PayrollX Terms of Service
Version 1 · effective [date of publication] · DRAFT pending legal review: text in [square brackets] is to be filled in.
1. Who we are
PayrollX is provided by [legal name of the company], a company registered in Mauritius under business registration number [BRN], with its registered office at [address] ("PayrollX", "we", "us"). Contact: [email], [phone].
2. Definitions
- Customer ("you"): the company or person that opens an organisation on PayrollX, by signing up or by agreement with us.
- Organisation: your space on PayrollX, with its companies, users, records and subscription.
- Owner: the user who administers your organisation and its subscription.
- Users: the people you give access to, including employees using the employee app.
- Customer Data: everything you or your users put into PayrollX, including employees' personal data, pay, leave and bank details.
- Service: the PayrollX software, its employee app and its interfaces, as available at any time.
- Subscription: your plan, number of employees paid for and add-ons, as shown on your Billing page.
3. Accepting these terms
3.1 You accept these terms by ticking the box at sign-up, by choosing a plan on the Billing page, or by signing an order with us. The person accepting confirms they may bind the Customer.
3.2 If you have a signed agreement with us, it prevails over these terms where they differ.
3.3 The Service is for businesses. It is not offered to consumers.
4. The Service
4.1 PayrollX calculates payroll under the laws of Mauritius and prepares payslips, statutory returns and bank payment files. The features open to you depend on your Subscription.
4.2 We may improve, change or withdraw features. We will not remove a feature you pay for during a paid month, and we give 30 days' notice before removing one at the next renewal.
4.3 Statutory rates, thresholds and rules are shipped as we understand the law and are editable by you. Laws change: see section 8.
5. Accounts and security
5.1 Each user has their own account. Accounts must not be shared.
5.2 The owner and payroll administrators must use two-step sign-in. You keep passwords, devices and recovery codes safe, and you remove access for people who leave.
5.3 You are responsible for what is done through your users' accounts, and for the roles you give them.
5.4 Tell us at once at [security email] if you suspect that an account or Customer Data has been compromised.
6. Acceptable use
You must not:
- use the Service against the law, including employment, tax, anti-money-laundering or data protection law;
- try to reach another organisation's data, or test, probe or attack the Service without our written agreement;
- upload malicious code, or overload or disrupt the Service;
- resell or give access to the Service to others, except to your own users, or as a payroll bureau for clients under your organisation if your Subscription allows it;
- copy, decompile or rebuild the software, except where the law allows it.
7. Subscription and payment
7.1 Free trial. A new organisation has a free trial of 30 days with every feature. At the end of the trial, the plan you chose starts. If you have not chosen a plan, PayrollX becomes read-only (7.7) until you do.
7.2 Price. Your monthly price is the plan's base price, which covers a number of employees, plus a price for each employee above it, plus the add-ons you choose. It is shown on the Billing page before you confirm. Prices are in Mauritian rupees.
7.3 Employees paid for. You choose how many employees you pay for. An employee counts in a month if they are employed in any of your companies at any time that month. A month with more employees than you pay for cannot be finalised until you raise the number.
7.4 Invoices. We bill monthly in advance. Each invoice is due 7 days after it is issued. Pay by bank transfer to the account on the invoice, quoting the invoice number, or by PayPal (7.5). Bank charges on your side are yours.
7.5 PayPal. If you choose PayPal, you authorise PayPal to charge your PayPal account every month until you cancel. PayPal does not accept rupees: the amount is converted into the currency shown on the Billing page at the rate shown there. PayPal's own terms also apply.
7.6 VAT. PayrollX is not registered for VAT, so no VAT is charged. If we register, VAT at the legal rate will be added to invoices issued after the date of registration, and we will tell you at least 30 days before.
7.7 Late payment. After an invoice's due date, PayrollX keeps working and reminds you. If it is still unpaid 14 days after its due date, PayrollX becomes read-only: you can view and download all your records, but not change them or finalise payroll. Full use returns as soon as payment is received. We may suspend the Service (section 14) if an invoice stays unpaid for 60 days.
7.8 Changes to your Subscription. You may change plan, number of employees or add-ons at any time on the Billing page. Changes apply from the next invoice, except that raising the number of employees opens the extra employees at once.
7.9 Cancellation. You may cancel at any time on the Billing page. The Service stays fully available until the end of the month already paid, then becomes read-only. Months already started are not refunded.
7.10 Price changes. We may change our prices with at least 30 days' notice by email to the owner. New prices apply from the first invoice after the notice period.
