Legal
Virtual Executive Suite (the “Service”) is an online business-advisory application operated by Excella Investments (Pty) Ltd, a private company registered in the Republic of South Africa (“we”, “us”, “our”). The Service is available at https://virtualexecsuite.com and any successor address we publish.
These Terms of Service (the “Terms”) are a binding agreement between you and us. By creating an account, paying for a plan, or using the Service in any way, you agree to these Terms, to the Refund & Cancellation Policy in Part B, and to the Privacy Policy in Part C. If you do not agree, please do not use the Service.
If you use the Service on behalf of a business, you confirm that you are authorised to bind that business, and “you” includes that business.
The Service provides five AI-powered “virtual advisors” (a Virtual CEO, CFO, CMO, COO and CRO) which generate business guidance based on the information you enter about your business (your “Business Profile”). Depending on your plan, the Service also provides a dashboard, weekly action digests, a Business Diagnostic, scenario testing, and exportable reports.
Important: the Service is not professional advice. The advisors are automated software using artificial intelligence. Their output is general business information and educational guidance generated from the data you provide. It is not financial, investment, tax, accounting, legal, or human-resources advice, and it does not create any professional–client relationship. Nothing produced by the Service is a substitute for advice from a registered accountant, tax practitioner, attorney, financial services provider, or other suitably qualified professional who knows your specific circumstances. You alone are responsible for any decision you make and any action you take.
AI-generated content can be incomplete, out of date, or wrong, and can differ from one session to the next. Always verify important figures and claims before relying on them, and obtain qualified professional advice before making decisions involving tax, SARS or CIPC compliance, employment law, borrowing, investment, or any matter with material financial or legal consequences.
Prices are in South African Rand (ZAR) and are shown on the Service’s Pricing page. At the effective date of these Terms our plans are:
| Plan | Monthly | Annual (2 months free) | Includes |
|---|---|---|---|
| Starter | R299 | R2,990 | Virtual CEO, company profile and dashboard, weekly digest (top action) |
| Growth | R899 | R8,990 | All five advisors with orchestration, full weekly digest, escalation flagging |
| Scale | R2,499 | R24,990 | Everything in Growth, plus scenario testing, multiple business profiles, extended depth, and unlimited report exports |
In addition, the following one-off purchases are available on the Starter and Growth plans: individual Board Report / Funding Pack unlocks at R149 each, and the full Business Diagnostic report at R499. Prices include VAT where applicable and may change; we will give you at least 30 days’ notice by email or in the Service before a price change affects an existing subscription.
Every new account starts with a three-day free trial of the Growth plan. No payment details are required to start the trial, and nothing is charged when it ends. The trial includes an allowance of 30 advisor messages. Reports and the Business Diagnostic may be previewed during the trial but not exported, downloaded or purchased. When the trial ends without a plan having been chosen, your profile and history are kept, and the advisors, reports and diagnostic are paused until you subscribe. One trial is available per business; we may withdraw trial access where we see accounts being created to obtain repeated trials.
You may upgrade at any time; the new plan takes effect immediately and is charged at the new price on the next billing date. You may downgrade at any time; the downgrade takes effect at the end of your current billing period so that you keep the features you have already paid for.
Paid plans include a generous monthly allowance of advisor messages intended for reasonable everyday use by one business (as a guide: around 100 messages a month on Starter, 300 on Growth and 1,500 on Scale). We will warn you inside the Service before you reach your allowance. Automated, scripted, or resale use of the advisors falls outside fair use, and we may throttle or suspend such use.
You agree not to:
Your content. You own the information you enter into the Service (your Business Profile, answers, and messages) and the reports generated for you from that information. You grant us a limited licence to store, process and transmit that content solely to provide the Service to you, as described in the Privacy Policy.
Our property. The Service, including its software, design, text, prompts, advisor personas, scoring models, branding and the “Virtual Executive Suite” name, is owned by or licensed to Excella Investments (Pty) Ltd and is protected by copyright, trade mark and other laws. We grant you a personal, non-transferable, non-exclusive licence to use the Service for your business for as long as your subscription is active and you comply with these Terms.
We aim to keep the Service available at all times but do not guarantee uninterrupted access; maintenance, third-party outages (including our hosting, database, AI and payment providers) and events outside our control may cause downtime. We may add, change or remove features. If we withdraw a feature that is material to a plan you have paid for, you may cancel and receive a pro-rata refund of the unused portion of any prepaid period.
To the fullest extent permitted by South African law, including the Consumer Protection Act 68 of 2008 (“CPA”) where it applies to you:
Nothing in these Terms limits or excludes liability that cannot be limited or excluded by law, including any rights you have under the CPA as a consumer, or liability for fraud or gross negligence.
You may close your account at any time from the Settings screen or by emailing us. We may suspend or terminate your account, with notice where practicable, if you materially breach these Terms, if payment for your plan fails and is not resolved within 14 days, or if required by law. On termination your licence to use the Service ends; we will retain and delete your data as described in the Privacy Policy, and you may request an export of your data before closure.
These Terms are governed by the laws of the Republic of South Africa. If you have a complaint, please contact us first at hello@virtualexecsuite.com, as we aim to acknowledge complaints within 2 business days and resolve them within 10 business days. Nothing in these Terms prevents you from approaching the National Consumer Commission, a consumer court, or the ordinary courts, or from exercising any right under the CPA or the Electronic Communications and Transactions Act 25 of 2002 (“ECTA”). Subject to those rights, the courts of South Africa have jurisdiction over any dispute.
We may update these Terms from time to time. We will post the new version at this address with a new effective date and, for material changes, notify you by email or in the Service at least 14 days before they take effect. Continuing to use the Service after that date means you accept the updated Terms. If you do not accept them, you may cancel under Part B.
These Terms, together with Parts B and C and the Pricing page, are the entire agreement between you and us about the Service. If any provision is found unenforceable, the rest remains in force. Our failure to enforce a right is not a waiver of it. You may not transfer your account or these Terms to anyone else without our written consent.
This policy explains, in plain language, how cancellations and refunds work. It forms part of the Terms of Service and applies together with your rights under the Consumer Protection Act and the Electronic Communications and Transactions Act.
7-day money-back guarantee. If you are not satisfied with the Service, you may request a full refund of your first subscription payment within 7 calendar days of that payment, no questions asked. Email hello@virtualexecsuite.com from your account email with the subject “Refund request”. This guarantee applies once per customer and to the first payment on a new subscription only.
Because you can cancel at any time before a renewal, renewal payments for monthly plans are not refundable once charged, except as set out in section 5 below. For annual plans, if you cancel during the year we will refund the unused full months remaining on the plan, less the difference between the discounted annual rate and the standard monthly rate for the months you have used.
Report unlocks (R149) and the Business Diagnostic report (R499) are digital products delivered immediately. Once a report has been generated and made available for viewing or export, the purchase is not refundable, unless the report is defective (for example, it fails to generate or export) and we cannot fix the problem within 5 business days of you telling us, in which case we will refund it in full.
Regardless of the above, we will refund you in full or pro rata, as appropriate, if:
Approved refunds are returned to the original payment method through Payfast. We process refunds within 5 business days of approval; depending on your bank, the money may take a further 3–10 business days to reflect. We do not charge a fee for refunds. If you believe a refund has been wrongly refused, you may escalate under section 11 of the Terms.
This Privacy Policy explains how Excella Investments (Pty) Ltd collects, uses, stores and shares personal information when you use Virtual Executive Suite, in line with the Protection of Personal Information Act 4 of 2013 (“POPIA”). We are the responsible party for this information.
| Category | Examples | Source |
|---|---|---|
| Account information | Email address, password (stored only as a secure hash), sign-in times | You, when you register |
| Business Profile | Business name, industry, stage, headcount, monthly revenue and costs, cash balance, margins, goals, risks, hours worked | You, during intake and when editing your profile |
| Advisor conversations | The questions you ask and the responses generated | You and the Service |
| Diagnostic answers | Your responses to the Business Diagnostic questionnaire and resulting scores | You |
| Subscription and payment | Your plan, purchase history, Payfast payment references and status. We do not receive or store card numbers. | Payfast and our billing records |
| Usage information | Features used, message counts against your fair-use allowance, technical logs (IP address, browser type, error reports) | Collected automatically |
We do not deliberately collect special personal information (such as health, religion, or biometric data) and ask you not to enter it. We do not knowingly collect information from children under 18.
We do not sell your personal information, and we do not use your Business Profile or conversations to train AI models.
We use a small number of specialist service providers (“operators” under POPIA) who process information on our behalf under written agreements and only on our instructions:
| Provider | Purpose | Location of processing |
|---|---|---|
| Supabase, Inc. | Secure database and user authentication | Data centres in Europe |
| Vercel, Inc. | Website hosting and server functions | Global edge network; server functions in the United States / Europe |
| Anthropic, PBC | The AI model (Claude) that generates advisor responses. Your Business Profile and the message you send are transmitted to Anthropic to produce each response. | United States |
| Payfast (Network International) | Payment processing and subscription billing | South Africa |
Other than these operators, we only disclose personal information where the law requires it, to protect our rights or the safety of others, or as part of a sale or restructuring of our business (in which case the recipient is bound by this policy).
Some of our operators process information outside South Africa, as shown above. Under section 72 of POPIA we only do this where the recipient is bound by a law, binding corporate rules, or a contract that provides substantially similar protection to POPIA, or where the transfer is necessary to perform our contract with you. Each provider above is contractually bound to protect your information to at least the standard required by POPIA and the European GDPR.
We take reasonable, appropriate technical and organisational measures to secure your information, including: encryption in transit (HTTPS) and at rest; passwords stored only as salted hashes; database row-level security so each customer can only access their own data; secret keys held only on our servers, never in the browser; and access to production systems restricted to authorised personnel. No system is completely secure, and you are responsible for keeping your password confidential. If we become aware of a security compromise affecting your personal information we will notify you and the Information Regulator as required by section 22 of POPIA.
Under POPIA you have the right to:
To exercise any right, email our Information Officer at hello@virtualexecsuite.com. We may need to verify your identity first. We respond within 30 days, and there is no charge unless a request is manifestly excessive.
The Service does not use advertising or tracking cookies. It uses your browser’s local storage and a session cookie only for essential purposes: keeping you signed in and remembering your in-app preferences. You can clear these in your browser settings at any time, which will sign you out.
Advisor responses, health scores and diagnostic scores are generated automatically from the information you provide. They are guidance for you to consider; they do not make any decision that has a legal or similarly significant effect on you, and no decision about your account, pricing, or access is made solely by automated means.
We may update this Privacy Policy. Material changes will be notified by email or in the Service before they take effect, and the current version will always be available at this address.
Excella Investments (Pty) Ltd, trading as Virtual Executive Suite
Republic of South Africa
Support, billing, refunds and privacy requests: hello@virtualexecsuite.com
Information Officer (POPIA): reachable at the same address.
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