StaffHub https://www.staffhub.co.za

Refund and Cancellation Policy

Effective Date: 11 October 2026

This Refund and Cancellation Policy ("Policy") applies to all subscription services provided by Ryan Norris, trading as StaffHub ("StaffHub", "we", "us"), via the StaffHub platform at https://www.staffhub.co.za. This Policy is read together with the SaaS Subscription Agreement and the Terms and Conditions.

1. Free Trial

1.1 New Customers may be granted a free trial period during which full access to the Platform is provided at no charge.

1.2 During the trial, the Customer's payment method is securely 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 during the trial period.

1.3 If the Customer does not wish to continue after the trial, they must cancel before the trial period expires to avoid being charged. Upon expiry of the trial, the subscription automatically transitions to a paid subscription and the first invoice is generated.

2. Cancellation of Subscription

2.1 You may cancel your StaffHub subscription at any time by providing 30 (thirty) calendar days' written notice to accounts@staffhub.co.za.

2.2 Upon cancellation, your subscription remains active until the end of the notice period. Because subscriptions are billed in arrears (see 3.1), a final invoice is issued after the notice period ends for the last calendar month of service. No further charges are initiated after that final invoice.

2.3 During the notice period, you retain full access to the Platform and its features.

2.4 After the subscription expires, your account will be deactivated. You may request an export of your data within 30 (thirty) days of deactivation (see clause 5).

3. Refund Policy

3.1 StaffHub subscriptions are billed monthly in arrears: after the end of each calendar month, the Customer is invoiced for that month based on the peak number of active staff members during it. As the service has already been provided when an invoice is issued, subscription fees are, as a general rule, non-refundable. The R5.00 card verification fee (clause 1.2) is non-refundable.

3.2 Refunds may be considered at StaffHub's discretion in the following circumstances:

3.3 Refund requests must be submitted in writing to accounts@staffhub.co.za within 14 (fourteen) days of the charge in question. Requests must include the company name, billing date, amount, and a description of the reason for the request.

3.4 Approved refunds will be processed via the original payment method (PayFast) within 10 (ten) business days of approval.

4. Cooling-Off Period

4.1 In accordance with section 44 of the Electronic Communications and Transactions Act 25 of 2002 (ECT Act), if you subscribed to StaffHub via an electronic transaction and have not yet commenced use of the Platform, you may cancel within 7 (seven) days of the transaction date for a full refund.

4.2 This cooling-off period does not apply once you have logged in and commenced use of the Platform, as the service is considered to have been delivered.

5. Data After Cancellation

5.1 Upon cancellation, you may request an export of your company data by contacting support@staffhub.co.za within 30 (thirty) days of account deactivation.

5.2 After the 30-day data retrieval period, StaffHub reserves the right to permanently delete your data in accordance with its data retention obligations under applicable law.

6. Suspension for Non-Payment

6.1 If payment fails on the billing date, StaffHub will notify you and provide a 7 (seven) day grace period to update your payment method or settle the outstanding amount.

6.2 If payment remains outstanding after the grace period, your access to the Platform may be suspended. Suspended accounts may be reactivated upon settlement of all outstanding amounts.

6.3 Accounts suspended for non-payment for more than 60 (sixty) days may be terminated, and data may be deleted in accordance with clause 5.

7. Termination by StaffHub

7.1 StaffHub may terminate your subscription immediately for material breach of the Terms and Conditions or SaaS Subscription Agreement. In such cases, no refund will be provided for the remaining portion of the billing period.

8. How to Contact Us

For cancellation requests and refund queries, contact us at: accounts@staffhub.co.za

For data export requests and general support: support@staffhub.co.za | Website: https://www.staffhub.co.za

This Policy complies with the Consumer Protection Act 68 of 2008, the Electronic Communications and Transactions Act 25 of 2002, and the Protection of Personal Information Act 4 of 2013.