<- Trust Center
Legal & Platform Governance

Acceptable Use Policy

Rules for lawful, secure and responsible use of the Flex Platform and website.

Effective Date: 1 August 2026Last Updated: 14 July 2026Version: 2.0Document Owner: Flex Online (Pty) Ltd

1. Introduction

This Acceptable Use Policy ("Policy") forms part of the governance framework applicable to the Flex Platform.

Its purpose is to protect the confidentiality, integrity, availability and lawful use of the Flex Platform by establishing the standards of conduct expected from all Platform Users.

This Policy applies together with the:

  • Platform Terms;
  • Privacy Policy;
  • Responsible AI Policy;
  • Information Security documentation; and
  • any applicable Customer policies.

Failure to comply with this Policy may result in suspension or termination of access to the Flex Platform and may also result in legal or regulatory action where appropriate.

2. Scope

This Policy applies to every individual or organisation that accesses or uses the Flex Platform, including Platform Users authorised by a Customer.

This Policy applies regardless of:

  • the permissions assigned to a Platform User;
  • the device used to access the Flex Platform;
  • the geographic location of the Platform User; or
  • whether the Flex Platform is accessed through a white-labelled implementation.

3. Lawful and Responsible Use

Platform Users must use the Flex Platform:

  • lawfully;
  • honestly;
  • responsibly;
  • in accordance with applicable laws;
  • in accordance with these Policies; and
  • in accordance with any reasonable policies established by the relevant Customer.

Platform Users remain responsible for all activities undertaken using their accounts.

4. Security and System Integrity

Platform Users must not intentionally:

  • attempt to gain unauthorised access to the Flex Platform, Customer environments or related infrastructure;
  • probe, scan or test the security of systems without authorisation;
  • interfere with authentication or security controls;
  • exploit vulnerabilities;
  • interfere with monitoring or audit mechanisms;
  • introduce malware, ransomware, spyware or other malicious software;
  • attempt to compromise the confidentiality, integrity or availability of the Flex Platform;
  • overload, disrupt or degrade platform performance through excessive or malicious activity;
  • interfere with another Platform User's access to the Flex Platform; or
  • undertake any activity that may reasonably compromise the security of Flex, a Customer or another Platform User.

5. Platform Integrity

Platform Users must preserve the integrity of activities performed through the Flex Platform.

Without limitation, Platform Users must not intentionally:

  • falsify records, submissions or Customer Content;
  • manipulate workflow outcomes;
  • interfere with audit trails or activity records;
  • submit information known to be false or misleading;
  • impersonate another individual or organisation;
  • create or use fraudulent accounts;
  • circumvent identity verification or authentication controls;
  • bypass platform workflows designed to preserve integrity;
  • intentionally interfere with evidence, submissions or records created by another Platform User; or
  • attempt to conceal unauthorised activity.

6. Acceptable Content

Platform Users must not upload, publish, transmit or distribute content that:

  • is unlawful;
  • infringes intellectual property rights;
  • contains malicious software;
  • promotes fraud or criminal activity;
  • is defamatory, threatening or harassing;
  • incites violence;
  • constitutes hate speech;
  • contains unlawful pornography or child exploitation material;
  • infringes another person's privacy rights;
  • unlawfully discloses confidential information;
  • intentionally misleads others; or
  • otherwise violates applicable law.

Platform Users remain solely responsible for content submitted using their accounts.

7. Privacy and Personal Information

Platform Users must respect the privacy of others.

Platform Users must not:

  • access Personal Information without authorisation;
  • disclose confidential information without lawful authority;
  • attempt to obtain another person's credentials;
  • use Personal Information for unauthorised purposes;
  • collect information through scraping or automated harvesting without permission; or
  • otherwise process Personal Information in a manner inconsistent with applicable law or Customer policies.

8. Artificial Intelligence and Automated Tools

The Flex Platform may include AI-assisted functionality or permit Customers to integrate approved AI services.

