Important Notice: Please read this document carefully before using the Payroo platform. By accessing or using our services you agree to be legally bound by these Terms of Service and our Privacy Policy. If you do not agree, you must not use our services. For serious complaints or to terminate your account, written notice by registered post is required (see contact details at the end of this document).
5. Electronic Payment Arrangements
7. Data Accuracy, Compliance and Security
9. User Undertakings and Responsibilities
11. Appointing Additional Users
15. Invoicing and Payment Terms
24. Licensing and Intellectual Property
— Privacy Policy (Sections A–K)
These Terms of Service (“Terms”) govern your access to and use of the Payroo Limited website, platform, and associated services (collectively, the “Services”). By registering for, accessing, or using the Services, you enter into a legally binding agreement with Payroo Limited (“Payroo”, “we”, “us” or “our”).
References to “you”, “your” or “user” include: account administrators, persons conducting or overseeing payroll runs, e-filing or downloads, the organisation you represent, any additional user your organisation appoints, employees, bureau/agent clients, and any other person accessing the Services.
These Terms, together with our GDPR and Privacy Policy, constitute the entire agreement between you and Payroo in relation to the Services and supersede all prior oral or written communications. No terms contained in any purchase order or other document issued by you shall form part of this agreement unless expressly agreed in writing by Payroo.
If you do not agree to these Terms, you must not use the Services. To raise a formal complaint or to notify us of your intention to terminate, you must do so in writing by registered post to the address stated at the end of this document. Payroo does not accept formal communications by email or fax.
Payroo reserves the right to amend the content of the Services, applicable fees, and these Terms at any time. All changes will be published on our website and the effective date will be updated. It is your responsibility to review the Terms and our Price page before each use of the Services. Your continued use of the Services after any amendment constitutes your acceptance of the revised Terms.
If you object to any amendment, you must cease using the Services and notify Payroo in writing by registered post. Any waiver by Payroo of a particular Term on one occasion shall not constitute a waiver of that Term on any future occasion.
Our GDPR and Privacy Policy, which forms part of these Terms, explains how we collect, use, store, and protect your personal data. Please read both documents carefully.
4.1 Payroll Services
The Payroo platform provides payroll software to enable you to store and manage data for RTI payroll, pension, Auto Enrolment, P11D, CIS and related calculations; generate, view and print payslips and reports; make electronic payments; and conduct e-filing and downloads. All services are provided on an 'as is' and 'as available' basis.
4.2 E-Filing Services
The platform supports e-filing of RTI documents including FPS, EPS, NVR, EYU, P11D, P11D(b), P46(Cars), P9D, Pension, CIS monthly returns and Verifications, and any additional forms we introduce from time to time. Validation is based on published HMRC schema and business rules together with any additional rules Payroo applies.
You are legally required to file accurate and complete returns with HMRC within each tax year. If a return is filed late, the system will accept late filings for up to 10 months after the relevant tax year deadline. Filings required beyond that period must be submitted directly to HMRC or via an alternative e-filing service.
4.3 Downloading Services
You may download P6, P9, SL1, SL2, RTI and other notices from HMRC's Data Provisioning Service (DPS) via the platform. Access to the DPS requires valid HMRC login credentials entered through our system.
4.4 Automatic Tax Code Updates
The platform includes a facility to update tax codes automatically. You remain solely responsible for reviewing every tax code update to confirm it has been applied correctly. Payroo accepts no liability for errors arising from your failure to verify updates.
4.5 Employee Internet Payroll Accounts
Where an employer invites employees to access an Internet Payroll Account, employees should note: employers are entitled to conduct payroll digitally. Employees have the right to seek information from their employer about how the service operates and may raise objections with their employer. Any formal objection to Payroo must be made in writing.
For data security and privacy reasons, Payroo will only correspond with the employer who established the account. We will comply fully with any valid court order we receive.
4.6 Mobile Application and Services
Access to the Payroo mobile app is subject to the coverage and reliability of your wireless carrier. Payroo and its affiliates are not responsible for the performance or reliability of your wireless service.
Security Notice: Use of a mobile device carries inherent risks. In the event of theft or loss, confidential information stored on or accessible via your device may be compromised. You are responsible for securing your device and credentials at all times.
4.7 Workplace Pension Letters
Workplace pension template letters provided within the platform (including Auto Enrolment, Entitled Jobholder, Non-Qualified Jobholder, Qualified Jobholder and Postponement letters) were prepared by non-legally qualified personnel. You must consult a qualified legal adviser or the Pensions Regulator before using any of these letters. Their use is entirely at your own risk and Payroo accepts no liability in connection with them.
4.8 Account Suspension, Closure and Data Deletion
To maintain system efficiency, any account inactive for more than 24 months will be moved to cold storage. An account is considered active where the account holder has submitted a Final Submission for the Tax Year (FSY). Failure to file an FSY will prevent the account from advancing to the next tax year and, after 24 months, the account will be suspended. The fee to reactivate a cold storage account is £200 plus VAT.
You have the right to close your account at any time. Closure is permanent and irreversible — all associated data, including employer, employee and client records, will be permanently deleted. Account closure must be completed by you personally through the account closure process within your account settings.
For security reasons, Payroo will not close an account on your behalf in response to email, telephone or other informal requests. Employees who do not wish to use an ePayslip account may request paper payslips and documents from their employer instead.
4.9 E-Filing Credentials
By entering your HMRC User ID, password and other e-filing credentials into the platform, you confirm that you are authorised to do so and instruct Payroo to automate e-filing and downloading using those credentials. If you wish to withdraw from automatic e-filing, you must remove your HMRC credentials from the platform promptly.
4.10 Starting a New Tax Year
Once you close the current tax year and open a new one, all prior-year data is frozen and cannot be amended or reversed. You must thoroughly review all data and complete all e-filing before advancing to the new tax year. HMRC may update its e-filing business rules during a tax year; it is your responsibility to monitor and comply with those changes before year-end.
Any third-party payment providers displayed on our platform are shown for your convenience only. Payroo does not represent, act as agent for, or accept responsibility for any financial provider. You must establish your own separate agreement with your chosen payment provider before using any payment facility. Payroo gives no warranty in respect of any payment transaction made through the platform and the payment facility is provided on an 'as is' and 'as available' basis.
Payroo provides payroll calculation, e-filing and downloading facilities only. We do not provide tax, legal, financial, accounting or any other professional advice. Any statement made by Payroo staff — whether in correspondence, conversation or on the website — represents only the personal view of the individual concerned and must not be relied upon. You must consult an appropriately qualified professional before making any decision affecting your payroll, tax obligations or legal position.
Pre-set items in the payroll system are provided as a convenience for common use cases and may not be suitable for your circumstances. You are responsible for verifying that all default and pre-set configurations are appropriate for your needs before use.
You are solely responsible for the accuracy, completeness and lawfulness of all data entered into or uploaded to the platform, regardless of your user type. Payroo has no control over the quality or authority of data input and excludes all liability for errors, inaccuracies, omissions or lack of clarity in your data.
Payroo is not a party to any transaction between you, your users, agents, clients, employees, HMRC or your bank. Our services do not extend to HMRC investigations, payroll audits or tax enquiries.
For security purposes, Payroo reserves the right to monitor data entered or uploaded to the platform. Uploaded data may be held temporarily for screening to confirm it is free from malware and complies with HMRC or Companies House data format requirements.
Contact detail changes can only be made by you when signed in to your account. Payroo will not update your contact details in response to any email or other external request.
You are responsible for maintaining the confidentiality of your sign-in ID, password, pattern word and any other access credentials. You must:
• Change your password regularly.
• Never share your credentials with any third party, including Payroo staff.
• Never record credentials in a way that could allow unauthorised access.
• Never include credentials in any email or letter.
• Avoid entering credentials when others can observe your screen.
Payroo will never ask you for your password or pattern word via any website, letter, email or telephone call. You must notify your system administrator and inform Payroo immediately in writing if you believe your credentials have been compromised.
Payroo is not obliged to respond to enquiries about forgotten credentials. Forgotten sign-in details can only be recovered using the 'Forgot Sign In' function on our website. Payroo accepts no liability for security breaches resulting from your failure to comply with these requirements.
As with any internet-based service, Payroo cannot guarantee absolute security of data transmitted over the internet. Before using the platform, you must consult with and obtain the informed consent of all relevant parties — including your employees and clients (if you operate as a bureau) — regarding the use of an online payroll service and the associated risks.
You agree to indemnify Payroo against any claims, losses or liabilities arising from any authorised or unauthorised entry, alteration or deletion of employee or client data by you or any person acting on your behalf.
If you are appointed as an additional user or any other user, you must keep confidential all personal, pay and employer information you access through the platform. Any breach of this confidentiality obligation may render you liable to compensate the affected employees, employer and/or clients, as well as Payroo, for all resulting losses.
By enabling the Support Request function, you grant Payroo's support team access to your account, with the same permissions as your own, including the ability to view employee and client data from any internet-connected location.
The Support Request function will not be disabled automatically. You are responsible for disabling it as soon as support is no longer required. Before enabling support access, you must obtain consent from all relevant payroll parties, including employees, clients and their employees. By enabling this function, you confirm that
such consent has been obtained and you accept full responsibility for any resulting risk or breach of confidentiality.
Any additional user you appoint will have the same access rights as you and will be able to view and amend all company, client and employee data from any internet-connected location. You must carefully consider the risks before appointing additional users, take all reasonable precautions, and obtain the prior consent of all relevant payroll parties. You accept sole responsibility for the conduct of any additional user you appoint and agree that Payroo has no liability in respect of any access granted to additional users.
Views or opinions expressed in emails or letters by individual Payroo staff represent those individuals' views only and do not constitute the position of Payroo Limited. Emails to Payroo may be monitored for operational and business purposes.
To protect our systems, please do not send emails with attachments or links that may trigger malware. Emails containing attachments will be automatically rejected. Payroo accepts no responsibility for damage caused by viruses transmitted by third parties.
Payroo may send important notifications to your registered email address regarding data updates and security alerts. You are responsible for monitoring your email account regularly. Telephone calls to or from Payroo may be recorded for quality and training purposes and, in the event of a dispute, relevant call records may be disclosed (subject to redaction of personal confidential information).
Internet communications — including email, SMS and similar channels — are not inherently secure. Data transmitted over the internet may be intercepted, delayed, corrupted or lost. Payroo accepts no legal liability for data transmitted over the internet once it has left our servers. You transmit personal data, payslips, timesheets or other sensitive information via internet channels at your own risk.
The payroll system enables routine payroll calculations and payslip production on an 'as is' and 'as available' basis, subject to the maximum employee count set out on our Price page from time to time. The maximum employee count may be adjusted for subsequent tax years without prior notice.
Maximum employee count means the maximum number of employee records entered in a tax year, including both active employees and those who have left and received a P45 before the tax year end.
The following services are not included in the standard payroll subscription and are subject to separate charges:
• CIS (Construction Industry Scheme) submissions.
• P11D (Expenses and Benefits) returns.
• TimeClaim and any other additional services.
• Training and support.
• Sign-in recovery assistance.
Payroo reserves the right to amend fees and introduce new charges at any time. Current pricing is published on our Price page. You are responsible for checking the Price page before using the Services.
Reactivation of dormant accounts: If you do not advance your account to a new tax year for two successive tax years, your account will become a lapsed dormant account. Reactivation of a lapsed dormant account incurs a non-refundable charge of £200 plus VAT. Payroo gives no warranty regarding the content or integrity of data held in a lapsed dormant account.
Multiple Accounts: Creating multiple accounts for the same company or organisation is prohibited. Payroo reserves the right to impose a penalty of £1,000 per additional account created in breach of this requirement.
All fees are payable in pounds sterling and are subject to VAT at the prevailing rate unless otherwise stated. Invoices will be issued electronically (by email or via your account) and constitute Payroo's official invoices. You are responsible for printing hard copies if required.
Payment is due within 30 days of invoice unless a different credit term is stated on the invoice. Late payment may result in the accrual of statutory interest and the suspension of your account, preventing access to your data until payment is made. If you choose to pay by a method other than our preferred electronic payment service (such as cheque or bank transfer), Payroo reserves the right to apply an administrative levy to cover additional processing costs.
Payroo may, in its sole discretion, suspend or terminate your access to the Services, with or without notice, where: (a) your account has been inactive for more than one year; (b) payment is overdue; or (c) Payroo reasonably believes you have breached these Terms.
Upon termination, your right to access the Services and your account data will cease immediately. No refund or compensation will be payable in respect of any termination by Payroo. Payroo also reserves the right to withdraw all or part of the Services at any time, with or without notice.
If you wish to resume using the Services following termination, a new agreement must be entered into and applicable fees agreed before access is restored.
You must never leave an active session unattended. Always sign out of the platform when you have finished using it, particularly on shared or public devices. Update your postal address and identity details on the platform promptly whenever they change.
Recovered sign-in details will be sent to your registered address by ordinary post on plain paper. If you require delivery to a different address, you must follow our additional verification process, which may require you to engage a UK Law Society registered solicitor to confirm your identity and provide an indemnity to Payroo. Payroo accepts no liability for postal errors or delays in the delivery of recovery correspondence.
Any material downloaded from the platform is done so at your own risk. You are solely responsible for any damage to your systems or loss of data resulting from such downloads.
The Services are provided on an 'as is' and 'as available' basis. To the fullest extent permitted by applicable law, Payroo expressly disclaims all warranties, whether express or implied, including (without limitation) implied warranties of merchantability, fitness for a particular purpose, non-infringement and title. Your use of the Services is entirely at your own risk.
Payroo, its subsidiaries, affiliates, officers, directors, employees, licensors and third-party vendors will not be liable for any loss or damage arising from any failure or interruption of the Services, the act or omission of any third party involved in delivering the Services, or any interception of data by third parties.
To the maximum extent permitted by applicable law, Payroo's total aggregate liability to you for any claim arising under or in connection with these Terms shall not exceed the total fees paid by you to Payroo during the tax year in which the relevant claim arose.
Payroo shall not be liable for any indirect, incidental, consequential, special or exemplary loss or damage, including (without limitation) loss of revenue, loss of profits, loss of data, loss of business or reputational damage, whether or not foreseeable and howsoever caused.
Nothing in these Terms shall limit or exclude our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by applicable law.
The platform may contain links to third-party websites not operated by Payroo. We are not responsible for the content, privacy practices or accuracy of information on any third-party site. Links are provided for convenience only and do not constitute endorsement by Payroo. You access third-party sites at your own risk and should review those sites' terms and privacy policies independently.
The platform may also display third-party content and advertisements. Payroo makes no recommendation or endorsement in respect of third-party products, services or advertisements and excludes all liability for errors, inaccuracies or illegality in third-party content.
Payroo reserves the right to display third-party advertisements on any page of the platform. Any dealings you have with advertisers or merchants found on the platform — including the purchase of goods or services — are solely between you and that advertiser or merchant. Payroo accepts no liability for loss or damage arising from such dealings or from the presence of advertisers on the platform.
Any right, claim or action you may have against another user of the platform must be pursued independently and without recourse to Payroo. You release Payroo from all claims, liabilities, damages, costs and expenses (including legal fees) arising from or connected with such claims.
A person who is not a party to these Terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any provision of these Terms. This clause does not affect any right or remedy of a third party that exists independently of that Act.
These Terms are governed by and construed in accordance with the laws of England and Wales. Each party irrevocably submits to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute or claim arising under or in connection with these Terms.
The payroll calculation software and e-filing system used to deliver the Services are owned by INTERSOFTWARE SOLUTIONS LIMITED (Company No. 03306112) and are used by Payroo under a non-exclusive licence. The licence relates to the software's business workflow, business logic, source code, calculation engine, hosting software, sign-up and sign-in systems, screen designs, reports, roll-back and multi-user systems, employee internet accounts, e-filing and downloading systems, and user reminders.
Payroo owns the copyright in its homepage design, branding, logos, icons, marketing materials, customer support systems, help files, security architecture and related materials. All software is licensed, not sold.
Any customisation or modification of the licensed or Payroo software — regardless of who originated the idea — shall vest in either INTERSOFTWARE SOLUTIONS LIMITED or Payroo (as applicable). A non-exclusive licence to use any such modified software will be granted to you upon payment of any agreed fee.
You must not copy, reproduce, modify, transmit, broadcast, reverse engineer, decompile or disassemble the software in whole or in part without the prior written consent of INTERSOFTWARE SOLUTIONS LIMITED, except to the extent expressly permitted by applicable law.
No third party may link to this website without Payroo's prior written consent. Third-party trade marks and logos referenced on the platform remain the property of their respective owners and are used with permission. These Terms constitute the entire agreement between you and Payroo in relation to the Services and supersede all prior communications.
A. Introduction — What This Policy Covers
This Privacy Policy sets out how Payroo Limited collects, uses, stores, shares and protects personal data. It should be read together with our Terms of Service, of which it forms part. Payroo is committed to protecting your privacy and handling your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Policy applies only to data processed by Payroo Limited and does not extend to any third-party organisation.
B. Acceptance
By accessing or using the Services, you confirm that you have read and agree to this Privacy Policy. If you do not agree, you must not use the Services. To raise a formal privacy concern or to request removal from the Services, please notify us in writing by registered post to the address below.
C. Data We Collect and How We Use It
Payroo collects personally identifying information when you register and use our Services. This may include your full name, address, email address, and identity verification details. Once registered, you are no longer anonymous to us.
Data entered into the platform for payroll, e-filing and downloading purposes will include, but is not limited to, employees' and clients' personal data such as names, addresses, dates of birth, National Insurance numbers, tax codes and pay histories.
We may use the personal data we hold to:
• Provide, operate and improve the Services.
• Process e-filing and downloading requests with HMRC.
• Personalise content and advertising based on your platform activity.
• Fulfil requests for products or services.
• Contact you about updates, promotions and new features.
• Comply with our legal and regulatory obligations.
We are committed to data minimisation and will design our systems to limit the use of personal data to what is strictly necessary. Payroo may access the user database for administrative, advisory and invoicing purposes where necessary.
D. Your Responsibilities and Consent
Before entering any personal data relating to employees or clients into the platform, you must obtain their informed consent and inform them of what data will be stored and for what purpose. This is required both as a matter of good practice and as a legal obligation under UK GDPR. You are the data controller in respect of your employees' and clients' personal data and are responsible for ensuring a valid lawful basis for processing.
E. Disclosure and Sharing of Data
Payroo will not sell, rent, trade or otherwise share your personally identifiable information with third parties, except in the following circumstances:
• You have given your express consent.
• Disclosure is necessary to provide a service or product you have requested.
• It is necessary to share information with a third party acting on Payroo's behalf in the delivery of the Services.
• You have breached these Terms or our usage guidelines.
• Payroo undergoes a merger or acquisition — in which case the new owners will be required to honour this Policy.
• Disclosure is required by a court order or other lawful authority.
F. Reviewing and Correcting Your Data
Other than format validation checks, Payroo does not independently verify the accuracy of data you enter. You are solely responsible for the accuracy and completeness of your records. You may review and update your stored data at any time by signing in to your account.
You have the right under UK GDPR to request erasure of your data. To close your account and have your data deleted, you must follow the account closure process within your account settings. You may also write to us by registered post. Payroo will cease processing your data on receipt of a valid written request. We reserve the right to delete data that is outdated or no longer required.
G. Data Security
Payroo implements appropriate physical, electronic and procedural safeguards to protect personal data held on our systems. We use industry-standard encryption protocols to create a secure connection between your browser and our servers.
However, no data transmission over the internet or data storage system can be guaranteed to be 100% secure. Payroo cannot be held liable for any breach of security that is beyond our reasonable control. You submit data to us at your own risk. You are also responsible for maintaining the security of your own credentials and signing out of your account when not in use.
Access to personal data within Payroo is limited to staff who require it to perform their roles or provide services to you.
H. IP Addresses, Cookies and Tracking
IP Addresses: For security purposes, Payroo automatically records the IP address of your device on each visit to the platform.
Cookies: Cookies are small text files placed on your device to help our systems recognise you and provide a personalised experience (for example, to remember your sign-in ID). You may disable cookies in your browser settings at any time, though this may affect the functionality of the platform.
Third-party advertisers on the platform may also set their own cookies, subject to their own privacy policies. Advertisers do not have access to Payroo's cookies.
I. Links to Third-Party Websites
Our platform may contain links to third-party websites. Payroo is not responsible for the privacy practices or content of those sites. We recommend that you review the privacy policies of any third-party sites you visit to understand how they collect and use your information.
J. Changes to This Privacy Policy
Payroo reserves the right to amend this Privacy Policy at any time. Any changes will be published on this page with an updated effective date. You are responsible for reviewing this Policy periodically. Continued use of the Services following any amendment constitutes your acceptance of the revised Policy.
K. Questions, Complaints and Contact
For formal complaints regarding these Terms or this Privacy Policy, or to request removal from our Services, please contact us in writing by registered post only:
Payroo Limited
Unit 101, China House
401 Edgware Road
London NW2 6GY
United Kingdom
You also have the right to lodge a complaint with the UK's data protection supervisory authority, the Information Commissioner's Office (ICO), at www.ico.org.uk.
© INTERSOFTWARE SOLUTIONS LIMITED (Co. No. 03306112)
© Payroo Limited 2006 — present. All rights reserved.
2006. All rights reserved.