Terms of Service

These terms are an agreement between the business that signs up for SwiftlyPeople (“you”, “the customer”) and the SwiftlyPeople company for your country (“we”, “us”):

The country is the one you choose when you sign up, because it decides the tax, contributions and laws your payroll follows. The person who signs up confirms they are allowed to accept these terms for the business.

• SwiftlyPeople, the service: the online HR and payroll software at swiftlypeople.com and your company's own address (for example yourcompany.swiftlypeople.com), with its website, emails and files.
• Users: the people you give a sign-in, including HR, payroll, finance and managers, and employees you give self-service.
• Your data: everything you or your users put into SwiftlyPeople, including employee records, salaries, payslips, leave, documents and attendance records.
• Plan: the subscription you choose, priced by the number of employees who are working or on probation.

SwiftlyPeople keeps employee records, leave and public holidays, overtime and attendance, and works out payroll: pay, tax, statutory contributions and levies, payslips, statutory returns, payment files and an accounting journal. It is set up for your country's laws as we understand them, and we update its tax tables and statutory rates when the law changes.

Some figures are entered by you and are not supplied by us, for example National Employment Council levy rates, bank file layouts and amounts brought in from a previous payroll. You are responsible for those figures.

We may improve or change features. We will not remove a core feature you rely on (payroll, payslips, statutory returns, leave or your data export) without at least 30 days' notice.

You can have as many users as you need. You decide who has access and what each user's role allows. You must keep sign-in details private, remove access for people who leave, and tell us at support@intetrixsolutions.tech if you think an account has been used without permission. You are responsible for what your users do in SwiftlyPeople.

A new company gets a free trial of 30 days with every feature, and no payment card is needed. When the trial ends you choose a plan to carry on. If you do not, your company becomes read-only (section 9) and nothing you set up is lost.

Plans are priced by the number of employees who are working or on probation; people who have left are kept on record and not counted. Every plan includes every feature and as many users as you need. The current plans and prices are on swiftlypeople.com/pricing, which forms part of these terms.

Value added tax (VAT) depends on the country, and the pricing page says which applies. In Zimbabwe, no VAT is charged. In Zambia, prices exclude VAT, which is added to each invoice at 16%. When a company's VAT position changes, the pricing page and new invoices change with it; invoices already sent keep the VAT they were raised with.

There is no setup fee. We load your first spreadsheet of employees and salaries free; if you later ask us to load data again, we charge for the work at a rate that depends on its scope, and tell you the cost first.

If you employ more people than your plan covers, you move up to the plan that covers them. Your billing page shows how many people you employ against your plan. Nobody is left out of a payroll in the meantime.

For invoiced payment, we send the invoice 7 days before each period starts, and it is due on the day the period starts. Subscriptions renew for the same period unless you cancel.

When you pay by card, you can choose to save the card to pay future invoices. If you do, we charge it on the day each invoice is due, and the invoice we email 7 days before says so. You can remove the card on your billing page at any time, and it is removed when your agreement ends. If a charge fails, we tell you by email, and you pay that invoice another way.

We may change our prices. We will tell you by email at least 30 days before a change, and it applies from your next period after that notice. A change never applies to a period you have already paid for.

If a payment is late, your company keeps working for 7 days. After that it becomes read-only: you and your users can still sign in, see and download everything, including payslips and reports, but cannot change anything or run payroll until payment is made. We do not delete data because a payment is late.

You can cancel at any time from your billing page or by writing to us. Your plan runs to the end of the period you have paid for, and is not renewed.

SwiftlyPeople works out pay, tax and contributions from the information you give it and the tables and rates in force. It is a tool for your payroll staff, not a payroll bureau, tax adviser or accountant. In particular:

• You check and approve each payroll before it is final. SwiftlyPeople flags pay below the minimum wage, negative net pay and missing tax tables, but you decide.
• You file your statutory returns and pay what is due to the tax authority and the funds (for example ZIMRA, NSSA, ZIMDEF, ZRA, NAPSA and NHIMA) on time. SwiftlyPeople prepares the figures and files; it does not file or pay for you.
• You pay your employees. A payment file is prepared for your bank; you check it and send it.
• Figures you enter are yours to get right: salaries, allowances, deductions, NEC levy rates, bank and mobile money details, opening balances from a previous payroll and clock records.
• The free PAYE calculator on our website is a guide for one month's pay and is not tax advice.

If we find an error in how SwiftlyPeople works something out, we fix it promptly, tell affected customers, and help you correct any payroll it affected.

You must not use SwiftlyPeople to break the law, to store data you have no right to hold, to try to reach another company's data, to probe or overload the service, or to copy or resell it. You must have a lawful basis to give us your employees' personal data and must tell them how it is used (the Privacy Notice explains our part).

We aim to keep SwiftlyPeople available at all times, apart from planned maintenance, which we schedule outside working hours in your country where we can and announce in advance.

We back up all data every day and keep backups for 14 days. Help is by email at support@intetrixsolutions.tech; we aim to answer within one working day.

You own your data. We use it only to provide SwiftlyPeople to you, to support you when you ask, and to keep the service secure and working. We do not sell it, use it for advertising, or share it with anyone except the service providers in the Privacy Notice and where the law requires. Each company's data is held separately from every other company's.

For the personal data of your employees and users, you are the controller and we are your processor. We:

• process it only to provide SwiftlyPeople and on your instructions, which are these terms and what you do in the software;
• make sure our staff who can reach it are bound to confidentiality, and give access only to those who need it to support you;
• protect it with the security measures in the Privacy Notice;
• use only the service providers listed in the Privacy Notice, under written terms that protect the data as these terms do, and tell you 30 days before adding one;
• tell you without undue delay, and within 72 hours of finding out, if your data is lost, disclosed or reached without permission;
• help you answer requests from employees exercising their data protection rights, and with any assessment or enquiry from a data protection authority;
• return or delete the data when our agreement ends (section 16).

While you are a customer you can download your payslips, reports, returns and payroll journals at any time. You can also download a full copy of your data whenever you like, as CSV files that open in Excel, from Settings in SwiftlyPeople, at no charge.

When your agreement ends, your company stays read-only for 90 days so you can download what you need. We then delete your data within 30 days. Copies in our backups are deleted as the backups expire, within 14 days. We keep invoices and billing records for as long as tax law requires.

Each of us keeps the other's confidential information private and uses it only for this agreement. This does not cover information that is public, already known, or that the law or a court requires to be disclosed.

Neither of us is liable for indirect or consequential loss, such as lost profit. We are not liable for penalties or interest on returns or payments that are late or wrong because of information you entered or a payroll you approved without checking. Our total liability in any 12 months is limited to the fees you paid us in those 12 months. Nothing limits liability that the law does not allow to be limited.

We may suspend access straight away if it is needed to protect the service or other customers, or if these terms are seriously broken, and we will tell you why. Either of us may end the agreement if the other seriously breaks it and does not put it right within 14 days of being told. You may cancel at any time (section 10).

If your agreement is with Intetrix Solutions, Zimbabwean law applies and the courts of Harare have jurisdiction. If it is with Kingdom Technology Solutions, Zambian law applies and the courts of Lusaka have jurisdiction. We will first try to settle any dispute by talking, for at least 30 days.

We may update these terms. We will email you at least 30 days before a change that affects you, and show the date of the latest version at the top. If you do not accept a change, you may cancel before it takes effect.