Terms & Conditions

TERMS AND CONDITIONS

1.1 Introduction
These Terms and Conditions govern the use of the V3 Polygraph & Investigation Services website and the provision of services by V3 Polygraph & Investigation Services.
In these Terms:
“V3”, “we”, “our” or “us” means V3 Polygraph & Investigation Services;
“client” means the person, company, organisation, employer, legal representative or other party requesting or commissioning services;
“examinee” means the individual who is requested or scheduled to undergo a polygraph examination, screening process, interview or assessment;
“services” includes polygraph examinations, screening, investigative services, consultation, reporting and related professional services;
“website” means the V3 Polygraph & Investigation Services website and any associated online booking, enquiry or communication platform.
By using our website, requesting a quotation, submitting an enquiry, booking an appointment, paying a deposit or making use of our services, you acknowledge that you have read, understood and agreed to these Terms and Conditions.
Where a separate written quotation, booking confirmation, engagement letter or service agreement is issued, that document must be read together with these Terms and Conditions. Where there is a direct conflict, the signed service agreement or accepted quotation will take precedence.

1.2 Business information
Business name: V3 Polygraph & Investigation Services
Registration number: 2026/579994/07
Physical address: 5 Cadillac Street, Kenleaf, Brakpan, 1541, Gauteng, South Africa
Email address: info@v3polygraph.co.za
Telephone number: 068 259 4114
Website: www.v3polygraph.co.za
Information Officer: Mornay Geere
Information Officer email: info@v3polygraph.co.za

1.3 Services
V3 may provide services including:
pre-employment polygraph screening;
periodic or routine employee screening;
specific-issue polygraph examinations;
theft, fraud, misconduct and loss-related examinations;
fidelity or relationship-related examinations;
investigative interviews;
investigative assistance;
incident-related screening;
integrity screening;
consultation and case assessment;
written reports;
other related professional services agreed to in writing.
The exact scope of work will be set out in the quotation, booking confirmation, instruction form or service agreement.
The inclusion of a service on our website does not guarantee that we will accept every instruction. We may refuse, suspend or terminate a service where:
the instruction appears unlawful, unethical, unsafe or abusive;
the purpose of the examination is unclear or misleading;
an examinee is being threatened, improperly coerced or intimidated;
the requested questions fall outside an appropriate examination format;
insufficient information has been provided;
there is a conflict of interest;
payment terms have not been met;
the matter falls outside our competence or professional scope;
the circumstances may undermine the integrity of the examination;
continuing would expose V3, the examiner or another person to unreasonable risk.

1.4 No guarantee of a booking
Submitting an online form, sending an email, requesting a quotation or discussing a possible date does not create a confirmed appointment.
A booking is confirmed only when:
V3 accepts the instruction;
the agreed information and documentation have been provided;
the required deposit or payment has been received;
the appointment is confirmed in writing by V3.
Dates discussed before confirmation remain subject to availability.

1.5 Quotations
Unless stated otherwise:
quotations remain valid for the period shown on the quotation;
quoted prices apply only to the scope and circumstances described;
additional examinees, additional issues, new locations, travel, accommodation, waiting time, urgent work, after-hours work or additional reports may be charged separately;
quotations may be revised if the information originally supplied was incorrect or incomplete;
a quotation does not reserve an appointment until the booking requirements have been met.
Where applicable, taxes will be dealt with as stated on the quotation or invoice.

1.6 Client authority and responsibilities
A client commissioning services confirms that the client:
is legally entitled or properly authorised to request the services;
has accurately disclosed the purpose of the examination or investigation;
will not misrepresent V3’s role or the nature of the service;
will provide complete and truthful background information;
will identify the correct authorised recipients of any report;
will comply with applicable employment, labour, privacy, contractual and other legal requirements;
will obtain independent legal or labour advice where appropriate;
will not use the services to unlawfully discriminate, intimidate, harass or retaliate against another person;
will not promise, represent or guarantee a particular result;
will not coach the examinee or provide misleading information about the process;
will not alter, selectively edit or misrepresent a V3 report;
will not publish or distribute reports beyond authorised recipients without lawful grounds.
Where an employer, attorney, investigator or third party commissions an examination, that party remains responsible for ensuring that its proposed use of the examination and report is lawful, fair and procedurally appropriate.
V3 does not assume the role of the client’s attorney, chairperson, labour consultant, human-resources department, investigator of record or decision-maker unless separately appointed in writing.

