Easy Admin Terms of Use Agreement

Effective Date: 1 June 2026

Last Updated: 30 July 2026

Version: 3.0

Software: Easy Admin

Provider: AFY Cloud Solutions, a division of AFY Enterprises (Pty) Ltd

Website: https://easyadmin.co.za/

Contact: info@afyenterprises.com

1. Acceptance of These Terms and Agreement Hierarchy

By accessing, registering for, logging into, or using Easy Admin, you agree to these Terms of Use. If you do not agree, you must not use the software.

These Terms apply to company administrators, employees, managers, contractors, staff portal users, mobile users, accounting and payroll users, franchise reporting users, and any other person granted access by a subscribing company or tenant.

If you accept these Terms for a company or other legal entity, you confirm that you are authorised to bind that entity. The subscribing company is responsible for ensuring that its authorised users understand and comply with these Terms.

A signed service, software licence, support, data-processing or franchise agreement takes precedence where it expressly conflicts with these Terms. These Terms otherwise supplement that agreement.

2. Description of Easy Admin and Current Functionality

Easy Admin is a multi-tenant, cloud-based business administration, workforce management, operations, invoicing, payroll, finance, accounting and reporting platform. Depending on the applications licensed and the permissions granted, functionality may include:

• Company administration: tenant setup, configurable industry templates, company-specific terminology, custom booking fields, user administration, module licensing, full and read-only access permissions, data import and export, and audit-trail access;
• Booking & Operations: clients, individual, recurring and bulk bookings, calendars, booking status, staff and service allocation, BCEA-related working-hours prompts, Plan Daily Route, weekly employee and customer booking summaries, attachments, operational reports and exports;
• Customers & Projects: customer profiles, documents, service history, projects, fixed project prices, linked bookings, employee allocation, costs, attachments and project invoicing;
• Finance: services, customer prices, company costs, margins, providers, suppliers, vendors, categories, expenses and project financial information;
• Invoicing & Quotes: quotations, invoices, booking invoices, project and multi-project invoices, editable line items, VAT, payments, receipts, credit notes, customer statements, PDF documents and email delivery;
• HR, Hiring, Payroll & Leave: employees, documents, interviews and hiring, payroll, payslips, adjustments, leave records and requests, PAYE and UIF calculations, UI-19, EMP201, IRP5 and EMP501 internal-use outputs, and payroll bank files;
• Accounting: chart of accounts, accounting entries, journals, automatic invoice and credit-note posting where enabled, cash-book and bank-statement imports, transaction files, VAT reports, general ledger, trial balance, income statement, balance sheet, cash-flow statement and bank reconciliation support;
• Reports: operational, customer, project, invoicing, finance, HR, payroll, leave and accounting reports, with on-screen results and supported exports;
• Franchise Reports: authorised read-only reporting across only the franchisee tenants explicitly linked to an approved franchise group;
• Staff Portal and mobile PWA: assigned bookings, job start and completion, notes, photos and files, payslips, leave requests and balances, notifications and supported web-push functionality;
• Administrator mobile PWA: supported dashboard, booking, project and invoice views and operational actions;
• Email and Calendar: company and system SMTP email, password recovery, document emails, staff notifications and Google Calendar booking synchronisation where configured.

Features may be added, changed, suspended, limited or removed. A listed feature is not guaranteed to be included in every subscription, tenant, user role or deployment.

3. Licence, Access and Customer Data

Easy Admin and its software, source code, design, workflows, templates, reports, documentation and branding remain owned by AFY Cloud Solutions, AFY Enterprises (Pty) Ltd or their licensors.

Subject to payment and any separate agreement, the subscribing customer receives a limited, non-exclusive, non-transferable and revocable right for authorised users to use the service for its internal business purposes.

The subscribing customer retains its rights in the business data, records and documents entered or uploaded into its tenant. AFY Cloud Solutions may process that data only to provide, secure, support, maintain and improve the service, comply with law, or as otherwise authorised by the customer or an applicable agreement.

4. No Professional Advice

Easy Admin is an administrative software tool. The software, prompts, templates, calculations, reports, financial statements, payroll outputs and other generated information do not constitute legal, tax, accounting, audit, independent-review, payroll, labour-relations, financial, information-security or regulatory advice.

You remain responsible for obtaining advice from appropriately qualified professionals and competent authorities where required.

5. Payroll, PAYE, UIF, Leave and BCEA Prompts

Payroll, PAYE, UIF, leave, overtime, premium pay and related outputs depend on current statutory rules, correct configuration and accurate employee and payroll data.

BCEA-related hours notifications are prompts intended to support informed review. They do not block bookings, determine legal compliance, replace employment contracts or make employment decisions.

The customer must review tax tables, thresholds, rebates, public holidays, UIF treatment, hours, remuneration, benefits, deductions, leave cycles and employee status before payroll is finalised, paid or submitted.

6. Internal-Use Statutory and Payroll Reports

UI-19, EMP201, IRP5, EMP501 and similar payroll or statutory outputs are internal-use reports unless AFY Cloud Solutions expressly confirms otherwise in writing.

They are not guaranteed to meet every SARS, eFiling, e@syFile, UIF, Department of Employment and Labour, bank or electronic-submission specification. An authorised and competent person must verify every output before filing, payment, distribution or reliance.

7. Accounting, IFRS for SMEs, VAT and Financial Reporting

The Accounting application assists with internal accounting administration and management reporting. It does not create audited or independently reviewed financial statements and does not certify compliance with IFRS, IFRS for SMEs, the Companies Act, the VAT Act, tax legislation or any other reporting framework.

References to IFRS for SMEs describe the intended structure of selected reporting tools and do not constitute a compliance opinion or assurance engagement.

The customer remains responsible for chart-of-accounts setup, classifications, journals, VAT codes and periods, imported bank data, reconciliations, supporting documents, opening balances, financial-statement review and statutory submissions.

8. Bookings, Customers, Projects, Routes and Weekly Summaries

Booking, project, route and weekly dashboard information is generated from data entered by authorised users. Route planning is an operational planning aid and is not a navigation, traffic, safety or vehicle-management service.

Weekly employee and customer summaries, contract and ad hoc classifications, employees without bookings, service allocations and other dashboard metrics depend on the booking, client-type and employee records stored for the selected tenant and period.

Customers must verify dates, times, locations, employees, services, project links, booking status and assignments. Easy Admin does not guarantee attendance, work quality, customer acceptance or contractual performance.

9. Invoices, Quotes, Payments, Credit Notes and Statements

Easy Admin assists with preparing and recording quotes, invoices, payments, receipts, credit notes and statements. The customer remains responsible for document numbering, descriptions, VAT treatment, banking details, contractual terms, payment allocation and legal or tax requirements.

Outstanding balances and statements depend on correctly captured invoice totals, payments and credit notes. Documents and balances must be checked before issue or collection activity.

10. Staff Portal, Mobile PWA and Notifications

Easy Admin provides browser-based mobile and progressive web application functionality. It is not represented as a native Apple App Store or Google Play application unless separately confirmed in writing.

Job-start and completion records, notes, uploads and notifications may be affected by the user’s device, browser, internet connection, permissions, offline state, delayed synchronisation or incorrect use. These records are administrative evidence only and do not independently prove attendance, location, hours worked, service quality or legal compliance.

Web-push delivery is subject to browser, device and third-party push services. Notification delivery is not guaranteed.

11. Reports and Franchise Reporting

Reports are generated from the data available in the relevant tenant and the selected filters. They may be incomplete or inaccurate where records, links, dates, prices, costs, payments or status fields are incorrect.

Franchise Reports are read-only and are intended to expose only the franchisee tenants explicitly linked to the authorised franchise group. The franchisor or other reporting customer must ensure it has a lawful basis and contractual authority to access each linked franchisee’s information.

Exports and print-to-PDF outputs must be protected after download because they may contain confidential and personal information outside Easy Admin’s access controls.

12. Uploaded Photos, Files and Supporting Documents

Users may upload documents, photos and supporting files to permitted records. The customer is responsible for ensuring that it has authority to upload and process the content, that the content is lawful and accurate, and that unnecessary personal or confidential information is not uploaded.

Users may not upload malware, executable code, unlawful content, infringements, or information that they are not authorised to process. AFY Cloud Solutions may block, quarantine, remove or restrict files that present a security, legal, storage or operational risk.

13. Company and System Email, SMTP and Password Recovery

Easy Admin may use company-specific SMTP settings for business documents and a separate system SMTP account for password recovery and system messages.

The customer is responsible for authorised sender accounts, correct recipients, mail-provider rules, app passwords, mailbox security and the confidentiality of documents sent by email. Email transmission, acceptance, delivery and spam filtering are controlled partly by third parties and are not guaranteed.

Saved email credentials are sensitive. Administrators must restrict access to settings and use provider-issued application passwords where available rather than ordinary account passwords.

14. Google Calendar OAuth and Booking Synchronisation

Easy Admin may use one centrally managed Google OAuth client for the application while maintaining a separate OAuth token and calendar configuration for each connected tenant.

Google authentication occurs through Google. Easy Admin does not request the user’s ordinary Google password. The tenant administrator selects the Google account and grants the permissions displayed by Google.

The configured integration may create, update or delete booking events in the selected calendar. Calendar event information may include customer, employee, service, date, time, transport and booking information. The customer must use an appropriately restricted calendar and manage Google sharing permissions.

Google may revoke or expire access, change its APIs or scopes, or interrupt its service. The customer may need to reconnect the account. Easy Admin is not responsible for unauthorised calendar access caused by the customer’s Google account, sharing settings or compromised Google credentials.

15. User Responsibility for Data Accuracy

The customer and its users are responsible for the accuracy, completeness, legality, currency and appropriate classification of all information entered, imported, uploaded or generated, including company, client, employee, candidate, supplier, payroll, leave, bank, tax, invoice, project, booking, finance, accounting, calendar and file information.

Incorrect or incomplete data can produce incorrect calculations, reports, documents, reminders, bookings, calendar events, accounting entries and business decisions.

16. Review, Approval and Automated Outputs

All material outputs must be reviewed and approved by an authorised and competent person before payment, submission, distribution, posting, filing or reliance.

Easy Admin does not make final legal, employment, credit, disciplinary, payroll, tax or accounting decisions on behalf of the customer. Prompts, alerts, calculations and summaries are decision-support tools. Users must not make a decision with significant legal or employment consequences solely because of an automated output without appropriate human review.

17. POPIA Roles and Responsibilities

For personal information entered or uploaded by a subscribing customer, that customer will generally act as the Responsible Party under the Protection of Personal Information Act 4 of 2013 (“POPIA”), because it determines why and how the information is processed. AFY Cloud Solutions will generally act as an Operator when processing that information to provide Easy Admin on the customer’s instructions.

AFY Cloud Solutions may act as a Responsible Party for limited information it processes for its own legitimate purposes, including subscription administration, support contacts, service security, audit records, legal compliance and provider billing.

The exact roles may be supplemented by a service agreement, operator agreement, privacy notice or data-processing agreement. The customer remains responsible for its notices to data subjects, lawful grounds, authorisations, Information Officer duties and compliance decisions.

18. Lawful Processing, Minimality and Special Information

The customer must process personal information lawfully, reasonably and only for specific, legitimate business purposes. Users must capture only information that is adequate, relevant and not excessive for those purposes.

The customer is responsible for the lawful processing of identity numbers, bank details, payroll and tax information, employment records, health-related leave documents, criminal or background-check information, children’s information, biometric information and other special or sensitive information.

