Terms of service

1. Who these terms are between

Payro is provided by Novalss Technology Solutions, a company registered in Ghana ([registration number]) with its registered office at [registered address]. “We” and “us” mean that company. “You” means the organisation that holds the account, and anyone you authorise to use it.

2. Your account

You are responsible for who you invite and what role you give them. Roles carry real power: an owner can reopen a closed payroll period, a payroll officer can calculate a run, an approver can commit it. Review your members when people join and when they leave.

Keep credentials confidential and tell us promptly if you believe an account has been compromised. We will help you end active sessions and review the audit log.

3. What we provide

Payro calculates payroll from the data you enter, using published Ghanaian statutory rules, and produces payslips, filing schedules and reports. Statutory rule versions are recorded against every approved payroll run so historical figures can be reproduced.

We are not your tax adviser, accountant or lawyer. Payro applies rules; it does not decide whether your employment arrangements, allowances or classifications are correct. Filing and payment to the Ghana Revenue Authority and SSNIT remain your obligation, on your deadlines.

Payro does not move money. The bank and mobile money transfer files are documents you submit yourself; we do not disburse salaries.

4. Your data is yours

You keep all rights in the data you put into Payro. We process it to provide the service, and for nothing else. We do not sell it, and we do not use one customer’s payroll data to serve another.

You can export your data at any time, including after your subscription ends. If you close your account, tell us and we will delete your data within 30 days, except where we are required to retain records by law.

5. How we process your employees’ data

For the personal data of your employees, you are the data controller and we are the data processor under the Data Protection Act, 2012 (Act 843). This section is our data processing agreement with you.

• We process employee data only to provide Payro to you and on your documented instructions, which are the settings and actions you take in the software.
• We keep the sub-processors listed in our privacy policy and tell account owners before adding one that will receive payroll data. You may object, and end the agreement if we cannot resolve the objection.
• Everyone who works for us and can reach customer data is bound by a confidentiality obligation.
• We apply the security measures described on our security page, and tell you without undue delay if we become aware of a breach affecting your data.
• We help you respond to an employee who exercises their rights under Act 843, mostly by giving you the tools to act on it directly, and by assisting where you cannot.
• When the agreement ends we return your data by export and delete it within 30 days, unless the law requires us to keep it longer.
• On reasonable notice, and no more than once a year unless a breach has occurred, we will answer written questions and provide evidence that shows we comply with this section.

6. Billing

• Plans are priced by active employee count and billed in Ghana cedis, monthly or annually in advance.
• Prices exclude VAT and levies, which are added at the rate in force when we invoice. If you withhold tax on our invoices, send us the withholding tax credit certificate; the amount withheld counts as paid once we receive it.
• Free trials are not charged. When a trial ends without a plan, the account becomes read-only — it is not deleted and it is not billed.
• Upgrades are prorated for the remainder of the cycle. Downgrades take effect at the end of the current period.
• If an invoice is unpaid we will tell you, allow a grace period, and then make the account read-only. You can still sign in, read your history and export.
• Payments are processed by Paystack. We store an encrypted card authorisation for renewals; we never hold your card number.

7. Acceptable use

Do not use Payro to break the law, to store data you have no right to hold, or to attack the service. Do not attempt to access another organisation’s data, probe the service for vulnerabilities without telling us, or resell access without a written agreement.

8. Availability and changes

We aim to keep Payro available whenever you need it, and we schedule maintenance away from month-end where we can. We do not currently offer a contractual uptime guarantee on self-serve plans; Enterprise agreements can include one.

We will give you reasonable notice before removing a feature you rely on or materially changing these terms. Continuing to use the service after a change means you accept it.

9. Liability

To the extent the law allows, our total liability to you in any twelve-month period is limited to the fees you paid us in that period. We are not liable for indirect or consequential loss.

Nothing here limits liability for fraud, or for anything that cannot be limited under Ghanaian law. Errors in the data you enter, and filings you make, remain yours — but if you believe the software has calculated something incorrectly, tell us immediately and we will investigate it as a priority.

10. Ending the agreement

You can cancel at any time; the subscription runs to the end of the period you have paid for. We may suspend or end an account for non-payment, or for serious or repeated breach of these terms, after telling you why and giving you a chance to put it right where that is reasonable.

11. Governing law

These terms are governed by the laws of Ghana, and the courts of Ghana have exclusive jurisdiction. Questions about them go to hello@novalss.com.