1.7 Examinee identification
An examinee may be required to present valid identification before an examination begins.
V3 may record the following:
full name;
identity or passport number;
contact information;
employer or referring party;
relevant background details;
consent information;
signatures;
examination information;
photographs or copies of identification where reasonably required;
other information necessary to confirm identity and perform the service.
An examination may be postponed or cancelled where identity cannot reasonably be verified.

1.8 Voluntary and informed consent
A polygraph examination will not proceed unless the examinee provides informed consent in the manner required by V3.
Before the examination, the process, purpose and general nature of the examination will be explained to the examinee.
The examinee may be asked to sign a consent and acknowledgement form confirming, among other things, that:
the process has been explained;
the examinee understands the purpose of the examination;
the examinee has had an opportunity to ask questions;
the examinee agrees to participate;
the examinee understands how relevant information and results may be communicated;
the examinee has disclosed information reasonably relevant to suitability for testing.
An examinee may decline to participate or may withdraw consent before or during the examination.
However, withdrawal or refusal does not automatically create an entitlement to a refund. Fees will be handled in accordance with the cancellation policy, work already performed and the circumstances of the matter.
V3 does not determine what employment, contractual, disciplinary or legal consequences, if any, may follow from an examinee’s refusal or withdrawal. Those decisions remain the responsibility of the employer, client or relevant authority and must be made lawfully.

1.9 No coercion or intimidation by V3
V3 does not authorise the use of threats, violence, unlawful detention, humiliation or improper coercion to obtain participation.
V3 may decline to proceed where the examiner reasonably believes that an examinee:
is participating under unlawful or extreme pressure;
cannot understand the process;
cannot provide informed consent;
is being threatened or intimidated at the venue;
is not free to communicate with the examiner;
is being subjected to unsafe or abusive conditions.
The fact that an employer, spouse, contracting party or other person requested the examination does not remove the requirement for informed consent.

1.10 Medical, psychological and physical suitability
The examinee must disclose any circumstance that may reasonably affect suitability for examination, including:
significant medical conditions;
recent hospitalisation or surgery;
pregnancy where relevant;
serious pain or injury;
prescribed medication;
non-prescribed medication or substances;
alcohol or drug use;
serious sleep deprivation;
psychiatric or psychological treatment;
acute emotional distress;
inability to remain seated or follow instructions;
any other relevant condition.
Disclosure does not necessarily disqualify a person from examination. It allows the examiner to assess whether the process should proceed, be modified, be postponed or be declined.
V3 and the examiner may postpone or decline an examination where, in their professional judgment, the examinee is not presently suitable for testing.
V3 does not provide medical advice. An examinee who is unsure whether participation is medically appropriate should consult a qualified healthcare professional.
An examinee should not discontinue, alter or avoid prescribed medication for the purpose of undergoing an examination unless instructed by a qualified healthcare professional.

1.11 Alcohol, drugs and impairment
An examination may be cancelled or postponed where the examinee appears:
intoxicated;
under the influence of drugs or impairing substances;
severely fatigued;
unable to understand instructions;
physically or emotionally unfit to proceed;
disruptive, threatening or unsafe.
Where this occurs, the booking may be treated as a late cancellation or failed appointment, depending on the circumstances.

1.12 Examination environment
The client must provide, or permit V3 to arrange, a suitable examination environment.
The room should, as far as reasonably possible:
be private;
be quiet;
contain suitable seating and a work surface;
be free from interruptions;
have appropriate lighting and ventilation;
provide electrical power where required;
be reasonably safe and accessible.
The examiner may stop or postpone the examination where the environment is unsuitable or where interruptions, surveillance, third-party interference or safety concerns may compromise the process.
Unless agreed by the examiner, third parties may not remain in the examination room during the examination.

1.13 Questions and examination scope
The client may propose areas of concern, but the final wording, structure, number and suitability of questions remain subject to the examiner’s professional judgment and the examination methodology being applied.
The examiner may refuse questions that are:
vague;
misleading;
compound or multi-issue;
speculative;
discriminatory;
abusive or humiliating;
unrelated to the agreed matter;
incapable of being properly addressed;
outside the examiner’s professional scope;
inconsistent with an appropriate polygraph format.
A single examination cannot necessarily address every concern raised by a client.
Additional issues may require separate examinations, additional time and additional fees.