Platform Users must not use artificial intelligence, automation or other technologies to:

  • circumvent platform controls;
  • deceive other Platform Users;
  • fabricate evidence or records;
  • manipulate assessments, submissions or platform workflows;
  • impersonate another individual;
  • bypass authentication or identity verification;
  • generate unlawful or malicious content;
  • conduct unauthorised automated extraction of Customer Content; or
  • undermine the integrity of activities conducted through the Flex Platform.

Nothing in this Policy prevents the lawful use of AI-assisted functionality expressly provided by Flex or authorised by the Customer.

9. Intellectual Property

Platform Users must respect the intellectual property rights of Flex, Customers and third parties.

Platform Users must not:

  • copy software or documentation without authorisation;
  • remove copyright notices;
  • distribute proprietary material unlawfully;
  • upload material that infringes another person's intellectual property rights; or
  • misuse Flex branding, trademarks or logos.

10. Fair Use

Platform Users must use the Flex Platform reasonably and in accordance with its intended purpose.

Platform Users must not intentionally:

  • consume excessive computing resources;
  • generate unreasonable volumes of automated requests;
  • monopolise shared platform resources;
  • interfere with system performance;
  • conduct unauthorised stress testing;
  • use the Flex Platform for cryptocurrency mining;
  • use the Flex Platform for unrelated commercial hosting; or
  • otherwise use the Flex Platform in a manner that materially impacts other Customers or Platform Users.

11. Customer Policies

Customers may establish additional acceptable-use requirements that apply within their own implementation of the Flex Platform.

Platform Users remain responsible for complying with those Customer policies in addition to this Policy.

Where a conflict exists between this Policy and a Customer policy regarding the operation or security of the Flex Platform, this Policy will prevail to the extent necessary to protect the security, integrity or lawful operation of the Flex Platform.

12. Monitoring and Investigations

Flex does not routinely monitor Customer Content.

However, Flex may use reasonable automated or manual measures to investigate suspected misuse of the Flex Platform where necessary to:

  • protect platform security;
  • investigate suspected violations of this Policy;
  • comply with applicable law;
  • respond to a lawful request;
  • enforce contractual obligations;
  • protect Platform Users or Customers; or
  • maintain the integrity of the Flex Platform.

Any such activities will be undertaken in accordance with applicable law, the Privacy Policy and contractual obligations.

13. Reporting Misuse

Platform Users are encouraged to report suspected:

  • security incidents;
  • fraudulent activity;
  • unauthorised access;
  • misuse of accounts;
  • violations of this Policy; or
  • other activity that may threaten the security or integrity of the Flex Platform.

Reports may be submitted using the contact information published in the Flex Trust Centre.

14. Enforcement

Where Flex reasonably believes that this Policy has been breached, Flex may take one or more of the following actions, subject to applicable law and contractual obligations:

  • issue a warning;
  • require corrective action;
  • temporarily restrict functionality;
  • suspend access;
  • terminate access;
  • remove or restrict unlawful content;
  • preserve relevant evidence;
  • notify the relevant Customer;
  • notify law enforcement or competent authorities where appropriate; or
  • pursue any other remedy available under law or contract.

Flex will take enforcement action proportionate to the nature, severity and impact of the suspected breach.

15. Changes to this Policy

Flex may amend this Policy from time to time to reflect:

  • changes to the Flex Platform;
  • new technologies;
  • security developments;
  • legal or regulatory requirements;
  • operational improvements; or
  • evolving industry practices.

The latest version will always be published within the Flex Trust Centre.

16. Related Policies

This Policy should be read together with the following Flex documents:

  • Platform Terms;
  • Privacy Policy;
  • Website Terms;
  • Responsible AI Policy;
  • Information Security;
  • Security Overview; and
  • Cookie Policy.

17. Contact

Questions regarding this Policy or reports relating to suspected misuse of the Flex Platform may be directed to:

Flex Online (Pty) Ltd

Email: trust@flexonline.io

Website: www.flexonline.io