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Copyright © EPIC. All rights reserved.
EPIC Toolkit
| Effective date | 17 August 2026 |
|---|---|
| Last updated | 26 August 2026 |
These Terms govern access to and use of the EPIC Toolkit, including the UGRs Stock Take, data analysis, dashboards, reports, insights, resources and related online services provided by Empowering People Igniting Cultures (Pty) Ltd, trading as EPIC.
Please read these Terms together with the EPIC Cancellation and Refund Policy and EPIC Global Privacy Policy. Where a Data Processing Addendum or Associate Agreement applies, that document forms part of the agreement as described below.
References to “EPIC”, “we”, “us” and “our” mean Empowering People Igniting Cultures (Pty) Ltd (registration number 2021/010516/07). References to “Customer”, “you” and “your” mean the person or organisation that purchases, accesses or uses the Services.
By creating an account, purchasing a Service, accepting an Order, selecting an acceptance box or using the Platform, you agree to these Terms. If you use the Platform for an organisation, you confirm that you have authority to bind that organisation.
The Services are primarily intended for organisations, businesses, consultants and professionals. Where an individual purchases a Service in a personal capacity, any mandatory consumer rights that apply remain unaffected.
EPIC is a private company incorporated and registered in the Republic of South Africa. Its sole director and office bearer is Stephan Kenneth du Plessis. EPIC’s physical address and address for legal service of documents is 81 David Ave, Sandton, Gauteng, 2191, South Africa.
If documents conflict, a signed Order or specific written agreement takes priority for its subject matter; the Data Processing Addendum takes priority for Customer Personal Data; an Associate Agreement takes priority for associate-specific matters; and the Cancellation and Refund Policy takes priority for cancellations and refunds.
Associate: an independent consultant, adviser, practitioner or other person expressly approved by EPIC to use the Services for third-party client organisations.
Authorised User: an employee, contractor, adviser or other person permitted to use a Customer account.
Client: an organisation using the Services for its own internal workplace culture programme.
Customer Data: information, files, responses and other content submitted to the Platform by or for a Customer.
Participant: an employee, contractor, stakeholder or other person invited to complete a Stock Take or related activity.
Participant Data: information provided by or relating to Participants, including survey responses and demographic information.
Platform: the EPIC Toolkit websites, systems, applications, dashboards, survey tools and associated technology.
Results Content: dashboards, analyses, reports, interpretations, findings, recommendations, suggested actions and next-step guidance generated or provided through the Services.
Services: the UGRs Stock Take, survey administration, analysis, reporting, insights, culture-change resources, subscriptions, packs and related services available through the Platform.
Stock Take: a UGRs workplace culture assessment or survey made available through the Platform.
UGRs Materials: the UGRs methodology, Stock Take questions, frameworks, concepts, scoring methods, report structures, workshop materials, guidance, templates, training content, graphics and other proprietary materials.
Account holders must be at least 18 years old and legally capable of entering into a binding agreement. A person under 18 may participate in a Stock Take only where participation is lawful, all required permissions or consents have been obtained and any EPIC approval reasonably required for the particular engagement has been obtained.
The Platform may not be used where providing or receiving the Services would be unlawful or subject EPIC or a Customer to prohibited sanctions, trade restrictions or export-control requirements.
Account holders must:
The Platform uses individual username-or-email and password authentication. EPIC may restrict or suspend access where credentials are misused, account limits are exceeded, or security is at risk.
Depending on the product purchased, the Platform may allow Customers to create and distribute Stock Takes, invite Participants, collect responses, analyse data, view dashboards, generate or download reports, receive interpretations and recommendations, access UGRs culture-change resources, manage programmes and conduct follow-up assessments.
User, Participant, Stock Take, client, project, pack and other usage limits are those displayed on the applicable product page, Order or subscription plan. Features not included in the purchased plan are not part of the Services.
Subject to payment and compliance with the agreement, EPIC grants each Client a limited, non-exclusive, non-transferable and non-sublicensable licence to use the purchased Services and UGRs Materials for the Client’s own internal workplace culture programme.
The Client licence permits the Client to:
Clients may not publish Results Content publicly or use their access to provide UGRs services to another organisation without EPIC’s prior written permission.
A Client may retain customer-specific final reports lawfully downloaded while its licence was active for its own internal use after access ends. This does not permit continued use of the Platform, live tools, templates, training content or other licensed UGRs Materials after the relevant licence ends.
An Associate may use the Services for third-party clients only where the Associate has been expressly approved or licensed by EPIC and has entered into any Associate Agreement required by EPIC. Any training, accreditation, certification, quality-assurance or competence requirements are those specified by EPIC or in the applicable Associate Agreement from time to time.
Associate rights are limited, non-exclusive, non-transferable and revocable. Usage and client limits are controlled by the applicable plan, pack, Order or Associate Agreement. Associate rights are not territorially exclusive unless a written Associate Agreement says otherwise.
Unless EPIC expressly permits otherwise in writing, an Associate must not:
Associates are independent service providers. Nothing creates employment, partnership, joint venture, franchise or agency.
Unless EPIC expressly agrees otherwise, the Associate contracts with its own end client and EPIC contracts with the Associate. The Associate must ensure that the end client has authorised the Stock Take and associated processing, provides required notices to Participants, complies with applicable employment and privacy requirements, and understands the limitations of the analysis and recommendations.
EPIC is not responsible for an Associate’s professional services, advice, representations or contractual commitments to an end client.
Customers must:
A Customer must not describe a Stock Take as anonymous where the selected configuration is confidential or identifiable. Customers must not use Results Content as the sole basis for a significant employment decision about an individual.
The Customer retains its rights in Customer Data. The Customer grants EPIC and approved service providers the limited right to host, copy, process, transmit, analyse and display Customer Data as necessary to provide, secure, support and lawfully operate the Services.
The Customer confirms that it has the right and lawful authority to provide Customer Data to EPIC, to invite Participants and to instruct the relevant processing. Where EPIC processes Participant Data solely on a Customer’s documented instructions, the Customer generally acts as controller/responsible party and EPIC generally acts as processor/operator, subject to the Data Processing Addendum and the actual circumstances.
The Platform may support anonymous, confidential or identifiable Stock Takes. Customers must accurately communicate the mode used and who may have access to information. They may not:
EPIC may apply minimum reporting thresholds, grouping, suppression and redaction. The default group reporting threshold is seven Participants; breakdowns for smaller groups are not ordinarily shown.
Results Content is based on information supplied through the Platform, the UGRs methodology, selected configuration and, where enabled, automated, statistical, rules-based or AI-supported processing. The quality and usefulness of Results Content depend on the quality, completeness and representativeness of the underlying information.
Optional AI features may assist with comment redaction, translation, culture-intelligence themes and summaries, and UGRs Oracle question-and-answer functionality. Core Stock Take creation, distribution and standard report generation can operate without those optional AI features.
Results Content supports understanding, discussion and decision-making. It does not replace professional judgement, direct employee engagement, legal advice, labour-relations advice, psychological or clinical assessment, or another appropriately qualified professional service. Customers must apply human judgement before acting on AI-supported or other Results Content.
EPIC does not guarantee a particular participation rate, survey result, culture-change outcome, employee-engagement outcome, retention level, financial result or other organisational outcome.
EPIC and its licensors retain all rights, title and interest in the Platform, UGRs name and marks, UGRs methodology and concepts, Stock Take questions and structures, scoring and analysis methods, report structures, software, workflows, training content, templates, resources and all improvements or derivative works. Payment does not transfer ownership of any of these rights.
Unless these Terms, an applicable Order or an Associate Agreement expressly permits it, a Customer, Associate, Authorised User or other person using the Platform must not:
Clients may refer internally to their use of UGRs but may not imply endorsement, certification or partnership beyond the actual relationship. Associates may use EPIC and UGRs branding only while authorised, for approved services and in accordance with current brand guidelines or an Associate Agreement. No public use of the other party’s name, logo or trademarks is permitted without permission except where legally required.
Each party must protect non-public business, commercial, technical and personal information received from the other and use it only for the purposes of the agreement. Confidential information includes Customer Data, Participant Data, non-public UGRs Materials, security information, pricing, client information and business opportunities.
These duties do not apply to information lawfully public, independently developed, lawfully received without restriction, already lawfully known, or required to be disclosed by law. Where legally permitted, the receiving party should give reasonable advance notice of a compelled disclosure.
EPIC may create aggregated or de-identified information from use of the Services where the resulting information does not reasonably identify a Customer, organisation or individual. EPIC may use that information to improve the Platform and methodology, develop benchmarks and research, understand general workplace culture trends and develop services. EPIC will not publicly identify a Customer as the source without permission.