1.14 Examination process
The examination may include:
identity verification;
explanation of the procedure;
obtaining informed consent;
a pre-test interview;
review and formulation of questions;
collection of physiological data;
a post-test discussion where appropriate;
analysis of data collected
preparation of a verbal or written outcome;
preparation of a report where included in the agreed scope.
The duration may vary depending on the matter, the examinee, the complexity of the issues and the examiner’s professional requirements.
Clients should not schedule examinations so tightly that the process is forced to end prematurely.

1.15 Nature and limitations of polygraph examinations
A polygraph examination is an investigative and assessment tool.
It records physiological responses during a structured process and requires interpretation by an examiner.
A polygraph examination:
does not directly detect a lie;
does not establish guilt or innocence;
does not replace a criminal investigation;
does not replace a disciplinary process;
does not replace corroborating evidence;
does not replace legal advice;
does not guarantee a particular result;
is not represented as infallible or 100% accurate.
Results must be considered in context and together with all other relevant evidence.
No client, employer or third party should make a serious decision solely on the basis of a polygraph result without considering applicable law, procedural fairness, corroborating evidence and professional advice.

1.16 Employment and workplace matters
Where an examination concerns an employee or job applicant, the client is responsible for ensuring compliance with applicable:
labour legislation;
employment policies;
collective agreements;
contractual requirements;
disciplinary procedures;
privacy obligations;
rules against unfair discrimination;
requirements of procedural and substantive fairness.
V3 does not guarantee that a report will be admissible, decisive or sufficient in any disciplinary hearing, arbitration, court case, employment decision or other proceeding.
The client should obtain independent labour-law advice before relying on a polygraph examination for:
dismissal;
suspension;
disciplinary action;
refusal of employment;
demotion;
adverse treatment;
accusations of theft, dishonesty or misconduct;
any decision materially affecting a person’s rights.
V3 is not responsible for employment decisions taken by the client or third parties.

1.17 Fidelity and private relationship matters
V3 may accept certain private or fidelity-related instructions at its discretion.
The client acknowledges that:
participation must remain voluntary;
no person may be detained or threatened;
V3 is not a relationship counsellor;
V3 does not guarantee reconciliation, separation, divorce or any other outcome;
emotional consequences may arise from the process or result;
the client remains responsible for how the information is used;
V3 may refuse invasive, abusive, unlawful or inappropriate questions;
V3 may recommend legal, counselling or other professional assistance where appropriate.
V3 will not knowingly participate in stalking, harassment, unlawful surveillance, coercive control or domestic abuse.

1.18 Investigative services
The exact nature and boundaries of investigative services must be agreed in writing.
V3 will not knowingly perform unlawful activities, including:
unlawful interception of communications;
unauthorised access to devices or accounts;
hacking;
trespassing;
unlawful tracking;
impersonation of public officials;
bribery;
unlawful acquisition of confidential information;
intimidation;
illegal recording;
conduct that infringes another person’s rights.
The client may not instruct V3 to act unlawfully or conceal the unlawful purpose of an instruction.
V3 may terminate an assignment immediately if unlawful or misleading conduct is discovered.

1.19 Reports and results
The format and detail of results will depend on the service purchased.
Results may be provided:
verbally;
by written summary;
through a formal report;
to the client or authorised representative;
in another agreed format.
Reports are prepared for the purpose and client stated in the instruction.
Unless otherwise agreed in writing:
the report may not be altered;
extracts may not be used in a misleading manner;
the report may not be presented as a guarantee of guilt or innocence;
the report may not be sold, published or distributed to unauthorised parties;
the report may not be used for a different purpose without V3’s written consent;
the report must be read as a whole.
A report may identify limitations, qualifications or conditions relevant to interpretation.
V3 may correct clerical or factual errors in a report. A correction does not entitle the client to demand that V3 change a professional conclusion with which the client disagrees.

1.20 Authorised recipients
Before the service, the client must identify who is authorised to receive:
booking information;
progress information;
verbal results;
written reports;
invoices;
other confidential communications.
V3 may request written confirmation of authority before releasing information.
Where an employer, attorney or organisation commissioned the service, reports may be provided to the authorised contact identified by that client, subject to applicable law and the consent documentation.
V3 is not responsible for onward disclosure made by an authorised recipient after the information has lawfully been released.

1.21 Confidentiality
V3 will take reasonable steps to protect confidential information.
Confidentiality is subject to lawful exceptions, including where:
disclosure is authorised by the relevant person;
disclosure is necessary to perform the agreed service;
disclosure is required by law;
a court order, subpoena or lawful instruction requires disclosure;
disclosure is necessary to protect V3’s legal rights;
disclosure is necessary to prevent or respond to a serious threat, where lawful;
information must be shared with a professional adviser, service provider or insurer under appropriate confidentiality obligations.
Absolute secrecy cannot be guaranteed where legal disclosure obligations apply.

1.22 Recordings
V3 may, where lawful and appropriate, make audio, video, written or electronic records of:
consent;
interviews;
examination procedures;
questions;
responses;
results;
communications.
The complete process is required by PEAI (Regulatory Council) standards to be recorded Audio and Visual
Clients and examinees may not secretly record the examiner or examination process without prior written permission, except where the law provides otherwise.
Unauthorised publication or manipulation of recordings is prohibited.

1.23 Fees and payment
Fees will be stated in the quotation, invoice or booking confirmation.
V3 may require:
full payment in advance;
a non-refundable booking fee;
a percentage deposit;
payment before release of the report;
payment of travel and accommodation costs;
payment for additional work or waiting time.
Unless agreed otherwise:
payments must be made in South African rand;
bank charges are for the payer’s account;
proof of payment does not necessarily constitute cleared funds;
reports may be withheld until payment has cleared;
overdue amounts may attract lawful collection costs and interest where agreed or permitted.
The client remains responsible for payment even where the client intends to recover the cost from an employee, insurer, opposing party or third party.

1.24 Travel and accommodation
Where services are performed away from V3’s normal operating area, the client may be charged for:
kilometres travelled;
flights;
toll fees;
parking;
accommodation;
meals or subsistence;
vehicle hire;
travel time;
other reasonable expenses.
These costs may be estimated in advance and adjusted to actual costs where necessary.
If the client cancels after travel or accommodation has been booked, non-refundable travel expenses remain payable.

1.25 Waiting time and delays
The client must ensure that examinees are available at the agreed time.
Where V3 or the examiner is required to wait because:
an examinee is late;
the venue is not ready;
management is unavailable;
documents or consent are outstanding;
access to the site is delayed;
the examination is interrupted;
additional waiting-time charges may apply.
An appointment may be cancelled where the delay makes the examination impractical or compromises later bookings.

1.26 Cancellation and rescheduling
The cancellation and refund terms set out in the Refund and Cancellation Policy form part of these Terms and Conditions.
Cancellation notices must be communicated in writing by email or another approved communication channel.
A cancellation is effective only once received by V3.

1.27 Examiner cancellation or postponement
V3 may cancel or postpone an appointment because of:
illness;
emergency;
unsafe conditions;
equipment failure;
travel disruption;
unsuitable examination conditions;
non-payment;
lack of informed consent;
professional or ethical concerns;
events beyond reasonable control.
Where V3 cancels without providing the service, the client may elect to reschedule or receive a refund of qualifying amounts paid.
V3 will not ordinarily be responsible for indirect losses such as lost production, employee wages, transport costs, legal costs or lost opportunities arising from a postponement, except where liability cannot lawfully be excluded.

1.28 Complaints regarding a service
A complaint should be submitted in writing within a reasonable period after the service and should include:
the client’s name;
booking date;
examiner’s name, if known;
nature of the complaint;
relevant supporting information;
requested resolution.
Complaints may be sent to:
Email: info@v3polygraph.co.za
V3 will assess the complaint and may request further information.
A complaint does not automatically entitle the client to a refund or a change in the examination result.

1.29 Limitation of liability
To the fullest extent permitted by South African law:
V3 does not guarantee any specific examination, investigation, employment, relationship, criminal, civil or commercial outcome;
V3 is not liable for decisions made by clients or third parties;
V3 is not liable for unauthorised alteration, distribution or misuse of a report;
V3 is not liable for information concealed or misrepresented by a client, examinee or third party;
V3 is not liable for indirect, consequential or special losses, including loss of profit, reputation, contracts, employment, relationships or opportunity;
V3’s aggregate liability arising from a particular paid service will, where legally permissible, not exceed the amount actually paid to V3 for that service.
Nothing in these Terms excludes liability that cannot lawfully be excluded, restricted or limited.
Nothing in these Terms is intended to deprive a consumer of rights that may not lawfully be waived.

