Terms & Conditions
PayShield (Pty) Ltd — Registered in South Africa. These Terms & Conditions govern your use of PayShield services (the “Services”) and the relationship between PayShield (Pty) Ltd (“PayShield”, “we”, “us”, “our”) and any party using or receiving Services (“you”, “your”, “Client”).
1. Definitions
- Agreement: These Terms & Conditions together with any service order, statement of work or other document expressly referring to these Terms.
- Client: The employer, union, third-party provider or other entity receiving PayShield’s Services.
- Employee Data: Personal information relating to employees provided to PayShield for the purpose of delivering the Services.
- Provider: A third-party entity (financial institutions, insurers, municipal authorities, service providers) seeking deductions to be processed.
- Services: PayShield’s platform and related services for verification, governance, prioritisation, consolidation and reporting of third-party deductions.
- POPIA: Protection of Personal Information Act 4 of 2013 (South Africa).
2. Scope of Services
PayShield provides governance services that include (but are not limited to):
- Verification and onboarding of third-party providers;
- Validation of employee authorisations and consent for deductions;
- Prioritisation and consolidation of deduction files for processing;
- Regional approval workflows and union verification processes;
- Reconciliation, reporting and audit trails for deduction activity;
- Advisory support on compliance matters related to third-party deductions.
PayShield does not act as a payroll processor nor does it hold client or employee funds unless otherwise expressly agreed in writing.
3. Onboarding and Verification
Clients and Providers must supply accurate documentation and information for onboarding and verification. PayShield may require:
- Company registration documents, tax and banking details;
- Evidence of authority, membership, or consent (for unions or Providers);
- Employee authorisation forms or electronic consent records.
PayShield reserves the right to refuse onboarding of any Provider that fails compliance checks or does not meet verification standards.
4. Client Obligations
- Provide accurate and complete information and keep PayShield updated of any changes;
- Obtain all necessary consents, authorisations, and approvals prior to submission of data;
- Maintain secure access credentials and notify PayShield immediately of any unauthorised access or breach;
- Comply with instructions or technical requirements issued by PayShield;
- Ensure deductions and payments are executed in accordance with verified files.
5. Third-Party Providers
- Must comply with PayShield’s onboarding criteria and submit required documentation for verification.
- Provide accurate, lawful, and current information in compliance with POPIA.
- Accept that PayShield may suspend unverified or non-compliant providers.
6. Data Protection & Privacy (POPIA)
- PayShield acts as a data processor in respect of Employee Data received from Clients.
- All data is processed in compliance with POPIA and industry best practice.
- Clients must obtain lawful consent for the sharing of Employee Data.
- Data transfers outside South Africa will only occur with adequate safeguards in place.
7. Security
- PayShield maintains reasonable security practices, including encryption and access control.
- Clients must implement secure access credentials and report breaches promptly.
- In the event of a data incident, PayShield will investigate and notify affected parties as required by law.
8. Fees & Payment
- Fees are as stated in the relevant service order or quotation.
- All amounts exclude VAT and must be paid within agreed terms.
- Overdue accounts may result in suspension of Services after notice.
9. Liability & Indemnity
- PayShield’s liability for direct loss is limited to the total fees paid in the preceding 12 months.
- PayShield shall not be liable for indirect or consequential loss, including loss of profit or reputation.
- Clients indemnify PayShield against losses resulting from inaccurate data or unauthorised use of information.
10. Warranties
Each party warrants that it has the authority to enter into this Agreement. PayShield provides Services on an “as is” basis and disclaims all implied warranties to the fullest extent permitted by law.
11. Termination
- Either party may terminate the Agreement with 30 days’ written notice for material breach not remedied within that time.
- PayShield may suspend Services immediately if unlawful activity or non-payment is detected.
- Upon termination, PayShield will securely delete or return Client Data as required by law.
12. Intellectual Property
All intellectual property in PayShield’s platform, systems and documentation remains the property of PayShield. Clients are granted a limited licence to use the Services solely for authorised business purposes.
13. Confidentiality
Both parties agree to keep confidential any proprietary or sensitive information disclosed during the Agreement and not to use it for any purpose other than the fulfilment of obligations under these Terms.
14. Force Majeure
Neither party shall be liable for delays or failures due to events beyond reasonable control, including natural disasters, strikes, or government actions.
15. Dispute Resolution
Parties will first attempt to resolve disputes amicably. Failing that, disputes will be subject to the jurisdiction of the courts of South Africa.
16. Governing Law
These Terms are governed by the laws of the Republic of South Africa.
17. Notices
All notices should be sent in writing to:
PayShield (Pty) Ltd
Email: info@payshield.co.za
18. Changes to Terms
PayShield may update these Terms periodically. Notice of significant updates will be posted on the website, and continued use constitutes acceptance of revised Terms.
19. Severability
If any part of these Terms is found invalid, the remaining provisions remain in full force and effect.
20. Entire Agreement
These Terms constitute the entire agreement between PayShield and the Client regarding the Services and supersede all prior understandings or communications.
21. Contact
For any queries regarding these Terms & Conditions, please contact us at:
info@payshield.co.za
Last updated: 31 October 2025