Terms of Service

1. Acceptance of Terms

By accessing or using the StaffGrid SA platform ("the Platform"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Platform on behalf of a staffing agency or other organisation, you represent that you have authority to bind that organisation to these Terms.

2. Description of Service

StaffGrid SA provides a cloud-based workforce management platform designed for South African staffing agencies. The Platform includes features for candidate management, placement tracking, timesheets, payroll calculation, invoicing, and compliance with South African labour legislation.

3. Account Registration

3.1 Eligibility

You must be at least 18 years of age and a registered business entity to create an agency account. Individual worker and client accounts are created by the agency administrator.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials. You must notify us immediately of any unauthorised access to your account. We are not liable for losses arising from unauthorised use of your account.

3.3 Accurate Information

You agree to provide accurate, current, and complete information during registration and to keep your account information up to date.

4. Subscription and Payment

4.1 Free Trial

New agencies receive a 14-day free trial with access to all features, limited to 100 candidates and users. No credit card is required for the trial. At the end of the trial period, your account will be paused until a paid plan is selected.

4.2 Paid Plans

Paid subscriptions are billed monthly via PayFast. Prices are in South African Rand (ZAR) and include VAT at 15%. Current plan details and pricing are available on our website.

4.3 Cancellation

You may cancel your subscription at any time from within the Platform. Upon cancellation, your account will remain active until the end of the current billing period. No refunds are provided for partial billing periods.

4.4 Data After Cancellation

When your subscription ends, your account is paused — no data is deleted. You can reactivate by selecting a plan. Financial records are retained for 5 years as required by law.

5. Acceptable Use

You agree not to:

• Use the Platform for any unlawful purpose or in violation of South African law
• Attempt to gain unauthorised access to other accounts, systems, or networks connected to the Platform
• Upload malicious code, viruses, or any content designed to disrupt the Platform
• Reproduce, distribute, or resell any part of the Platform without written permission
• Use the Platform to store or process personal information in a manner inconsistent with POPIA
• Share login credentials or allow multiple individuals to use a single account

6. Data and Compliance

6.1 Your Data

You retain ownership of all data you enter into the Platform. We process your data solely to provide the services described in these Terms and in accordance with our Privacy Policy.

6.2 Compliance Calculations

The Platform performs calculations based on current South African tax tables and labour legislation, including PAYE, UIF, SDL, BCEA overtime rules, and National Minimum Wage. While we strive for accuracy, you remain responsible for verifying that all payroll and compliance calculations are correct before making payments or submissions to SARS or other authorities.

6.3 Agency Responsibility

As a Temporary Employment Service (TES) under Section 198 of the Labour Relations Act, you remain the employer of record. StaffGrid assists with compliance tracking but does not assume employer responsibilities or liability.

7. Intellectual Property

The Platform, including its design, code, features, and documentation, is the intellectual property of StaffGrid SA. Your subscription grants you a limited, non-exclusive, non-transferable licence to use the Platform for your internal business purposes.

8. Limitation of Liability

To the maximum extent permitted by South African law:

• StaffGrid SA is provided "as is" without warranties of any kind, express or implied
• We do not warrant that the Platform will be uninterrupted, error-free, or free of harmful components
• We are not liable for any indirect, incidental, consequential, or punitive damages arising from your use of the Platform
• Our total liability for any claim arising from these Terms shall not exceed the subscription fees paid by you in the 12 months preceding the claim

9. Indemnification

You agree to indemnify and hold harmless StaffGrid SA from any claims, losses, or damages arising from your use of the Platform, your violation of these Terms, or your violation of any applicable law.

10. Service Availability

We aim to maintain high availability but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable advance notice. We are not liable for downtime caused by factors beyond our control.

11. Modifications to Terms

We may modify these Terms from time to time. Material changes will be communicated via email or a notice on the Platform at least 30 days before taking effect. Continued use of the Platform after changes take effect constitutes acceptance of the updated Terms.

12. Termination

We may suspend or terminate your access to the Platform if you breach these Terms, fail to pay subscription fees, or engage in conduct that we reasonably believe is harmful to other users or the Platform. You may terminate your account at any time by contacting us.

13. Governing Law

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

14. Contact Us

For questions about these Terms of Service, contact us at:

• Email: support@staffgrid.co.za