Terms of Service

1. Service Description

PayAdjust ("the Service") is a cloud-based payroll management platform intended for business use and not for personal consumer use. It enables employers to generate payslips, calculate UK tax and National Insurance contributions, manage pension auto-enrolment, and generate HMRC-compliant Real Time Information (RTI) XML files for employer submission. Employees can view payslips, adjust pension contributions during preview periods, and download their personal data.

PayAdjust does not submit RTI filings to HMRC on your behalf unless explicitly stated in writing. PayAdjust does not process employee payments or transmit funds. The Service generates payment export files (such as BACS files and pension schedule CSVs) for you to submit to your bank and pension provider. You are solely responsible for executing salary payments and submitting filings to HMRC.

2. Account Responsibilities

By creating an account, you agree to:

• Provide accurate and complete information
• Maintain the security of your account credentials
• Enrol in multi-factor authentication as required by the platform
• Notify us immediately of any unauthorised access to your account
• Accept responsibility for all activity under your account

3. Employer Obligations

If you use PayAdjust as an employer (organisation admin or owner), you acknowledge and agree that:

• You remain solely responsible for compliance with PAYE, National Insurance, pension auto-enrolment, RTI submissions, and all statutory payroll obligations. PayAdjust provides calculation tools but does not assume legal responsibility for your compliance.
• You are the data controller for your employees' personal data under UK GDPR. PayAdjust acts as a data processor on your behalf.
• You are responsible for providing employees with appropriate privacy notices about your use of PayAdjust (see our Employee Privacy Notice Template).
• You are responsible for the accuracy of employee data entered into the system, including tax codes, salary figures, and National Insurance numbers.
• You are responsible for complying with HMRC reporting deadlines and pension auto-enrolment obligations. PayAdjust provides tools to assist but does not guarantee regulatory compliance.
• You must not use PayAdjust for any unlawful payroll practices.

4. Service Communications

By creating an account or being enrolled as an employee within an organisation, you agree to receive service-related communications necessary for the operation of the platform. These may include payslip notifications, salary updates, compliance reminders, pension notices, and account security alerts.

These communications are essential to the functioning of the Service and cannot be opted out of while an account remains active. You may configure preferences for certain notification categories within the platform settings.

Marketing communications will only be sent with your explicit consent and may be opted out of at any time.

5. Billing and Subscriptions

• PayAdjust is offered on a subscription basis, billed monthly via Stripe.
• Prices are displayed excluding VAT unless stated otherwise. VAT will be added where applicable.
• You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period.
• We reserve the right to change pricing with 30 days' notice. Continued use after a price change constitutes acceptance.
• Refunds are provided at our discretion and only for billing errors or service disruptions caused by us.

6. Acceptable Use

You agree not to:

• Use the Service for any illegal purpose
• Attempt to gain unauthorised access to other accounts or systems
• Reverse-engineer, decompile, or disassemble the Service
• Transmit malware, viruses, or other harmful code
• Use automated systems to access the Service in a manner that exceeds reasonable use
• Resell or redistribute the Service without our written permission

7. Data Protection

Our processing of personal data is governed by our Privacy Policy. By using the Service, you acknowledge that you have read and understood our privacy practices.

For employers, a Data Processing Agreement (DPA) governs our role as processor of employee data. The DPA forms part of these Terms.

7.1 Sub-Processors

We may engage sub-processors to assist in providing the Service, including but not limited to hosting providers, payment processors (Stripe), email delivery services (Resend), and AI model providers. We remain responsible for the acts and omissions of our sub-processors. A current list of sub-processors is available in our Privacy Policy or upon request.

7.2 Data Retention

We retain payroll records, tax records, National Insurance data, pension records, and audit logs as required by UK law (typically six years following the end of the relevant tax year, in accordance with the Taxes Management Act 1970, PAYE Regulations 2003, and Pensions Act 2008), even after termination of your account. Data not subject to legal retention requirements will be deleted in accordance with our Privacy Policy.

8. AI-Powered Features

PayAdjust offers optional AI-powered pension guidance using third-party AI models. This feature:

• Provides general guidance only and does not constitute financial, tax, or pension advice
• Should not be relied upon as a substitute for professional financial advice
• Uses anonymised financial data (no names, NI numbers, or bank details are sent to the AI provider)
• May produce inaccurate or incomplete information

PayAdjust accepts no liability for decisions made based on AI-generated guidance. PayAdjust is not authorised or regulated by the Financial Conduct Authority in relation to financial advice.

9. HMRC Rates and Calculations

PayAdjust uses current HMRC rates and thresholds for PAYE, National Insurance, student loan, and pension calculations. While we endeavour to apply the correct rates promptly, you remain responsible for verifying the accuracy of payroll calculations and compliance with current legislation. We do not guarantee that HMRC or any third-party authority will accept filings generated by the Service.

10. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" without warranties of any kind, express or implied, including but not limited to merchantability, fitness for a particular purpose, or non-infringement.
• While we implement appropriate technical and organisational security measures, no online service can guarantee absolute security.
• PayAdjust shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, data loss, or business interruption.
• Our total liability for any claim arising from or related to the Service shall not exceed the total fees paid by you in the twelve (12) months preceding the claim.
• Nothing in these terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Indemnification

You agree to indemnify, defend, and hold harmless PayAdjust and its officers, directors, and employees from and against any claims, damages, losses, or expenses (including reasonable legal fees) arising from: inaccurate payroll data entered by you, unlawful payroll practices, misuse of the Service, your breach of these Terms, or your failure to comply with applicable tax, employment, or pension legislation.

12. Service Availability and Suspension

We aim to maintain high availability but do not guarantee uninterrupted service. We may perform maintenance, updates, or modifications that temporarily affect availability. We will endeavour to provide advance notice of planned downtime.

We may suspend your access to the Service immediately where necessary to protect system integrity, security, or prevent unlawful activity. We will notify you of any suspension and the reasons for it as soon as reasonably practicable.

13. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms resulting from events beyond our reasonable control, including but not limited to acts of God, internet or telecommunications outages, government action, labour disputes, pandemics, or cyber attacks.

14. Feature Modifications

We may add, modify, or discontinue features of the Service at any time. Where a change materially affects your use of the Service, we will provide reasonable advance notice.

Certain features may be designated as beta, preview, or experimental. Such features are provided without warranties and may be modified or withdrawn at any time.

15. Intellectual Property

All intellectual property rights in the Service (including software, design, and documentation) belong to PayAdjust Ltd. Your subscription grants you a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose.

You retain all rights to the data you input into the Service.

16. Termination

Either party may terminate this agreement at any time. Upon termination:

• Your access to the Service will cease at the end of the billing period
• We will retain your data in accordance with our Privacy Policy and legal retention obligations (see Section 7.2)
• Data export requests must be made within 30 days of termination. After this period, access to data exports may not be available except where required by law
• We may terminate or suspend your account immediately if you breach these terms

17. Changes to Terms

We may update these terms from time to time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the updated terms.

18. No Partnership or Agency

Nothing in these Terms creates a partnership, agency, joint venture, or employment relationship between you and PayAdjust.

19. Governing Law

These terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

20. Contact

For questions about these terms, contact us at:

• Email: privacy@payadjust.com
• Website: payadjust.com