Last Updated: 29 September 2025
Effective Date: 31 October 2025

1. Introduction

Welcome to HRSimplified.

HRSimplified is a cloud-based Human Resources Information System (HRIS) Software-as-a-Service (“SaaS”) platform owned and operated by DataSimplified (Pty) Ltd (Registration Number: 2016/476148/07), a VAT-registered company incorporated in South Africa.

These Terms and Conditions (“Terms”) govern your access to and use of the HRSimplified platform and all related services available through https://www.hrsimplified.org (the “Service”).

Throughout these Terms:

  • “HRSimplified”, “we”, “us” and “our” refer to DataSimplified (Pty) Ltd.
  • “Customer”, “you” and “your” refer to the organisation purchasing or using the Service and all authorised users under that subscription.

By accessing or using the Service you agree to be legally bound by these Terms.

If you are accepting these Terms on behalf of an organisation, you confirm that you have authority to bind that organisation.

These Terms should be read together with our:

  • Privacy Policy
  • POPIA & GDPR Information
  • Customer Data Ownership & Retention Policy

which are incorporated by reference where applicable.

2. The Service

HRSimplified provides cloud-based HR management software together with optional modules and services.

Additional modules or services may have additional terms that apply specifically to those services.

If there is any conflict between these Terms and any Additional Terms, the Additional Terms will take precedence for that specific service.

3. Subscription, Cancellation and Data Retention

3.1 Subscription Term

Your subscription begins on the purchase date and continues for the selected subscription period.

Subscriptions do not automatically renew.

3.2 Cancellation

Monthly subscriptions simply expire if not renewed.

Annual subscriptions may be cancelled by contacting:

[email protected]

No refunds are provided unless required by law.

3.3 Suspension or Termination

We may suspend or terminate your account where:

  • payment remains outstanding;
  • these Terms are materially breached;
  • unlawful use of the Service occurs;
  • security of the platform is compromised;
  • required legal obligations demand suspension.

Where practical, notice will be provided before suspension.

3.4 Customer Data Ownership

All employee records, company information, documents and other Customer Data entered into HRSimplified remain the exclusive property of the Customer.

HRSimplified claims no ownership of Customer Data.

The Customer remains the Responsible Party (Controller) under POPIA and GDPR.

HRSimplified acts solely as the Operator (Processor) for the purpose of delivering the Service.

3.5 Data Retention

Customer data will be securely retained for five (5) years after subscription termination unless legislation requires a longer retention period.

This retention period exceeds the minimum statutory employment record retention requirements and allows customers sufficient time to recover historical HR information should it be required.

Following expiry of the retention period, Customer Data will be permanently and securely deleted or anonymised.

Once deleted, data cannot be recovered.

3.6 Access to Archived Data

Customers are encouraged to export reports and employee information before their subscription expires.

During the five-year retention period customers may request access to archived data by either:

  • reactivating their subscription for a minimum one-month period; or
  • requesting a manual data extraction by HRSimplified, subject to our standard Professional Services fees.

Archived access is intended solely to allow customers to retrieve their own information.

3.7 Beta Services

Beta features are supplied on an “as available” basis and may change or be withdrawn without notice.

Use of Beta Services is entirely at the Customer’s own risk.

4. Changes to the Service

We continuously improve HRSimplified.

Accordingly we may:

  • introduce new functionality;
  • modify existing functionality;
  • discontinue obsolete functionality.

Where changes materially affect Customers, reasonable notice will be provided.

5. Use of the Service

During an active subscription we grant you a limited, non-exclusive, non-transferable licence to use the Service for your own internal business purposes.

You may not:

  • reverse engineer the platform;
  • copy or resell the Service;
  • create competing products;
  • scrape the platform;
  • upload malicious software;
  • use the Service unlawfully.

6. Fees and Payment

Subscriptions are prepaid.

Subscriptions do not automatically renew.

If payment is not received, access may be suspended until payment has been made.

We may revise pricing with at least one month’s notice before the next subscription period.

7. Intellectual Property

All intellectual property relating to HRSimplified remains the exclusive property of DataSimplified (Pty) Ltd.

This includes:

  • software
  • source code
  • interface designs
  • documentation
  • reports
  • trademarks
  • logos
  • graphics
  • workflows
  • AI functionality

Customer Data remains the property of the Customer.

8. Customer Data

The Customer retains ownership of all data stored within HRSimplified.

HRSimplified processes Customer Data solely for the purpose of providing the Service.

We do not:

  • sell Customer Data;
  • use Customer Data for advertising;
  • disclose Customer Data except where legally required or instructed by the Customer.

HRSimplified will not use Customer Data to train artificial intelligence or machine learning models without the Customer’s explicit written consent.

9. Security

HRSimplified implements commercially reasonable technical and organisational safeguards including:

  • encrypted communications;
  • role-based security;
  • password protection;
  • infrastructure monitoring;
  • backup procedures;
  • disaster recovery processes;
  • access controls.

Further information is available in our Security documentation.

10. Data Protection (POPIA & GDPR)

Where Customer personal information is processed:

  • the Customer is the Responsible Party / Data Controller;
  • HRSimplified is the Operator / Data Processor.

HRSimplified will process personal information only:

  • according to Customer instructions;
  • for delivering the Service;
  • where required by law.

We implement reasonable technical and organisational security measures to protect Customer Data.

11. Security Incidents

Should HRSimplified become aware of a personal information security incident affecting Customer Data, we will:

  • investigate the incident;
  • take reasonable remedial action;
  • notify affected Customers without undue delay and, where reasonably possible, within 72 hours.

12. Availability and Support

Standard support is available during published support hours.

Scheduled maintenance may occasionally affect availability.

We will make commercially reasonable efforts to minimise service interruptions.

13. Customer Responsibilities

Customers remain responsible for:

  • compliance with employment legislation;
  • ensuring lawful collection of employee information;
  • providing employee privacy notices where required;
  • maintaining administrator access;
  • removing users who should no longer have access;
  • ensuring exported data is securely stored after download.

HRSimplified does not provide legal advice.

14. Limitation of Liability

To the maximum extent permitted by law:

HRSimplified shall not be liable for indirect, incidental, consequential or punitive damages.

Our total liability shall not exceed the subscription fees paid by the Customer during the twelve months preceding the event giving rise to the claim.

Nothing in these Terms limits liability where such limitation is prohibited by law.

15. Confidentiality

Both parties agree to keep confidential information received from the other party confidential and to use such information only for the purposes of fulfilling these Terms.

16. Governing Law

These Terms are governed by the laws of the Republic of South Africa.

The courts of South Africa shall have exclusive jurisdiction.

18. Contact

If you have any questions about the Service or these Terms, you may contact us at:

Phone: +27 87 378 1154
Email: [email protected]
Address:
DataSimplified PTY (Ltd)
ATTN: HRSimplified
44 Fuchsia Street, Durbanville
Western Cape, South Africa, 7550