7.11 Disputes. If you dispute an invoice, tell us within 30 days of its date. You pay the undisputed part on time.
8. Your payroll and statutory obligations
8.1 You remain the employer. You are responsible for paying your employees, and for your obligations to the Mauritius Revenue Authority, the Ministry of Labour and other authorities: PAYE, CSG, NSF, the Training Levy, PRGF, returns, deadlines and records.
8.2 You are responsible for the accuracy of the data you enter, and for checking payslips, returns and bank files before you finalise, submit or pay them. PayrollX shows checks and warnings to help, but they do not replace your review.
8.3 Rates, thresholds and rules shipped with PayrollX follow the law as we understand it on the date of each release. When the law changes, we aim to update them promptly, but you must confirm the values in Settings before you finalise a month under the new rules. Values you change are yours.
8.4 Files you submit to a bank or an authority are your submissions.
9. No tax or legal advice
PayrollX is software. Nothing in the Service, its notes, its documentation or our support is tax, legal, accounting or employment advice. Take professional advice for your situation.
10. Personal data
10.1 Roles. For your employees' personal data, you are the controller and PayrollX is your processor under the Data Protection Act 2017. You make sure you may collect and use that data, and you inform your employees. For the account details of your users (name, email, sign-in records), we act as controller to run the Service, bill you and keep it secure.
10.2 Our commitments as processor. We:
- process Customer Data only to provide the Service and on your instructions, which these terms and your use of the Service record;
- keep it confidential and allow access only to our staff who need it, under confidentiality;
- protect it with appropriate measures: encryption in transit, hashed passwords, two-step sign-in, access by role on the server, an audit log, and backups;
- tell you without undue delay, and within 72 hours of becoming aware, of a personal data breach affecting Customer Data, with what we know;
- help you answer requests from your employees and the Data Protection Office;
- delete or return Customer Data at the end of the Service (10.6).
10.3 Sub-processors. We use: [Railway Corp., United States: hosting and database]; [Resend, United States: sending emails]; [PayPal: payments, for customers who choose it]. We tell you by email at least 30 days before adding or replacing one; you may object, and if we cannot meet the objection you may cancel and receive a refund of any prepaid month not started.
10.4 Transfers abroad. Customer Data is stored in [region: currently the United States; we plan to move to the European Union]. We transfer it only with the safeguards the Data Protection Act 2017 requires.
10.5 Your access. You can view and download your records at any time, including while PayrollX is read-only, from Settings › Backup and restore and from each report.
10.6 At the end. After your subscription ends, your organisation stays read-only for 90 days so you can download everything. After that we delete Customer Data, except where the law requires us to keep it. Backups are overwritten within a further [35] days. On request we delete it sooner.
10.7 Our privacy notice at [address of privacy page] explains how we handle the personal data of users and visitors.
11. Availability and support
11.1 We aim to keep the Service available at all times, but we do not guarantee that it will be uninterrupted or free of errors. Planned maintenance is announced in advance when possible.
11.2 Support is by email at [support email] on Mauritian working days, [hours].
12. Intellectual property
12.1 PayrollX, its software and its documentation belong to us or our licensors. We give you a non-exclusive, non-transferable right to use the Service during your Subscription.
12.2 Customer Data belongs to you. You give us the right to use it only to provide, secure and support the Service.
12.3 If you send us suggestions, we may use them freely.
13. Liability
13.1 Nothing in these terms limits liability for fraud, or for death or personal injury caused by negligence, or any liability that cannot be limited by law.
13.2 Neither party is liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss.
13.3 We are not liable for penalties, surcharges, interest or claims that result from data you entered, from figures you did not check before finalising or submitting, or from statutory values you did not confirm (section 8).
13.4 Our total liability in any 12 months is limited to the amount you paid us for the Service in those 12 months.
13.5 Neither party is liable for delay or failure caused by events beyond its reasonable control.
14. Suspension and termination
14.1 We may suspend access, with notice where possible, if you breach section 6, if your use threatens the security of the Service or other customers, or under section 7.7.
14.2 Either party may end the agreement if the other materially breaches it and does not remedy the breach within 30 days of written notice. You may also cancel at any time (7.9).
14.3 On termination, sections 10.6, 12, 13 and 16 continue to apply.
15. Changes to these terms
We may update these terms. We email the owner at least 30 days before a change that affects you materially; the new version applies from the stated date. If you do not agree, you may cancel before that date. The version and date are shown at the top.
16. Law and courts
These terms are governed by the laws of the Republic of Mauritius. The courts of Mauritius have exclusive jurisdiction.
17. Contact and notices
Notices to us: [legal name], [address], [email]. Notices to you: the owner's email address in PayrollX.