Terms of Service

Mavuno HR is provided by Optimum Prime Solutions Ltd, a company registered in Kenya. By creating an account you agree to these terms on behalf of your organisation, and confirm you are authorised to do so.

Mavuno HR maintains employee records, runs payroll, calculates statutory deductions, generates payslips and returns, and produces bank and M-Pesa payment files. Features available on your plan are described on the features and pricing pages.

We maintain the tax rules with care and update them as the law changes. But we do not provide tax, legal or accounting advice, and the software is not a substitute for your accountant or tax adviser. If a figure looks wrong to you, do not file it — tell us.

Calculations depend entirely on the data you enter. A wrong salary, a missing KRA PIN or an out-of-date employment status will produce a wrong result, and we cannot detect that for you.

The free PAYE calculator on this site is an estimate for illustration. Nothing produced by it should be relied on as a filing.

• Plans are priced as a flat monthly fee by team size. Going a little over your plan's included headcount is charged per additional active employee until you move up a plan.
• Prices shown exclude VAT at 16%, which is added to invoices.
• Annual billing is charged at ten months for twelve.
• Organisations of five employees or fewer are free. A trial of the full platform is available for new accounts.
• Enterprise pricing is negotiated and a per-organisation agreed rate overrides the published rate card.
• Subscriptions are paid by M-Pesa. Payment is due for the period it covers.

If payment lapses, access becomes read-only rather than being cut off — you can still see and export your records. We will not delete payroll data because an invoice is late.

You agree not to:

• Upload data you have no lawful basis to process, or use the service in breach of the Data Protection Act 2019.
• Attempt to access another organisation's data, or probe, scan or test the service's security without our written permission.
• Resell or white-label the service without a written agreement.
• Use automated means to place unreasonable load on the service, including the public calculator, which is rate limited.

Your payroll data remains yours. We process it on your instructions to deliver the service, as set out in the Privacy Policy. You can export your records at any time while your account is active, and we will not hold them hostage.

We aim to keep the service running continuously but do not currently offer a contractual uptime guarantee. Maintenance, third-party outages and faults will sometimes interrupt access. See Security for a frank account of what is and is not in place.

You may stop using the service at any time. We may suspend an account that breaches these terms, or where required by law, and will tell you why unless prevented from doing so.

After closure we retain payroll records unless you ask us to delete them. You can also delete the account yourself from Settings. That is scheduled rather than immediate: nothing is removed for 30 days and you can cancel within that window. Export anything you are required to retain before the date arrives — as the employer, that duty is yours.

Nothing in these terms excludes liability that cannot lawfully be excluded. Subject to that, we are not liable for indirect or consequential loss, and our total liability for any claim is limited to the fees you paid us in the twelve months before it arose.

These terms are governed by the laws of Kenya and the courts of Kenya have exclusive jurisdiction.

We may update these terms; the date at the top will change and material changes will be notified in the application. For any question about them, write to info@mavunohr.co.ke.