Terms of Service

Last updated 26 September 2026. OTK Industries (Pty) Ltd, registration number 2023/955560/07, trading as ShiftSync.

These terms are the agreement between OTK Industries (Pty) Ltd (“ShiftSync”, “we”, “us”) and the business that uses ShiftSync (“the Customer”, “you”), and they also apply to everyone the Customer invites. Please read them carefully: sections 8, 12, 13 and 14 limit our responsibility and explain what you are responsible for. Where the Consumer Protection Act applies to you, these clauses are drawn to your attention in terms of section 49 of that Act.

1. Accepting these terms

You accept these terms by ticking the box when you create a workspace, join a workspace, or when we ask you to accept updated terms, or by using ShiftSync. If you accept on behalf of a business, you confirm that you are authorised to bind that business, and “you” means the business. If you do not agree, do not use ShiftSync.

2. The service

ShiftSync is online software for scheduling staff: rosters, working-time checks, leave and requests, clocking in and out, timesheets and reports (“the Service”). We may improve, change or remove features from time to time. If we remove a feature that is central to your plan, we will tell you in advance and you may cancel.

3. Accounts and users

  • The person who creates a workspace becomes its administrator. The Customer decides who to invite and what role each person has, and is responsible for everything done through its workspace.
  • People sign in with a one-time link sent to their email address, or with a username and PIN that the Customer's HR creates for them. Keep email accounts and PINs secret, reset a PIN as soon as it may be known to someone else, and tell us straight away at support@shiftsync.co.za if you suspect someone else has access to an account.
  • Each login belongs to one person. Do not share logins.
  • You must be at least 18 to create a workspace. Employees you invite must be old enough to work lawfully.

4. Plans, fees and payment

  • The Service is sold as a monthly subscription. Plans, prices and limits (such as the number of active staff and locations) are shown on our pricing page and in Billing. Prices include VAT where applicable.
  • Fees are payable monthly in advance by card through our payment provider, Paystack. Your subscription renews automatically each month until you cancel, and you authorise us to charge your card on each renewal date.
  • If a payment fails, we will let you know and may try again. If it is still unpaid, access to the workspace is paused until payment is made. Your data is kept while the workspace is paused, subject to section 15.
  • We may change our prices with at least 30 days' notice by email or in the Service. The new price applies from your next renewal after the notice period. If you do not agree, you can cancel before then.
  • Cancellations, plan changes and refunds are covered by our Refund and Cancellation Policy, which forms part of these terms.

5. Your data

  • You own the information you and your users put into ShiftSync (“Customer Data”), including information about your employees. You give us permission to host, copy, process and display it only as needed to provide, secure and support the Service, and as the law requires.
  • For personal information about your employees, you are the responsible party and we are your operator under the Protection of Personal Information Act, 2013 (POPIA). We process it only on your instructions (these terms and how you use the Service), keep it confidential, and protect it with the security measures described on our Security page. You must have a lawful basis for the information you capture, tell your employees how it is used, and keep it accurate.
  • Special personal information such as medical certificates must only be uploaded where you are entitled to request it, for example under section 23 of the Basic Conditions of Employment Act.
  • Our Operator Agreement sets out the terms POPIA requires for this, and our Privacy Policy explains how we handle personal information for which we are the responsible party.
  • We may use anonymous, aggregated information about how the Service is used (which cannot identify you, your business or any person) to run and improve it.

6. Acceptable use

Our Acceptable Use Policy forms part of these terms. In particular, you must not, and must make sure your users do not:

  • use the Service unlawfully, to discriminate unfairly against employees, or to infringe anyone's rights;
  • upload malicious code, or information you have no right to share;
  • try to access other workspaces, test or bypass our security, or overload the Service;
  • copy, resell, or build a competing product from the Service, or reverse engineer it except where the law allows.

7. Our intellectual property

We (or our licensors) own the Service, the software, the ShiftSync name and logo and all related intellectual property. You get a non-exclusive, non-transferable right to use the Service for your business while your subscription is active. Feedback you give us may be used freely to improve the Service.

8. Compliance tools are an aid, not advice

ShiftSync checks rosters against common rules of the Basic Conditions of Employment Act and estimates hours and pay. These features help you spot problems, but:

  • they do not cover every law, sectoral determination, bargaining council agreement, employment contract or exemption that may apply to your business, and depend on the information you enter;
  • pay figures are estimates for planning and are not payroll, tax or UIF calculations;
  • working-time presets for sectors are starting points; you must set the limits in your applicable sectoral determination, bargaining council agreement or contracts;
  • clock-in times and claims for missed clock-ins are recorded as entered and approved by you; ShiftSync does not verify where or how people clock in;
  • nothing in the Service or on our website is legal, labour relations, tax or financial advice.

