Terms of Service

HRHub is provided by Digital Systems Consultancyof Nairobi, Kenya ("we", "us"). These terms are between us and the organisation that signs up for HRHub("you", the "customer").

By creating an account or using HRHub, you accept these terms. If you accept them on behalf of an organisation, you confirm you have authority to bind it. If you do not agree, do not use the service.

Your employees and other people you invite may use HRHub as your users. You are responsible for their use of it, and they must follow the acceptable-use rules below.

HRHub is online software for running payroll and HR in Kenya. It includes employee records, payroll calculation (PAYE, NSSF, SHIF, Housing Levy and other deductions), payslips, P9 tax cards and statutory reports, leave and approvals, documents, and an employee self-service portal. Features may change over time as we improve the product; we will not remove a core feature you rely on without reasonable notice.

• Give accurate information when you sign up and keep it up to date.
• Keep passwords confidential, and use two-factor authentication where it is available or required.
• Give each user only the roles and permissions they need, and remove access promptly when someone leaves.
• Tell us straight away if you suspect unauthorised access to your account. You are responsible for activity under your account unless it results from our failure to protect it.

Free trial

New organisations can try HRHub free, with full features, for up to 5 employees. The trial lasts for a limited period, currently 60 days from sign-up. To keep using HRHub after the trial, or to manage more employees, you need to choose a paid plan. No card is required to start the trial.

Pricing

Paid plans are priced per employee per month in Kenyan shillings (KES), graduated like tax bands: the first 25 employees at KES 350, 26–100 at KES 250, 101+ at KES 150 per employee/month. Your plan sets the maximum number of employees you can manage. Current prices are shown on our pricing section and in the app. Charges follow your number of active employees, worked out by the day for anyone who joins or leaves part-way through a month, and your invoice shows how each charge was calculated.

We may change our prices. We will give you at least 30 days' notice before a price increase applies to you, and you may cancel (by contacting us) before it takes effect.

Billing and payment

• We invoice monthly. You can pay through M-Pesa (STK push or Paybill), by card through Stripe, or by bank transfer, as offered in the app.
• Invoices are payable by the due date shown on them.
• Prices are shown in KES. Any taxes that apply, such as VAT, are added as shown on the invoice. You pay any charges your bank or mobile-money provider makes.
• You can cancel at any time by contacting us (see section 18); cancellation takes effect at the end of the current billing period. Fees already paid are not refunded, except where the law requires.
• If an invoice is overdue, we may suspend the service after giving you notice (see section 14).

HRHub is a tool that helps you run payroll; you remain the employer. In particular:

• Accuracy of your data. You are responsible for the information you and your users enter — employee details, salaries, allowances, deductions, statutory numbers and settings. Payroll output is only as accurate as that input.
• Review before you pay. You must review each payroll run, payslip and report before you approve it, pay employees or file returns.
• Statutory filing stays with you. Filing returns and remitting PAYE, NSSF, SHIF, the Affordable Housing Levy and NITA levy, by the legal deadlines, remains your legal responsibility as employer. HRHub calculates the amounts and prepares the reports and files; it does not file or pay them on your behalf unless we expressly agree to do so in writing.
• Tax rates and rules. We work to keep statutory rates and rules current, but laws change. Tell us if you believe a calculation does not reflect the law, and do not rely on HRHub as legal or tax advice.
• Data protection.For your employees' data you are the data controller under the Data Protection Act, 2019. You must have a lawful basis for the data you put into HRHub, give your employees any notices the law requires, and obtain any consents the law requires — including for sensitive personal data and for its transfer outside Kenya, as described in our Privacy Policy.

You and your users must not:

• use HRHub for anything unlawful, fraudulent or harmful, or to process data you have no right to;
• try to access another organisation's data or any account or system you are not authorised to use;
• probe, scan or test our security, or interfere with or overload the service;
• upload malware or content that infringes someone else's rights;
• copy, resell or reverse-engineer the service, or use it to build a competing product;
• share your sign-in details or access tokens with anyone else.

If you find a security weakness, please report it to us privately instead of exploiting or disclosing it.

