Anavah Retainer Service Agreement
Version 2026-11-14
1. Parties
1.1 Anavah SHEQ Consultants, represented by Yvette Redelinghuis, SAIOSH Technical Member no. 73414441, of Ballito, KwaZulu-Natal ("Anavah").
1.2 [your company], registration number [registration number], of [your address], represented by [your name], [your position], who confirms that they are authorised to sign for the client ("the Client").
2. Commencement and term
2.1 This agreement starts on the date the Client signs it ("the start date") and runs for an initial period of 12 months.
2.2 After the initial period it continues month to month until either party cancels it under clause 13.
2.3 Anavah starts work once it has received the completed onboarding checklist and the first invoice has been paid.
3. Services included
For the monthly fee, Anavah provides the following for the Client's sites listed in the schedule:
3.1 Safety file set-up: a full health and safety file for the Client's workplace, including policies, procedures, risk assessments, legal appointments and registers, compiled from the information in the onboarding checklist.
3.2 Monthly maintenance: version-controlled updates to the file when the Client's activities, people or the law change.
3.3 Reminders: a register of due dates (training certificates, medicals, equipment inspections and services, COID letter of good standing, appointments) with reminders before each expires.
3.4 Support: health and safety questions answered by email or WhatsApp, and remote support with incident records and administration.
3.5 Inspections and audits: preparation for, and remote support during, inspections by the Department of Employment and Labour and audits by the Client's clients or main contractors.
3.6 Annual audit and certificate: one workplace audit a year against the Occupational Health and Safety Act 85 of 1993 and its regulations and, where the findings are satisfactory, an Anavah Certificate of Compliance valid for 12 months.
4. Services quoted separately
4.1 The following are not included in the monthly fee and are quoted before work starts: on-site visits other than the annual audit, additional internal audits, training courses and toolbox talks presented in person, incident investigations, site-specific packs for construction projects, and work for sites not listed in the schedule.
4.2 Anavah only carries out quoted work once the Client has accepted the quote in writing (email or WhatsApp is enough).
5. Service levels
| Service | Anavah's target |
|---|
| Safety file set-up | Within 15 business days of receiving the completed onboarding checklist |
| Answers to questions | Within 1 business day |
| Document updates requested by the Client | Within 5 business days |
| Corrections asked for by a main contractor, client or inspector | Within 2 business days |
| Notice of an inspection received by the Client | Remote support from the next business day |
| Annual audit | Scheduled with the Client in the month before the certificate anniversary |
5.1 Business days are Monday to Friday, excluding South African public holidays.
5.2 Targets depend on the Client supplying information and documents when asked. Delays caused by missing information extend the target by the same time.
6. Fees and payment
6.1 The monthly fee depends on the number of employees and sites:
| Employees | Monthly fee (one site) |
|---|
| 1 to 10 | R1,500 |
| 11 to 25 | R2,200 |
| 26 to 50 | R3,200 |
| 51 to 100 | R4,500 |
| More than 100 | Quoted |
6.2 Each additional site is R500 a month.
6.3 The Client's fee at signature: [employees] employees, [sites] site(s), R[fee] a month.
6.4 If the number of employees moves into another band or the number of sites changes, the Client must tell Anavah, and the fee changes from the next invoice.
6.5 Anavah invoices monthly in advance. Invoices are payable within 7 days by card, SnapScan or EFT, or by debit order once Anavah offers it and the Client has approved the mandate.
6.6 If an invoice is unpaid for 30 days, Anavah may pause the services after giving 7 days' written notice, until the account is paid.
6.7 Fees may increase once a year, on the anniversary of the start date, by no more than the consumer price index (CPI) plus 3%, with at least 30 days' written notice.
6.8 Anavah is not registered for VAT; if it registers, VAT will be added at the applicable rate from the date of registration.
7. Client responsibilities
The Client will:
7.1 complete the onboarding checklist and give Anavah accurate and complete information, and tell Anavah promptly of changes to its activities, sites, people, equipment or chemicals;
7.2 sign and keep the appointments, registers and records that the file requires, and make its people available for appointments and training;
7.3 put in place the controls, training and equipment recommended in the risk assessments, or tell Anavah why it cannot;
7.4 report incidents to Anavah within 2 business days, and to the authorities as the law requires;
7.5 give Anavah reasonable access to its sites for the annual audit.
8. The employer's legal duties stay with the Client
8.1 Anavah provides advice, documents and support. The Client remains the employer under the Occupational Health and Safety Act and keeps all of the employer's legal duties, including the duty to provide and maintain a safe working environment.
8.2 Anavah does not supervise the Client's work or workplace and is not responsible for unsafe acts or conditions it was not told about or could not reasonably have seen.
9. Certificate of Compliance
9.1 The certificate records the findings of Anavah's audit on the audit date. It is not issued by the Department of Employment and Labour and does not guarantee compliance after the audit date.
9.2 Anavah may withdraw a certificate, and mark it withdrawn on its online verification page, if the agreement is cancelled, fees are unpaid for more than 30 days, or Anavah learns that the controls in place at the audit are no longer maintained.
10. Documents and ownership
10.1 The completed safety file belongs to the Client, and the Client may keep and use it after this agreement ends.
10.2 Anavah's templates, checklists and methods remain Anavah's property. The Client may use them for its own business only and may not sell or share them.
11. Confidentiality and POPIA
11.1 Each party keeps the other's confidential information confidential, unless the law requires disclosure.
11.2 In processing personal information of the Client's employees (for example names, training records and medical fitness certificates), Anavah acts as the Client's operator under the Protection of Personal Information Act 4 of 2013. Anavah processes it only to provide the services, keeps it secure, and returns or deletes it within 30 days after the agreement ends, unless the law requires it to be kept.
12. Liability
12.1 Anavah will perform the services with the care and skill of a competent health and safety practitioner.
12.2 Except for loss caused by Anavah's gross negligence or wilful misconduct, Anavah's total liability under this agreement is limited to the fees the Client paid in the 6 months before the event that caused the claim.
12.3 Neither party is liable for indirect or consequential loss, such as lost profit or lost contracts.
13. Cancellation
13.1 Either party may cancel this agreement by giving 20 business days' written notice (email is enough).
13.2 If the Client cancels during the initial 12 months, the Client pays a cancellation fee equal to one month's fee, which Anavah considers a reasonable charge for the set-up work already done.
13.3 Anavah may cancel immediately by written notice if the Client is more than 60 days in arrears or seriously breaches this agreement and does not remedy the breach within 14 days of written notice.
13.4 Fees for services delivered up to the cancellation date remain payable. Clause 10 survives cancellation.
14. Disputes
14.1 The parties will first try to settle any dispute by talking it through. If that does not work within 20 business days, either party may refer it to mediation, and then to a court with jurisdiction.
14.2 South African law applies.
15. General
15.1 This agreement, its schedule and the accepted quotes are the whole agreement between the parties. Changes are valid only in writing (email is enough) and agreed by both parties.
15.2 Notices are sent to the email addresses in the schedule.
16. Electronic signature
16.1 The parties agree that this agreement may be signed electronically, as provided for in the Electronic Communications and Transactions Act 25 of 2002. When the Client signs online, Anavah records the signatory's typed name, the date and time, and the internet address used, and emails a copy of the signed agreement to both parties.
Schedule
| Client | [your company], reg. no. [registration number] |
| Contact | [your name], [your email], [your phone] |
| Sites covered | [your sites] |
| Employees | [employees] |
| Monthly fee | R[fee] |
| Start date | 14 November 2026 |
Signed for the Client: [your name], [your position], on [date and time of signing], from IP address [recorded when you sign].
Signed for Anavah SHEQ Consultants: Yvette Redelinghuis, on acceptance of the Client's signature.
Signed electronically under the Electronic Communications and Transactions Act. We record your typed name, the date and time and your internet address, and email a copy of the signed agreement to you and to us. Your details are used only to run your retainer (POPIA).
