Legal & Administrative Articles

This policy explains how Playroll protects the health, safety, and wellbeing of remote and on-site employees, wherever they work.

Playroll is committed to providing a safe and healthy work environment for every employee, regardless of location. Because our workforce is mostly remote, this policy sets out a global framework for occupational health and safety (OHS) and explains what Playroll does to support you, and what we expect from you in return. It applies alongside the health and safety laws of the country where you're employed — and those laws always take priority if they ever conflict with this policy.

Who this policy applies to

This policy covers everyone employed directly by Playroll or by one of our Playroll Partners (local entities that employ people on Playroll's instruction), including:

• Remote employees — anyone who works from home or another remote location approved by Playroll or a Playroll Partner.
• On-site employees — anyone who works at a client's office or another location designated by Playroll or a Playroll Partner.

Where a rule applies to only one of these groups, the policy says so directly. Otherwise, "employees" means both.

What Playroll does to keep you safe

As your employer, Playroll commits to:

• Keeping you informed. We communicate health and safety guidelines, including how to report accidents, incidents, or unsafe conditions.
• Providing training where required. Where local law requires it, we provide reasonable health and safety training for your work environment.
• Supporting your mental health. We promote mental wellness, encourage regular breaks, support a right to disconnect where local law requires one, and offer resources such as counselling where these are mandated by local health and safety laws.

What you're responsible for

You're responsible for taking reasonable care of your own health and safety at work. This includes:

• Completing risk assessments. You may be asked to complete risk assessments or other health and safety documentation.
• Keeping your workspace safe. Make sure your workstation, electrical equipment, and technology are free from hazards during working hours. Use ergonomic furniture where possible, minimise clutter, keep electrical equipment in good working order, reduce noise and distractions, and maintain good personal and home hygiene.
• Following safe work practices. Use equipment as instructed, keep your space tidy, use safe lifting techniques, use display screens correctly, and maintain good posture.
• Completing required training. Attend mandatory health and safety training (digital or otherwise) and take part in any health and safety initiatives.
• Reporting hazards and incidents. See "How to report a health and safety concern" below.
• Looking after your mental health. Take regular breaks and reach out for support if you need it.
• Following any additional rules. If you provide services to a client, follow any health and safety practices they communicate to you.

Setting up a safe home workspace

If you work remotely, set up your workstation to reduce strain and avoid injury. Playroll recommends:

• Chair: a comfortable chair with proper back support.
• Desk: a height that lets you keep your arms at a 90-degree angle.
• Headset: for meetings, to reduce noise disturbance.
• Monitor: positioned so the top of the screen is at or slightly below eye level.
• Keyboard and mouse: positioned to keep your wrists in a neutral position.
• Lighting and ventilation: good natural or minimal artificial lighting, with sufficient air flow.

If your remote workspace doesn't meet these standards, let Playroll know.

If Playroll needs to check your workspace

In exceptional circumstances, Playroll or a Playroll Partner may need access to your remote workspace to assess or resolve a health and safety concern, so we can meet our obligations under local health and safety laws.

Working on-site at a client's office

If you work on-site, familiarise yourself with the health and safety practices at that location. Playroll and our Partners take reasonable steps to make sure any site you work at complies with local health and safety laws, and you may be required to complete mandatory training provided by the site and/or Playroll.

If you're employed through a Playroll Partner

If a Playroll Partner employs you, familiarise yourself with any health and safety policies and practices communicated by that Partner or the client you support.

How to report a health and safety concern

Report any health and safety concerns, accidents, or incidents as soon as possible. Email support@playroll.com or legal@playroll.com.

Playroll or our Partner will investigate reports of unsafe conditions, take corrective action where needed (including reporting to authorities if required), and keep you informed of the outcome and any actions taken.

Returning to work after an illness or injury

If you've been absent due to a work-related or non-work-related injury or illness, you may need medical clearance before returning, where required by law or by Playroll or your Playroll Partner. Depending on your situation, Playroll may ask you to:

• Provide medical certification that you're fit to return to work.
• Take part in a gradual return-to-work arrangement.
• Complete a period of modified duties.
• Complete refresher health and safety training.

