Terms of Use

01About these terms

These terms apply when you use the ARS Financial website at arsfinancial.co.za, the client portal, the accountant portal, and our Debt Recovery and Credit Control services (together, the Services). By creating an account or using the Services, you agree to them on behalf of the business you represent.

If you have signed a Services Agreement or a Credit Control Agreement with us (an Agreement), that Agreement applies alongside these terms. If anything conflicts, the Agreement wins.

02Words we use

• “ARS”, “we”, “us” means ARS Financial (Pty) Ltd. Our details are at the end of these terms.
• “You” means the business that holds the account, and anyone using the Services on its behalf.
• “Customer” or “debtor” means a person or business that owes you money and whose details you give us.
• “Portal” means the online client portal and, where relevant, the accountant portal.
• “Authorised user” means anyone you allow to use your account, including your accountant or bookkeeper.

03Who may use the Services

The Services are for businesses collecting business debts. We do not currently take on debts owed by consumers in their personal capacity.

You confirm that you are at least 18, that you are authorised to act for the business, and that the information you give us about it is true and kept up to date.

04Your account and its security

• Keep your login details private. Everything done through your account is treated as done by you.
• Tell us straight away at support@arsfinancial.co.za if you think someone else has used your account.
• Your account may have more than one login. Each person should use their own.
• We may ask you to verify information before switching on certain features, such as banking details on your statements.

05Debt Recovery

When you hand a debt to us, we contact the debtor on your behalf and work to recover what is owed, as set out in your Services Agreement. Our fee is no recovery, no fee: a commission only on money we actually recover, currently 12% on amounts under R25,000 and 15% from R25,000, unless your Agreement says otherwise.

We carry out recovery work professionally and lawfully, in line with the Debt Collectors Act, 1998 and its Code of Conduct, and we never threaten, harass or mislead a debtor. We cannot promise that a debt will be recovered, or by when.

Optional extras. If we can’t reach a debtor, we may offer to trace them (find their latest contact details) for a fixed fee, currently R85 (R60 on a Credit Control plan). We only trace once you approve it for that case, and the fee is only charged if we recover the money: it is added to the commission invoice for that case. If an amount stays unpaid after our final letter of demand, you may ask us to report it to a credit bureau, for a fixed fee, currently R287 (R249 on a Credit Control plan), charged when you ask; it covers tracing the debtor’s details where needed, the 20-business-day notice the law requires, and the listing. Recovery commission is unaffected.

A case starts once your signed Services Agreement has been received and the case has been reviewed. You must tell us promptly if a debtor pays you directly, disputes the debt, or if the debt should no longer be pursued.

06Credit Control

Credit Control is a subscription, paid monthly or yearly. You load your customer invoices (by hand, by spreadsheet, or by connecting your accounting system) and we follow them up on your behalf: courtesy reminders before the due date, reminders after it, monthly statements, text messages and follow-up calls where needed, as described in the portal and your Credit Control Agreement.

• Messages go out in your business’s name, prepared by ARS. Your customers always pay you directly. ARS does not receive or hold Credit Control payments.
• Keep your invoice book accurate: mark invoices paid, part-paid or cancelled as soon as you know, so nobody is reminded about something already settled.
• Each plan covers a set number of open invoices. Paid invoices free up space.
• Paying yearly costs ten months’ fees for twelve months, paid in advance, and renews each year. If you cancel part-way through a year, the service ends at the end of that month and we refund the rest of the yearly fee after charging the months used at the monthly price.
• An invoice still unpaid after the reminder schedule may be handed to Debt Recovery, but only if you (the business owner) choose to. Debt Recovery terms then apply to it.

07Your customers’ information and POPIA

To provide the Services we process personal information about your customers and debtors. You confirm that:

• you obtained that information lawfully and are entitled to share it with us for the purpose of collecting payment;
• the amounts you load are genuinely due, correctly stated, and not the subject of an unresolved dispute or a court order you have not told us about; and
• you will tell us promptly when information changes or is wrong.

When we contact your customers for you, we act on your instruction and protect their information as described in our Privacy & Cookie Policy, in line with the Protection of Personal Information Act, 2013.

08Accountants and other authorised users

You can give your accountant or bookkeeper their own login to your Credit Control. Access is always your choice: it starts only when you invite them or approve their request, and you can remove it at any time from your portal.

• Authorised users can view and update your invoice book, statements and reports. Only the business owner can change banking details or hand an account over to Debt Recovery.
• You are responsible for the people you give access to, and for what they do with it.
• Accountants who use the accountant portal agree to keep their clients’ information confidential and to use it only to provide their own professional services to that client.

09Connecting your accounting system

You may connect Xero, QuickBooks Online, Zoho Books, Sage Business Cloud Accounting or another supported system. By connecting, you authorise us to read your unpaid sales invoices, payments and customer contact details so that your Credit Control book stays up to date.

• Read-only. We never create, change or delete anything in your accounting system.
• Where a system requires a login rather than a “connect” button (such as Sage in South Africa), we ask you to create a separate user for ARS. We store that login encrypted and use it only to read your invoices and customers.
• You can disconnect at any time from your portal or from the accounting system itself. Invoices already imported stay on your book.
• Those systems are run by third parties under their own terms. We are not responsible for their availability, errors or changes, though we will tell you if a connection stops working.