You remain solely responsible for complying with labour, employment, tax and other laws, for paying your employees correctly, and for keeping the records the law requires. Please get professional advice where needed.

9. Availability and support

We work to keep the Service available and secure, but it is provided over the internet and we do not promise that it will be uninterrupted or error-free. We may carry out maintenance, preferably outside South African business hours. Support is available by email at support@shiftsync.co.za on business days. Keep your own copies of records you must retain (for example by downloading reports and PDFs).

10. Third-party services

The Service relies on third parties such as our hosting, database and payment providers, and on phone and browser notification services. Their terms apply to their services, and we are not responsible for their failures, except to the extent we are at fault in choosing or managing them.

11. Confidentiality

Each party will keep the other's non-public information confidential and use it only for this agreement, unless it is already public, was lawfully received from someone else, or must be disclosed by law.

12. Warranties

To the extent the law allows, the Service is provided “as is” and “as available”, and we give no warranties other than those in these terms. We do not warrant that the Service will meet all of your requirements or that its results (including compliance checks and pay estimates) will be complete or accurate. Nothing in these terms limits any right you have that cannot lawfully be limited, including under the Consumer Protection Act where it applies to you.

13. Limitation of liability

  • To the extent the law allows, we are not liable for any indirect, special or consequential loss, or for loss of profit, revenue, business, goodwill or data, however caused.
  • We are not liable for back pay, wages, penalties, fines, compensation, awards, legal costs or other amounts you or your business must pay under labour, employment or tax law, including as a result of relying on the Service's checks or estimates.
  • Our total liability for all claims arising from or related to the Service or these terms is limited to the fees you paid us for the Service in the three months before the event that gave rise to the claim.
  • These limits do not apply to loss caused by our fraud, wilful misconduct or gross negligence, or where the law does not allow liability to be limited.

14. Your indemnity

You indemnify us, our directors and employees against claims, losses and reasonable legal costs arising from: your Customer Data or your lack of a right to process it; your use of the Service in breach of these terms or the law; and any dispute between you and your employees or a regulator, including about pay, working time or leave.

15. Suspension, cancellation and termination

  • You can cancel at any time in Billing. Your subscription then ends at the end of the month you have paid for.
  • We may suspend or end your access immediately if you do not pay, seriously or repeatedly breach these terms, use the Service unlawfully, or put the Service or other customers at risk. Otherwise we may end this agreement with 30 days' notice.
  • When your subscription ends, your workspace is closed. You may ask us for an export of your Customer Data within 30 days. After that we delete it within 90 days, except information we must keep by law (such as billing records) and copies in backups, which are deleted in the normal backup cycle.
  • Sections 5, 8 and 11 to 18 continue to apply after the agreement ends.

16. Changes to these terms

We may update these terms. We will tell you about material changes by email or in the Service at least 14 days before they take effect, unless the change is required by law or for security. You may be asked to accept the updated terms to keep using the Service. If you do not agree, you may cancel before the change takes effect.

17. Notices

We send notices to the email address of your workspace administrator or through the Service. You can send notices to support@shiftsync.co.za. Our address for the service of legal documents is set out below. Electronic notices are received when they reach the recipient's mail server, as provided in the Electronic Communications and Transactions Act, 2002.

18. General

  • These terms are governed by the laws of the Republic of South Africa, and South African courts have jurisdiction.
  • These terms, together with the policies they refer to, are the whole agreement between us about the Service. If any part is found unenforceable, the rest remains in force.
  • A failure or delay to enforce a right is not a waiver of it.
  • You may not transfer this agreement without our written consent. We may transfer it to a company that takes over the Service, and will tell you if we do.
  • Neither party is liable for delays or failures caused by events beyond its reasonable control, such as load shedding, network outages at our providers, or natural disasters, provided it takes reasonable steps to limit the effect.

Information under section 43 of the ECT Act

Full name
OTK Industries (Pty) Ltd, trading as ShiftSync
Registration number
2023/955560/07
Email
support@shiftsync.co.za
Physical address
18 Diemersdal Road, De Bron, 7530
Website
www.shiftsync.co.za