Terms and Conditions of Use for MyPAYE Online Payroll Service

Please read these Terms and Conditions of Use carefully. They govern the provision and use of the MyPAYE Online Payroll service and website.

1. Definitions

In these Terms, references to ‘MyPAYE’ are references to the MyPAYE Online Payroll service and website. References to ‘Terms’ are references to these Terms and
Conditions of Use. References to ‘you’, ‘your’ and ‘yours’ are references to person(s) accessing MyPAYE. References to ‘we’, ‘us’, ‘our’ and ‘MyPAYE Ltd’ are references to MyPAYE Ltd who own and operate MyPAYE.

2. Terms of Use

These Terms define the basis on which MyPAYE Ltd will make MyPAYE available to you and your rights and responsibilities as a user of MyPAYE.
By using MyPAYE, you confirm your agreement to be bound by these Terms. If you do not agree the Terms and Conditions set out below – please do not use MyPAYE.
MyPAYE Ltd reserves the right to change the content of these Terms at anytime without prior notice, but we will post a notice on MyPAYE advising users that they have changed.

3. Access to MyPAYE

MyPAYE Ltd will use its reasonable endeavours to provide uninterrupted access to MyPAYE and to post warnings about planned suspensions of service on MyPAYE,
but MyPAYE Ltd reserves the right to suspend, restrict or terminate MyPAYE at any time without notice. In particular, MyPAYE Ltd reserves the right to deny
access to MyPAYE or any part thereof for any user at its sole discretion without notice at any time if MyPAYE Ltd believes that such access could be detrimental to the security of MyPAYE.

4. Third Party sites

MyPAYE may contain material submitted and created by third parties, or links to other web sites not maintained or controlled by MyPAYE Ltd. These are provided as a
convenience to you as a user of MyPAYE. MyPAYE Ltd does not make any recommendation or endorsement as to any service or product or to any material submitted by third
parties to MyPAYE and MyPAYE Ltd accepts no responsibility for their content. MyPAYE Ltd specifically excludes all liability for any illegality arising from, or error,
omission or inaccuracy in such material or for any damages or injury resulting from their use. No third party is permitted to link any other website to MyPAYE without
obtaining the prior written consent of MyPAYE Ltd.

5. Payment Terms

MyPAYE Ltd reserves the right to change all prices and quotes without prior notice, but will post a notice on MyPAYE advising users that they have changed. Regardless of usage, there will be a minimum transaction value for the purchase of Employee/Months credit for the use of MyPAYE and a transaction processing charge may be applied to to BACS payments and Credit Card payments below a minimum value. All invoices are subject to VAT at the prevailing rate and are payable before the specified due date. In the event of payment not being received by the due date, MyPAYE Ltd reserves the right to immediately suspend your use of MyPAYE and retain any stored data until payment is received in full. MyPAYE Ltd reserves the right to charge interest on all accounts remaining unpaid after their due date at a rate of 8 percent above the prevailing Bank of England Base Rate. MyPAYE Ltd may from time to time waive the charges but if we do so we will not be deemed to have waived the charges on any other occasion. Payments made by Credit Card are for single purchases of your selected number of Employee/Months at the time of the purchase. Payment made online will appear on your card statement as MyPAYE. If you wish to cease use of the MyPAYE service you may do so at any time. Refunds of unused Employee/Months will not be made. Queries regarding Credit Card payments may be made through the built-in Support centre or to 0845 643 5191.

6. End of Year Electronic E-filing

You acknowledge that your MyPAYE End of Year (EOY) E-filing documents are automatically compiled from the periodical payroll data you have entered. It is your responsibility to ensure that the periodical payroll data is entered correctly. Whilst MyPAYE Ltd undertakes to use its reasonable endeavours to ensure that MyPAYE complies with the latest HMRC specifications and requirements for payroll software, it is your responsibility to ensure your EOY documents comply with the latest regulations.
When E-filing your EOY documents to HMRC you agree that you are acting on your rights as a principal, which indicates that your company’s EOY documents have been authorised by you, and you are directly responsible for the completion and filing of these documents to HMRC. You undertake and agree to check through all the EOY documents and records for your company and confirm that to the best of your knowledge and belief these records are fully and truly stated.
You also confirm that you have obtained the consent of your company or business to act on its behalf to enter the password of the company. You agree this is to be treated as equivalent to the Employer’s signature on the EOY. You also agree that the password entry equivalent to signature confirmation on the EOY e-filing pages act as an instruction to instruct MyPAYE to activate its EOY Internet E-filing mechanism for you to submit your Employer’s EOY documents via the Internet to HMRC.

7. Intellectual Property

The contents of MyPAYE, including, but not limited to text, graphics, animations and icons, are copyrighted materials owned or controlled by MyPAYE Ltd. All rights are reserved.
You may not print, copy, reproduce, distribute, transmit, upload, download, store, display in public, alter, or modify any material from MyPAYE without permission in writing from MyPAYE Ltd.
You have permission however to download one copy of these materials on any single computer and print a copy for your own use in order to learn about and/or evaluate MyPAYE. No other permissions are granted. In particular no one may use any part of MyPAYE on any other web site, or link any other web site to MyPAYE, without prior permission in writing from MyPAYE Ltd.
MyPAYE is a Registered Trademark of MyPAYE Ltd. The names and logos of other companies and products mentioned on MyPAYE may be the trademarks of third parties, including our business partners and are used by us with the permission of their respective owner(s).

8. Governing Law

MyPAYE has been developed to meet the requirements of HMRC and other UK authorities for the payment of employees under United Kingdom Tax law and is intended for use by those who access it from within the United Kingdom. MyPAYE Ltd cannot guarantee that MyPAYE or the information thereon complies with or is appropriate for use in other places. English law shall govern the use of MyPAYE (including these Terms ) and the English courts shall have exclusive jurisdiction over any disputes arising from the use of MyPAYE and or these Terms and Conditions of Use.

9. Data Protection and Privacy Policy

At MyPAYE Ltd, we take your privacy and the privacy of your employees very seriously. We recognise that payroll data is of a highly sensitive nature and should be kept confidential at all times. We use the information and data we collect from you only to manage and process your payroll. We do not store credit card details nor do we share customer details with any 3rd parties. NOTE:Your Employer details and User details may be send to HMRC as part of your online payroll submissions. You should read and understand this Privacy Policy before using MyPAYE. MyPAYE Ltd reserves the right to change the content of this Privacy Policy at anytime without prior notice, but we will post a notice on MyPAYE advising users that it has changed.

9.1 Our Obligations
We undertake to adopt all reasonable technical and organisational measures to protect personal data collected or stored on MyPAYE. We use the latest appropriate Internet security protocols to create a protected connection between you and our servers so that your data can be confidentially sent and retrieved. Once submitted, data is stored on secure servers and we endeavour to use leading technologies such as, but not limited to, data encryption, firewalls and server authentication, to protect the security of your data. Our security procedures also require that we may request proof of identification before we will release any data to you. We undergo periodic reviews of our security policies and procedures to ensure that MyPAYE and MyPAYE Ltd systems remain realistically secure and protected. Whilst we undertake to maintain the highest possible levels of security practicable to protect data, it should be realised that with any data transfer and storage there is always some risk of unauthorised access. MyPAYE Ltd cannot be held liable for any breach of security. Any information submitted to us is done so at your own risk
We undertake that any data we collect from our users is collected and stored for the sole purpose of managing and calculating their payroll. To calculate a payroll we need to gather from our users personal data such as, but not restricted to, name, address, date of birth, passport number, national insurance number, tax code and pay history. This information allows us to manage and calculate the payroll and submit end of tax year returns to HMRC when requested.
We undertake to design our system in such a way to minimise the use of personal data.
We undertake to regularly delete any data that is out of date or no longer required.
We undertake to stop processing a user’s data upon receiving notification in writing of the user’s objection.
We undertake not to sell, trade or rent any personally identifiable information to others.
We will send your personally identifiable information to others only if:
– We have obtained your express consent to share the information.
– We need to share your information to provide the service or product you have requested.
– We need to send the information to others who work on behalf of MyPAYE Ltd to provide a service or product to you.
– We find that your actions violate our Terms and Conditions of Use or any of our usage guidelines.
– Our company is subject to a take-over or merger in which case the information will be disclosed to the new owners on the understanding that they will protect the information and only use the information in substantially the same way as previously.
– We must respond to court orders and any other legitimate request by authorities with which we must comply.
MyPAYE automatically receives and records information in our server logs from your browser including your IP address, and cookie information and the page you requested. We may use this information to customise the advertising and content you see, to fulfil your requests for certain products and services, and to contact you. We may set and access cookies on your computer for the purpose of operating MyPAYE, but no personal information is stored or accessed. We allow other companies that present advertisements on MyPAYE to set and access their cookies on your computer. Other companies’ use of their cookies is subject to their own privacy policies. MyPAYE cookies are not accessible to other companies or advertisers.

9.2 Your obligations

9.2.1 As an Employer
As an employer, you must undertake to seek the express consent of all your employees before you enter their personal data on MyPAYE .
As an employer you will undertake to inform all those employees who consent to having their personal data stored on the MyPAYE servers, exactly what data will be stored, and for what purposes it is stored.
As an employer, you undertake not to enter any personal data onto MyPAYE relating to any employee who has expressed an objection to having his/her data stored on MyPAYE.

9.2.2 As an Employee
As an employee, you acknowledge that your personal data has been entered and stored in MyPAYE by your employer for the sole purpose of managing and calculating your payroll. You understand that this data includes, but is not restricted to your name, address, date of birth, National Insurance number, tax code and pay history. By using MyPAYE, you indicate your consent to the collection, storage and use of this data by MyPAYE in accordance with these Terms.

9.2.3 Employers and Employees
Should you require a correction, change or deletion of any inaccurate details stored on MyPAYE you undertake to immediately notify MyPAYE Ltd in writing.
Should you object to MyPAYE holding and/or processing your data you undertake to immediately notify MyPAYE Ltd in writing of your objection.
All your payroll details are held in a secure area of our site which requires a Login Name, Password and other memorable data to access it. You must undertake to keep your Login Name, Password and other memorable data secret.
You undertake to take expert advice and change your password regularly. If you do not know how to change your password, you undertake to seek expert advice on how to do so.
You must not tell anyone your Login Name, Password and other memorable data or write them down in a manner that would allow someone else to use them and access your data.
Never send your Password or other memorable data in an e-mail .
Do not enter your Password or other memorable data while someone else is watching.
Protecting your Login Name, Password and other memorable data is your responsibility. You must tell us immediately if you suspect that someone knows your security details and/or has accessed your data. We reserve the right to suspend your access to MyPAYE if we suspect that an unauthorised person is trying to access your data.
Never leave your computer whilst you are signed-in to MyPAYE.
Always sign-out from MyPAYE whenever you are not using it.
Do not save your password or other memorable data using your browser.
If using a public or shared computer, for example at an Internet cafe, you must undertake to sign-out and close down any browser windows when you have finished using our site.
If you have questions or suggestions regarding our Privacy Policy please send an email to CustomerServices@MyPAYE.co.uk

10. Right to Change

MyPAYE Ltd reserves the right to alter MyPAYE at any time in the future without notice and without incurring any liability. MyPAYE Ltd also reserves the right to alter at any time in the future without notice and without liability these Terms and Conditions of Use and notices under which MyPAYE is offered. MyPAYE Ltd undertakes to post a notice on MyPAYE in the event that these Terms are changed. Your continued access to or use of MyPAYE will mean that you agree to any changes made. If you object to any term or condition, you should express your objection immediately in writing to MyPAYE Ltd. MyPAYE Ltd may decide from time to time to waive any of the Terms and Conditions of Use governing MyPAYE. If we do so, we will not be deemed to have waived those Terms and Conditions of Use on any other occasion. MyPAYE Ltd also reserves the right to withdraw MyPAYE at any time, with or without notice or reason.

