Easy Admin Terms of Use Agreement

Effective Date: [Insert Date]

Software Name: Easy Admin

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

Website: https://afyenterprises.com/easyadmin.html

Contact Email: info@afyenterprises.com

1. Acceptance of These Terms

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

These Terms apply to all users, including company administrators, employees, managers, contractors, and any other persons granted access to the software by a registered company or tenant.

2. Description of the Software

Easy Admin is a business administration and workforce management software platform that may include functionality for:

• Booking and operations management;
• Invoicing and quotations;
• Finance and service margin tracking;
• Employee, provider and supplier records;
• Leave tracking;
• Payroll and payslip processing;
• PAYE, UIF and payroll-related calculations;
• EMP201, IRP5 and EMP501 internal-use reporting;
• Tenant setup, industry templates and custom fields;
• Company data export and import;
• Backup and restore tools, where available.

The software is intended to assist businesses with administration and record keeping. It does not replace professional accounting, payroll, labour law, tax, legal, or financial advice.

3. No Professional Advice

The software, reports, calculations, templates and outputs are provided for administrative support and informational purposes only.

AFY Cloud Solutions does not provide legal, tax, accounting, payroll, labour relations, financial, or SARS advisory services through the software.

You remain responsible for obtaining advice from qualified professionals where necessary, including but not limited to:

• Registered tax practitioners;
• Accountants;
• Payroll specialists;
• Labour consultants;
• Legal practitioners;
• SARS or Department of Employment and Labour representatives.

4. Payroll, PAYE, UIF and Leave Calculations

Easy Admin includes tools that assist with payroll calculations, including PAYE, UIF, leave, overtime, premium pay, payslips and payroll reports.

Although reasonable precautions, checks and development efforts are taken to make these calculations accurate, you acknowledge and agree that:

1. 1. Payroll and tax rules may change from time to time;
2. 2. SARS tax tables, rebates, thresholds and statutory requirements must be maintained and verified;
3. 3. Public holiday data must be checked and updated where required;
4. 4. Employee profiles, contract types, dates of birth, salaries, working hours, leave records, overtime, benefits, bonuses, reimbursements and deductions must be captured correctly;
5. 5. Incorrect input data may produce incorrect calculations;
6. 6. The software may contain errors, defects, omissions or outdated configurations;
7. 7. Payroll outputs must be reviewed before use, submission, payment or filing.

The user and/or subscribing company remains fully responsible for verifying all payroll, PAYE, UIF, leave, payslip, EMP201, IRP5 and EMP501 information before relying on it.

5. Internal-Use Statutory Reports

EMP201, IRP5 and EMP501 reports generated by the software are marked and intended as Internal Use reports unless expressly stated otherwise in writing by AFY Cloud Solutions.

These reports are not guaranteed to comply with all SARS eFiling, e@syFile, IRP5/IT3(a), EMP501, or statutory electronic submission specifications.

Before submission to SARS, the Department of Employment and Labour, employees, auditors, accountants, or any authority, you must verify the accuracy and compliance of all reports.

6. User Responsibility for Data Accuracy

You are responsible for the accuracy, completeness and legality of all information entered into the software, including but not limited to:

• Company information;
• Employee information;
• Client information;
• Supplier and provider information;
• Bank account details;
• Tax numbers and statutory registration numbers;
• Payroll information;
• Booking and attendance information;
• Leave records;
• Invoice and quote details;
• Payment and receipt information;
• Finance and expense records;
• Uploaded documents.

AFY Cloud Solutions is not responsible for losses, penalties, interest, fines, disputes, underpayments, overpayments, incorrect filings, incorrect invoices, incorrect payslips, or employment-related claims caused by inaccurate, incomplete or outdated data entered by users.

7. User Responsibility for Review and Approval

You agree that all system-generated outputs must be reviewed and approved by an authorised person before use.

This includes, but is not limited to:

• Payslips;
• Payroll bank export files;
• EMP201 reports;
• IRP5 and EMP501 reports;
• Leave balances;
• Overtime calculations;
• PAYE and UIF calculations;
• Invoices;
• Quotes;
• Receipts;
• Credit notes;
• Finance reports;
• Booking reports.

You must not rely blindly on automated outputs without performing appropriate checks.

8. Limitation of Liability

To the fullest extent permitted by applicable law, AFY Cloud Solutions, AFY Enterprises (Pty) Ltd, its directors, employees, contractors, suppliers and affiliates shall not be liable for any direct, indirect, incidental, special, consequential, punitive or economic loss or damage arising from or related to:

• Use of or inability to use the software;
• Payroll miscalculations;
• PAYE miscalculations;
• UIF miscalculations;
• Leave miscalculations;
• Overtime or premium pay miscalculations;
• Incorrect statutory reports;
• Incorrect employee payments;
• Incorrect bank export files;
• Incorrect invoices, receipts, quotes or credit notes;
• Incorrect data captured by users;
• Failure to update SARS tax tables, public holidays or statutory rules;
• System downtime or interruption;
• Data corruption or loss;
• Unauthorised access caused by user negligence;
• Any decision made based on software outputs.

Where liability cannot legally be excluded, AFY Cloud Solutions’ liability shall be limited to the amount paid by the customer for the software service during the one-month period immediately preceding the event giving rise to the claim, unless a different limitation is required by law.

9. Important Limitation Notice

By using the software, you specifically acknowledge that:

1. 1. Payroll, PAYE, UIF and leave calculations are dependent on correct setup, accurate employee data and current statutory tables;
2. 2. The software is an administrative tool and not a substitute for professional payroll, tax, accounting or legal advice;
3. 3. You are responsible for checking all calculations before processing payments or submitting statutory returns;
4. 4. AFY Cloud Solutions will not be liable for penalties, fines, interest, claims, disputes, underpayments or overpayments arising from unchecked or incorrect use of the software.

10. No Warranty

The software is provided on an “as is” and “as available” basis.

AFY Cloud Solutions does not warrant that:

• The software will be error-free;
• The software will operate without interruption;
• The software will meet every specific business requirement;
• All calculations will always be correct;
• All statutory reports will be accepted by any authority;
• All defects will be corrected immediately;
• The software will remain compatible with all devices, browsers, operating systems or third-party platforms.

11. Software Updates and Statutory Changes

AFY Cloud Solutions may release updates, patches, fixes or improvements from time to time.

You are responsible for applying updates where the software is self-hosted, locally installed or maintained by you.

Where statutory rules change, including changes to SARS tax tables, UIF rules, BCEA rules, public holidays, or reporting requirements, the software may require updates before calculations can remain accurate.

AFY Cloud Solutions is not responsible for incorrect results caused by outdated versions, unapplied patches, or outdated configuration data.

12. Backups and Data Protection

You are responsible for maintaining appropriate backups of your data unless a separate written hosting or support agreement states otherwise.

Where the software provides backup and export tools, you remain responsible for:

• Running backups regularly;
• Storing backups securely;
• Testing restore procedures;
• Protecting backup files from unauthorised access;
• Ensuring compliance with applicable privacy and data protection laws.

AFY Cloud Solutions is not liable for data loss where backups were not properly maintained, stored or tested by the user or customer.

13. Privacy and Personal Information

The software may process personal information, including employee, client, supplier, payroll, tax, bank and identity information.

You are responsible for ensuring that you have the necessary authority, consent, lawful basis or legal obligation to process personal information entered into the software.

You must use the software in compliance with applicable data protection laws, including the Protection of Personal Information Act, 2013, where applicable.

You must ensure that user access is granted only to authorised persons and that login credentials are protected.

14. User Accounts and Security

You are responsible for all activity performed under user accounts created for your company.

You agree to:

• Keep passwords confidential;
• Use strong passwords;
• Restrict access to authorised users only;
• Remove access for users who no longer require it;
• Notify AFY Cloud Solutions of any suspected unauthorised access;
• Ensure users are trained to use the software responsibly.

AFY Cloud Solutions is not liable for losses caused by compromised credentials, shared passwords, unauthorised users, or failure to manage user access properly.

15. Third-Party Services

The software may integrate with third-party services such as email providers, calendar platforms, banking formats, PDF tools, hosting providers or other external systems.

AFY Cloud Solutions is not responsible for failures, downtime, incorrect settings, security issues, rejected files, changed formats, or service interruptions caused by third-party platforms.

You are responsible for verifying third-party settings and outputs before use.

16. Bank Export Files

Payroll bank export files are generated from saved payroll ledger data.

You must verify all bank export files before uploading them to any banking platform.

AFY Cloud Solutions does not guarantee that any bank file will be accepted by a specific bank or banking platform, as formats and requirements may vary and change.

You are responsible for confirming banking format requirements with your bank.

17. Invoices, Quotes, Credit Notes and Receipts

The software assists with preparing invoices, quotes, credit notes and receipts.

You remain responsible for ensuring that all documents comply with applicable tax, VAT, accounting, contractual and business requirements.

AFY Cloud Solutions is not liable for incorrect billing, incorrect VAT treatment, incorrect credit notes, incorrect receipts, disputed invoices or customer payment issues.

18. Prohibited Use

You may not use the software:

• For unlawful purposes;
• To process data you are not authorised to process;
• To gain unauthorised access to another tenant’s data;
• To reverse engineer, copy, resell or exploit the software without permission;
• To upload malicious code;
• To interfere with the operation or security of the software;
• To misrepresent reports as legally certified documents where they are marked as internal-use outputs.

19. Suspension or Termination

AFY Cloud Solutions may suspend or terminate access where:

• Fees are unpaid;
• The software is misused;
• Security is compromised;
• Users breach these Terms;
• Continued access may expose AFY Cloud Solutions or other users to risk;
• Required maintenance or updates are necessary.

20. Intellectual Property

The software, design, code, workflows, templates, branding, documentation and related materials remain the property of AFY Cloud Solutions or its licensors.

You receive only a limited right to use the software according to these Terms or a separate written agreement.

You may not copy, distribute, resell, sublicense or modify the software except as expressly permitted in writing.

21. Changes to These Terms

AFY Cloud Solutions may update these Terms from time to time.

Updated Terms may be published on the website, provided inside the software, or communicated by email.

Continued use of the software after publication of updated Terms means you accept the updated Terms.

22. Governing Law

These Terms are governed by the laws of the Republic of South Africa.

Any dispute arising from these Terms or use of the software shall be dealt with under South African law, unless another written agreement applies.

23. Contact

For support or questions about these Terms, contact:

AFY Cloud Solutions

Email: info@afyenterprises.com

Website: https://afyenterprises.com/easyadmin.html

Phone: +27 74 842 0933

24. User Acknowledgement

By using Easy Admin, you confirm that you have read, understood and accepted these Terms of Use, including the limitations relating to PAYE, UIF, leave, payroll and statutory calculations.