1.30 Indemnity
To the fullest extent permitted by law, the client indemnifies V3, its owners, employees, contractors and examiners against claims, losses or expenses arising from:
false or misleading instructions supplied by the client;
unlawful use of a report;
unauthorised disclosure by the client;
employment or disciplinary decisions taken by the client;
coercion, threats or unlawful conduct by the client;
infringement of another person’s rights by the client;
alteration or misrepresentation of V3’s findings;
instructions that the client was not authorised to give.
This indemnity does not apply to losses caused by V3’s intentional unlawful conduct or liability that cannot lawfully be excluded.

1.31 Force majeure
V3 will not be liable for delay or non-performance caused by events beyond its reasonable control, including:
severe weather;
road closures;
civil unrest;
strikes;
load shedding or infrastructure failure;
telecommunications failure;
illness or emergency;
government restrictions;
fire, flood or natural disaster;
transport disruption;
equipment failure despite reasonable precautions;
security incidents.
V3 will take reasonable steps to reschedule or make alternative arrangements.

1.32 Intellectual property
All intellectual property associated with V3 remains the property of V3 or its lawful licensors, including:
website content;
branding;
logos;
reports;
templates;
forms;
examination documentation;
photographs;
graphics;
training or explanatory materials.
No person may reproduce, publish, sell, modify or commercially use this material without written permission.
A client receiving a report receives a limited right to use that report for the agreed lawful purpose. Ownership of V3’s underlying templates, methodology and intellectual property is not transferred.

1.33 Website use
You may use the website only for lawful purposes.
You may not:
interfere with website security;
introduce malware or harmful code;
attempt unauthorised access;
scrape or copy content for commercial use;
submit false enquiries;
impersonate another person;
use forms to harass or threaten anyone;
attempt to obtain confidential examination information;
misuse V3’s name, reports, logo or reputation.
V3 may restrict or block access where misuse is suspected.

1.34 Website accuracy
V3 takes reasonable care when publishing website information but does not guarantee that all information will always be:
complete;
current;
error-free;
suitable for a specific person or matter.
Website information is general and does not constitute legal, medical, labour-relations or psychological advice.
Service descriptions and prices may be changed without prior notice.

1.35 Electronic communications
By contacting V3 electronically, you consent to receiving communications relating to your enquiry, quotation, booking, account or requested service.
Electronic communications may include:
email;
telephone calls;
SMS;
WhatsApp messages;
online forms;
electronic documents.
You are responsible for ensuring that your contact details are accurate and secure.
A communication is not necessarily received merely because it was sent. Important cancellations or instructions should be confirmed.

1.36 Marketing communications
V3 may send marketing communications only where permitted by law.
You may opt out of promotional communications at any time by:
using an unsubscribe mechanism where provided;
replying with an opt-out request;
emailing info@v3polygraph.co.za.
Service-related communications, invoices, booking confirmations and legally necessary notices may still be sent where appropriate.

1.37 Third-party websites and services
The website may use or link to third-party services, including:
Wix;
map providers;
analytics providers;
email providers;
social-media platforms;
payment or accounting providers;
cloud-storage providers.
V3 does not control all third-party websites and is not responsible for their independent content, security or privacy practices.
Users should review the terms and privacy policies of those providers.

1.38 Disputes
The parties should first attempt to resolve any dispute through good-faith written communication.
A party raising a dispute should provide sufficient details and supporting information.
Where appropriate, the parties may agree to mediation before commencing formal proceedings.
Nothing in this clause prevents a person from approaching:
a competent court;
the Information Regulator;
the National Consumer Commission;
a consumer tribunal;
the CCMA;
another competent regulator or dispute-resolution body;
where that body has jurisdiction.

1.39 Governing law and jurisdiction
These Terms are governed by the laws of the Republic of South Africa.
Subject to applicable consumer and jurisdictional laws, disputes will be dealt with by a court or tribunal having lawful jurisdiction in South Africa.

1.40 Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.
The invalid provision will be interpreted or limited to the extent necessary to make it lawful and enforceable where possible.

1.41 No waiver
A failure or delay by V3 in enforcing a right does not amount to a permanent waiver of that right.

1.42 Changes to these Terms
V3 may update these Terms from time to time.
The updated version will be published on the website with a revised effective date.
Terms applicable to a confirmed booking will ordinarily be those accepted when the booking was confirmed, unless a change is required by law or agreed by the parties.