Reformeer is a Software-as-a-Service (SaaS) platform developed by Reformeer (Pty) Ltd. The platform is specifically designed to help churches with their daily operations, administration, and membership management.
Our platform consists of three powerful applications:
- ReformeerFor members to access their church information, Bible study tools, and community services
- KantoorProfessional administrative software for church leaders to manage members, plan events, and analyze statistics
- FinanceComprehensive financial management for churches, including budgeting, expense tracking, and reporting
- SinodeAdvanced theological research tools with AI-powered Bible study
These terms and conditions apply to churches subscribing to Reformeer's services. By using Reformeer, you agree to these terms.
Council Subscription
Includes full access to the Kantoor administrative platform, membership management, event planning, and reporting tools.
Pricing depends on church size.
Lower rates available for smaller congregations.
Payment Method
All payments are securely processed by Paystack, our registered payment provider. We accept the following payment methods:
Automatic Renewal
Your subscription will automatically renew each month until you cancel it. You will receive a reminder email one week before the renewal date.
Please note: If a payment fails, your access to the platform will be suspended until payment is successfully received. We will notify you by email of any payment issues.
To gain access to Reformeer Kantoor, your church council needs to activate a subscription. Individual church members can use the platform for free:
Visit Kantoor
Click "Upgrade"
Complete Payment
Start Using
You have full control over your church's subscription and can cancel at any time. There are no long-term contracts or cancellation fees.
How to Cancel:
Effect of Cancellation
- Your subscription will be cancelled immediately and will not renew again
- You will retain access to the platform until the end of your current paid period
- You will receive a confirmation email of the cancellation
- Upon cancellation, Reformeer will permanently delete or irreparably anonymize all Customer data within 30 days, in accordance with POPIA data destruction requirements, unless legally required to retain it.
- You can resubscribe at any time by following the process in Section 3
Managed by Paystack
All subscription management (including cancellation, resumption, and payment method updates) is securely handled by Paystack. This ensures you have full control over your subscription and that your information remains private and secure.
General Policy
Monthly subscription fees are non-refundable once processed. If you cancel, you will retain access to the platform until the end of the paid period.
Exceptions
Refunds may be considered in the following circumstances:
To request a refund, visit our support page and submit a detailed request. We will evaluate each case individually.
Processing Time
Approved refunds will be processed within 7-10 business days after approval. Refunds will be made to the same payment method used for the original payment.
Our Commitment to You
As long as your church maintains an active subscription in good standing, Reformeer commits to the following:
- 99.9% UptimeWe strive to keep the platform accessible 24/7
- Daily BackupsYour data is backed up daily to secure off-site locations
- Priority SupportDirect access to our support team for critical issues
- Continuous ImprovementsWe will continue to develop new features and improve the platform
Conditions
This commitment is subject to the following conditions:
- Timely payment of subscription fees (payments must be successfully processed each month)
- Compliance with these terms and conditions
- No misuse or illegal use of the platform
Scheduled Maintenance
We reserve the right to temporarily shut down the platform for scheduled maintenance. We will notify you at least 24 hours in advance of any scheduled maintenance. This will usually be done outside peak usage times.
We are committed to protecting your personal information and complying with the Protection of Personal Information Act (POPIA).
1. What data we collect
We collect the following personal information to provide our services:
- Name and Surname
- Email address
- Phone number
- IP address and device information
- Church affiliation and role
- Billing information (processed by Paystack)
2. Why we collect it
We process your data for the following specific purposes:
- To provide access to the Reformeer, Kantoor, and Sinode applications
- To manage your church membership and roles
- To process subscription payments and billing
- To communicate important service updates and support
- To ensure the security and integrity of our platform
3. Is it voluntary?
Providing your personal information (Name, Email, Church affiliation) is mandatory to create an account and use the Reformeer platform. Without this information, we cannot provide our services to you.
4. Data Transfer and Storage
Your data is securely stored on Google Cloud Platform (Firestore). While servers may be located internationally (e.g., Europe/US), we ensure appropriate safeguards are in place.
Payment processing is handled by Paystack in South Africa. We do not store your full card details on our servers.
Your Rights: You have the right to request access to, correction of, or deletion of your personal data. Contact our support team to exercise these rights.
5. Security and Access Control
We strictly adhere to the POPIA requirement of "Least Privilege" access control. This means only employees or office bearers who absolutely need to see specific data to perform their duties have access to it.
- Council Isolation: Your church's data is strictly isolated. No other church council can access your data.
- Roles: Access within your church is determined by specific roles (e.g., Administrator, Pastor, Elder, Deacon). For example, sensitive pastoral notes are only accessible to specific office bearers.
We maintain detailed audit trails of changes to records so we can trace changes through time.
- Operator Status: We use Google Firebase as our trusted "Operator" for data storage and processing, as defined under POPIA.
- Compliance Agreements: We have accepted Google's Cloud Data Processing Addendum (CDPA), which includes robust commitments to security and privacy that align with POPIA requirements.
- Data location: While data may be stored on Google's secure servers internationally (e.g., US or Europe), this cross-border transfer is permitted under POPIA as Google is subject to laws and binding agreements (like GDPR and CDPA) that provide substantially similar protection to South African law.
6. Use of Sub-Operators
The Customer provides general authorization for Reformeer to engage third-party sub-operators (such as Google Cloud Platform for infrastructure and Paystack for payment gateways) to provide the Service. Reformeer ensures that all sub-operators are bound by written agreements that impose data protection obligations no less stringent than those required by POPIA.
Generic Import Tools
Reformeer provides generic, technology-agnostic tools to assist users in importing their own data from various file formats (e.g., CSV, Excel).Reformeer is not affiliated with, endorsed by, or connected to any other church management software vendors.
1. Warrant of Authority for Data
By using the Data Import features, you (the Customer) explicitly warrant that:
- You are the lawful owner of the data being imported.
- You have the legal right to extract this data from your previous service provider.
- The extraction and upload of this data does not breach any third-party Terms of Service, Copyright, or Database Rights.
- You assume full legal responsibility for the method used to extract the data from any third-party system.
2. Use of Artificial Intelligence (AI)
Our platform utilizes probabilistic Artificial Intelligence (AI) to assist in mapping data columns (e.g., matching "Doop" to "Baptism").
Technical Disclaimer: These AI suggestions are generated based on semantic language analysis of the files you upload. They are not based on, nor do they contain, any reverse-engineered code, schemas, or proprietary database structures from third-party vendors.
Model Training Warranty
Reformeer strictly acts as an Operator. We explicitly warrant that Customer data (including Special Personal Information) is completely siloed and is never used to train, fine-tune, or improve Reformeer's overarching foundational AI models or shared analytics engines.
1. POPIA Roles and Responsibilities
- The Parties: For the purposes of the Protection of Personal Information Act (POPIA), the Customer (the Church) acts as the "Responsible Party" and Reformeer acts as the "Operator."
- Customer Responsibility: The Customer retains full legal authority and responsibility for all Personal Information (including Special Personal Information regarding religious beliefs or pastoral matters) processed on the Platform. The Customer warrants that it has obtained all necessary consents from its members to store such data.
2. User Security Obligations
Credential Security: The Customer and its authorized users (e.g., elders, administrators) are solely responsible for maintaining the confidentiality of their login credentials. Any activity occurring under a user’s account is the strict responsibility of the Customer.
- • Unattended or unlocked devices
- • Shared passwords or accounts
- • Malware or spyware on Customer devices
- • Verbal/physical disclosure by users
3. Limitation of Liability
- Exclusion of Damages: To the maximum extent permitted by South African law, Reformeer shall not be liable for any indirect, incidental, special, or consequential damages, including but not limited to damages for loss of dignity, reputation, or spiritual standing, arising out of the use or inability to use the Service.
- Negligence: Reformeer expressly disclaims liability for any data breach, leak, or unauthorized disclosure caused, in whole or in part, by the negligence, error, or omission of the Customer or its authorized users.
- Liability Cap: In no event shall Reformeer’s total liability to the Customer for all damages exceed the total subscription fees paid by the Customer in the preceding 12 months.
4. Indemnification
The Customer agrees to indemnify, defend, and hold harmless Reformeer, its officers, directors, and employees from and against any and all claims, liabilities, damages, losses, or expenses (including legal fees) arising out of:
- The Customer’s violation of POPIA or any other applicable privacy laws;
- The unauthorized disclosure of Special Personal Information by an elder, employee, or agent of the Customer;
- Any claim by a data subject (church member) regarding the handling of their spiritual or personal information by the Customer; or
- Any claim by a third party (including previous software vendors) alleging copyright infringement, database right infringement, or breach of contract arising from the Customer's extraction, export, or migration of data to Reformeer.
We reserve the right to modify these terms and conditions from time to time. We will notify you by email of any material changes at least 30 days before they take effect.
By continuing to use the platform after such changes, you agree to the new terms. If you do not agree with the changes, you can cancel your subscription as described in Section 4.
The "Effective Date" at the top of this page indicates when these terms were last updated.
These terms and conditions are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of South Africa.
If you have any questions about these terms and conditions, your subscription, or our services in general, our team is here to help.
Support
Visit our support page to submit a detailed request. We strive to respond to all requests within 24-48 hours.
Visit Support PageTransparency regarding our security measures and compliance is a top priority. Below you can download our detailed security architecture and data privacy report.
Security Architecture & Data Privacy Report
Download our guide on how we secure your data. (For informational purposes only)
PAIA Manual
Official manual in terms of the Promotion of Access to Information Act.