Fees and supported currencies are those displayed on the applicable product page, at checkout or in an Order. EPIC is VAT registered. Unless expressly stated otherwise, product prices are quoted exclusive of VAT. Before a Customer finally places an online order, EPIC will display VAT separately and the full total price payable, inclusive of VAT. EPIC does not add any other mandatory fee or charge beyond the total shown at checkout. A Customer’s bank, card issuer or other financial-service provider may apply its own charges, including currency-conversion or international-transaction charges, which are outside EPIC’s control.
Supported payment methods are displayed at checkout and payments are processed through Paystack at launch. EPIC, and not Paystack, is the supplier and merchant of record for purchases of EPIC Services through the Toolkit and remains responsible for fulfilment, customer support, cancellations and refunds. Paystack acts as EPIC’s payment gateway and payment processor and is not the seller or provider of the EPIC Services. EPIC does not ordinarily receive complete card numbers or card security codes. Customers authorise EPIC and its payment provider to process amounts properly due under the agreement.
Payment security and privacy: Paystack processes payment information through its payment infrastructure. EPIC’s handling of personal information is governed by the EPIC Global Privacy Policy, and the Platform security measures relevant to EPIC are summarised in section 27 of these Terms.
Before an online order is finally placed, the Customer is given an opportunity to review the transaction, correct mistakes and withdraw from the transaction. The order is only placed when the Customer completes the final purchase or payment step.
Before payment, the Customer is presented with links to these Terms, the EPIC Cancellation and Refund Policy and must indicate acceptance before completing the purchase. Where immediate access to a digital Service is requested, EPIC also records the Customer’s express consent to immediate performance. EPIC may retain the date, time, account or transaction identifier and acceptance record as evidence of the transaction.
Unless a product page or Order states otherwise, access to purchased digital Services is activated immediately after successful payment. EPIC provides an electronic transaction confirmation or receipt recording the purchase after successful payment. The Customer can store and reproduce that transaction record electronically for as long as the Customer chooses. These Terms and the policies incorporated into them are also made available electronically so that the Customer can save, print or otherwise reproduce them.
EPIC does not currently belong to a self-regulatory or accreditation body for the purposes of these online Services, does not subscribe to a separate code of conduct for them, and does not subscribe to a formal alternative dispute-resolution code or scheme. This does not limit any statutory complaint, ombud, regulator or dispute-resolution right available to a Customer.
A one-off pack provides the access and capacity described at purchase. One-off packs do not expire solely because time passes; they remain active until their purchased capacity is used, the account or Service is terminated in accordance with the agreement, or the relevant Service is lawfully discontinued.
Where a Customer purchases more than one active pack, available capacity may be cumulative as shown in the Platform. There is no separate “rollover” entitlement beyond the capacity displayed for active packs.
EPIC may offer monthly and annual subscriptions. Subscriptions renew automatically at the selected billing interval until cancelled. EPIC intends to send an advance renewal reminder approximately 14 days before renewal, subject to the contact information on the account and any mandatory local requirements.
To prevent the next renewal, a Customer must give at least seven calendar days’ notice before the scheduled renewal date by emailing cancellations@epic-hub.com. This email address is EPIC’s official subscription-cancellation route. Where mandatory law requires a different cancellation method or timing, that law applies.
Where section 14 of the South African Consumer Protection Act, 2008 applies to a fixed-term agreement with a natural-person consumer, that consumer may cancel the agreement at any time by giving EPIC 20 business days’ notice in writing or another recorded manner and form. EPIC may charge amounts due up to the effective cancellation date and may impose only a reasonable cancellation penalty to the extent permitted by law. The seven-day administrative cut-off above does not reduce this statutory right.
Unless otherwise stated, cancellation stops future renewal but access continues until the end of the paid subscription period. Cancellation and refund eligibility are governed by the EPIC Cancellation and Refund Policy.
EPIC may change subscription pricing on reasonable advance notice. A change normally applies from the next renewal after notice. A Customer that does not accept a new price may cancel before it takes effect.
If a payment fails, EPIC or Paystack may automatically retry it. EPIC may restrict or suspend paid functionality while payment remains outstanding. No guaranteed grace period applies unless an Order or mandatory law provides one.
Refunds are considered in accordance with the EPIC Cancellation and Refund Policy. Cancellation does not automatically create a right to a refund. Once Results Content has been accessed, the digital Service will ordinarily be treated as materially delivered and non-refundable, subject to rights that cannot lawfully be excluded.
