Confirmation of Recurring Billing Process

This document confirms the recurring billing process operated by Ryan Norris, trading as StaffHub, in connection with the StaffHub SaaS workforce management platform at https://www.staffhub.co.za.

1. Business Model

StaffHub provides a cloud-based workforce management platform as a subscription service to businesses across all industries that employ and manage teams of staff. Companies subscribe on a monthly basis to access the platform's features, which include time and attendance tracking, shift scheduling, timesheet processing, payroll exports, fleet management, incident and occurrence monitoring, uniform and equipment management, inventory and stock management, client portal services, and related workforce tools.

2. Subscription Structure

Billing cycle: Monthly, recurring, on a calendar-month basis.

Currency: South African Rand (ZAR). StaffHub is not registered for VAT and does not charge VAT.

Pricing model: Subscriptions are billed based on the peak number of active staff members during the billing month. The fee comprises a base fee (which includes one staff member) plus a per-head rate for each additional active staff member beyond the first. The applicable rates are communicated to the Customer during onboarding.

Free trial: New Customers are granted a free trial period. During the trial, the Customer's payment method is tokenised via PayFast. A once-off card verification fee of R5.00 is charged when the card is registered. This fee is non-refundable and is not credited against any invoice. No subscription fees are billed until the trial expires.

Opening invoice: Upon expiry of the trial, an opening invoice is generated covering the period from the trial end date to the end of that calendar month. Subsequent invoices cover full calendar months.

Payment method: Online payment via the PayFast payment gateway. Customers provide payment credentials during onboarding, which are securely tokenised by PayFast. StaffHub does not store card numbers or sensitive payment data.

3. Billing Workflow

The recurring billing process operates as follows:

• Customer registers and completes onboarding, including payment setup via PayFast (a once-off, non-refundable R5.00 card verification fee). A free trial period begins, with no subscription fees charged.
• Following the trial, the Customer is billed monthly in arrears, after the end of each calendar month, based on their peak active staff count for that month.
• Automated charges are initiated against the Customer's stored PayFast token in accordance with the agreed billing cycle.
• Invoices are made available to the Customer within the platform.
• If payment fails, the Customer is notified and given a grace period to resolve the issue before any suspension of access, in accordance with the SaaS Subscription Agreement.

4. Customer Consent

Customers explicitly consent to recurring billing during the onboarding process. The consent mechanism includes:

• Clear disclosure of the subscription pricing model, billing frequency, and payment method before the first payment is processed.
• Acceptance of the SaaS Subscription Agreement, which includes the recurring billing terms.
• Confirmation of consent via an affirmative action (e.g., clicking "Subscribe" or "Confirm Payment").

5. Cancellation and Refunds

Customers may cancel their subscription at any time by providing 30 (thirty) calendar days' written notice. Upon cancellation:

• A final invoice is issued for the last calendar month of service (billing is in arrears); no further charges are initiated after it.
• Access to the platform continues until the end of the current paid period.
• Refunds are handled in accordance with StaffHub's Refund and Cancellation Policy.

6. Security and Compliance

StaffHub does not store, process, or have access to Customers' card numbers or sensitive payment credentials. All payment processing is handled by PayFast, which is responsible for PCI-DSS compliance. StaffHub stores only payment tokens and transaction references returned by the PayFast API.

StaffHub complies with the Protection of Personal Information Act (POPIA), the Electronic Communications and Transactions Act (ECT Act), and the Consumer Protection Act (CPA) in its billing practices.

7. Contact

Owner: Ryan Norris, trading as StaffHub
Website: https://www.staffhub.co.za
Billing enquiries: accounts@staffhub.co.za
General support: support@staffhub.co.za

This document is provided to PayFast as part of the merchant verification process and accurately reflects the recurring billing practices of Ryan Norris, trading as StaffHub, as at the date stated above.