Terms of Service

Last updated: 06 August 2026

These terms govern your use of Munika, a product of HashData (Pty) Ltd ("Munika", "HashData", "we", "us"). By creating an account or accepting an invitation to a municipality or municipal entity, you agree to these terms on behalf of yourself and the organisation you represent. Where a separate written implementation or service agreement is signed with your municipality, that agreement prevails over these terms to the extent of any conflict.

1. The Service

Munika is a cloud-based, mSCOA-compliant ERP platform for South African municipalities and municipal entities. It currently includes:

• Budgeting — operating and capital budgets built on the mSCOA structure, linked to the SDBIP, with virements that keep an audit trail.
• General ledger — double-entry on a full mSCOA chart of accounts, with GRAP-compliant financial statements and in-year reporting.
• Revenue — billing for rates and services, receipting, and debtor / credit-control management.
• Supply chain management — requisitions, RFQs, bids, purchase orders and supplier records.
• Expenditure — creditor invoices, commitments and payment batches submitted to Netcash.
• Assets — a GRAP-compliant fixed-asset register and capital-project costing.
• Payroll & HR — SA-compliant payslips with PAYE, UIF and SDL, leave, attendance and the organogram of your establishment.
• Reporting — mSCOA data strings and returns for National Treasury, and an audit trail built for the Auditor-General.

Service availability is targeted at 99.5% uptime, excluding planned maintenance and force majeure.

2. Accounts and roles

• Access is provisioned to officials nominated by the municipality's accounting officer or delegate.
• Administrators may invite additional users and assign roles that enforce segregation of duties.
• You are responsible for safeguarding your credentials and for actions taken from your account.
• You agree not to share login credentials across people; each user must have their own account.

3. Acceptable use

You agree not to:

• Use Munika to process payments, payroll, or transactions you are not lawfully authorised to make.
• Upload illegal, harmful, infringing or defamatory content.
• Attempt to access another organisation's data.
• Reverse-engineer, decompile, or attempt to extract source code, except as permitted by law.
• Resell or whitelabel Munika to third parties without a separate written agreement.

4. Payment processing

When you submit a creditor or salary payment batch, you authorise Munika to forward the batch to your configured payment provider (Netcash) on your behalf. You remain solely responsible for the accuracy of beneficiary banking details, amounts, action dates, references, and the authorisation of each batch on the provider portal, in accordance with the municipality's delegations and the MFMA. Munika is not liable for losses arising from incorrect data you provide or from your authorisation of incorrect batches.

5. Payroll and tax compliance

Munika calculates PAYE, UIF and SDL using tax tables published by SARS, applied to the data you capture on each employee. You are responsible for keeping employee tax data (income tax number, date of birth, salary, allowances, deductions) current and accurate, and for filing any returns required by SARS (EMP201, EMP501, IRP5s, etc.) using the information Munika produces. Munika is a calculation tool; it is not a registered tax practitioner and does not provide tax advice.

6. mSCOA and regulatory reporting

Munika maintains your chart of accounts and transactions against the Municipal Standard Chart of Accounts and produces the data strings, returns and statements you submit to National Treasury and the Auditor-General. You remain responsible for reviewing, authorising and submitting those outputs, and for compliance with the MFMA, mSCOA Regulations, GRAP and related circulars. Munika supports your compliance; it does not replace your statutory obligations or your internal and external audit processes.

7. Provisioning and fees

Munika is provisioned per municipality under a separate implementation and service agreement that sets out scope, onboarding, support and any fees. These Terms of Service govern use of the platform itself; they do not by themselves create a subscription or payment obligation.

8. Data ownership and portability

Your municipality's data belongs to it. You may export it at any time in standard formats (CSV / JSON). On termination, we retain data for 30 days to allow transition, then delete it (subject to legal retention requirements, including municipal records that must be retained under the MFMA and applicable archives legislation).

9. Confidentiality and security

Both parties agree to keep each other's confidential information confidential. Munika employs industry-standard security measures, including encryption at rest for sensitive fields (service keys, banking details, payroll information), TLS in transit, and role-based access controls that enforce segregation of duties.

10. Third-party integrations

Munika integrates with third-party services that you choose to connect, including Netcash, the National Treasury Local Government database, and accounting tools where applicable. Your use of those services is governed by their own terms. Munika is not responsible for outages, errors, or data losses caused by third-party services.

11. Limitation of liability

To the maximum extent permitted by law, Munika's total liability for any claim arising from or relating to the service is limited to the fees paid in respect of the service in the 12 months preceding the event giving rise to the claim. Munika is not liable for indirect, incidental, or consequential damages, including lost revenue or loss of data caused by factors outside our reasonable control.

12. Termination

Either party may terminate on the notice period set out in the applicable service agreement, or failing that on 30 days written notice. We may suspend or terminate immediately for breach of these terms.

13. Governing law

These terms are governed by the laws of South Africa. Any disputes will be resolved in the courts of the Western Cape, South Africa.

14. Changes to these terms

We may revise these terms. Material changes will be notified to your municipality's administrators by email at least 14 days before they take effect. Continued use of Munika after that constitutes acceptance.

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