Last Updated: April 6, 2026Applies to: GovClerkMinutes & GovClerk Portal
1. Introduction
This Acceptable Use Policy ("AUP") outlines the rules and standards for
using the services provided by GovClerk (Pty) Ltd. By using GovClerkMinutes or GovClerk
Portal, you agree to comply with this policy in full.
This AUP is incorporated by reference into our
Terms of Use. Violations of this AUP may result in suspension or termination of your access to our
Services.
If you have questions about whether a particular use is permitted, please contact us
before proceeding.
2. Permitted Use
Our Services are designed for and may be used by:
Government bodies, municipalities, and public sector organisations.
Administrative professionals, clerks, and secretaries supporting official proceedings.
Legal compliance and official record-keeping purposes.
Specifically:
GovClerkMinutes
Generating AI-assisted meeting minutes from recordings and transcripts of official
meetings.
Storing and organising meeting records for compliance and audit purposes.
Distributing draft minutes to committee members for review and approval.
GovClerk Portal
Publishing meeting documents, agendas, and approved minutes for public transparency.
Live broadcasting and streaming of public meetings.
Providing a public-facing record of official decisions and proceedings.
3. Prohibited Conduct
You may NOT use our Services to:
Engage in any activity that violates any applicable law, regulation, or governmental
directive.
Upload, transmit, or distribute content that is defamatory, obscene, threatening,
harassing, or discriminatory.
Upload content that infringes on the intellectual property rights, privacy rights, or
other rights of any third party.
Attempt to reverse-engineer, decompile, disassemble, or extract source code from our
Services or platform.
Use automated bots, scrapers, spiders, or crawlers to access our Services without our
prior written permission.
Attempt to gain unauthorised access to other users' accounts, data, or any part of our
systems.
Share your account credentials with unauthorised persons or allow others to use your
account.
Send spam, unsolicited messages, or bulk commercial communications through our Services.
Upload, transmit, or distribute malicious software, viruses, worms, trojans, or other
harmful code.
Interfere with or disrupt the operation of our Services or any servers or networks
connected to our Services.
Impersonate any person or entity, or falsely claim affiliation with any person or
entity.
Use the Services in a manner that could damage, disable, overburden, or impair the
Services.
Use AI-generated meeting minutes as legally binding documents without appropriate human
review and approval by an authorised person.
Misrepresent AI-generated content as human-written content in official proceedings.
Circumvent, disable, or otherwise interfere with any security features of the Services.
4. Meeting Content & Recordings (GovClerkMinutes)
Important: Recording and processing meetings may be subject to legal
consent requirements. You are responsible for complying with all applicable laws before
uploading any recording to GovClerkMinutes.
When using GovClerkMinutes, you must:
Have lawful authority to record any meeting you upload to our platform.
Ensure compliance with applicable recording consent laws, including the Regulation of
Interception of Communications and Provision of Communication-Related Information Act
(RICA) in South Africa, and equivalent laws in other jurisdictions.
Not upload recordings of private conversations without the consent of all parties, where
required by law.
Not upload recordings of confidential proceedings unless you have authority to do so.
Meeting recordings and transcripts are processed by AI. You are responsible for reviewing
and verifying the accuracy of all AI-generated output before it is used in any official
capacity or distributed to any party.
GovClerk (Pty) Ltd accepts no liability for errors, omissions, or inaccuracies in
AI-generated minutes that are used without adequate human review.
5. Portal Content (GovClerk Portal)
When publishing content on GovClerk Portal, you acknowledge that:
Content published on public portals is visible to members of the public and may be
indexed by search engines.
You are responsible for ensuring that all published content complies with applicable
transparency legislation, open meetings requirements, and records management laws.
You must not publish content that contains personally identifiable information (PII)
that ought to be redacted under applicable privacy laws, including POPIA.
Meeting notices and agendas must comply with your jurisdiction's open meetings and
notice requirements.
You must not publish content that is false, misleading, or inaccurate in relation to any
official proceeding.
You are responsible for ensuring that you have the authority to publish the content on
behalf of your organisation.
6. Account Security
You are responsible for:
Maintaining the confidentiality of your login credentials (username and password).
All activity that occurs under your account, whether or not authorised by you.
Notifying us immediately at
support@govclerkminutes.com upon
becoming aware of any unauthorised access to or use of your account.
Using strong, unique passwords and enabling any available multi-factor authentication.
Not allowing other individuals to access our Services using your credentials.
We will not be liable for any loss or damage arising from your failure to maintain the
security of your account credentials.
7. Data & Storage Limits
We reserve the right to:
Set reasonable limits on storage, bandwidth, and usage per account, based on your
subscription plan.
Remove content that violates this Acceptable Use Policy or our Terms of Use.
Suspend or terminate accounts that breach this policy.
Charge additional fees for usage that exceeds your subscription limits, as described in
your subscription agreement.
We will endeavour to notify you before taking action regarding storage limits, except in
cases where immediate action is required to protect the security or integrity of our
Services.
8. Intellectual Property
You retain ownership of the content you upload to our Services (recordings, documents,
images, etc.).
You grant us a limited, non-exclusive licence to process your content for the purpose of
providing the Services to you, as described in our
Terms of Use.
AI-generated meeting minutes and transcripts are derivative works created from your
uploaded content. As between you and GovClerk (Pty) Ltd, you own the AI-generated output
subject to our rights in the underlying platform and technology.
Our platform, branding, software, technology, and all related intellectual property
remain the property of GovClerk (Pty) Ltd.
You may not use our trademarks, logos, or branding without our prior written permission.
9. Enforcement
If you violate this Acceptable Use Policy or our Terms of Use, we may take one or more of
the following actions, at our sole discretion:
Issue a warning and request you to remedy the violation.
Temporarily suspend your access to our Services.
Permanently terminate your account.
Remove or disable access to content that violates this policy.
Report illegal activity to law enforcement authorities.
Take legal action against you to recover losses or prevent further violations.
Serious violations — including illegal activity, security breaches, or content that poses
a risk to others — may result in immediate account termination without prior warning.
We will endeavour to act proportionately and, where possible, give you the opportunity to
remedy a violation before taking more serious action.
10. Reporting Violations
If you become aware of any content or activity on our Services that you believe violates
this Acceptable Use Policy or any applicable law, please report it to us promptly:
Please include as much detail as possible, including the nature of the violation, where it
occurred on our Sites, and any supporting information. We will investigate all reports and
respond as promptly as reasonably practicable.
11. Changes to This Policy
We may update this Acceptable Use Policy from time to time to reflect changes in our
Services, applicable law, or best practices. We will notify you of material changes by
email or by posting a prominent notice on our Sites.
Your continued use of our Services after the effective date of any changes to this policy
constitutes your acceptance of the updated policy. If you do not agree with any changes,
you must stop using our Services.
We encourage you to review this policy periodically to stay informed of any updates.
12. Contact Us
If you have any questions about this Acceptable Use Policy, please contact us: