Clear terms.
Fair business relationships.

Agreement to these terms

These terms form a legally binding agreement between HR SYSTEM and the customer or authorised user.

If you accept these terms for an organisation, you confirm that you have authority to bind that organisation.

If you do not agree to these terms, you must not create an account, begin a subscription or use the service.

Service provider

HR SYSTEM is owned and operated by NFCPay Technologies. References to “HR SYSTEM”, “we”, “us” and “our” mean the provider of the service.

Contact information is provided at the end of these terms and on our contact page .

Eligibility and authority

To use HR SYSTEM, you must:

• be legally capable of entering a contract;
• provide accurate registration information;
• have authority to act for the customer organisation;
• use the service for lawful business purposes; and
• comply with applicable employment and data protection law.

HR SYSTEM is not intended for unsupervised general use by children.

Accounts and access

Customers are responsible for information entered during registration and for maintaining authorised account users.

Customers must:

• keep login credentials secure;
• use individual accounts where required;
• not share passwords improperly;
• assign suitable roles and permissions;
• remove access when no longer required;
• notify us of suspected unauthorised access; and
• ensure authorised users comply with these terms.

The customer is responsible for activity performed through its accounts unless caused by a failure for which HR SYSTEM is legally responsible.

HR SYSTEM services

Depending on the selected plan and development status, HR SYSTEM may provide features relating to:

• employee management;
• employee onboarding;
• attendance and working-time records;
• leave requests and approvals;
• departments, locations and shifts;
• documents and workplace policies;
• company news and notifications;
• payroll-ready records;
• AI HR assistance;
• audit and compliance records;
• integrations; and
• web and mobile access.

Features may vary by subscription, location, device, customer configuration and release stage.

Free trial

Eligible new customers may receive a free trial of up to 30 days where this is stated on the pricing, registration or promotional page.

Trial eligibility, features, limits and duration may depend on the offer available when registration occurs.

Unless otherwise stated:

• one trial is permitted per customer organisation;
• trial access may have feature or usage limits;
• trial data may be removed after the trial ends;
• support levels may differ from paid plans; and
• the trial may be withdrawn in cases of misuse.

Where payment details are collected for a trial that converts automatically, the price, renewal date and cancellation process should be shown before the customer confirms the trial.

If no paid subscription is selected, access may end when the trial expires.

Subscriptions and renewal

Paid access is provided according to the plan, billing period, employee allowance and price accepted by the customer.

Unless otherwise stated at purchase, subscriptions may renew automatically for the same billing period until cancelled.

Customers are responsible for reviewing the subscription details before confirming payment.

We may change subscription prices by giving reasonable advance notice. A price change will normally apply from a future renewal rather than retrospectively.

Changes in employee numbers, plan level, storage, integrations or other usage may affect the subscription price where the applicable plan is usage-based.

Payments through Stripe

HR SYSTEM uses Stripe as its payment solution and payment processor for subscriptions and other paid services.

Payment card information is submitted directly to Stripe. HR SYSTEM does not ordinarily store complete card numbers or card security codes.

Stripe may process information for:

• payment authorisation;
• subscription and recurring billing;
• transaction authentication;
• fraud detection and prevention;
• refunds and disputes;
• regulatory compliance; and
• payment security.

Use of Stripe’s payment services is also subject to Stripe’s applicable terms, privacy information and security procedures.

The customer authorises HR SYSTEM and Stripe to charge the selected payment method for amounts properly due under the agreed subscription.

Customers must keep payment and billing information accurate and current.

A failed or reversed payment may result in reminders, suspension, restricted functionality or termination after reasonable notice.

Additional information about payment data and technologies is available in our Privacy Policy and Cookie Policy .

Taxes, currency and external charges

Prices may be displayed exclusive or inclusive of VAT as stated at purchase.

Applicable VAT, sales tax or similar taxes may be added where legally required.

Customers are responsible for bank charges, currency conversion costs and other charges imposed by their bank or payment provider.

Stripe or a banking provider may perform currency conversion where a payment method uses a different currency.

Cancellation and refund policy

A customer may cancel a subscription through the available account settings or by contacting HR SYSTEM.

Unless otherwise stated:

• cancellation prevents the next automatic renewal;
• access may continue until the end of the paid billing period;
• partial billing periods are not normally refunded;
• unused employee places or features are not normally refundable; and
• promotional or discounted payments may be subject to the conditions of that offer.

Refund requests will be considered where:

• a payment was duplicated;
• an incorrect amount was charged by HR SYSTEM;
• a refund is required by applicable law;
• the customer was charged after a valid cancellation due to our error; or
• HR SYSTEM agrees that exceptional circumstances justify a refund.

Approved refunds will normally be returned through Stripe to the original payment method.

Nothing in this section limits rights that cannot lawfully be excluded.

Acceptable use

You must not use HR SYSTEM to:

• break any law or regulation;
• violate employment or data protection rights;
• upload information without lawful authority;
• harass, discriminate against or harm another person;
• distribute malware or harmful code;
• attempt unauthorised access;
• circumvent security or role permissions;
• probe or overload infrastructure without permission;
• copy, resell or reverse engineer the service unlawfully;
• use automated tools in a way that harms the service;
• misrepresent identity or authority;
• submit illegal, infringing or fraudulent content; or
• use AI output to make unlawful employment decisions.

We may investigate suspected misuse and take proportionate protective action.

Customer and employee data

The customer retains its rights in information and documents uploaded to HR SYSTEM.

The customer grants HR SYSTEM the limited rights needed to host, process, transmit, back up and display that information for the purpose of providing the service.

The customer is responsible for:

• the legality and accuracy of uploaded data;
• providing required employee privacy notices;
• selecting lawful processing grounds;
• keeping data reasonably current;
• assigning appropriate permissions;
• retaining records where required by law; and
• responding to employee rights requests.

Customers should not upload information that is unnecessary for the selected HR purpose.

Data protection and privacy

Each party must comply with data protection law applicable to its role.

The customer will normally act as controller for employee information entered into HR SYSTEM. HR SYSTEM will normally act as processor when handling that data on the customer’s documented instructions.

Where required, processing arrangements may be governed by a separate Data Processing Agreement.

Our handling of personal data is explained in the Privacy Policy .

Customers remain responsible for deciding whether HR SYSTEM is appropriate for the nature and sensitivity of the information they process.

AI HR Assistant

HR SYSTEM may provide an AI HR Assistant using customer-approved policies, documents, instructions and knowledge sources.

AI-generated responses may be incomplete, outdated, inaccurate or unsuitable for a particular situation.

The AI HR Assistant does not provide legal, employment, medical, tax, payroll or financial advice.

Customers and users must:

• review important AI responses;
• verify information against approved sources;
• escalate sensitive matters to authorised HR personnel;
• not enter unnecessary sensitive information;
• not rely solely on AI for significant employment decisions; and
• ensure meaningful human review where required.

Third-party integrations

HR SYSTEM may connect with third-party services such as payroll, accounting, productivity, identity, messaging or cloud-storage platforms.

Third-party services are governed by their own terms, availability, fees and privacy practices.

HR SYSTEM is not responsible for changes, interruptions or acts of a third-party service outside our reasonable control.

Customers are responsible for authorising integrations and ensuring they are appropriate for their organisation.

Availability, maintenance and changes

We aim to provide a reliable service but do not guarantee uninterrupted or error-free availability.

Access may be affected by:

• planned maintenance;
• urgent security work;
• hosting or network failures;
• third-party outages;
• software defects;
• internet or device problems;
• events outside reasonable control; or
• customer configuration or misuse.

We may improve, replace or discontinue features where reasonably necessary. We will seek to give reasonable notice where a material paid feature is discontinued.

Support

Support is provided through the channels and service level applicable to the selected plan.

Support does not include professional legal, employment, payroll, tax or regulatory advice.

Customers must provide sufficient information for us to investigate reported technical problems.

Intellectual property and copyright

HR SYSTEM, its website, software, design, code, documentation, branding, text, graphics and underlying technology are protected by intellectual-property law.

Except for the limited right to use the service during an active trial or subscription, no ownership rights are transferred to the customer.

You must not unlawfully:

• copy or reproduce the platform;
• remove copyright or ownership notices;
• reverse engineer the software;
• create a competing derivative service;
• resell access without written permission; or
• use HR SYSTEM branding in a misleading way.

Customer documents and data remain the property of the customer or relevant rights holder.

Confidentiality

Each party must protect confidential information received from the other and use it only for the relationship governed by these terms.

Confidential information does not include information that is lawfully public, independently developed or already known without confidentiality restrictions.

Disclosure may be made where required by law or to professional advisers and service providers subject to suitable confidentiality obligations.

Suspension and termination

A customer may terminate by cancelling the subscription in accordance with the available cancellation process.

We may suspend or terminate access where reasonably necessary because of:

• non-payment;
• material breach of these terms;
• fraud or illegal activity;
• serious security risk;
• harm to the service or other users;
• repeated misuse after warning;
• a legal or regulatory requirement; or
• discontinuation of the service.

Where appropriate, we will give notice and a reasonable opportunity to remedy a breach.

Immediate suspension may occur where delay could cause harm, unlawful processing or a material security risk.

Effect of termination

When access ends:

• the right to use HR SYSTEM ends;
• outstanding charges remain payable;
• customer data may become inaccessible;
• data may be deleted according to retention procedures; and
• terms intended to survive termination remain effective.

Customers should export required information before termination where export functionality is available.

Service warranties and disclaimers

We will provide HR SYSTEM with reasonable skill and care.

Except where law requires otherwise:

• features may change during development;
• the service may contain defects or interruptions;
• customer results are not guaranteed;
• templates and resources are general information;
• AI output may be inaccurate; and
• HR SYSTEM does not replace professional advice.

Customers remain responsible for employment decisions, compliance, payroll submissions and use of information generated through the service.

Limitation of liability

Nothing in these terms excludes or limits liability where exclusion or limitation is unlawful, including liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation; or
• any other liability that cannot lawfully be excluded.

Subject to those exceptions, HR SYSTEM will not be liable for indirect or consequential loss, loss of profit, revenue, business opportunity, anticipated savings, goodwill or reputation.

HR SYSTEM will not be responsible for loss caused by:

• incorrect customer data or instructions;
• customer misuse or insecure credentials;
• employment decisions made by the customer;
• failure to verify AI-generated information;
• third-party services or integrations;
• internet, device or network failures; or
• events outside reasonable control.

Where legally permitted, HR SYSTEM’s total aggregate liability arising from the service during any twelve-month period will not exceed the subscription fees paid by the customer for the affected service during that twelve-month period.

This limitation does not apply where it would be unfair or unlawful in the particular circumstances.

Customer responsibility and indemnity

To the extent legally permitted, a business customer will be responsible for reasonable losses, claims and costs arising from:

• unlawful customer content;
• customer infringement of third-party rights;
• unlawful employee-data processing;
• material misuse of HR SYSTEM; or
• a material breach of these terms.

We will take reasonable steps to mitigate recoverable losses and allow the customer reasonable involvement in the defence of a relevant third-party claim.

Force majeure

Neither party will be responsible for delay or failure caused by events beyond its reasonable control.

Such events may include natural disasters, war, civil disorder, widespread internet failure, utility failure, government action, industrial disputes, epidemics, cyberattacks or major third-party infrastructure failure.

Payment obligations already due are not excused solely by a force-majeure event.

Changes to these terms

We may update these terms to reflect changes in law, security, features, suppliers or business operations.

The revised terms will be published on this page with an updated revision date.

Where a change materially affects an active paid subscription, we will seek to provide reasonable notice.

Continued use after the effective date may constitute acceptance where legally permitted.

Governing law and jurisdiction

These terms and any non-contractual dispute arising from them are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction, except where applicable law gives a party the mandatory right to bring proceedings elsewhere.

The parties should first attempt to resolve disputes in good faith through written communication.

General provisions

If any part of these terms is held invalid or unenforceable, the remaining provisions will continue in effect.

A failure to enforce a right immediately does not waive that right.

The customer may not assign the agreement without our written consent, except as part of a lawful transfer of its entire business. We may assign the agreement as part of a restructuring, sale or transfer of the service, subject to applicable law.

These terms, the accepted order or subscription details, the Privacy Policy and any applicable Data Processing Agreement form the agreement between the parties for the service.

Contact HR SYSTEM

Questions about these Terms & Conditions may be sent to:

HR SYSTEM
Owned and operated by NFCPay Technologies
Email: support@hrsystem.co.uk
Website: hrsystem.co.uk

You may also use the HR SYSTEM contact page .