Legal

What Payday does

Payday is a payroll assistance and compliance-support platform. It:

• Calculates payroll figures based on the statutory rules configured in the platform.
• Prepares payslips, employment contracts, and filing pack exports.
• Reminds you of upcoming filing and payment deadlines.
• Records payroll history in an immutable audit trail.

What Payday does not do

Payday does not:

• File, pay, or submit statutory returns (PAYE, SSC, UIF, SDL, VET levy, COIDA, or any other return) to any authority on your behalf.
• Provide legal, tax, labour, payroll, or accounting advice.
• Guarantee that any calculation is correct or that the statutory rules in the platform are current.
• Replace professional payroll, HR, or legal advice.

Rule accuracy and legal review status

Every statutory rule in Payday is stored as a versioned snapshot with a legal review status. Rules marked unverified or needs review have not been independently verified against official gazette publications. Always check the review status of the active rule version in your admin panel and verify all figures with a qualified professional before remitting to statutory authorities.

Authority disclaimer

Payday is not endorsed by, certified by, affiliated with, or approved by NamRA, SARS, the Social Security Commission (Namibia), the Unemployment Insurance Fund (South Africa), the Compensation Fund (COIDA), or any other statutory authority or government body. Any reference to these authorities is for informational purposes only.

Limitation of liability

To the maximum extent permitted by applicable law, Payday Namibia and its operators shall not be liable for any direct, indirect, incidental, special, consequential, or punitive damages arising out of or relating to your use of the platform, including but not limited to incorrect payroll calculations, missed filing deadlines, penalties, interest, or any other statutory liability. You assume full responsibility for verifying all payroll outputs before remitting to any authority.

Acceptance

By registering an account or using Payday, you agree to these Terms of Use. If you do not agree, you must not use the platform.

Permitted use

You may use Payday solely for lawful payroll record-keeping, calculation assistance, and compliance reminder purposes for yourself or your employer. You may not resell, sublicense, or commercialise access to the platform without written permission.

Account responsibility

You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. Notify us immediately if you suspect unauthorised access.

Data you provide

You are responsible for the accuracy and legality of any data you enter into the platform, including employee personal information, tax reference numbers, and pay figures. You must have the right to process any personal data you upload.

Platform availability

We aim for high availability but do not guarantee uninterrupted access. The platform may be taken offline for maintenance, updates, or in response to security incidents.

Modifications

We may modify these Terms at any time. Continued use of the platform after notification of changes constitutes acceptance of the updated Terms.

Termination

We may suspend or terminate your account if you violate these Terms or if your subscription lapses beyond any applicable grace period. Upon termination, your access to the platform will cease but your data may be retained for the period required by law.

Governing law

These Terms are governed by the laws of Namibia for Payday Namibia users and the laws of the Republic of South Africa for Payday South Africa users, without regard to conflict of law principles.

What we collect

We collect:

• Account registration information (email address, name).
• Employer details (business name, sector, country, contact information).
• Employee records entered by you, including names, identity numbers (encrypted), tax reference numbers (encrypted), bank account details (encrypted), pay rates, and leave balances.
• Payroll run data and generated documents.
• Usage data (pages visited, actions taken) for platform improvement.
• Billing information processed by PayFast (we do not store card numbers).

How we use your data

We use your data to:

• Provide and improve the Payday platform.
• Calculate payroll figures at your request.
• Send transactional emails (payslip delivery, filing reminders, billing alerts).
• Maintain an audit trail for your payroll history.
• Comply with applicable legal obligations.

We do not sell your data to third parties.

Data retention

Payroll records, payslips, and audit logs are retained for as long as your account is active and for a reasonable period thereafter to support any legal obligations or dispute resolution. Encrypted sensitive identifiers are stored using Supabase Vault patterns and are never logged in plain text.

Third-party processors

We use the following sub-processors:

• Supabase — database, authentication, and file storage.
• Netlify — hosting and serverless functions.
• Resend — transactional email delivery.
• PayFast — subscription payment processing.

Your rights

You have the right to access, correct, or request deletion of your personal information. To exercise these rights, contact us using the details in the Contact section below.

Responsible party

When you use Payday to process the personal information of your employees, you are the responsible party as defined by POPIA. Payday acts as the operator processing information on your behalf under your instruction.

Operator agreement

During onboarding, South African employers are required to acknowledge a Data Processing Agreement (DPA) that records the operator relationship between Payday and your organisation as required by POPIA section 21.

Data subject rights

Your employees have rights under POPIA including the right to access their personal information, to request correction, and to object to processing. As the responsible party, you are obliged to facilitate these rights. Payday's employee self-service portal assists with providing employees read-only access to their own payslips and leave balances.

Information Officer

For POPIA-related queries about the Payday platform itself, contact us using the details in the Contact section. For queries about an employee's personal information held by their employer, employees should contact their employer directly.