Easy Admin must not be used to collect special personal information or children’s information unless the customer has confirmed the applicable POPIA authorisation, consent, legal obligation or other lawful basis and has implemented appropriate safeguards.

19. POPIA Protection Technology and Security Safeguards

Easy Admin uses technical and organisational safeguards intended to support the integrity and confidentiality requirements in sections 19 to 22 of POPIA. Current safeguards include, where applicable:

• HTTPS/TLS-encrypted website connections and secure cloud database connections;
• Encryption at rest provided by the hosting platform for the PostgreSQL database, database backups and persistent disks;
• Logical tenant separation using company identifiers and server-side tenant checks;
• Role-based module permissions, full and read-only access, employee-linked staff access and restricted franchise-group reporting;
• Password hashing, minimum password-strength rules, removal of hardcoded production credentials and protected production secrets;
• Secure, HttpOnly and SameSite session cookies in production and desktop inactivity timeout;
• Cross-site request forgery protection for state-changing requests;
• Rate limiting on authentication, email, upload, export, download and other sensitive actions;
• Security and application audit logging, including available user, company, IP address, browser, record and outcome information;
• Filename sanitisation, file-type restrictions, size controls and tenant-checked downloads for supported upload flows;
• Separate Google Calendar tokens per tenant and restricted administrative access to SMTP and integration settings;
• Backups, exports, environment-secret storage and operational monitoring as configured for the service.

These safeguards reduce risk but cannot guarantee absolute security. POPIA requires safeguards to be risk-based, regularly reviewed and updated. The customer must also maintain its own organisational controls, including staff training, access reviews, secure devices, secure email, data minimisation, retention rules and incident-response procedures.

20. Data Subject Rights and Customer Assistance

Data subjects may have rights under POPIA to be informed, request access, request correction or deletion, object to certain processing and lodge a complaint with the Information Regulator.

Requests relating to data controlled by a customer should ordinarily be submitted to that customer’s Information Officer. AFY Cloud Solutions will provide reasonable technical assistance to the customer, subject to identity verification, legal restrictions, system capability and any applicable agreement.

Easy Admin users must not disclose one person’s information in response to another person’s request without verifying identity, authority and the applicable legal basis.

21. Hosting, Cross-Border Transfers and Subprocessors

Easy Admin is hosted using third-party cloud infrastructure and may process or store information outside South Africa. The current primary production deployment uses Render infrastructure in the United States, and connected services such as Google, email providers, browser push services and other subprocessors may process information in other countries.

Cross-border transfers must comply with section 72 of POPIA. Subject to the applicable agreement, the customer authorises transfers necessary to provide the service. AFY Cloud Solutions will take reasonable steps to use providers and contractual arrangements that offer appropriate protection, but the customer remains responsible for ensuring that its disclosures, notices and lawful basis cover its use of international cloud services.

Subprocessors and infrastructure may change where reasonably necessary to operate, secure or improve Easy Admin. Material changes will be handled according to the applicable service or data-processing agreement.

22. Security Compromises and Incident Cooperation

Where AFY Cloud Solutions, acting as an Operator, has reasonable grounds to believe that customer-controlled personal information has been accessed or acquired by an unauthorised person, it will notify the relevant customer as soon as reasonably practicable in accordance with POPIA and the applicable agreement.

The customer, as Responsible Party, remains responsible for determining and carrying out notifications to the Information Regulator and affected data subjects, unless AFY Cloud Solutions is itself the Responsible Party for the affected information.

Customers must report suspected compromise, credential theft, cross-tenant access, lost devices or unlawful disclosure promptly to info@afyenterprises.com and must cooperate with containment and investigation measures.

