Terms of Service

Last updated 7 August 2026 · These terms form a binding agreement between your business and Octovia Nexus.

1. Who this agreement is between

These terms are between Octovia Nexus, registration number [registration number] (“Otjetu”, “we”), and the business that registers for an account (“you”, “the Customer”).

By registering, you confirm you are authorised to bind that business. If you are signing up on behalf of an employer, you must have their authority to do so.

2. What Otjetu HR is

Otjetu HR is subscription software for managing employee records, leave, time, payroll and related HR administration, built for Namibian employers. It is provided over the internet; there is nothing to install.

We may add, change or remove features. We will not remove a feature that is material to your plan without reasonable notice.

3. Your account

• You must give accurate registration details and keep them current.
• You are responsible for everything done under your account, including by your staff.
• Keep credentials confidential. Tell us promptly at [email protected] if you believe an account has been compromised.
• We recommend enabling two-factor authentication, particularly for accounts that can view or approve payroll.
• You control which of your staff have access and what each may see. Reviewing that periodically is your responsibility, not ours.

4. Free trial

• New businesses get a 30-day free trial. No card is required, and nothing is charged automatically at the end.
• During the trial you have access to every feature, regardless of the plan you selected.
• When the trial ends, your workspace moves to the plan you chose. Any feature above that plan locks until you upgrade. If you selected Micro or Starter but used payroll during the trial, note that pay runs are a Growth feature and will lock.
• Nothing is deleted when features lock. Your data remains; it simply becomes read-only in the locked areas until you upgrade.

5. Plans, headcount and upgrades

Plans are cumulative — each includes everything below it. Current plans and prices are shown on the plans page and in Settings → Subscription.

• Each plan includes a number of employees. Staff beyond that are billed at the per-employee rate for your plan.
• Headcount is counted on active employees. Terminated staff do not count toward your bill.
• You may change plan at any time. Upgrades take effect immediately.
• We may change prices with 30 days' notice by email. A price change never applies to a term you have already paid for.

6. Billing and payment

• Billing is by electronic funds transfer. We do not store card details and cannot charge you automatically.
• You may pay monthly, or prepay 3, 6 or 12 months for a discount on the base plan fee. Discounts do not apply to extra-employee charges, which follow your actual headcount.
• We issue an invoice showing the amount, due date, bank details and a payment reference. Reminders are sent as the due date approaches.
• Invoices are payable by the due date shown. If an invoice remains unpaid, we may suspend the account under clause 13 after giving you notice and a reasonable chance to pay.
• Prepaid terms are not refundable if you cancel mid-term, except where we have materially failed to provide the service or where Namibian consumer law requires otherwise.
• Amounts are in Namibian Dollars and exclude any applicable taxes unless stated.

7. Your responsibilities

You are responsible for:

• The accuracy of what you enter — salaries, bank account numbers, tax numbers, hours worked and leave balances. We calculate from what you give us.
• Having the right to hold your employees' information, and telling them how it is used, as required by Namibian law and their contracts.
• Reviewing payroll before finalising it. A finalised run is locked.
• Your own statutory filings and payments to NamRA, the Social Security Commission and any other authority. Otjetu produces the figures and forms; submitting them and paying on time remains yours.
• Keeping your own records as the Labour Act and tax law require.

8. Payroll, tax and bank files

9. Your data

• You own your data. Using Otjetu does not transfer ownership to us.
• You grant us the limited right to host and process it in order to provide the service.
• How we handle personal information is set out in our Privacy Policy. Where we process employee data on your behalf, the Data Processing Addendum applies and forms part of these terms.
• You can export your data at any time while your account is active. Export before you close an account — deletion is permanent.

10. Availability and support

• We aim to keep Otjetu HR available at all times but do not guarantee uninterrupted service. Maintenance, faults and events outside our control can cause downtime.
• We give reasonable notice of planned maintenance where we can.
• Support is by email at [email protected], or through the in-app support form. We aim to respond within one business day.
• We do not currently offer a contractual uptime guarantee or service credits. If you need one, contact us about Enterprise terms.

11. Acceptable use

You may not:

• Use Otjetu HR unlawfully, or to hold information you have no right to hold.
• Attempt to access another business's data, probe or test our security without written permission, or interfere with the service.
• Reverse engineer, copy or resell the software, or use it to build a competing product.
• Upload malware, or content that is unlawful or infringes someone else's rights.
• Share one account across separate businesses to avoid subscription fees, or misstate headcount.
• Place unreasonable automated load on the service.

If you find a security vulnerability, please report it to [email protected] rather than exploiting or publishing it. We will not pursue anyone who reports a genuine issue responsibly and in good faith.

12. Intellectual property

The Otjetu HR software, design, documentation and brand belong to us and our licensors. You get a non-exclusive, non-transferable right to use the service for your own business while your subscription is current. Your data remains yours.

13. Suspension and termination

• You may cancel at any time by telling us. Cancellation takes effect at the end of your current paid term; prepaid terms are not refunded (clause 6).
• We may suspend an account for non-payment after notice and a reasonable opportunity to pay, or immediately where use breaches clause 11 or threatens the security of the platform or other customers.
• We may terminate for material breach that is not remedied within 14 days of written notice.
• On termination, you may request an export of your data. Unless you ask us to delete it sooner, we retain it for a reasonable period to allow that, then delete it.

14. Warranties

We warrant that we will provide the service with reasonable skill and care. Beyond that, and to the extent Namibian law allows, the service is provided as is. We do not warrant it will be error-free, uninterrupted, or fit for a particular purpose beyond what is described.

Nothing in these terms excludes liability for fraud, or for anything that cannot lawfully be excluded.

15. Limitation of liability

To the extent permitted by Namibian law:

• Neither party is liable for indirect or consequential loss, loss of profit, loss of business, or loss of goodwill.
• Our total liability arising out of or in connection with this agreement, in any 12-month period, is limited to the fees you paid us in the 12 months before the event giving rise to the claim.
• We are not liable for loss arising from inaccurate information you entered, from statutory filings or payments you failed to make, or from use of an Unverified bank file that was not checked with your bank as required by clause 8.

These limits reflect the price of the service. If you need broader liability cover, contact us to discuss Enterprise terms.

16. Changes to the service or these terms

We may update these terms. If a change materially affects your rights, we will give 30 days' notice by email or in the application. Continuing to use the service after that means you accept the change. If you do not accept it, you may cancel, and we will refund any prepaid amount covering the period after cancellation.

17. Governing law

These terms are governed by the laws of the Republic of Namibia. The courts of Namibia have exclusive jurisdiction. Before starting proceedings, both parties agree to attempt to resolve the dispute in good faith by discussion.

18. Contact

Octovia Nexus — [email protected]
Windhoek, Namibia