Skip to content
PayrollMaster Africa
Start free trial Sign in

Legal

Terms of service

Effective date: 5 October 2026.

1. Introduction

These Terms of Service govern access to and use of PayrollMaster Africa, a cloud-based payroll and workforce management platform operated by Mediacent Interactive Ltd (“PayrollMaster Africa”, “we”, “us”) through payrollmaster.africa. By creating an account, starting a trial, purchasing a subscription or using the platform, you agree to these Terms on behalf of your organisation (the “customer”), and you confirm you are authorised to do so. They should be read with our privacy policy and our refund and cancellation policy.

2. The service

PayrollMaster Africa provides cloud-based payroll and related workforce management services. Depending on the subscription selected, the platform may provide payroll processing, statutory calculations and filings, employee records, payslips, reports, payment tracking, approvals, integrations and other features. Available features may vary by subscription plan, country and service configuration.

3. Account registration

Customers must provide accurate and complete information when creating an account. The customer decides who in its organisation has access and with what role, is responsible for keeping account credentials confidential, and is responsible for all activity conducted through the account. Customers must notify us promptly at [email protected] if they suspect unauthorised access.

4. Free trial

We may offer a 14-day free trial without requiring a payment card at the start of the trial. The features available during a trial, including the number of employees, may be limited by the trial configuration. At the end of the trial the customer may choose to subscribe to a paid plan. A paid subscription does not begin unless the customer takes the necessary action to subscribe.

5. Subscription plans and pricing

Subscription fees are calculated from the applicable pricing plan and the number of employees, or other pricing factors shown on the website or agreed with the customer. Current pricing and plan features are published on our pricing page. Prices may change from time to time; where a change affects an existing paid subscription we will give reasonable notice before it applies.

6. Billing and payment

Subscription fees are billed in advance for the term the customer chooses at checkout — one, three, six or twelve months, where offered. The customer agrees to provide accurate billing and payment information. Where a payment fails or remains outstanding, we may restrict or suspend access to the service until the outstanding amount is resolved.

Accepted payment methods, including payment cards and mobile money options, are shown on the payment page at checkout. Card and other online payments are processed by our appointed payment service providers. Each provider is PCI-DSS certified and uses industry-standard encryption to protect payment data. We do not store card details on our own systems: card information is entered and held only on the payment service provider’s secure platform.

The merchant outlet country for online payments made through this website is Kenya. Subscription fees are quoted and charged in Kenyan Shillings (KES). Other currencies may be accepted where the payment method supports them, subject to any conversion rate and charges applied by the customer’s bank or payment provider.

Where automatic renewal is offered and the customer opts in at checkout, the payment provider keeps a reusable token for the card used, and we charge that card for the same term at the start of each new subscription period. Automatic renewal is off unless the customer turns it on, and applies to card payments only. Before each renewal charge, about three days before the current period ends, we email the customer the amount and the date the card will be charged, and we send a receipt once the charge is taken. The customer can switch automatic renewal off at any time before the renewal date, from the subscription page in the platform.

7. Delivery of the service

PayrollMaster Africa is a digital service delivered online; no physical goods are shipped. A paid subscription is activated on the customer’s account as soon as the payment is confirmed by the payment provider, and a receipt is available in the platform. If access is not activated after a successful payment, contact us and we will resolve it or refund the payment.

8. Cancellation

Customers may cancel their subscription at any time through the cancellation process in the platform or by contacting support. Unless otherwise agreed, cancellation takes effect at the end of the current paid billing period, and the customer keeps access until then. No further subscription charges are incurred after cancellation takes effect, apart from amounts already due.

9. Refunds

Because PayrollMaster Africa is a digital subscription service, subscription fees are generally non-refundable once the applicable service period has begun. Refunds may be considered for a duplicate payment, incorrect billing, payment for a service we are unable to provide, a material technical issue attributable to us that prevents use of the service paid for, or other exceptional circumstances we approve. Refunds are handled under our refund and cancellation policy.

10. Customer payroll data

The customer remains responsible for the accuracy, completeness and legality of payroll and employee information entered into the platform, and for reviewing and approving payroll information before finalising payroll runs or initiating payments. We are not responsible for losses arising from incorrect, incomplete or outdated information supplied by the customer. Payroll data belongs to the customer: it can be exported at any time, and we return it on request if the customer leaves.

11. Payroll approvals and payments

Where the platform provides payroll approval and payment functionality, the customer is responsible for ensuring that payroll is reviewed and approved by appropriately authorised persons, and that payment instructions, employee bank details, mobile money details and other payment information are accurate.

12. Statutory compliance

PayrollMaster Africa calculates statutory deductions, prepares statutory returns and provides related compliance functionality, depending on the country and subscription. We maintain the statutory rules for each supported country. While the platform is designed to support payroll compliance, the customer remains responsible for providing accurate information, for filing returns and making statutory payments, and for ensuring that its payroll practices comply with applicable laws and employment obligations. If a customer finds an error in a calculation, we will investigate and correct the rules where they are wrong.

13. Employee and personal data

We process personal and employment information provided by customers, including employee identification, payroll, compensation, payment and statutory information. The customer is the data controller for that information and we process it on the customer’s instructions. Its handling is governed by our privacy policy, any data processing arrangements agreed with the customer, and applicable data protection laws. Customers are responsible for ensuring they have the necessary authority and lawful basis to provide employee information to us.

14. Data security

We take reasonable technical and organisational measures to protect information processed through the platform, including encryption in transit, encryption of integration credentials at rest, role-based access and audit logs. Customers are responsible for maintaining appropriate access controls and ensuring that only authorised persons have access to payroll information.

15. Service availability

We aim to provide reliable access to the platform but do not guarantee uninterrupted or error-free availability. Temporary interruptions may occur due to maintenance, upgrades, security measures, technical issues, internet connectivity or circumstances beyond our reasonable control.

16. Integrations and third-party services

The platform can connect to third-party services such as QuickBooks Online, Zoho People, Zoho Books and, where available, Google Sheets. Integrations are optional and are switched on by an administrator in the customer’s organisation. By connecting one, the customer authorises us to access that account on its behalf only to the extent the integration needs, and only on its users’ instructions:

  • QuickBooks Online — we read the company’s details, currency settings and chart of accounts, and create, replace or remove the payroll journal entries the customer’s users choose to post. We do not change other records.
  • Zoho People and Zoho Books — we read and write the records needed for the features the customer turns on, such as employees, attendance, leave, payslips and journal entries.
  • Google Sheets — we create or update only the spreadsheets the customer’s users export to or choose to use with PayrollMaster Africa. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements, as described in our privacy policy.

Third-party services are provided by their own vendors under their own terms, privacy policies, availability commitments and limitations — for example Intuit’s terms for QuickBooks Online and Google’s terms for Google Workspace. We are not responsible for interruptions or failures caused solely by third-party systems. The customer can disconnect an integration at any time in the platform or in the third-party service; disconnecting revokes our access.

17. Intellectual property and licence

The platform, software, website, design, branding, documentation and related intellectual property are owned by or licensed to Mediacent Interactive Ltd and are protected by applicable intellectual property laws. During the subscription period we grant the customer a limited, non-exclusive, non-transferable, revocable licence to use the service for its internal payroll and workforce purposes — and, for accounting firms and agencies on an agency plan, for the client organisations they manage. Customers must not copy, modify, reverse engineer, distribute, resell or commercially exploit the platform except where expressly authorised.

18. Acceptable use

Customers must not use PayrollMaster Africa:

  • for unlawful purposes;
  • to introduce malicious software or harmful code;
  • to attempt unauthorised access to the platform or to other customers’ data;
  • to interfere with the operation or security of the service;
  • to misuse another person’s information;
  • to violate applicable data protection or employment laws; or
  • in any manner that may materially harm PayrollMaster Africa or other users.

19. Suspension and termination

We may suspend or terminate access where:

  • subscription fees remain unpaid;
  • the customer materially breaches these Terms;
  • the account is used for unlawful or fraudulent activity;
  • the customer’s conduct creates a security or operational risk; or
  • suspension or termination is otherwise required by law.

Where reasonably practicable we will give notice before suspension or termination unless immediate action is necessary. When an account ends, the licence ends; the customer may request an export of its data, after which we delete or anonymise it, except records we must keep by law.

20. Limitation of liability

To the extent permitted by applicable law, PayrollMaster Africa is not liable for indirect, incidental, special or consequential losses arising from the use of, or inability to use, the service. We are not responsible for losses arising from inaccurate, incomplete or unauthorised information supplied by the customer, or from actions the customer takes on payroll information that was not properly reviewed or approved. Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by applicable law.

21. Changes to the service

We may modify, update or discontinue features of the service from time to time. Where a material change significantly affects a customer’s use of the service, we will give reasonable notice where practicable.

22. Changes to these Terms

We may update these Terms from time to time. The updated version is published on this page and takes effect from its stated effective date or, where no date is stated, on publication. We will tell customers about material changes by email or in the platform.

23. Governing law

These Terms are governed by and interpreted in accordance with the laws of Kenya. Any dispute arising from or relating to them is subject to the jurisdiction of the courts of Kenya.

24. Contact us

For questions about the service, subscriptions, billing, cancellation or support: