Contract Framework
A plain-language map of how the XGRC® customer journey, contract documents, and renewal terms fit together — from first contact through to renewal or termination.
Customer Journey
- 1
First contact — protect confidentiality
Before any platform information, pricing, or architecture is shared, both parties sign the NDA (v4.0, XGRC-NDA-004). This protects XGRC® IP during the entire evaluation phase.
- 2
Discovery — capture requirements
The customer completes the Business Landscape document, recording requirements, user counts, modules needed, and integrations. Strategix uses this for configuration, scoping, and pricing. The customer warrants its accuracy under SaaS Agreement clause 6.1.
- 3
Commercial agreement — price and scope
Strategix issues the Proposal & Order Form (v2.0, XGRC-PRO-002, 30-day validity) with all commercial terms — pricing, licence structure, term, and renewal basis. On signature by both parties it becomes the binding Order Form and the subscription begins.
- 4
Legal framework — signed once
The SaaS Agreement (v4.0, XGRC-SAAS-004, 21 clauses) is signed alongside the Proposal at deal close. By signing, the customer accepts the Data Processing Addendum and all Website Policies by reference — no separate click-throughs required for any operational policy.
- 5
Onboarding & go-live
Platform access is provisioned per the Business Landscape. Any changes to scope after signature require formal change control and may affect price and timelines. The Support Policy governs all support from day one.
- 6
Active subscription — ongoing obligations
Both parties operate under the SaaS Agreement for the term. Website Policies can be updated on 30 days’ notice without re-signing. Annual fee adjustments apply from 1 March each year on 30 days’ written notice.
- 7
Renewal
Auto-renews unless 60 days’ written notice is given before term end. A new Proposal is issued only if pricing or scope changes — the SaaS Agreement continues without re-signing.
- 8
Termination
Either party may terminate per the SaaS Agreement. There is a 30-day data export window; all outstanding fees become immediately due and payable; certain key clauses survive termination.
Document Anatomy
| Document | Reference | Notes |
|---|---|---|
| Non-Disclosure Agreement | XGRC-NDA-004 | 16 clauses · 2-year term · 5-year survival of trade secret obligations |
| Business Landscape | Internal scoping document | Customer completes all fields · no signature required · accuracy warranted by customer |
| Proposal & Order Form | XGRC-PRO-002 | 10 sections · 30-day validity · becomes binding Order Form on signature |
| SaaS Agreement | XGRC-SAAS-004 | 21 clauses · master legal framework · signed once · incorporates DPA + 5 Website Policies by reference |
| Data Processing Addendum | XGRC-DPA-002 | 16 clauses · accepted via SaaS Agreement cl.18.2 · no separate signature · satisfies POPIA s.21 |
Key Triggers & Consequences
| Trigger | Clause | What Happens |
|---|---|---|
| Non-payment | SaaS cl.9.4 | Day 31: written reminder. Day 45: suspension on notice. Day 60+: termination right on 7 Business Days’ notice. All outstanding fees immediately due on termination. |
| Immediate suspension | SaaS cl.16 | Security incident, material AUP breach, or continued access exposing Strategix to legal liability — customer notified as soon as reasonably practicable after suspension. |
| Termination for cause | SaaS cl.11.1 | Material breach not remedied within 14 Business Days of written notice, or insolvency/liquidation/business rescue — all fees for the remainder of any fixed term become immediately due. |
| Security incident | DPA cl.11 | Customer notified within 72 hours of a confirmed breach, including nature of incident, data categories affected, and remediation steps. |
| Subprocessor change | DPA cl.8 | 10 Business Days’ advance notice for material changes; customer may object in writing within 10 Business Days on data protection grounds. |
Renewal & Pricing
Strategix sends a renewal notification at Day −60 confirming fees for the next period. No response results in auto-renewal on the same term. If pricing changes, a new Proposal is issued and the customer signs only that — the SaaS Agreement, DPA and Website Policies all continue automatically without re-signing. Annual price adjustments take effect from 1 March each year on not less than 30 days’ prior written notice, and may reflect inflation, operating cost increases, subprocessor cost changes, service enhancements, and market conditions.
Questions about this document, or need a signed copy for procurement? Contact us.
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