Terms of service

These terms, together with our Privacy Policy and any order form, statement of work or data-processing addendum we sign with you, form the agreement between you and Payloop (Pty) Ltd. If you accept these terms on behalf of a company, you confirm you have authority to bind that company.

• You must be at least 18 years old and authorised to process payroll for your organisation.
• You are responsible for activity on your account and for keeping credentials secure. Notify us promptly of any suspected compromise.
• You may grant access to others in your organisation through role-based permissions. You are responsible for what they do.

payloop provides software to compile employee rosters, calculate PAYE, UIF and SDL against current SARS tables, produce signed payslips, and export bank-ready payment files. We may add, change or remove features over time. Material removals affecting paid plans will be notified in advance.

The service is not legal, tax or accounting advice. You are responsible for the accuracy of the information you submit and for your statutory submissions to SARS, the UIF and any other authority.

• Fees are set out on our pricing page or in your order form and are quoted in South African Rand, exclusive of VAT unless stated.
• Subscription fees are billed monthly in advance. Per-payslip and per-payment fees are billed in arrears.
• All amounts are non-refundable except where required by law. Late amounts accrue interest at the prescribed rate under the Prescribed Rate of Interest Act.
• We may change pricing on 30 days’ notice. The new pricing applies from your next billing cycle.

You retain ownership of the data you upload (“Customer Data”). You grant us a limited licence to host, process and transmit Customer Data to provide the service and to improve it in aggregated, de-identified form.

Where Customer Data includes personal information, we act as your operator under POPIA. Our handling is governed by these terms and our Privacy Policy. A data-processing addendum is available on request.

You agree not to:

• Use the service to process payroll for individuals who have not consented to your processing or in breach of South African employment law.
• Reverse engineer, scrape or attempt to derive the source code of the service except to the extent permitted by law.
• Probe, scan or disrupt the service’s security or availability. Authorised security research is welcome — email [email protected] before testing.
• Use the service to send unlawful, fraudulent, abusive or malicious content.

We aim for high availability and publish material incidents. We may schedule maintenance windows and will give reasonable advance notice for changes likely to interrupt service. No specific uptime is guaranteed except where set out in a written service-level addendum.

• You may cancel your subscription at any time from inside the product. Cancellation takes effect at the end of the current billing period.
• We may suspend or terminate the service on notice for material breach (including non-payment), suspected fraud, or if continued service would expose us to legal risk.
• On termination we will, on request made within 30 days, provide a one-time export of your Customer Data. After that we may delete it from production systems, subject to statutory retention obligations.

We provide the service with reasonable skill and care. Except as expressly stated and to the maximum extent permitted by law, the service is provided “as is” without other warranties of any kind, whether express, implied or statutory.

Nothing in these terms limits rights you have under the Consumer Protection Act, 2008 where it applies to you.

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or lost data, however caused.

Each party’s total aggregate liability arising out of or in connection with the agreement is limited to the fees paid or payable by you to us in the 12 months preceding the event giving rise to the claim. Nothing in these terms excludes liability that cannot be excluded by law, including for fraud or wilful misconduct.

You agree to indemnify and hold Payloop (Pty) Ltd harmless from claims arising out of your unlawful use of the service, your breach of these terms, or your failure to obtain the consents required to process the Customer Data you upload.

These terms are governed by the laws of the Republic of South Africa. The parties consent to the non-exclusive jurisdiction of the Western Cape Division of the High Court. Before commencing proceedings, the parties will try in good faith to resolve the dispute through discussion.

We may update these terms from time to time. Material changes will be notified by email to account owners and posted here with a new “last updated” date. Continued use of the service after the effective date constitutes acceptance.

Payloop (Pty) Ltd
Cape Town, South Africa
[email protected]