Managing fatigue and protecting your work-life balance

If you work remotely, you're responsible for managing your own working hours (in line with your employment agreement) and avoiding fatigue. Playroll encourages you to:

• Take regular breaks throughout the day.
• Keep clear boundaries between work and personal time.
• Take your scheduled time off and annual leave.
• Raise concerns about workload or working hours with your manager.

Where local law gives you a right to disconnect or sets limits on working hours, Playroll complies with those requirements.

Workplace violence and harassment

Playroll and our Partners have zero tolerance for workplace violence and harassment, including in remote workplaces. If you experience or witness this, report it using the contact details above. We'll investigate and take action where required.

Smoking, alcohol, and substance use

Playroll maintains a smoke-free and drug-free workplace. Using or possessing illegal drugs, or being under the influence of drugs or alcohol while working, is strictly prohibited and may lead to disciplinary action. Smoking isn't permitted in shared work environments or on workplace sites.

Emergency preparedness

If you work remotely, have an emergency plan in place at your home or remote location, including access to emergency contacts and a way to evacuate if needed.

If you work on-site, familiarise yourself with, and follow, the emergency and evacuation procedures communicated by Playroll, your Playroll Partner, or the site.

How Playroll handles health and safety records

Playroll and our Partners keep confidential records of health and safety matters, which may include accident and incident reports, investigation findings, training records, medical or health monitoring information (where applicable), and hazard assessments. We retain these records for as long as local health and safety laws require — typically between 3 and 7 years, depending on the country.

How local laws apply

Playroll and our Partners aim to comply with all applicable health and safety laws wherever we employ people. If this policy ever conflicts with local law, local law takes priority.

Because requirements vary by country, you may also be subject to territory-specific rules, such as:

• Risk assessments and hazard management systems.
• Training specific to your location, industry, or role.
• Occupational health services or medical surveillance.
• Health and safety committees.
• Incident and injury reporting to local authorities within set timeframes.
• Extra protections for vulnerable groups, such as pregnant employees or employees with disabilities.
• Specific record-keeping and retention rules.
• Regular compliance audits, inspections, or certifications.

What happens if you don't follow this policy

Not following this policy — including failing to report hazards, attend mandatory training, or follow safe work practices — may lead to disciplinary action, up to and including termination of employment. The action taken depends on the severity of the situation and applicable employment law.

Policy updates

Playroll may update this policy at any time without prior notice. We'll always make the latest version available to you.

Need more help?

Health and safety is a top priority for Playroll, and we're committed to your wellbeing wherever you work. If you have questions about this policy, contact legal@playroll.com.

Cancel an expense claim before it’s approved by navigating to “My Expenses” and clicking the ❌ button next to the entry.

How to Cancel an Expense Claim Before Approval

✅ Step 1: Navigate to the Expense Management Page

Select the "Expenses" dropdown from the navigation panel and choose the "My Expenses" sub-category under the Expenses menu.

✅ Step 2: Cancel the Relevant Expense

Locate the expense claim you wish to cancel. On the right end of the entry, click the "X" button to remove it.

Once cancelled, the expense claim will be removed from your list and will not be processed for approval or reimbursement.

Company administrators can view and download their signed Master Services Agreement (MSA) from Company Settings.

Your Master Services Agreement (MSA) is the signed contract between your company and Playroll. Admins can view it at any time and download a copy for their records directly from the platform.

Before you begin

• Only company administrators can view or download the MSA. Employees and contractors cannot access their company's MSA.
• You must be logged in to your company's admin account.

Complete the task

✅ Step 1 – Open the Settings tab

Select the "Settings" tab on the left-hand side of the screen.

✅ Step 2 – Open Company Settings

Your page opens to an overview of "Profile and Company Settings". Locate the "View MSA" button on the right-hand side of the screen.

✅ Step 3 – View or download the MSA

Click "View MSA" to open the signed document. From here, you can view the agreement and download a copy for your records if you wish.