EasyStaff

Terms of Service

Last updated: 18 August 2026

These Terms of Service (“Terms”) govern your use of EasyStaff (“EasyStaff”, “we”, “us”, or “our”), including ezi-staff.com and EasyStaff-branded domains that link to these Terms (including easy-staff.co.za and easy-staff.co), the manager and staff apps, and related scheduling features such as WhatsApp operational messages. By creating an account or using EasyStaff, you agree to these Terms, our Privacy Policy, and our Refund & Cancellation Policy.

1. Who these Terms apply to

• Managers and business owners who create or join a business account and manage schedules, staff, and messaging settings.
• Staff members who use the optional EasyStaff staff app, or who receive work-schedule messages on WhatsApp after opting in.

2. The service

EasyStaff provides staff scheduling tools for shift-based businesses. Core features may include roster planning, publishing shifts, availability, attendance review, and operational notifications. EasyStaff is primarily a manager app. Staff can rely on WhatsApp for roster and confirmation workflows without installing the staff app.

EasyStaff is software, not an employer, labour broker, payroll provider, payment service, legal adviser, or workforce-management decision maker. It records information and helps communicate schedules; it does not make wages, taxes, tips, attendance, leave, disciplinary, or employment-law decisions for a business.

3. Accounts and acceptable use

• You must provide accurate account information and keep login credentials secure.
• You may only use EasyStaff for lawful workplace scheduling and related operational communication.
• If you create or administer a business, you confirm that you are authorised to bind that business, appoint managers, add staff, and instruct us to process its workplace data.
• You must not misuse the service, attempt unauthorised access, send spam or marketing through WhatsApp integration, or process information you are not entitled to process.

4. Businesses as responsible parties; EasyStaff as operator

When a business adds staff details to EasyStaff, that business decides why the information is processed for work scheduling and is the responsible party for that workplace data under South Africa’s Protection of Personal Information Act, 2013 (“POPIA”). EasyStaff processes that information as an operator on the business’s instructions, and as a responsible party for account and platform data we collect directly.

Businesses are responsible for providing required POPIA notices to their staff, selecting a lawful basis for processing, keeping information accurate, handling employment obligations, and responding to workplace-data access, correction, deletion, and objection requests.

For workplace data, the business instructs us to process information only to provide and secure the service. We require personnel to keep it confidential, use reasonable safeguards, use subprocessors only to operate the service under appropriate safeguards, assist the business reasonably with data-subject requests and security incidents, and notify the business without undue delay if we become aware of a relevant security compromise. The business remains responsible for notifications required to data subjects and regulators.

5. WhatsApp operational messaging

Where a business enables WhatsApp messaging, EasyStaff may send operational messages only — for example welcome notices, weekly rosters, shift assignments, updates, cancellations, and reminders. We do not use WhatsApp for marketing or promotional content.

Managers who enable WhatsApp for a staff member must:

• obtain the staff member’s advance consent to receive work-schedule messages on WhatsApp from the named business;
• ensure the staff member understands the intended message types (schedules, reminders, and related operational updates);
• attest that consent in EasyStaff before messaging is turned on for that person; and
• respect opt-outs — staff may reply STOP at any time, or START to opt back in.

Messages identify the business name. Delivery depends on Meta’s WhatsApp Business Platform, valid phone numbers, and Meta’s policies. EasyStaff does not guarantee delivery by Meta.

6. Your content and instructions

You retain responsibility for the accuracy of staff details, phone numbers, roles, sites, and schedules you enter. You instruct EasyStaff to process that information to provide the service, including sending messages you configure.

You retain ownership of your content. You grant us a limited, non-exclusive right to host, copy, transmit, and otherwise process it only as needed to provide, secure, support, and improve the service. Obtain any necessary permission before uploading a staff profile photo or adding a person to a business.

7. Availability and changes

We aim to keep EasyStaff available and reliable, but the service may be interrupted for maintenance, outages, or third-party failures (including WhatsApp/Meta). We may update features and these Terms. For a material change to a paid plan, price, or these Terms, we will give the account owner reasonable advance notice where practicable and a chance to cancel before the change applies. Continued use after the effective date means acceptance, except where law requires a different process.

8. Limitation of liability

To the fullest extent permitted by applicable law, EasyStaff is not liable for indirect or consequential losses, or for scheduling decisions, missed shifts, or undelivered third-party messages arising from incorrect data, missing consent, opted-out staff, or Meta/platform failures. Nothing in these Terms excludes liability that cannot lawfully be excluded.

To the fullest extent permitted by law, EasyStaff’s total liability arising from the service in the 12 months before the event is limited to the amounts the affected business paid us for the service in that period. This does not limit liability that cannot lawfully be excluded or limited, including mandatory consumer rights.

9. Termination

You may stop using EasyStaff at any time. We may suspend or terminate access for breach of these Terms, non-payment, legal risk, or misuse of the service. Where appropriate, we will give notice and an opportunity to remedy before suspension. After termination, we retain or delete personal information as described in the Privacy Policy. Keep any records your business is legally required to retain; the service is not an archival or statutory-records system.

10. Governing law

These Terms are governed by the laws of the Republic of South Africa. Courts in South Africa have jurisdiction, without limiting mandatory consumer protections that may apply.

11. Billing and refunds

Paid plans are billed monthly in advance and renew automatically until cancelled. The price and currency shown at checkout apply. South African Rand subscriptions on easy-staff.co.za are sold by EASYSTAFF (PTY) LTD and paid through Paystack. Those prices are billed as shown; we do not currently charge VAT or issue tax invoices. International USD prices on easy-staff.co may have local tax added at checkout and, when that checkout is enabled, are processed by Paddle.com Market Limited as merchant of record.

A business owner may cancel at renewal, reverse a scheduled cancellation before renewal, and request a plan change through the available billing controls. Upgrades on Paystack are charged in full immediately. Downgrades normally take effect at the next renewal and can be refused if the business exceeds the lower plan’s published staff or site limits. A cancelled plan remains available until the end of the paid period; after that, scheduling changes and WhatsApp sending are locked while existing records remain viewable. Refund, cancellation, price-change, and mandatory consumer-right terms are in our Refund & Cancellation Policy.

12. Intellectual property, feedback, and third parties

EasyStaff and its software, branding, and documentation are ours or our licensors’ property. We give you a limited, revocable, non-transferable right to use the service during your subscription or trial. You may not copy, reverse engineer, rent, resell, or circumvent the service except where law permits. If you give feedback, you allow us to use it without obligation. Third-party services, including Meta/WhatsApp, Paystack, and Paddle, have their own terms and availability; we are not responsible for their acts or policies.

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