Terms of Service

Practice Genius is provided by AOL Holdings (Pty) Ltd t/a Practice Genius. It consists of two products for independent financial advisory practices: Pipeline Genius, for managing prospects, and Review Genius, for managing client reviews. A practice may use either or both. They share one account, one team and one bill.

The account belongs to the practice. The person who signs up becomes its principal and accepts these terms on the practice's behalf.

Practice Genius organises the work around prospecting and client reviews. It does not give financial advice, and it is not a compliance system. Using it does not discharge any obligation a practice has under FAIS, FICA, POPIA or any other law — it is one more system the practice must itself use properly.

Where the product checks something — an identity number, a missing record of advice — it tells you what it found. The decision, and the responsibility for it, stay with the practice.

A new practice has a free trial of 14 days, with both products included and no card required. When the trial ends the practice becomes read-only until it chooses a plan: its records can still be viewed and exported, but nothing can be changed. Nothing is charged unless the principal chooses a plan.

• A plan is priced per practice, per month, according to which products it includes and the size of team it covers. The price of each plan is shown before you choose it. See Pricing.
• Payment is taken monthly in advance, in South African rand, by our payment provider, Paystack. Card details are entered on Paystack's page; we never receive or store them.
• We are not currently a VAT vendor, so no VAT is added to the price. If that changes we will say so before it affects what you pay.
• A practice keeps the price of the plan it is on. If we change our prices, the change applies to practices choosing a plan after that; a practice already paying keeps its price until it changes plan itself.
• Changing plan. A move to another plan takes effect on the next billing date. Anything a larger plan adds is available straight away. Nothing is charged or refunded for part of a month.
• Team size. Each plan covers a number of wealth managers and support staff. The service will not let you add more people than your plan covers; you can move to a larger plan at any time.
• If a payment fails, the practice keeps full access for 7 days while the payment is sorted out. After that it becomes read-only until payment is made.

There is no minimum term. The principal can cancel at any time under Settings → Billing. The practice keeps full access until the end of the period already paid for, and is not charged again. After that it becomes read-only.

They are yours. Everything a practice enters about its prospects and clients belongs to the practice. We handle it only to provide the service, as described in our Privacy Policy.

You are never locked out of them. A practice that has stopped paying — because a trial ended, a payment failed or it cancelled — can still see and export its records. It cannot change them.

You can take them with you. The principal can export the practice's records at any time, whether or not the subscription is active.

After cancellation, a practice's records are deleted 90 days after the cancellation takes effect, but only once the practice has taken a full export. If no export has been taken, the records are kept, read-only, rather than lost. Deletion is carried out by a person at Practice Genius who has checked those conditions; it is never automatic, and it cannot be undone. A practice may also ask us in writing to delete its records sooner.

How long a practice must keep records about its own clients is for the practice to decide under the laws that apply to it. Practice Genius does not enforce a retention period on a practice's behalf.

Some records are permanent by design, because their value lies in not having been altered. Meeting notes lock 48 hours after they are first saved, and at sign-off; corrections are added as separate dated entries. Action items are closed or cancelled with a reason, never deleted. Stage history and activity entries cannot be edited. Please do not record anything you would later need removed.

• To have a lawful basis for the personal information the practice records, and to tell its clients how their information is handled. For that information the practice is the responsible party under POPIA and we are its operator.
• To give access only to people who should have it, to set their roles correctly, and to remove them promptly when they leave.
• To keep sign-in details private, and to tell us if an account may have been misused.
• Not to use the service to break the law, to store information it has no right to hold, or to interfere with the service or with other practices' use of it.

The service changes as it is improved. When these terms change, the date at the top changes with them, and we will tell the practice's principal before a change that affects what the practice pays or how its records are handled takes effect.

These terms do not yet deal with limitation of liability, warranties, service levels or how disputes are resolved. Those sections are being prepared with our lawyers and will appear here before these terms are final. These terms are governed by the laws of South Africa.

Questions about these terms: support@practicegenius.ai