10Statements, reports and your letterhead

Statements, reminders and reports are produced from the information in your account. You can add your logo, trading name, colour and contact details so that they carry your letterhead. You confirm that you are entitled to use any logo or name you upload.

To protect you and your customers from payment fraud, banking details appear on documents only after we have checked them against a letter from your bank. Reports such as aged receivables are tools to help you manage your book. They are not accounting, tax or legal advice, so check them before relying on them.

11Fees and payment

• Our prices are shown on our website and in your Agreement, in South African rand. ARS Financial is not currently registered for VAT. If that changes, VAT will be added where the law requires it.
• Debt Recovery commission is invoiced once money has been recovered: when a debt is paid in full, and monthly (on the 1st) for instalments and part-payments, as set out in your Services Agreement.
• Credit Control is billed monthly in advance, either by monthly invoice payable within 7 days, or by card through our payment provider, PayFast. We never see or store your full card details.
• A new price applies only from your next billing date after we have told you about it. Unpaid fees may lead to the Services being paused.

12Cancelling

You can cancel Credit Control at any time from your portal. It stops at the end of the month you have paid for, and we do not refund part-months unless the law requires it. Invoices already handed to Debt Recovery carry on under your Services Agreement.

If the Electronic Communications and Transactions Act, 2002 gives you a cooling-off right because you signed up as an individual, you may cancel within 7 days of signing up without reason or penalty, and we will refund what you paid for any part of the service not yet provided.

13Using the Services properly

You must not use the Services to:

• pursue money that is not owed, has been paid, or that you know is disputed without telling us;
• harass, threaten or mislead anyone, or ask us to do so;
• load information you have no right to share, or that is false;
• interfere with the portal, test its security without our written permission, or copy or scrape it by automated means; or
• break any law, including the Debt Collectors Act, the National Credit Act, POPIA or the Consumer Protection Act where it applies.

14Intellectual property

The website, portal, software, templates and content belong to ARS Financial or our licensors. You may use them only to receive the Services. Your information and your documents remain yours. You allow us to use them only to provide the Services to you.

15Availability and changes to the Services

We work to keep the Services available and secure, but we cannot promise they will always be uninterrupted or error-free. We may carry out maintenance, and we may improve or change features. If a change materially reduces what you are paying for, we will tell you in advance and you may cancel.

16Liability

To the extent the law allows:

• we are not liable for indirect or consequential loss, such as lost profit, or for a customer’s failure or refusal to pay;
• we are not liable for loss caused by information you gave us being wrong, or by third-party systems, banks or networks; and
• our total liability to you for any claim is limited to the fees you paid us in the 12 months before the claim arose.

Nothing in these terms limits our liability for gross negligence, fraud or wilful misconduct, or takes away rights you may have under the Consumer Protection Act, 2008 where it applies to you.

17Your responsibility to us

You agree to cover ARS for any claim, loss or cost (including reasonable legal costs) that arises because the information you gave us was inaccurate or unlawfully obtained, because you asked us to pursue an amount that was not owed, or because you broke these terms.

18Suspension and termination

We may suspend or close an account, after telling you why where we reasonably can, if these terms or an Agreement are seriously broken, if fees remain unpaid, or if continuing would be unlawful or put others at risk. Closing an account does not affect fees already earned or any rights that have already arisen.

19Electronic communications

You agree that we may communicate with you electronically, including by email, text message and through the portal, and that these messages satisfy any legal requirement for communication in writing. A message is treated as received when it reaches the email address or phone number on your account.

20Complaints and disputes

If something is not right, tell us at support@arsfinancial.co.za and we will respond within 5 business days and try to resolve it fairly. If we cannot resolve it together, either of us may refer the matter to mediation before going to court.

These terms are governed by the law of the Republic of South Africa. Each of us agrees to the jurisdiction of the Magistrates’ Court for any claim, even if the amount would otherwise exceed its jurisdiction, without preventing either party from approaching the High Court where appropriate.

21Changes to these terms

We may update these terms from time to time. The version and date at the top show when they last changed. If a change materially affects you, we will tell you by email or in the portal before it takes effect. If you continue to use the Services after that, you accept the updated terms.

22General

• These terms, together with any Agreement and our Privacy & Cookie Policy, are the whole agreement between us about the Services.
• If any part is found to be unenforceable, the rest still applies.
• If we do not enforce a right straight away, we have not given it up.
• You may not transfer your rights under these terms without our written agreement.

23Our details

Information we are required to share under section 43 of the Electronic Communications and Transactions Act, 2002.

Company

ARS Financial (Pty) Ltd, a private company

Registration number

2026/112551/07

Debt collector registration

Council for Debt Collectors no. 00130149/26 (company) and 00188053/26 (director)

Director

Kyle Ethan Zorger

Address for legal notices

5 St Andrews Drive, St Francis Links, St Francis Bay, Eastern Cape, 6312

Email

contact@arsfinancial.co.za

Telephone

077 471 6623

Website

arsfinancial.co.za

Information Officer (POPIA)

Kyle Ethan Zorger · Information Regulator ref. 2026-067321

VAT

Not registered for VAT