1 Acceptance of Terms & Definitions
These Terms of Service (“Terms”) constitute a legally binding agreement between AVS Digital Solutions Private Limited (“AVS”, “we”, “us”, or “our”), a company incorporated under the laws of the Republic of Zimbabwe, and the client organization (“Customer”, “Tenant”, or “you”) subscribing to or utilizing the AVS Human Capital Management ERP platform.
In these Terms:
- “Service” refers to the cloud-hosted, dedicated, or on-premises AVS Human Capital ERP application, including Core HR, Multi-Currency Payroll, Time & Attendance, Talent Management, Compliance Reporting, and Employee Self-Service portals.
- “Authorized Users” means employees, contractors, human resources administrators, payroll officers, and platform operators authorized by the Customer to access the Customer’s tenant account.
- “Customer Data” means all employee profiles, biometric records, timesheets, compensation figures, and tax identifiers uploaded or processed within the Customer’s isolated tenant schema.
2 Multi-Tenant Architecture & Data Isolation
AVS Human Capital delivers enterprise multi-tenancy backed by dedicated database schema separation. Each client organization operates within its own cryptographic and logical boundary:
- Schema-Level Separation: Each subscribed company is assigned an isolated database schema preventing cross-tenant data leakage or inadvertent access.
- Field-Level Encryption: High-sensitivity identifiers, including National Registration Numbers (IDs), passport scans, and banking account numbers, are encrypted at rest using AES-256 before storage in persistent databases.
- Audit Integrity: Platform-level events, role modifications, and payroll disbursements are indelibly recorded in tamper-evident compliance audit logs.
3 Accounts, Credentials & Security Responsibilities
Customers are responsible for managing user provisioning and maintaining the confidentiality of administrative credentials:
- Credential Safeguards: Users must not share individual account credentials. Passwords must comply with enterprise complexity policies (minimum length, mixed-case, numeric, and symbol requirements).
- Mandatory First-Time Reset: System-generated temporary passwords must be changed immediately upon first login before access to sensitive payroll data is unlocked.
- Access Revocation: The Customer is solely responsible for deactivating user accounts upon employee dismissal, resignation, or role transfer.
4 Statutory Compliance & Dual-Currency Payroll Engines
The Service includes automated statutory payroll calculations engineered for the Zimbabwean fiscal and legislative environment:
- Statutory Frameworks: The payroll engine applies calculation algorithms aligned with the Labour Act [Chapter 28:01], the Income Tax Act [Chapter 23:06] (ZIMRA PAYE bands and 3% AIDS Levy), and the National Social Security Authority (NSSA) Act [Chapter 17:04] (POBS and APW caps).
- Dual-Currency Operations: The Service supports dual-currency compensation splits across United States Dollars (USD) and Zimbabwe Gold (ZiG). Customers remain responsible for providing accurate official interbank exchange rates and approving periodic payroll schedules prior to disbursement.
- Advisory Disclaimer: While AVS maintains up-to-date statutory formula templates reflecting gazetted Statutory Instruments (SIs), the Customer retains final fiduciary responsibility for statutory returns, tax remittances, and bank payment file verification.
5 Permitted Use & Prohibited Conduct
You agree not to misuse the Service or facilitate unauthorized access. Prohibited activities include:
- Reverse-engineering, decompiling, or attempting to derive the source code or proprietary algorithms of the platform;
- Subverting tenant isolation controls or attempting to query data outside of your organization’s assigned schema;
- Injecting malicious software, automated scraping spiders, or denial-of-service traffic into the platform;
- Utilizing the platform for any activity that violates the Cyber and Data Protection Act [Chapter 12:07] or applicable Zimbabwean laws.
6 Customer Data Ownership & Privacy
As between AVS and Customer, the Customer exclusively owns all right, title, and interest in Customer Data. AVS acts solely as a Data Processor on behalf of the Customer (the Data Controller).
For comprehensive details regarding personal data handling, retention policies, and subject rights, please consult our Privacy Policy.
7 Third-Party Integrations & Automated Channels
The platform provides optional integrations with trusted infrastructure partners:
- Cloudflare R2 Object Storage: Secure storage of digital contracts, employee ID documents, and qualification certificates with zero egress fees and automated pre-signed download authentication.
- WhatsApp Enterprise Gateway (Whapi): Secure delivery of automated payslip alerts, leave status confirmations, and employee self-service bot interactions to registered mobile numbers.
- Ledger Harmony Accounting: Automated posting of synchronized payroll journal vouchers into enterprise general ledger accounts.
- Commercial Bank Integrations: Export of batch payroll disbursement files for Zimbabwean financial institutions (CABS, Stanbic, CBZ, Ecobank, FBC, Nedbank, BancABC).
8 Intellectual Property Rights
All intellectual property rights in and to the AVS Human Capital ERP, including user interfaces, designs, statutory calculation engines, database architectures, documentation, and registered trademarks, remain the exclusive property of AVS Digital Solutions Private Limited and its licensors.
9 Service Availability & Maintenance
AVS undertakes commercially reasonable efforts to maintain 99.9% uptime for enterprise cloud instances, excluding scheduled maintenance windows. Scheduled maintenance will be announced at least 48 hours in advance and executed during off-peak hours (Zimbabwe Standard Time, UTC+2).
10 Subscriptions, Billing & Payment Terms
Subscription fees are calculated based on active employee headcount and selected subscription tiers (Professional Cloud, Enterprise Dedicated, or On-Premises Residency).
- Billing Currency: Invoices are rendered in United States Dollars (USD) or payable in local currency (ZiG) at prevailing gazetted transaction rates where authorized.
- Payment Terms: Invoices are payable within 30 days of issuance unless otherwise stipulated in a signed Enterprise Master Services Agreement (MSA).
11 Limitation of Liability
To the maximum extent permitted by applicable Zimbabwean law, neither party shall be liable for indirect, incidental, punitive, or consequential damages, including loss of profits, data corruption, or business interruption. The aggregate liability of AVS arising out of or related to these Terms shall not exceed the total fees paid by the Customer during the twelve (12) months preceding the incident.
12 Termination & Data Retrieval
Either party may terminate the subscription upon 30 days written notice. Upon termination:
- The Customer shall have 30 days to export employee records, past payroll journals, and statutory schedules via standard CSV and PDF reporting tools.
- Following the 30-day retrieval window, AVS will securely purge the Customer’s isolated database schema and archived storage in accordance with certified data sanitization procedures.
13 Governing Law & Jurisdiction
These Terms of Service shall be governed by, construed, and enforced in accordance with the laws of the Republic of Zimbabwe. Any dispute arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the High Court of Zimbabwe sitting in Harare.
14 Contact & Legal Notices
Official legal communications and inquiries regarding these Terms should be directed to: