Terms of Service

• Service — the PayZap platform and all features, including AI invoice scanning, supplier and beneficiary management, approval workflows, bank payment-file generation, and WhatsApp payslip delivery.
• Customer Data — all data you or your users submit to the Service, including invoices, supplier and beneficiary banking details, payment references, and employee delivery details.
• Credits — prepaid units purchased in advance and consumed when you use certain paid features.
• User — any individual you authorise to access the Service under your account.

The Service provides tools that may include, depending on your plan and configuration:

• AI-assisted extraction of data from invoices and documents you upload;
• capture, storage and change-tracking of supplier and beneficiary banking details;
• beneficiary bank-detail verification requests sent to your suppliers;
• approval workflows for payments within your organisation;
• generation of bank-specific payment instruction files (CSV/exports) for you to upload to your own bank.

The Service is provided for legitimate business use only. We may add, change, or remove features at any time. We do not provide accounting, tax, legal, financial or investment advice, and nothing in the Service constitutes such advice.

• You must be at least 18 years old and authorised to bind the organisation you represent.
• You must provide accurate, current and complete information and keep it up to date.
• You are responsible for all activity under your account and for keeping login credentials, and any two-factor authentication device, secure.
• You must notify us promptly of any unauthorised access or suspected security breach.
• You are responsible for the acts and omissions of your Users, who must comply with these Terms.

You acknowledge and agree that:

• AI-extracted and auto-captured data may contain errors and must be reviewed and corrected by you before use;
• you are solely responsible for the accuracy of all payment amounts, account numbers, branch codes, references and dates before exporting a payment file or making a payment;
• PayZap does not make payments — any payment file you generate is uploaded and authorised by you within your own banking platform;
• you will not rely on PayZap as your sole control against fraud, error or duplicate payment, and will maintain your own internal financial controls;
• you are responsible for ensuring you have the lawful right and authority to process the Customer Data you submit, including your suppliers’ personal information.

Certain features use automated processing and third-party AI models to extract and suggest data. These outputs are probabilistic and provided to assist you, not to replace your judgement. PayZap does not warrant that any extracted, suggested, matched or flagged data is accurate, complete or fit for any purpose. You must review all automated output before relying on or acting on it.

You acknowledge and agree that:

• we engage third-party AI and machine-learning providers as operators (sub-processors) to carry out this processing on our behalf, and you authorise us to do so for the purpose of providing the Service to you;
• these providers are engaged under written terms requiring them to process the content only to provide that processing service to us, to keep it confidential, and to apply appropriate security measures;
• we may use your Customer Data — including content processed by these providers — to improve the Service and to train and refine our own extraction and processing models; we contract with these providers on terms that do not permit your Customer Data to be used to train their own underlying models;
• these providers may process the content outside South Africa — see the cross-border section of our Privacy Policy;
• document scanning cannot be provided without this processing. If you do not want a particular document processed this way, do not submit it for scanning — you can capture the details manually instead.

• Paid features are charged via prepaid Credits and/or a recurring subscription, at the prices shown in the Service. Prices may include VAT where applicable.
• Credits are purchased in advance and are consumed as you use paid features. Except as required by law, Credits and fees already consumed are non-refundable.
• Prepaid top-up Credits, add-on Credits, and any signup Credits expire twelve (12) months after they are granted to your account. Unused Credits are forfeited on expiry and have no cash value.
• Subscription plans include a monthly Credit allowance. These subscription Credits expire at the end of each billing period and do not roll over to the next period — any unused subscription Credits are forfeited when the period ends.
• Certain features are available only on a paid subscription plan, including the AI assistant and approval workflows. Prepaid access (using Credits, with no subscription) covers core invoice scanning and payment-file generation. Extra scans and additional users can be purchased as add-ons, once-off or auto-renewing. The number of users, the storage allowance, included features, and the monthly Credit allowance vary by plan, as shown in the Service.
• If your subscription lapses, is cancelled, or you move to a plan that does not include a given feature, access to subscription-only features ends, your user limit and storage allowance revert to those of the applicable plan, and any monthly subscription Credit allowance stops. Credits you purchased separately (top-ups and add-ons) remain subject to their twelve-month expiry.
• Subscriptions renew automatically for successive periods until cancelled. You may cancel renewal at any time; cancellation takes effect at the end of the current paid period and you retain access until then.
• Refunds and cancellations are dealt with in more detail in our Refund & Cancellation Policy. Except as required by law, or in exceptional cases at our sole discretion, payments already made are non-refundable.
• Payments are processed by our third-party payment processor. You authorise us and our processor to charge your selected payment method for amounts due.
• We may change fees on reasonable notice. Continued use after a change takes effect constitutes acceptance of the new fees.
• You are responsible for any taxes associated with your use of the Service, other than taxes on our income.
• Any free or promotional credit (such as signup credit) is provided at our sole discretion, has no cash value, is non-transferable and non-refundable, and may be varied, limited, suspended or withdrawn at any time without notice.
• Promotional credit is intended for one account per business. Creating multiple or duplicate accounts, or using false or another party’s details, to obtain additional credit is prohibited and may result in removal of the credit, reversal of benefits, and suspension or termination of the accounts involved.

• Each plan includes a fixed storage allowance for the documents you upload to the Service (such as invoices and supporting files). The applicable allowance is shown in the Service.
• When your storage allowance is full, further uploads are blocked until you free up space. PayZap does not automatically delete your stored documents to make room.
• PayZap does not auto-delete stored documents. Documents you upload remain available to you, subject to these Terms and our Privacy Policy, until you delete them or your account is terminated.
• If you downgrade to a lower plan, or cancel, while your stored documents exceed the lower plan’s storage allowance, you must first delete enough documents to fit within that allowance before the downgrade or cancellation can take effect.
• Items you dismiss from an invoice inbox or submission feed are permanently deleted, together with the stored file, 30 days after you dismiss them. Temporary files from incomplete uploads are removed after 24 hours.

You must not, and must not permit any User or third party to:

• use the Service for any unlawful, fraudulent or unauthorised purpose, including money laundering or processing payments you are not entitled to make;
• upload data you do not have the right to process, or that infringes any third party’s rights;
• attempt to gain unauthorised access to the Service, other accounts, or our systems, or interfere with or disrupt the Service;
• reverse engineer, decompile, scrape, or copy the Service except to the extent expressly permitted by law;
• resell, sublicense or provide the Service to third parties except as expressly permitted;
• introduce malware or circumvent any usage limits, security or authentication measures.

The Service integrates with third-party services you choose to connect or rely on, which may include your bank, payment processors, payroll providers, accounting software, messaging and email providers, and cloud platforms. Your use of those services is governed by their own terms. We are not responsible for, and do not control, third-party services, and we are not liable for their availability, acts or omissions.

The Service, and all software, content and materials in it (excluding Customer Data), are owned by PayZap or its licensors and are protected by law. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purposes during your subscription. You retain all rights in your Customer Data and grant us a licence to host, process and use it as needed to provide and improve the Service and as described in our Privacy Policy.

We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and our Privacy Policy, which forms part of these Terms. Where we process personal information on your behalf, we act as an operator and you remain the responsible party for the Customer Data you submit. You warrant that you have a lawful basis to provide that data to us.

Sub-processors. You authorise us to engage other operators (sub-processors) to process Customer Data in order to provide the Service. Each is engaged under written terms imposing confidentiality, security and processing-limitation obligations at least as protective as those we owe you, and we remain responsible to you for their processing. Our operators are named individually in our Privacy Policy, together with what each one does and where it processes data; we keep that list current, and where a change is material we will take reasonable steps to notify you.

Cross-border processing. Most of these operators process information outside South Africa — including the AI provider that reads your documents, the platform the application itself runs on, and our email, messaging, queueing and payment infrastructure. By using the Service you instruct us to transfer Customer Data across borders for these purposes. We do so on the bases permitted by section 72 of POPIA, principally written agreements requiring the recipient to uphold principles of lawful processing substantially similar to POPIA, and because the transfer is necessary to perform our contract with you.

Your obligations as responsible party. Your suppliers’ and employees’ personal information is your responsibility, not ours. You are responsible for giving those data subjects the notices POPIA requires, including that their information will be processed by an operator and its sub-processors and may be processed outside South Africa, and for holding a lawful basis for that processing. This matters most for expense claims and beneficiary verification, where the documents submitted contain employees’ and suppliers’ personal and banking information. We will give you reasonable assistance, and reasonable information about our operators on request, so that you can meet these obligations.

Employee payslip delivery. Where you use WhatsApp payslip delivery, you warrant that you hold each employee’s number lawfully and that you may pass it to us for that purpose. No payslip is delivered to a number that has not been verified, and the employee is asked to accept before anything is sent; an employee who declines or opts out is blocked from further messages and you must not attempt to re-enrol them without their agreement.

Data subject requests. Requests from your suppliers, employees or expense claimants are yours to answer as the responsible party. If one reaches us instead, we will refer it to you and assist you in responding.

Each party may receive confidential information of the other. Each party will protect the other’s confidential information using reasonable care and use it only to perform under these Terms, except where disclosure is required by law.

We aim to keep the Service available and reliable, but the Service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, accuracy and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that any data extracted, matched or generated will be accurate or complete.

To the maximum extent permitted by law, PayZap, its directors, employees and suppliers will not be liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, data, goodwill, or business, arising out of or relating to the Service.

In particular, and without limiting the above, PayZap is not liable for any loss arising from an incorrect, fraudulent, duplicate or unauthorised payment, or from incorrect beneficiary or banking details, where you or your bank made or authorised the payment — the verification and authorisation of payments being your responsibility under clause 4.

Subject to the paragraph below, PayZap’s total aggregate liability arising out of or relating to the Service and these Terms will not exceed the total fees you paid to PayZap for the Service in the three (3) months immediately before the event giving rise to the liability.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for fraud or for death or personal injury caused by negligence.

You will indemnify and hold harmless PayZap against any claims, losses, liabilities and reasonable costs arising from your Customer Data, your use of the Service, your breach of these Terms, or your infringement of any law or third-party right, except to the extent caused by PayZap’s own unlawful conduct.

You may stop using the Service and close your account at any time by contacting us — there is currently no self-service button that deletes an account. We may suspend or terminate your access if you breach these Terms, fail to pay fees, or where necessary to protect the Service, other customers or to comply with law. Where a member exceeds your plan’s seat allowance their access is suspended rather than deleted. On termination, your right to use the Service ends, and you should export anything you still need first.

Financial and audit records — the wallet and payment ledger, organisation activity logs, supplier banking-change audit trails, approval decisions and invoice history — are retained after closure for as long as the law requires us to keep accounting records and so that a past payment can still be proved or investigated. Where an account holds records of that kind we revoke access rather than erase the trail. We will otherwise handle Customer Data on termination as described in our Privacy Policy. Provisions which by their nature should survive termination will survive.

We may update these Terms from time to time. If we make material changes, we will take reasonable steps to notify you, for example by email or an in-app notice. Changes take effect when posted, or on the date stated. Your continued use of the Service after changes take effect means you accept the updated Terms.

These Terms are governed by the laws of the Republic of South Africa. The parties submit to the non-exclusive jurisdiction of the South African courts. Before commencing legal proceedings, the parties will first attempt to resolve any dispute in good faith by negotiation.

• These Terms, together with the Privacy Policy and any order or plan you accept, are the entire agreement between us regarding the Service.
• If any provision is found unenforceable, the rest remain in effect.
• A failure to enforce a provision is not a waiver of it.
• You may not assign these Terms without our consent; we may assign them to an affiliate or in connection with a merger, acquisition or sale of assets.
• Neither party is liable for failure or delay caused by events beyond its reasonable control (force majeure).
• Notices to you may be given by email or in-app; notices to us must be sent to the contact below.

Questions about these Terms can be sent to hello@payzap.co.za, PayZap (Pty) Ltd, South Africa.