Unless a product page or Order states otherwise, EPIC begins providing the digital Service immediately after successful payment. For a South African consumer to whom section 44 of the Electronic Communications and Transactions Act 25 of 2002 (ECTA) applies, the consumer generally has a statutory right to cancel a service transaction without reason and without penalty within seven days after conclusion of the agreement. If payment has already been made, ECTA provides for a full refund within 30 days of cancellation. Under section 42(2)(d) of ECTA, that section 44 cooling-off right does not apply where the service began with the consumer’s consent before the end of that seven-day period. EPIC will rely on that exception only where the required consent to immediate performance has been obtained. Nothing in these Terms removes a statutory right that cannot lawfully be waived or excluded.
Customers may also have rights to dispute a payment or initiate a chargeback through their bank, card issuer or payment method provider. Customers are encouraged to contact EPIC first at cancellations@epic-hub.com so that EPIC can investigate and, where appropriate, resolve the matter directly; however, this does not restrict a lawful right to raise a payment dispute or chargeback.
Where a payment dispute or chargeback is raised, EPIC may provide Paystack, the relevant bank, card issuer or payment network with information reasonably necessary to investigate the transaction, including evidence of purchase, activation, delivery or access to Results Content, subject to applicable privacy law. A chargeback does not create additional contractual refund rights beyond those in the EPIC Cancellation and Refund Policy, although EPIC will comply with any binding decision or reversal required by the applicable payment network, bank or law. Knowingly false or fraudulent payment disputes may constitute a breach of these Terms.
Evidence may also include records showing the Customer’s acceptance of these Terms and the incorporated policies before payment and, where applicable, the Customer’s express consent to immediate digital performance.
Any payment-processing fee that Paystack retains from EPIC following a refund or reversal is borne by EPIC and does not reduce a refund amount otherwise due to the Customer.
EPIC uses reasonable efforts to keep the Platform available, but does not provide a guaranteed uptime or response-time commitment unless a separate Order expressly states one. The Platform may be interrupted for maintenance, updates, security work, infrastructure failure, third-party failure or events outside EPIC’s reasonable control. Planned maintenance notice will be provided where reasonably practical.
The Platform depends on third-party services including hosting, email, payment and optional AI providers. Those providers may have their own terms and privacy obligations. EPIC is not responsible for independent third-party products or websites it does not control, although EPIC remains responsible for its own contractual obligations to Customers.
Anyone who accesses or uses the Platform must not:
EPIC maintains technical and organisational measures intended to protect the Platform and information processed through it. Current measures include individual user accounts, role-based permissions, HTTPS/TLS for Platform traffic, application audit logging, daily database backups and separation of production and development environments. No online service can guarantee complete security.
Customers remain responsible for their own devices, credentials, networks, downloaded reports and Authorised User access. Suspected Platform security incidents should be reported to privacy@epic-hub.com.
EPIC may suspend access where reasonably necessary because of non-payment, a material breach, suspected fraud or unlawful activity, a security risk, misuse of Participant Data, intellectual-property infringement, risk of harm, legal requirements or use beyond purchased limits. Where reasonably possible, EPIC will provide notice and an opportunity to correct the issue.
EPIC may terminate the affected Service or agreement for a material breach not corrected within a reasonable period after notice, persistent non-payment, unlawful use, serious security or privacy misuse, deliberate infringement, or where EPIC is legally prohibited from continuing the Service. Immediate termination may apply to serious misconduct, fraud or deliberate unlawful conduct.
When access ends, the Customer must stop using restricted UGRs Materials and an Associate must stop presenting itself as authorised. There is no guaranteed post-termination Platform access or export grace period; Customers should download authorised reports before access ends.
Customer-specific final reports lawfully downloaded during an active licence may continue to be used internally as described in section 7. Rights to live Platform tools, editable templates, training resources, scoring logic and other proprietary UGRs Materials end with the licence. Data return and deletion are handled under the Privacy Policy and Data Processing Addendum where applicable.
EPIC warrants that it will provide the Services with reasonable care and skill. Except for warranties that cannot lawfully be excluded, the Services are provided on an “as available” basis. EPIC does not warrant uninterrupted operation, error-free performance, compatibility with every device, completeness of every result or a particular organisational outcome.
Nothing excludes or limits liability where that would be prohibited by law, including liability that cannot legally be limited for fraud, fraudulent misrepresentation, wilful misconduct or another protected category.
To the maximum extent permitted by law, EPIC is not liable for indirect, incidental, special or consequential loss; loss of profit, revenue, opportunity, anticipated savings or goodwill; loss caused by inaccurate or unsuitable Customer Data; Customer or Associate employment decisions; implementation or non-implementation of recommendations; compromised Customer credentials; or failures of independent third-party services outside EPIC’s reasonable control.
For business Customers, EPIC’s total aggregate liability arising from the Services during any 12-month period will not exceed the fees paid or payable by that Customer for the affected Services in the 12 months preceding the event giving rise to the claim. For a one-off Service lasting less than 12 months, the limit is the amount paid for that Service, subject always to mandatory law.
To the extent permitted by law, a business Customer or Associate will indemnify EPIC against third-party claims, losses, penalties and reasonable costs arising from unlawful Customer Data, failure to obtain required authority or notices, misuse of Participant Data, content supplied by the Customer that infringes third-party rights, the Customer’s material breach of law, an Associate’s professional services or representations, or unauthorised modification or distribution of UGRs Materials.
This indemnity does not apply to the extent a claim is caused by EPIC’s own unlawful conduct, negligence or breach, and does not apply to an individual consumer where such an indemnity would be unlawful or unfair.
Nothing in the agreement excludes, restricts or modifies a consumer right, guarantee, remedy or protection that cannot legally be excluded. Where mandatory consumer law gives a Customer greater rights, that law applies to the extent of the inconsistency.
Customers may not use, export, provide or make the Services available in breach of applicable sanctions, trade restrictions or export-control laws. EPIC does not impose additional country restrictions beyond those required by law or a specific written agreement.
Neither party is liable for delay or failure caused by events beyond its reasonable control, including natural disasters, war, civil unrest, epidemics, government restrictions, widespread cyberattacks, electricity or telecommunications failures, or failure of critical infrastructure. The affected party must take reasonable steps to reduce the impact and resume performance.
A party should first give written notice of a dispute and the parties will attempt in good faith to resolve it through direct discussion. EPIC does not currently subscribe to a formal alternative dispute-resolution code or scheme. If the dispute is not resolved within 30 days, either party may pursue available legal remedies. This does not prevent urgent relief to protect personal data, confidential information, intellectual property or system security, and does not restrict any statutory complaint, ombud, regulator or consumer-dispute mechanism available under applicable law.
These Terms and the agreement are governed by the laws of the Republic of South Africa, without applying conflict-of-law rules that would require another law to govern. For business Customers, the courts with jurisdiction in Sandton, Gauteng, South Africa have jurisdiction. EPIC’s address for legal service of documents is 81 David Ave, Sandton, Gauteng, 2191, South Africa.
Where an individual consumer is legally entitled to rely on mandatory local law or bring proceedings in another jurisdiction, nothing in these Terms removes that right. The United Nations Convention on Contracts for the International Sale of Goods does not apply.
EPIC may update these Terms to reflect changes in the Services, law, security requirements, payment arrangements or business operations. Where a change materially affects an existing paid Service, EPIC will provide reasonable notice. Where applicable law requires express consent, EPIC will request it.
EPIC may send operational notices through the Platform or to the email address on the account. Formal legal notices to EPIC may be sent to notices@epic-hub.com. Where formal physical service of documents is required, EPIC’s address for service is 81 David Ave, Sandton, Gauteng, 2191, South Africa. Customers must keep their contact details current.
The Customer may not assign the agreement or licence without EPIC’s prior written permission. EPIC may transfer the agreement as part of a restructuring, merger, acquisition, sale of the relevant business or assets, or transfer to an affiliated entity, provided mandatory Customer rights are not reduced.
If a provision is invalid or unenforceable, it will be adjusted or removed to the minimum extent necessary and the remainder continues. A failure to enforce a provision is not a waiver. Electronic acceptance is valid. The English version governs, subject to mandatory local-language requirements. Provisions intended by their nature to survive termination will do so.
| Detail | Information |
|---|---|
| Legal business name | Empowering People Igniting Cultures (Pty) Ltd |
| Trading name | EPIC |
| Registration number | 2021/010516/07 |
| Physical / legal service address | 81 David Ave, Sandton, Gauteng, 2191, South Africa |
| Website | https://toolkit.epic-hub.com |
| Telephone | +27 11 787 0829 |
| Support | admin@epic-hub.com |
| Legal notices | notices@epic-hub.com |
Cancellation and refund requests: cancellations@epic-hub.com. Privacy and security enquiries or suspected Platform security incidents: privacy@epic-hub.com.
Companion document: EPIC Cancellation and Refund Policy.
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