Terms of Service

Agreement

These Terms of Service govern access to and use of PayrollSME, including the public website, workspaces, HR workflows, payroll readiness tools, and AI-assisted features.

By creating an account, accessing a workspace, or using PayrollSME on behalf of an organization, you confirm that you have authority to accept these Terms for yourself or that organization.

The Service

PayrollSME provides workflow software for employee records, leave, attendance, claims, approvals, audit trails, and payroll preparation. PayrollSME is not a payroll bureau, employer of record, accounting firm, law firm, or tax adviser.

Customers remain responsible for verifying payroll, employment, tax, statutory, and compliance outcomes before acting on information prepared in the service.

Accounts and Workspaces

• You must provide accurate account information and keep login credentials secure.
• Workspace owners and administrators are responsible for inviting the right users, assigning appropriate permissions, and removing access when it is no longer needed.
• You are responsible for activity under your account unless the activity results from PayrollSME's failure to meet its security obligations.

Customer Data

Customer Data means information that users submit, upload, generate, or store in a PayrollSME workspace, including employee records, leave, attendance, claims, approval decisions, documents, payroll preparation data, comments, and audit activity.

Customers retain ownership of Customer Data. PayrollSME may use Customer Data only to provide, secure, support, improve, and operate the service, comply with law, and follow authorized customer instructions.

Acceptable Use

• Do not use PayrollSME to break the law, infringe rights, upload malware, attack the service, bypass security controls, or access data without authorization.
• Do not upload personal information that is not reasonably needed for HR, payroll preparation, compliance, support, or the customer workflow being performed.
• Do not direct AI-assisted features to take employment, disciplinary, payroll, benefits, or legal actions that you are not authorized to take yourself, or that you have not satisfied yourself are correct.
• Where Malaysian law requires that a person decide a matter, you remain the decision-maker and must carry that out yourself. Dismissal, downgrading, or other punishment for misconduct requires due inquiry under section 14(1) of the Employment Act 1955, which means putting the allegation to the employee and hearing their answer before deciding. An AI-assisted feature acting on your instruction does not conduct a due inquiry and cannot satisfy that requirement on your behalf.

AI-Assisted Features

AI-assisted features can summarize workflow state, explain blockers, and change records in your workspace when you ask them to. Outputs and actions may be incomplete or incorrect.

USE AT YOUR OWN RISK. When you instruct an AI-assisted feature to act, it acts on your workspace without a separate approval step. This includes changes to pay, bank details, employment records, payroll runs, and decisions on your team's requests. Some of those changes cannot be reversed. You are responsible for what you instruct it to do, and for reviewing what it did.

Every AI action is recorded in your workspace audit trail and listed in Agent activity, where reversible changes can be undone. PayrollSME provides these records so you can review AI activity; it does not review it for you.

AI features are permission-aware and cannot exceed the permissions of the account that invokes them. PayrollSME may limit, suspend, or modify AI features to protect security, privacy, reliability, or compliance.

Malaysian employment and payroll law places duties on you as the employer that no software discharges on your behalf. Deductions from wages are confined to those allowed by section 24 of the Employment Act 1955, and several kinds need the employee's written request, the permission of the Director General of Labour, or both. Contributions and deductions under the Employees Provident Fund Act 1991, the Employees' Social Security Act 1969, the Employment Insurance System Act 2017, and the Income Tax Act 1967 remain yours to get right and to remit on time. PayrollSME computes and records these; it does not assume the duty, and neither does an AI-assisted feature you instruct.

These features are built to follow the National Guidelines on AI Governance and Ethics published by the Ministry of Science, Technology and Innovation in September 2024, in particular human control, transparency, and accountability. The Personal Data Protection Commissioner is developing a guideline on automated decision making and profiling under the Personal Data Protection Act 2010, as amended by the Personal Data Protection (Amendment) Act 2024. We expect to change both these features and this section as that guidance settles.

Third-Party Services

PayrollSME may rely on third-party services for hosting, authentication, storage, email, analytics, security, support, AI infrastructure, and other operational needs. Third-party services may have their own terms and policies.

Customers are responsible for integrations, exports, uploads, and downstream use of data outside PayrollSME once performed by authorized users.

Fees and Changes

If PayrollSME offers paid plans, fees, billing cycles, taxes, renewal terms, and cancellation rights will be described in the applicable order form, checkout, invoice, or plan terms.

We may change the service over time, including adding, removing, or modifying features. We will try to avoid changes that materially reduce core paid functionality without notice or a reasonable alternative.

Confidentiality and Security

Each party should protect non-public business, employee, payroll, technical, and commercial information received through the service with reasonable care and use it only for the purpose of the relationship.

PayrollSME will maintain reasonable safeguards for the service. Customers are responsible for endpoint security, account management, user training, and accurate data entry within their own organization.

Suspension and Termination

We may suspend access if needed to prevent harm, protect the service, address legal risk, investigate misuse, or respond to non-payment on a paid plan. We will use reasonable efforts to limit suspension to the affected account or workspace when practical.

Either party may stop using PayrollSME. After termination, customer access, export options, deletion timing, backup retention, and audit log preservation may depend on the account status, legal obligations, and product capabilities.

Disclaimers and Liability

PayrollSME is provided as workflow software. Except where prohibited by law or stated in a signed agreement, the service is provided without warranties that it will be uninterrupted, error-free, or fit for every customer requirement.

To the maximum extent permitted by law, PayrollSME will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenues, goodwill, or data, except where the law does not allow those limits.

For all other liability, the total amount PayrollSME is liable for arising out of or in connection with these Terms and the service, added together across every claim, will not exceed the greater of the fees you paid for the service in the twelve months before the claim arose, or RM 1,000. The floor is there so that the limit means something on the free plan as well as on a paid one.

These limits do not apply to death or personal injury caused by negligence, to fraud or fraudulent misrepresentation, or to any liability that Malaysian law does not allow to be excluded or limited.

Changes to These Terms

We may update these Terms as the service changes or as the law does. The date at the foot of this page is the date of the version you are reading.

Where a change materially reduces your rights or materially increases your obligations, we will give workspace owners and administrators reasonable notice by email or in the product before it takes effect. Continuing to use PayrollSME after that means you accept the updated Terms. If you would rather not, you can stop using the service and write to us about ending a paid plan.

Governing Law and Disputes

These Terms are governed by the laws of Malaysia. The courts of Malaysia have exclusive jurisdiction over any dispute arising out of or in connection with them, and both parties submit to that jurisdiction.

Nothing here shortens a limitation period, removes your right to bring proceedings, or displaces a right you hold under Malaysian law that cannot be contracted out of. Before filing, please raise the matter with us at hello@payrollsme.com.my, so we have a chance to settle it directly.

Contact

Questions about these Terms can be sent to hello@payrollsme.com.my. Notices should include the account, workspace, and issue involved so we can respond effectively.