events beyond YourLifeFile's reasonable control; or other technical or operational reasons. Where reasonably possible, YourLifeFile will attempt to restore affected services and communicate material outages.

47. Changes to the Platform

YourLifeFile may modify, improve, replace, limit or remove features from time to time. Changes may be made for reasons including security; legal compliance; technical improvements; service-provider changes; user experience; commercial requirements; or the discontinuation of obsolete functionality. YourLifeFile does not guarantee that a particular feature, layout, integration, document type or process will remain available indefinitely.

Where a material change significantly reduces a paid service during an active membership period, YourLifeFile will address the change in accordance with applicable law.

48. Third-Party Services and Links

The Platform may contain links to, integrate with or rely on third-party services. YourLifeFile does not control and is not responsible for third-party websites:

  • payment providers;
  • cloud-storage providers;
  • email providers;
  • telecommunications providers;
  • financial institutions;
  • insurers;
  • medical schemes;
  • professional advisers;
  • or other external institutions. Your use of a third-party service may be governed by separate terms and privacy policies..

49. Intellectual Property

  • All rights in the Platform, including its software;
  • source code;
  • design;
  • layout;
  • logos;
  • trademarks;
  • graphics;
  • questionnaires;
  • educational content;
  • processes;
  • documentation;
  • and databases, belong to YourLifeFile or its licensors and are protected by applicable intellectual-property laws..

You receive a limited, personal, revocable, non-exclusive and non-transferable right to use the Platform in accordance with these Terms. You may not copy, reproduce, distribute, commercialise, modify or create derivative works from Platform content without prior written permission, except where permitted by law.

50. Ownership of Member Content

You retain your rights in the information and documents that you lawfully create or upload. By providing content to the Platform, you grant YourLifeFile a limited right to store it:

  • back it up;
  • display it to you;
  • process it to provide Platform functionality;
  • make it available through an approved Access Request;
  • scan it for security purposes;
  • migrate it between authorised systems;
  • and otherwise process it as described in these Terms and the Privacy Policy..

This permission exists only for the operation, security, administration and lawful provision of the Platform and does not transfer ownership of your content to YourLifeFile.

51. Feedback

If you provide suggestions, ideas or feedback about the Platform, YourLifeFile may use that feedback to improve its services without being required to compensate you. This does not give YourLifeFile ownership of your Personal Information or Life File content.

52. No Professional Relationship

Your use of the Platform does not create an adviser-client relationship; an attorney-client relationship; a doctor-patient relationship; a fiduciary relationship; an insurance intermediary relationship; an executor relationship; a trustee relationship; or an agency relationship. YourLifeFile does not accept responsibility for advising you on what products, policies, accounts, documents or arrangements you should have.

53. No Guarantee of Access or Outcome

  • YourLifeFile does not guarantee that a Trusted Person will submit an Access Request;
  • an Access Request will be approved;
  • a request will be processed before information is urgently needed;
  • a third-party institution will accept information obtained from the Platform;
  • an executor or family member will act on the information;
  • an uploaded document will be legally valid;
  • external service-provider contact details will remain current;
  • information will result in a successful claim or payment;
  • or the Platform can replace emergency, legal or professional procedures..

54. Emergency Situations

YourLifeFile is not an emergency service. You must not rely on the Platform as the only means of accessing information required during a medical, security or other emergency. In an emergency, contact the appropriate emergency service, healthcare provider, law-enforcement authority or responsible person directly.

55. Disclaimers

IMPORTANT - PLEASE READ SECTIONS 55 TO 57 CAREFULLY. THESE PROVISIONS LIMIT YOUR RIGHTS, LIMIT OR EXCLUDE YOURLIFEFILE’S LIABILITY, PLACE CERTAIN RISKS ON YOU, AND REQUIRE YOU TO INDEMNIFY YOURLIFEFILE IN CERTAIN CIRCUMSTANCES. THEY DO NOT AFFECT ANY RIGHT OR REMEDY THAT CANNOT LAWFULLY BE EXCLUDED OR LIMITED, INCLUDING UNDER THE CONSUMER PROTECTION ACT 68 OF 2008. BY ACCEPTING THESE TERMS YOU CONFIRM THAT THESE PROVISIONS HAVE BEEN DRAWN TO YOUR ATTENTION AND THAT YOU HAVE HAD AN OPPORTUNITY TO UNDERSTAND THEM.

To the fullest extent permitted by law, the Platform is provided on an "as available" basis. YourLifeFile does not warrant that the Platform will always be available:

  • all errors will be corrected immediately;
  • all uploaded files will remain readable;
  • external links will remain active;
  • the Platform will meet every individual requirement;
  • the Platform will be suitable in every country;
  • all Member-provided information is correct;
  • or the use of the Platform will prevent loss, delay, disputes or administrative difficulties..

Nothing in these Terms excludes any warranty, right or remedy that cannot lawfully be excluded, including your rights to fair value, good quality and safe goods and services and the implied warranty of quality under sections 55 and 56 of the Consumer Protection Act 68 of 2008. The ‘as available’ basis and the disclaimers described above do not override or limit those rights.

56. Limitation of Liability

Nothing in these Terms is intended to exclude or limit liability where such exclusion or limitation is prohibited by applicable law, including the Consumer Protection Act 68 of 2008.

Subject to the preceding paragraph and to the fullest extent permitted by law, YourLifeFile will not be liable for indirect, special, incidental or consequential loss arising from or relating to inaccurate or outdated Member information:

  • failure to update a Life File;
  • loss of an original document;
  • an expired or inaccessible external link;
  • a third party's conduct;
  • an institution refusing to accept information;
  • a delayed, rejected or fraudulent Access Request;
  • a Member's failure to protect Account credentials;
  • service interruptions;
  • events outside YourLifeFile's reasonable control;
  • the deletion of data in accordance with an authorised instruction or retention process;
  • the consequences of relying on the Platform instead of obtaining professional advice;
  • or the use of the Platform for a purpose for which it was not designed..

Where YourLifeFile is legally liable and the law permits a monetary limitation, YourLifeFile's aggregate liability arising from the affected paid Membership will be limited to the greater of (a) the total Membership Fees actually paid by the affected Member to YourLifeFile during the 12 months preceding the event giving rise to the claim; and (b) R90.

This limitation does not apply, and nothing in these Terms excludes or limits YourLifeFile’s liability, for: death or personal injury caused by YourLifeFile’s negligence:

  • fraud or fraudulent misrepresentation;
  • gross negligence or wilful misconduct;
  • or any other liability that cannot lawfully be excluded or limited, including under the Consumer Protection Act 68 of 2008..

57. Indemnity

To the extent permitted by law, you indemnify YourLifeFile, its directors, employees and authorised service providers against claims, losses, liabilities, damages and reasonable costs arising directly from your unlawful use of the Platform:

  • your breach of these Terms;
  • information or documents you upload without authority;
  • your infringement of another person's rights;
  • a fraudulent or misleading Access Request submitted by you;
  • your misuse of the Referral Programme;
  • or false or materially inaccurate information supplied by you..

This indemnity does not apply to the extent that the claim was caused by YourLifeFile's own unlawful conduct, gross negligence or other conduct for which liability cannot lawfully be excluded.

58. Events Beyond Reasonable Control

YourLifeFile will not be responsible for delay or failure caused by circumstances beyond its reasonable control, including natural disasters:

  • fire or flood;
  • war, civil unrest or terrorism;
  • pandemics;
  • government action;
  • national power failures;
  • telecommunications failures;
  • internet disruptions;
  • cyberattacks despite reasonable safeguards;
  • failure of third-party infrastructure;
  • or other similar events. YourLifeFile will take reasonable steps to restore services where practicable..

59. Complaints and Support Questions

59.1 Complaints or support requests may be submitted to:

59.2 Company: YourLifeFile (Pty) Ltd

59.3 Registration number: 2026/072254/07

59.4 Information Officer: Christo Odendaal

59.5 Information Officer email: christo@yourlifefile.co.za

59.6 General email: info@yourlifefile.co.za

59.7 Physical address: 10 Lantana Street, West Acres, Mbombela, Mpumalanga, South Africa, 1201

59.8 Website: www.yourlifefile.co.za

  • When submitting a complaint, please provide your full name;
  • the email address linked to your Account;
  • a description of the issue;
  • relevant dates;
  • supporting documents where appropriate;
  • and the outcome you are requesting..

YourLifeFile may require identity verification before discussing Account-specific information.

60. Consumer and Privacy Complaints

Nothing in these Terms prevents you from exercising any right or submitting any complaint available under applicable law. Where appropriate, a person may submit a complaint to the relevant authority, including the Information Regulator or the National Consumer Commission. Where the GDPR or UK GDPR applies to you, you may also lodge a complaint with a competent Supervisory Authority in the EU or the United Kingdom, including the Information Commissioner's Office (ICO) in the United Kingdom. You are encouraged to contact YourLifeFile first so that we have an opportunity to investigate and attempt to resolve the matter.

61. Notices

YourLifeFile may send notices to the latest email address, telephone number or other contact details recorded on your Account. A notice sent electronically will be regarded as received in accordance with applicable law, unless evidence shows otherwise.

You must promptly update your contact details when they change. A notice sent to outdated contact details because you failed to update your Account will not automatically be invalid.

62. Amendments to These Terms

  • YourLifeFile may amend these Terms to reflect legal or regulatory changes;
  • security requirements;
  • new or changed functionality;
  • changes to Memberships, payments, Wallets or referrals;
  • service-provider changes;
  • operational improvements;
  • or other legitimate business requirements..

The updated Terms will be published on the Platform with an updated effective date. Where a change is material, YourLifeFile may notify Members and require renewed acknowledgement or acceptance. Your continued use of the Platform after the effective date of updated Terms constitutes acceptance where permitted by law. If you do not agree to a material amendment, you may stop using the Platform and exercise any cancellation rights available to you.

63. Assignment

You may not transfer your Account, Membership or rights under these Terms to another person without YourLifeFile's prior written approval. YourLifeFile may transfer or assign its rights and obligations as part of a lawful restructuring, merger, sale, transfer of business or similar transaction, subject to applicable law and appropriate protection of Personal Information.

64. No Waiver

If YourLifeFile does not immediately enforce a provision of these Terms, this does not mean that the provision has been waived. A waiver will only be valid if recorded in writing by an authorised representative of YourLifeFile.

65. Severability

If any provision of these Terms is found to be invalid, unlawful or unenforceable, that provision will be interpreted or limited to the minimum extent necessary. The remaining provisions will continue to apply.

66. Entire Agreement

These Terms, together with the documents and policies incorporated by reference, constitute the agreement between you and YourLifeFile regarding your use of the Platform. They replace prior representations or agreements relating to the same subject matter, except where expressly preserved in writing.

67. Governing Law and Jurisdiction

These Terms are governed by the laws of the Republic of South Africa. Subject to any consumer right to approach a competent tribunal, regulator, ombud, commission or court, the parties submit to the jurisdiction of the South African courts. Nothing in this clause limits a right that cannot lawfully be limited.

68. Confirmation of Acceptance

By clicking the applicable acceptance button and continuing with registration or use of the Platform, you confirm that: you have read, understood and agree to be legally bound by these Terms and Conditions; you have reviewed the Privacy Policy, POPIA Notice / POPIA Consent and Disclaimer; you understand that YourLifeFile is an information organisation and storage platform and does not provide professional advice; you accept responsibility for the accuracy and maintenance of your Life File; you understand the Membership, suspension, retention, reactivation and deletion processes; you understand that Access Requests are subject to verification and approval; you understand the Referral Reward and Wallet rules; you acknowledge that the disclaimers, limitation of liability and indemnity in sections 55 to 57 have been drawn to your attention and you specifically accept them; and you are legally capable of entering into this agreement.

If you do not accept these Terms and Conditions, you must select the option to cancel registration and must not use the Platform.