Terms of service

The agreement

These terms are between to be confirmed (“Staffvane”, “we”) and the business that creates a company workspace (“you”). By creating a workspace you accept them on behalf of that business and confirm you are allowed to. People you invite use Staffvane under your workspace and under these terms.

The service

Staffvane lets you keep employee records, record attendance, manage leave and track projects, on the web and in a mobile app. It is not a payroll system and does not calculate tax. Leave defaults follow the Basic Conditions of Employment Act, but you remain responsible for your own compliance with employment law.

Trial and plans

A new workspace has a free trial of 14 days. When it ends, a workspace with 3 people or fewer continues on the free plan. A larger workspace becomes read-only until it moves to a paid plan: everyone can still see their records, and nothing is deleted. Prices and what each plan includes are shown before you choose one.

The paid plan is charged monthly in advance, for each active employee on the day of the charge, with a minimum of 4 employees. Adding or removing people changes the next charge; there are no part-month charges or refunds. Card payments are handled by PayFast, and we never see or store your card number. If a payment fails we tell you and try again after 3 and 7 days; if it still fails, the workspace is locked in the same way as after a trial until a payment succeeds. You can cancel at any time in Settings → Billing: the card isn’t charged again, and the workspace stays on the paid plan until the end of the month already paid for.

Your data

The information you and your team put into Staffvane is yours. You can export all of it at any time and you can delete your company; deletion takes effect 30 days after you ask, so it can be cancelled. We process your employees’ personal information only to provide the service, as described in the privacy policy, including that it is stored outside South Africa.

Your responsibilities

• Have a lawful reason for the employee information you record, and tell your employees that you use Staffvane to hold it.
• Keep sign-in details private, and give each person their own account.
• Give people only the access their role needs, and remove it when they leave.
• Don’t use Staffvane to break the law, to harm others, or to try to reach another company’s information.

Availability

We work to keep Staffvane available and your information safe, and we will tell you about planned maintenance and about problems that affect you. We don’t promise that the service will never be interrupted. Keep your own copy of anything you can’t afford to lose; the export exists for that.

Liability

To the extent the law allows, Staffvane is not liable for indirect or consequential loss, and our total liability to you in any year is limited to what you paid us in that year. Nothing here limits rights you have under the Consumer Protection Act or POPIA that cannot be limited.

Ending

You can stop using Staffvane at any time and delete your company. We may suspend a workspace that breaks these terms or puts others at risk, and will tell you why. If we ever stop offering the service we will give reasonable notice and time to export.

Law and changes

South African law applies. If we change these terms in a way that matters we will tell company owners by email before the change takes effect. Questions: to be confirmed.