Terms of service

Accepting these terms

By creating a company account or using Ayekoo, you accept these terms for your company. You confirm you are allowed to do that on its behalf.

The service

Ayekoo is an online people platform: employee records, time off, approvals, documents, talent tools, payroll preparation and related features. Your admins choose which optional features to switch on. We may improve and change Ayekoo over time; we will not remove a core feature you rely on without reasonable notice.

We aim to keep Ayekoo available at all times, apart from planned maintenance, which we try to schedule outside Ghanaian working hours. Any uptime commitment is set out in your order form.

Accounts and admins

• You decide who gets access and what each person can see, through Ayekoo's permission settings.
• You are responsible for your users following these terms and our acceptable use policy.
• Keep sign-in details private, and tell us straight away at security@ayekoo.app if you think an account has been misused.

Your data

Everything your company puts into Ayekoo stays yours. You are the data controller for your employees' personal data and we process it only on your instructions, as set out in our data processing agreement, which forms part of these terms.

You are responsible for having a lawful basis under Act 843 for the data you put in, for its accuracy, and for telling your employees how their data is used.

You can export your data at any time while your account is active.

Payroll and statutory figures

• Ayekoo prepares payroll figures, payslips and files for GRA, SSNIT, banks and Mobile Money. It does not hold or move money; payments go through your own bank or provider.
• Ayekoo comes with PAYE bands and SSNIT rates set up, but the law changes. You are responsible for checking the rates in use, reviewing each pay run before approving it, and making your statutory filings on time.
• We are not a tax adviser. Talk to a qualified professional about your obligations.

Documents and signatures

Click-to-sign records the signer's typed name, the time, their device's address and a fingerprint of the document, and produces a signing certificate. Electronic signatures are recognised under Ghana's Electronic Transactions Act, 2008 (Act 772), but some documents need other formalities. You decide whether click-to-sign suits a particular document.

AI features

Optional AI features suggest drafts and summaries. They can be wrong. A person should always review AI output before relying on it, especially for decisions about someone's job or pay.

Fees and payment

• The Free plan has no fees for companies with up to 10 active employees. If you go over, you have 14 days to choose a paid plan; after that, approving new pay runs is paused until you do. Nothing is deleted.
• Paid plans are charged per active employee per month, monthly in advance, at the price of your plan on our pricing page or in your order form.
• Companies in Ghana pay in Ghana cedis, by Mobile Money or card, through our payment processor Paystack. Each month is charged for the active employees you have on the day it renews. A saved card is charged automatically; Mobile Money payments are made by an admin each month, and we remind you before each one. Moving to a higher plan starts at once, for the difference over the rest of the month; moving to a lower plan starts at your next renewal.
• Companies outside Ghana, or any company that chooses to, pay in US dollars by card through Dodo Payments, which sells Ayekoo subscriptions as merchant of record and handles payment, invoices and sales tax. Its checkout and customer terms also apply. The number of active employees is checked each day, and the next charge is adjusted for any change, as is a change of plan.
• You can cancel at any time in Settings. You keep access until the end of the month you have paid for; we don't refund part months.
• If a payment fails or isn't made, we will tell your admins. If it is still unpaid 14 days after it was due, your plan ends and you move to Free. That never deletes your data.

Confidentiality

Each of us will keep the other's confidential information private and only use it for this agreement. This does not cover information that is public, already known, or that the law requires to be disclosed.

Ownership

We own Ayekoo, its software and its design. You own your data. If you send us ideas or feedback, we may use them to improve Ayekoo without owing you anything.

What we promise, and what we don't

We will provide Ayekoo with reasonable skill and care, and protect your data as described on our security page and in the data processing agreement.

Apart from that, and as far as the law allows, Ayekoo is provided as it is. We do not promise it will be free of every error or interruption.

Limits of liability

• Neither of us is liable for indirect losses, such as lost profits or lost business opportunities.
• Each party's total liability under this agreement is limited to the fees you paid in the 12 months before the claim.
• These limits do not apply to fraud, to anything the law does not allow to be limited, or to your obligation to pay fees.

Ending the agreement

The agreement runs for the term in your order form and renews unless either of us gives notice. Either of us may end it if the other seriously breaks it and does not fix that within 30 days of being told.

When it ends, you have 30 days to export your data. After that we delete it from live systems within 60 days, and from backups as they roll off.

Governing law

These terms are governed by the laws of the Republic of Ghana. We will first try to settle any dispute by talking. If that fails, the courts of Ghana will decide it.

Changes and notices

We may update these terms. We will give at least 30 days' notice of changes that matter, by email to your account admins. Notices to us go to legal@ayekoo.app.