• You own your data. The data you and your users put into HRHub belongs to you. You give us permission to host and process it only to provide, secure and support the service for you, as our Privacy Policy describes. We act as your data processor for it.
• Export. You can export your data, such as employee lists, payroll reports and payslips, from the app at any time while your account is active.
• After termination. For 30 days after your account ends you can ask us to give you access to export your data. After that we delete it, or return it if you instruct us to, unless the law requires us to keep some of it. Copies in backups are removed as those backups expire. Remember that Kenyan law requires you to keep payroll and tax records for years (at least five under the Tax Procedures Act), so export what you need before you leave.
• Feedback. If you send us suggestions, we may use them to improve HRHub without owing you anything.

We work to keep HRHub available and reliable, but we do not promise it will be uninterrupted or error-free, and we do not offer a service-level agreement unless we sign one with you separately. We may need to take the service down for maintenance; where we can, we will do this outside business hours and tell you in advance.

Support is available by email and phone during business hours (Mon–Fri 8:30AM–5:30PM and Sat 9AM–1PM, EAT). The level of support depends on your plan.

We (and our licensors) own HRHub, including its software, design, documentation and the HRHubname. While you are a customer and pay any fees due, we give you a non-exclusive, non-transferable right for your users to use the service for your organisation's internal business. You keep all rights in your data.

Each of us will keep the other's non-public information confidential, use it only for this agreement, and share it only with people who need it and are bound to keep it confidential. This does not apply to information that is already public, was already known, is independently developed, or must be disclosed by law (in which case, where allowed, the disclosing party will give notice first). Your data is always treated as your confidential information.

We will provide HRHubwith reasonable skill and care. Apart from that, and to the extent the law allows, the service is provided "as is" and "as available", and we give no other warranties, express or implied — including that it will meet every one of your requirements or that calculations will be correct if the data or settings entered are wrong.

• Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue, business or goodwill.
• Our total liability arising from or in connection with HRHub and these terms, in any twelve-month period, is limited to the fees you paid us for the service in the twelve months before the event that gave rise to the claim.
• We are not liable for penalties, interest or other consequences of late or incorrect filing or payment of statutory deductions, except to the extent they are caused by our breach of these terms.
• Nothing in these terms limits or excludes any liability that cannot be limited or excluded under Kenyan law, such as liability for fraud.

You will compensate us for reasonable losses and costs arising from a third-party claim caused by data you put into HRHubwithout the right to do so, or by your or your users' breach of these terms or of the law.

• You may stop using HRHub at any time. To close your account, contact us (see section 18); closure takes effect at the end of the current billing period.
• We may suspend access, after notice where reasonable, if an invoice is overdue, if you breach these terms, or if we must do so to protect the service, other customers or the law. We will restore access once the issue is fixed.
• We may end these terms with 30 days' notice, or immediately if you seriously breach them and do not fix the breach within 14 days of our notice.
• When the terms end, your right to use the service stops and section 7 applies to your data. Sections that by their nature should continue (such as fees owed, confidentiality, liability and governing law) continue.

We may update these terms from time to time. We will change the "Last updated" date and, for changes that matter to you, tell you by email or in the app at least 30 days before they take effect, unless a change is required sooner by law. If you keep using HRHub after a change takes effect, the new terms apply; if you do not agree, you may cancel by contacting us before then.

These terms are governed by the laws of Kenya. We will first try to resolve any dispute with you in good faith by discussion. If we cannot, the courts of Kenya sitting in Nairobi have exclusive jurisdiction.

• These terms, the Privacy Policy and any order or agreement we sign with you are the whole agreement between us about HRHub. If a signed agreement conflicts with these terms, the signed agreement wins.
• If any part of these terms is found unenforceable, the rest stays in effect.
• Neither of us is responsible for delays caused by events outside reasonable control, such as power or network outages, or failures of third-party providers.
• You may not transfer these terms without our consent. We may transfer them to a successor of our business, with notice to you.
• Not enforcing a right straight away does not mean we give it up.

Questions about these terms? Contact us: