Terms of Service

1. Acceptance of Terms

By creating an account or using SA Wages Pro ("the Service"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service. These terms constitute a legally binding agreement between you and SA Wages Pro (Pty) Ltd.

2. The Service

SA Wages Pro provides payroll generation, compliance management, and HR documentation tools for South African employers. We provide the platform as a tool to assist with compliance — it is not a substitute for professional legal or accounting advice.

While we strive to keep all calculations and legal references up to date with South African law, you remain responsible for verifying compliance for your specific circumstances.

3. Accounts

• You must provide accurate information when registering and keep it up to date.
• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activity that occurs under your account.
• You may not share your account with others or create accounts on behalf of others without their consent.
• You must notify us immediately of any unauthorised use of your account.

4. Subscriptions & Billing

• A free 14-day trial is available. No credit card is required for the trial.
• After the trial, continued use requires a paid subscription.
• Subscriptions are billed monthly or annually in South African Rand (ZAR).
• Payments are processed securely by PayFast. We do not store payment card details.
• Prices are displayed inclusive of VAT where applicable.
• We reserve the right to adjust pricing with 30 days' notice to existing subscribers.

5. Cancellation & Refunds

You may cancel your subscription at any time from your account settings. On cancellation, you retain access until the end of your current billing period. We do not provide refunds for partial billing periods. See our Refunds & Cancellations Policy for details.

Cancelling the Base Plan

You retain full access until the end of your current paid billing period. After that, your account enters read-only mode for 6 months (data retention window). Cancelling the base plan also disables Agri Add-On features if active.

Cancelling the Agri Add-On

You may cancel the Agri Add-On separately without cancelling your base plan. Agri features are disabled at the end of the Agri billing period. Farm and seasonal worker data is retained for 6 months in read-only mode. Your domestic and business workers are not affected.

5A. Grace Period

If a subscription payment fails, your account enters a 48-hour grace period. During the grace period:

• Your account is placed in read-only mode
• You may view and export existing data
• You may not create, edit, or delete employees, payslips, or other records
• Agri features (piece-rate logging, work stoppages, rehire, farm perks) are also blocked
• If payment is resolved within 48 hours, full access is restored immediately
• If the grace period expires without payment, your account is paused

5B. Data Retention

After a subscription is cancelled or expires, your data is retained for 6 months in read-only mode. During this retention window you may log in, view records, and export data. After 6 months, personal data is anonymised in accordance with POPIA. Aggregate records may be retained for legal compliance (e.g., BCEA 5-year payroll record requirement).

Agri worker data (farm workers, seasonal workers, piece-rate logs, work stoppages, and farm perks) follows the same retention and anonymisation rules as standard employee data.

5C. Subscription Statuses

Your subscription may be in one of the following states:

• Active - full access to all features
• Trial - 14-day free access with limited employee and payslip counts
• Trial Expired - trial ended, upgrade required for continued access
• Past Due - payment overdue, access continues briefly
• Grace Period - 48-hour read-only window after payment failure
• Paused - access restricted after grace period expiry, payment required
• Cancelled - access until end of paid period, then read-only for 6 months

5D. Agri Add-On Billing

The Agri Add-On is an optional feature pack billed at R199 per month. It includes up to 100 farm and seasonal workers. Top-ups for additional workers are billed monthly alongside the Agri Add-On.

• The Agri Add-On requires an active Lite Business, Business, or Professional base plan
• Cancelling the Agri Add-On does not cancel the base plan
• Cancelling the base plan disables Agri features
• Farm and seasonal workers are counted in a separate agri worker pool

5E. Compliance (Agri)

The Agri Add-On applies Sectoral Determination 13 (SD13) rules including minimum wage calculations, piece-rate top-ups, deduction limits for farm perks (housing 10%, meals 20%, transport 7.5%, total 37.5%), and the BCEA 4-hour rain-day rule. While we strive for accuracy, you remain responsible for verifying compliance for your specific circumstances.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any South African law
• Enter false or misleading information about employees or business details
• Attempt to gain unauthorised access to any part of the Service
• Reverse engineer, copy, or redistribute any part of the Service
• Use the Service to generate fraudulent payslips or documents
• Share your login credentials or allow others to access your account

7. Data & Privacy

Your use of the Service is also governed by our Privacy Policy and POPIA Compliance Statement. You remain the data controller for employee data you enter. We act as your data processor.

8. Intellectual Property

All content, software, and intellectual property in the Service belongs to SA Wages Pro (Pty) Ltd. Documents and payslips you generate using the Service belong to you. We grant you a limited, non-exclusive, non-transferable licence to use the Service for your lawful business purposes.

9. Limitation of Liability

To the maximum extent permitted by South African law, SA Wages Pro shall not be liable for any indirect, incidental, or consequential damages arising from your use of the Service, including but not limited to errors in calculations, non-compliance outcomes, or data loss. Our total liability to you shall not exceed the amount you paid us in the 12 months prior to the claim.

The Service is provided on an "as is" basis. We make no warranty that the Service will be uninterrupted or error-free.

10. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated by email with at least 14 days' notice. Continued use of the Service after the effective date constitutes acceptance of the new Terms.

11. Governing Law

These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the jurisdiction of the South African courts.

12. Contact

Questions about these Terms: legal@wagespro.co.za