Refund & Cancellation Policy

Effective Date: 31 August 2026
Last Updated: 31 August 2026

This Refund and Cancellation Policy applies to subscriptions, supplier listings, promoted listings and related paid services provided by EMPOWERHQ BEEPROCURE (PTY) LTD, registration number 2025/967540/07, trading as EHQProcure (“EHQProcure”, “we”, “us” or “our”).

This Policy should be read together with the EHQProcure Terms and Conditions and Privacy Policy.

Nothing in this Policy is intended to exclude, restrict or replace any rights or remedies that cannot lawfully be excluded under applicable South African law.

1. SUBSCRIPTION SERVICES

EHQProcure provides subscription-based supplier-directory services.

The current standard subscription options are:

Monthly Supplier Listing: R119 per month

Annual Supplier Listing: R1,428 per year

Promoted supplier listing options may be available at:

Promoted Monthly Listing: R250 per month

Promoted Annual Listing: R3,000 per year

EMPOWERHQ BEEPROCURE (PTY) LTD is not currently registered for Value Added Tax (VAT). VAT is therefore not currently charged on the above subscription fees.

The applicable subscription price and billing frequency will be displayed during registration or checkout.

2. ONE-MONTH FREE TRIAL

Where offered, eligible suppliers may receive a one-month free trial of the applicable EHQProcure subscription service.

The free-trial period begins on the date specified during registration.

Where the supplier has authorised a recurring subscription, the selected subscription will automatically convert to a paid subscription at the end of the one-month free trial unless it is cancelled before the first applicable billing date.

The supplier will be informed of the applicable subscription price and billing frequency during registration or checkout.

No subscription fee will be charged during the applicable free-trial period.

3. CANCELLING DURING THE FREE TRIAL

A supplier may cancel an authorised recurring subscription through the EHQProcure supplier portal before the end of the free-trial period.

Where cancellation is successfully completed before the first applicable billing date:

  • The subscription will not convert to a paid subscription;
  • The first recurring subscription payment will not become due; and
  • No refund will ordinarily be required because no subscription payment will have been charged.

Suppliers are responsible for completing cancellation before the applicable billing date if they do not wish to continue with the paid subscription.

4. AUTOMATIC RENEWAL

Unless expressly stated otherwise during checkout, EHQProcure monthly and annual subscriptions are recurring subscriptions.

By authorising a recurring subscription, the supplier authorises the applicable subscription amount to be charged through EHQProcure’s appointed payment service provider at the selected billing frequency until the subscription is cancelled.

Monthly subscriptions renew monthly.

Annual subscriptions renew annually.

The applicable price and billing frequency will be presented to the supplier during the registration or checkout process.

5. MONTHLY SUBSCRIPTIONS

The standard monthly EHQProcure supplier listing subscription is currently:

R119 per month

A monthly subscription automatically renews each month unless cancelled before the next billing date.

A supplier may cancel the subscription through the EHQProcure supplier portal.

Where a monthly subscription is cancelled after payment for the current subscription period has already been processed:

  • The cancellation will prevent the next scheduled renewal, subject to successful processing of the cancellation;
  • The supplier will ordinarily retain access to the paid service until the end of the current paid subscription period; and
  • The unused portion of the current subscription period will not automatically be refunded.

Any refund rights arising under applicable law remain unaffected.

6. ANNUAL SUBSCRIPTIONS

The standard annual EHQProcure supplier listing subscription is currently:

R1,428 per year

An annual subscription automatically renews annually unless cancelled before the next annual billing date.

A supplier may cancel the subscription through the EHQProcure supplier portal.

Cancellation of an annual subscription will ordinarily:

  • Prevent the next annual renewal;
  • Allow the supplier to retain access until the end of the current paid annual subscription period; and
  • Not automatically result in a pro-rata refund for the unused portion of the current annual subscription period.

Where applicable law requires a different outcome, EHQProcure will comply with the applicable legal requirement.

7. PROMOTED LISTINGS

EHQProcure may offer promoted supplier listing services.

The current promoted listing options are:

Promoted Monthly Listing: R250 per month

Promoted Annual Listing: R3,000 per year

Promoted listings may provide additional visibility or placement within designated areas of the EHQProcure platform.

A promoted listing does not guarantee:

  • A particular number of profile views;
  • Website visits;
  • Enquiries;
  • Leads;
  • Sales;
  • Contracts; or
  • Other business opportunities.

Monthly and annual promoted listings will renew according to the billing frequency selected by the supplier unless cancelled.

Cancellation will ordinarily take effect at the end of the applicable paid period.

8. HOW TO CANCEL A SUBSCRIPTION

Suppliers may cancel an active recurring subscription through their EHQProcure supplier portal.

The supplier should:

  1. Log in to the EHQProcure supplier portal;
  2. Access the applicable account or subscription section;
  3. Select the cancellation option; and
  4. Complete the cancellation process presented by the platform.

A cancellation is regarded as submitted once the platform has successfully processed the cancellation request.

Where available, the supplier should retain the cancellation confirmation for their records.

If a supplier experiences a technical problem that prevents cancellation through the portal, the supplier should contact EHQProcure as soon as reasonably possible at:

procure@ehq.co.za

or

087 700 9899

EHQProcure may require sufficient account information to verify the supplier and identify the relevant subscription.

9. EFFECT OF CANCELLATION

Cancellation stops future renewal of the applicable subscription once the cancellation becomes effective.

Unless otherwise required by law or agreed by EHQProcure:

  • A paid subscription remains active until the end of the applicable paid subscription period;
  • Cancellation does not ordinarily terminate access immediately;
  • No further recurring subscription charge should be processed after the effective cancellation and expiry of the current paid period; and
  • The supplier’s public listing may be deactivated after the applicable subscription period ends.

Any associated promoted placement, verification functionality or other subscription-dependent feature may also be deactivated when the subscription expires.

10. GENERAL REFUND POLICY

EHQProcure does not automatically provide refunds merely because a supplier decides not to use, or no longer requires, the service during a paid subscription period.

However, EHQProcure will consider legitimate refund requests and will provide refunds where required by applicable South African law.

A refund may also be considered where:

  • A duplicate payment was processed;
  • An incorrect amount was charged;
  • A payment was processed in error;
  • A payment was processed after a valid cancellation should have taken effect;
  • EHQProcure is unable to provide the paid service;
  • A material technical or administrative error attributable to EHQProcure affected the transaction; or
  • A refund is otherwise required by applicable law.

Refund requests will be assessed based on the circumstances of the transaction.

11. NO AUTOMATIC PRO-RATA REFUNDS

Subject to applicable South African law, cancellation of a paid subscription does not automatically entitle the supplier to a pro-rata refund for the unused portion of the subscription period.

This applies to both monthly and annual subscriptions.

The supplier will ordinarily continue to receive access to the applicable paid service until the end of the period for which payment has already been made.

This provision does not limit any right to a refund or other remedy that cannot lawfully be excluded.

12. DUPLICATE OR INCORRECT PAYMENTS

If a supplier believes that:

  • The same payment has been charged more than once;
  • An incorrect amount has been charged;
  • An unauthorised recurring payment has been processed;
  • A payment was processed after cancellation should have become effective; or
  • Another payment error has occurred,

the supplier should contact EHQProcure as soon as reasonably possible.

Refund requests relating to payment errors should include, where available:

  • Company name;
  • Account holder or contact name;
  • Account email address;
  • Payment date;
  • Amount charged;
  • Payment or transaction reference; and
  • A brief explanation of the issue.

This information allows EHQProcure to investigate the transaction.

13. SUPPLIER LISTING APPROVAL

EHQProcure aims to review and activate eligible supplier profiles within 48 hours of registration, provided that all required information, documentation and applicable payment authorisation have been correctly submitted.

Supplier listings remain subject to EHQProcure’s internal approval requirements.

Where a supplier has not supplied the information or documentation required to approve the listing, the 48-hour activation target may not apply until the outstanding requirements have been resolved.

14. REJECTED SUPPLIER APPLICATIONS

A supplier application may be rejected where the supplier does not satisfy EHQProcure’s listing requirements.

Reasons may include:

  • Failure to provide required B-BBEE documentation;
  • Invalid or expired documentation;
  • Materially incomplete information;
  • False, fraudulent or misleading information;
  • Failure to meet applicable platform requirements; or
  • Other legitimate compliance or verification concerns.

Where a paid transaction has occurred in connection with an application that cannot be approved, EHQProcure will assess the circumstances and any applicable refund obligations in accordance with this Policy and applicable law.

A supplier will not automatically be entitled to retain the benefit of a free trial or paid listing where the supplier has provided false, fraudulent or materially misleading information.

15. EHQPROCURE UNABLE TO PROVIDE THE SERVICE

Where EHQProcure is materially unable to provide a paid service for which the supplier has been charged, the supplier may contact EHQProcure to request an appropriate remedy.

Depending on the circumstances and applicable law, this may include:

  • Correction of the service;
  • Extension of the applicable service period;
  • A credit where appropriate; or
  • A full or partial refund.

EHQProcure will assess the appropriate remedy based on the circumstances and applicable legal requirements.

16. REFUND REQUEST PROCESS

Refund requests may be submitted to:

Email: procure@ehq.co.za
Telephone: 087 700 9899

The request should include sufficient information to identify the supplier account and transaction.

Where reasonably necessary, EHQProcure may request additional information to investigate and verify the refund request.

EHQProcure will review legitimate refund requests and communicate the outcome to the supplier using the contact details associated with the account or request.

17. APPROVED REFUNDS

Where a refund is approved, EHQProcure will ordinarily process the refund using the original payment method where reasonably possible.

Refund processing may be subject to the procedures and technical requirements of PayFast, the applicable bank, card network or other payment service provider.

The time required for an approved refund to reflect may therefore depend on the relevant payment provider and financial institution.

EHQProcure cannot guarantee the processing times of third-party financial institutions once an approved refund has been submitted to the relevant payment provider.

18. FAILED OR DECLINED PAYMENTS

Where a recurring subscription payment is declined, unsuccessful or cannot be processed, EHQProcure may:

  • Notify the supplier;
  • Request that payment information be updated;
  • Attempt to process payment again where permitted;
  • Temporarily restrict subscription functionality; or
  • Suspend or deactivate the supplier listing where payment remains outstanding.

EHQProcure will not intentionally charge amounts other than those authorised or otherwise lawfully due.

19. PRICE CHANGES

EHQProcure may change subscription or promoted listing prices from time to time.

A change to the price of an existing recurring subscription will not be applied retrospectively to a subscription period that has already been paid.

Where a price change will affect a future renewal, EHQProcure will take reasonable steps to communicate the revised price before it applies.

The supplier may cancel the subscription before the applicable future renewal if the supplier does not wish to continue at the revised price.

20. CHECKOUT ACCEPTANCE

Before completing a subscription purchase or authorising a recurring subscription, suppliers will be presented with the applicable subscription information during the registration or checkout process.

This may include:

  • The subscription selected;
  • The applicable price;
  • The billing frequency;
  • The one-month free trial, where applicable;
  • The recurring nature of the subscription;
  • The applicable Terms and Conditions; and
  • This Refund and Cancellation Policy.

Suppliers may be required to affirmatively acknowledge and accept the applicable terms and policies before completing registration or payment authorisation.

21. CONSUMER AND STATUTORY RIGHTS

Nothing in this Refund and Cancellation Policy is intended to exclude, waive or restrict any right, remedy or protection that cannot lawfully be excluded under applicable South African law.

Where applicable legislation provides a customer with cancellation, refund or other rights that conflict with a provision of this Policy, the applicable statutory requirement will prevail.

22. CHANGES TO THIS POLICY

EHQProcure may update this Refund and Cancellation Policy from time to time to reflect changes to:

  • Subscription services;
  • Pricing;
  • Payment processes;
  • Platform functionality;
  • Business practices; or
  • Applicable legal requirements.

The latest version will be published on the EHQProcure website and the Last Updated date will be amended accordingly.

Where a material change affects an existing recurring subscription, EHQProcure will take reasonable steps to notify affected subscribers where required.

23. CONTACT DETAILS

Questions relating to cancellations, subscriptions, billing or refunds may be directed to:

Legal Entity: EMPOWERHQ BEEPROCURE (PTY) LTD
Registration Number: 2025/967540/07
Trading As: EHQProcure
VAT Status: Not currently VAT registered
Physical Address: 93 Ireland Avenue, Ireland Gardens, Centurion, Gauteng, 0157, South Africa
Email: procure@ehq.co.za
Telephone: 087 700 9899
Country of Domicile: Republic of South Africa

For assistance with a cancellation or refund request, please contact EHQProcure using the details above.