23. User Accounts, Passwords, Permissions and Access Reviews

The customer is responsible for all activity performed through its authorised accounts and must:

• create individual accounts rather than sharing credentials;
• use strong and unique passwords and protect temporary passwords;
• grant the least access reasonably required;
• review company, module, read-only, staff and franchise-reporting permissions regularly;
• disable users promptly when their access is no longer required;
• secure administrator, email and Google accounts;
• notify AFY Cloud Solutions of suspected unauthorised access.

No security feature removes the customer’s responsibility to manage people, devices, credentials and permissions appropriately.

24. Sessions, Devices and Inactivity

Desktop sessions may expire after inactivity. Mobile PWA session behaviour may differ to support operational workflows. Users must save work, lock devices, log out from shared devices and prevent browsers from storing credentials on public or insecure devices.

AFY Cloud Solutions is not responsible for unsaved work, unauthorised access or disclosure resulting from unattended devices, compromised browsers, shared accounts or the customer’s failure to log out.

25. Retention, Backups, Exports and Deletion

The customer must establish lawful retention periods for employee, payroll, tax, accounting, client, booking, candidate and other records. Information must not be retained indefinitely merely because the software permits storage.

Easy Admin may provide exports and administrative backup tools. The customer must protect exported files and maintain any additional backups required by its risk, legal and business-continuity obligations.

Deletion, correction and tenant-closure requests are subject to legal retention duties, contractual terms, identity and authority checks, technical backup cycles and the need to preserve security, audit, dispute or financial records. A separate agreement may define export windows and deletion procedures after termination.

26. Confidentiality

Each party must protect confidential information received from the other and use it only for the purpose for which it was disclosed, except where disclosure is authorised or required by law.

Users must not use Easy Admin to disclose payroll, identity, bank, customer, employee, candidate, franchisee or financial information to unauthorised persons.

27. Third-Party Services

Easy Admin may depend on Render, PostgreSQL, Google Calendar, SMTP and email providers, web-push services, browsers, operating systems, banking formats and other third-party systems. Those providers have their own terms, privacy practices, availability, limits and security responsibilities.

AFY Cloud Solutions is not responsible for third-party downtime, changed APIs or formats, rejected messages or files, account suspension, provider security incidents, internet failure or incorrect customer configuration, except to the extent liability cannot lawfully be excluded.

28. Bank Files, Bank Statements and Cash-Book Processing

Payroll bank files and imported bank or cash-book data must be checked before upload or posting. The customer is responsible for the correct format, account, dates, debit and credit mapping, duplicate review, VAT treatment, allocation and approval.

Bank formats and requirements can change. Easy Admin does not guarantee that a file will be accepted by a bank or that an imported statement is complete or correctly classified.

29. Availability, Maintenance and Performance

Easy Admin is provided through internet-connected infrastructure and may be unavailable because of maintenance, updates, security events, hosting or database issues, internet failure, high usage, third-party outages or circumstances beyond reasonable control.

No uptime, response-time, recovery-time or support commitment applies unless set out in a separate written agreement.

30. Software Updates and Statutory Changes

AFY Cloud Solutions may deploy patches, security updates, feature changes and improvements. Users may be prompted to refresh or update the PWA.

Statutory rules, tax tables, bank formats, browser behaviour, third-party APIs and professional standards may change. The customer must verify that the active version and configuration are suitable before relying on outputs.

31. Prohibited Use

You may not:

• use Easy Admin unlawfully or process information without authority;
• attempt to access another tenant, user, employee or franchise group without permission;
• circumvent security, rate limits, permissions or audit controls;
• introduce malware, exploit vulnerabilities, scrape excessively or disrupt the service;
• reverse engineer, copy, resell, sublicense or create a competing service from Easy Admin except where law expressly permits;
• upload unlawful, discriminatory, harassing, infringing or malicious content;
• misrepresent internal-use reports as certified, audited, independently reviewed or regulator-approved documents;
• use booking, mobile, photo, note or employee information for unlawful surveillance or unfair employment practices.

32. Suspension and Termination

AFY Cloud Solutions may suspend or restrict access where fees are unpaid, security is threatened, unlawful or abusive use is suspected, a user breaches these Terms, a legal or third-party requirement applies, or urgent maintenance is required.

Termination, notice periods, fees, data export and deletion are governed by the applicable service agreement. Provisions concerning intellectual property, confidentiality, data protection, liability, payment and disputes survive where their nature requires.

33. Intellectual Property and Feedback

All rights not expressly granted are reserved. No ownership in Easy Admin transfers to the customer.

Feedback and enhancement suggestions may be used to improve Easy Admin without transferring ownership of the platform or creating an obligation to implement a suggestion. AFY Cloud Solutions will not intentionally disclose the customer’s confidential information when using general feedback.

34. Limitation of Liability

To the fullest extent permitted by law, AFY Cloud Solutions, AFY Enterprises (Pty) Ltd and their directors, employees, contractors and suppliers are not liable for indirect, consequential, special, punitive or economic loss, loss of profit, loss of opportunity, loss of goodwill, business interruption, or loss caused by:

• incorrect, incomplete or unauthorised data;
• unchecked payroll, tax, UIF, leave, booking, invoicing, finance, accounting or report outputs;
• user permissions, compromised credentials, customer devices or customer email and Google accounts;
• third-party services, internet connections, bank formats, browsers or hosting interruptions;
• uploaded content, mobile updates, notifications, calendar events or email delivery;
• failure to apply professional review, statutory updates or lawful processing requirements.

Where liability cannot be excluded, aggregate liability will be limited to the amount paid for Easy Admin during the period stated in the applicable written agreement or, if none is stated, the three months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes liability or rights that cannot lawfully be excluded or limited, including non-waivable rights under applicable consumer or data-protection law.

35. No Warranty and Important Limitation

Easy Admin is provided on an “as is” and “as available” basis. No warranty is given that it will be uninterrupted, error-free, compatible with every device or third-party service, suitable for every business, or accepted by SARS, UIF, a bank, an auditor, an accountant, a customer or another authority.

You specifically acknowledge that Easy Admin supports administration and informed decision-making but does not guarantee legal compliance, correct employment decisions, correct tax or payroll submissions, correct financial statements, uninterrupted data availability or absolute information security.

36. Changes to These Terms

AFY Cloud Solutions may update these Terms to reflect functionality, security, legal, regulatory or business changes. The updated version and revision date may be published on the website or communicated through the service or email.

Where a material change affects existing rights or obligations, reasonable notice will be given where required. Continued use after the effective date constitutes acceptance, subject to applicable law and any signed agreement.

37. Governing Law and Disputes

These Terms are governed by the laws of the Republic of South Africa. Any dispute will be handled under South African law and the dispute procedure in an applicable written agreement.

The parties should first attempt in good faith to resolve a dispute through written notice and management discussion before commencing formal proceedings, unless urgent relief is required.

38. Contact, Privacy Enquiries and Complaints

AFY Cloud Solutions, a division of AFY Enterprises (Pty) Ltd

Email: info@afyenterprises.com
Website: https://easyadmin.co.za/
Product information: https://afyenterprises.com/easyadmin.html
Phone: +27 74 842 0933

Privacy or POPIA requests concerning information controlled by a subscribing company should first be directed to that company’s Information Officer. Requests concerning information controlled by AFY Cloud Solutions may be sent to the email address above.

Data subjects may also lodge a complaint with the South African Information Regulator. Current contact and complaint information is available at https://inforegulator.org.za/.

39. User Acknowledgement

By using Easy Admin, you confirm that you have read and understood these Terms, including the limitations relating to payroll, PAYE, UIF, leave, BCEA prompts, accounting, VAT, reports, bookings, mobile PWA use, uploaded files, email, Google Calendar, hosting, third-party services and POPIA responsibilities.

You acknowledge that the customer remains responsible for lawful processing, accurate data, user access, professional review and approval of all material outputs.