Table of Contents
These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "Client," or "you") and PayMax ("Company," "we," "us," or "our") regarding your use of the PayMax payroll and HRIS platform and related services (the "Service").
Automatic Consent & Acceptance
By creating an account, logging in, or using PayMax services, you automatically accept these Terms and consent to all data processing as outlined in our Privacy Policy. This constitutes your agreement to participate in your employer's HRIS system.
1. Acceptance of Terms
By accessing or using PayMax services, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use our services.
Important Notice
These Terms may be updated from time to time. Continued use of the Service after changes constitutes acceptance of the new Terms.
2. Service Description
PayMax provides cloud-based payroll processing and human resource information system (HRIS) services, including:
Core Services
- • Payroll processing and calculations
- • Comprehensive employee data management
- • Tax calculations and submissions
- • Statutory reporting (SARS, UIF)
- • Payslip generation and distribution
- • Leave management and tracking
- • Workforce analytics and insights
Additional Features
- • Performance management
- • Role-based access control
- • Reporting and analytics
- • Accounting system integrations (Xero, etc.)
- • Mobile access
- • Customer support
3. User Accounts and Access
Account Registration
- • You must provide accurate and complete information
- • You are responsible for maintaining account security
- • You must promptly update any changes to account information
- • One person may not maintain multiple accounts
Access Credentials
- • Keep login credentials confidential
- • Use strong passwords and enable multi-factor authentication
- • Notify us immediately of any unauthorized access
- • Do not share accounts or credentials with others
4. Acceptable Use Policy
You May:
- • Use the Service for legitimate business purposes
- • Process payroll and HR data for your employees
- • Generate reports, analytics, and workforce insights
- • Integrate with supported third-party accounting systems
You May Not:
- • Use the Service for illegal activities
- • Attempt to gain unauthorized access to our systems
- • Reverse engineer or decompile our software
- • Share false or misleading information
- • Violate any applicable laws or regulations
- • Interfere with other users' access to the Service
5. Payment Terms
Subscription Fees
- • Fees are charged monthly or annually in advance
- • Pricing is based on active employee count
- • All fees are in South African Rand (ZAR)
- • VAT is added where applicable
Payment Methods
- • Credit/debit card payments
- • Electronic funds transfer (EFT)
- • Direct debit arrangements
- • Corporate account billing
Late Payment Policy
Accounts with overdue payments may be suspended after 7 days. Service will be restored upon payment. We reserve the right to charge interest on overdue amounts at a rate of 2% per month.
6. Data and Privacy
Data protection and privacy are governed by our separate Privacy Policy. Key points:
Your Responsibilities
- • Ensure data accuracy
- • Obtain necessary consents
- • Comply with POPIA requirements
- • Maintain data confidentiality
Our Commitments
- • Secure data storage and transmission
- • POPIA compliance
- • Regular security assessments
- • Incident response procedures
7. Service Availability and Support
Service Level Commitment
- • Target uptime: 99.5% monthly availability
- • Planned maintenance with advance notice
- • 24/7 system monitoring
- • Incident response within 4 hours
Customer Support
- • Email support during business hours
- • Online documentation and guides
- • Training materials and resources
- • Priority support for Enterprise customers
8. Limitation of Liability
To the maximum extent permitted by law, PayMax's liability is limited as follows:
- • Total liability limited to fees paid in the 12 months preceding the claim
- • No liability for indirect, incidental, or consequential damages
- • No liability for data loss due to user error or system misuse
- • Force majeure events exclude liability
This limitation does not apply to death, personal injury, or fraudulent misrepresentation.
9. Termination
By You
- • Cancel anytime with 30 days notice
- • Download your data before termination
- • No refunds for unused periods
- • Account access ends at subscription expiry
By Us
- • For breach of these Terms
- • For non-payment after notice
- • For misuse of the Service
- • With 30 days notice for convenience
Data Retention After Termination
We retain your data for 90 days after termination to allow for service reinstatement. After this period, data is securely deleted unless legal requirements mandate longer retention.
10. Governing Law and Disputes
These Terms are governed by the laws of South Africa. Any disputes will be resolved as follows:
Dispute Resolution Process
- Direct negotiation between parties
- Mediation by agreed mediator
- Arbitration under Arbitration Foundation of Southern Africa rules
- South African courts as final resort
Questions About These Terms?
If you have questions about these Terms of Service, please contact us: