Terms of Service

Last updated: 9 August 2026

These Terms of Service govern your use of the Helpdesk By Virtual Shinobis platform, website and related services operated by Virtual Shinobis. By creating an account, starting a trial or using the service, you agree to these terms.

1. The service

Helpdesk By Virtual Shinobis is a cloud-based email ticket and customer-support management platform. It allows organizations to manage support inboxes, customer messages, tickets, team members and related workflows. Features may be changed, improved, limited or discontinued where reasonably necessary to maintain, secure or improve the service.

2. Accounts

You must provide accurate account and organization information and keep your login credentials secure. You are responsible for activity performed through your account and for ensuring that team members you invite use the service lawfully. Notify us promptly if you believe your account has been accessed without authorization.

3. Trial and subscription

Eligible new organizations may receive a 14-day free trial. Unless cancelled before the end of the trial, the selected payment method may be charged R249 per month for continued access. Subscriptions renew monthly until cancelled. We may change pricing in future, but existing subscribers will receive reasonable notice before a new price takes effect.

4. Payments

Payments are processed by an independent payment provider. Virtual Shinobis does not store complete card details. You authorize us and our payment provider to collect subscription fees, taxes and other clearly disclosed charges associated with your subscription. You are responsible for keeping your payment information current.

5. Acceptable use

You may not use the service to send spam, phishing messages or unlawful communications; distribute malicious software; infringe another person’s rights; gain unauthorized access to another account or organization; conduct fraudulent or abusive activity; or disrupt or overload the platform. We may suspend access where reasonably necessary to investigate abuse, protect users or comply with legal obligations.

6. Customer data

You retain ownership of the customer, ticket and organization data you submit. You authorize us to process that data only as reasonably necessary to provide, secure and support the service. You are responsible for ensuring that you have a lawful basis to upload and process personal information through the platform.

7. Availability and support

We aim to provide a reliable service but do not guarantee uninterrupted or error-free availability. Maintenance, third-party outages, security incidents or circumstances outside our reasonable control may temporarily affect access. Support enquiries may be sent to support+virtualshinobiscom@inbound.virtualshinobis.com.

8. Cancellation and termination

You may cancel your subscription through the Billing area or by contacting support. Cancellation stops future renewals. Access may continue until the end of the current paid billing period unless otherwise stated during cancellation. We may suspend or terminate an account for material breaches, unlawful activity, non-payment or conduct that threatens the security of the service.

9. Limitation of liability

To the extent permitted by South African law, Virtual Shinobis will not be liable for indirect, incidental, special or consequential loss, including lost profits, lost opportunities or loss caused by interruptions outside our reasonable control. Our total liability relating to the service will not exceed the subscription fees paid by the affected customer during the three months immediately preceding the event giving rise to the claim. Nothing in these terms excludes liability that cannot lawfully be excluded.

10. Governing law

These terms are governed by the laws of the Republic of South Africa.

11. Contact

Virtual Shinobis
Email: support+virtualshinobiscom@inbound.virtualshinobis.com
Website: virtualshinobis.com

12. Related policies

Please also review our Privacy & Cookies Policy and Refund and Cancellation Policy.