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Designed & developed by Pamatech Global Solutions
Terms & Conditions – Payroll/HRM Service (Kenya)

Effective date: 30 May 2026

Provider: Pamatech Global Solutions (“we”, “us”, “our”).
Client: The company creating this account (“you”, “your”).

1) Scope of Service

This system provides cloud-enabled HR and payroll functionality including employee records, leave, shifts/rota, loan management, recruitment/interviews, statutory deductions, reports, and related communication tools (email/SMS where enabled).

2) Account Responsibility

You are responsible for keeping login credentials secure, assigning user rights correctly, and ensuring only authorized staff access personal and payroll data. Actions done under your account are treated as authorized by your organization.

3) Billing, Subscription and Payments

Subscription charges are based on your selected package/cycle and applicable configured rates. Unless agreed otherwise in writing, payments are made via M-Pesa Till Number 5179899 or approved official channels.

  • All payments must include correct company/account references for proper allocation.
  • Receipts and subscription updates are generated after successful verification of payment transaction details.
  • Partial payments may grant proportionate service days per your active billing configuration.
  • Taxes, statutory fees, or bank/mobile charges imposed by third parties remain your responsibility.
4) Non-Payment, Suspension and Recovery

If payment is overdue, we may issue reminders and then limit or suspend some/all features until arrears are cleared. During suspension, historical data remains retained for a limited recovery window. Continued non-payment may result in account deactivation and eventual deletion as stated below.

5) Data Processing and Privacy (Kenya)

We process payroll and HR data as a service provider/data processor under your instructions. You remain responsible for lawful data collection and internal employee notices/consents where required by the Kenya Data Protection Act, 2019 and related regulations.

  • We apply reasonable technical and organizational safeguards to protect data confidentiality and integrity.
  • You must ensure data entered is accurate, lawful, and up to date.
  • Access to sensitive records should be role-based and minimal.
6) Data Retention, Export and Deletion

Upon written request, we may provide available data export formats within practical limits. If an account is terminated or remains unpaid beyond the recovery period:

  • Account can be marked inactive and inaccessible to users.
  • Data may be scheduled for secure deletion from active systems and later from backups as per retention cycles.
  • Some records may be retained where legally required (audit, tax, fraud prevention, dispute resolution).
7) Service Availability and Support

We aim for reliable uptime but do not guarantee uninterrupted or error-free operation at all times. Planned maintenance, third-party outages, internet disruptions, or force majeure events may affect access temporarily.

8) Compliance and Statutory Use

The platform helps compute statutory components (e.g., PAYE, NHIF, NSSF) based on configured rates and input data. Final legal compliance, filing accuracy, and remittance obligations remain the client’s responsibility.

9) Acceptable Use

You may not use the platform for unlawful, fraudulent, abusive, or unauthorized activity, including attempting to bypass security controls, scraping other tenants’ data, or transmitting malware.

10) Intellectual Property

All software rights remain with Pamatech Global Solutions and licensors. You receive a limited, non-transferable right to use the service during your active subscription.

11) Limitation of Liability

To the extent permitted by law, we are not liable for indirect, incidental, or consequential losses (including lost profits, business interruption, or penalties) arising from use or inability to use the system. Direct liability, where applicable, is limited to fees paid for the affected service period.

12) Indemnity

You agree to indemnify and hold us harmless from claims arising from your data, instructions, legal non-compliance, or misuse of the system by your users.

13) Changes to Terms

We may update these terms from time to time to reflect legal, technical, or business changes. Continued use of the platform after updates means acceptance of revised terms.

14) Governing Law and Dispute Resolution

These terms are governed by the laws of Kenya. Parties should first attempt amicable resolution. Where unresolved, disputes fall under Kenyan courts or any other lawful dispute mechanism agreed by both parties.

15) Contact

For billing, support, or legal notices, use official contacts published on our website or your signed service onboarding documents.

Acceptance: By ticking “I agree to the Terms and Conditions” and creating an account, you confirm that you are authorized to bind your organization to these terms.