11. Exclusion of liability

The use of MyPAYE is at your sole risk. Whilst MyPAYE Ltd has taken reasonable steps to ensure the accuracy, timeliness, availability correctness, fitness for purpose and completeness of the information contained on MyPAYE, information is provided on an “as is”, “as available” basis without any warranty of any kind, whether express or implied. MyPAYE Ltd shall not be liable for any direct, consequential, incidental damage or loss of any kind arising as a result of your use or reliance on the information contained on MyPAYE to the maximum extent permitted by law. This includes but is not confined to, without limitation, any loss of business, profits, loss of contracts, interruption to business, loss of or corruption to data. In all events no liability will be held even if MyPAYE Ltd had been advised of the possibility of damages. We do not represent or warrant that MyPAYE will be available and will meet your requirements. We do not represent or warrant that MyPAYE shall be available on an uninterrupted basis, and no liability can be accepted in respect of losses or damages arising out of such unavailability. Also, we accept no liability in respect of losses or damages arising out of changes made to the content of MyPAYE by unauthorised third parties. We do not represent or warrant that access to MyPAYE will be free from delays, failures, errors or omissions or loss of transmitted information, that no viruses or other contaminating or destructive properties will be transmitted or that no damage will occur to your computer system. You have sole responsibility for ensuring you have adequate protection and to undertake reasonable and appropriate precautions to scan for computer viruses or any other destructive properties. We make no representations or warranties regarding the accuracy, functionality or performance of any third party software that may be used in connection with MyPAYE.

You hereby agree that MyPAYE Ltd has the right to terminate your use of MyPAYE at anytime without notice and without having to give any reason whatsoever. You agree that should MyPAYE Ltd exercise its right to terminate its service to you its decision is final and you have no right to appeal. You also agree that there will be no compensation of any kind for losses or inconvenience arising out of the termination of MyPAYE or its services. MyPAYE Ltd may at its sole discretion choose to compensate any user for any inconvenience due to the interruption or termination of MyPAYE. Should there ever be a compensation issue the total amount of compensation paid will never be more than the total amount the user has paid to MyPAYE Ltd. The issue of compensation cannot be subject to any arbitration or jurisdiction. It is solely at the discretion of MyPAYE Ltd and the decision of MyPAYE Ltd is final.

12. Correspondence

Email communications are not secure and therefore MyPAYE Ltd does not accept legal responsibility for the contents of any messages. Any e-mail can be intercepted and read by others over the Internet and MyPAYE users should consider this before sending payslips, or other information, via email. MyPAYE Ltd cannot be held liable for any breach of security. Any information sent from MyPAYE or MyPAYE Ltd is sent at your own risk. Any views or opinions presented in our e-mails are solely those of the author and do not necessarily represent those of MyPAYE Ltd. Replies to MyPAYE e-mails may be monitored by MyPAYE Ltd for operational or business reasons. Although MyPAYE Ltd does operate anti-virus programmes, it does not accept responsibility for any damage whatsoever that is caused by viruses being passed. To help prevent the spread of computer virus, MyPAYE Ltd reserve the right to reject any e-mail containing an attachment. Written notices should be sent to MyPAYE Ltd, 2 East View, Bessie Lane, The Hills, Bradwell, Hope Valley S33 9HZ.

13. Licensing

Copyright © 2012 – 2013. MyPAYE Ltd. All rights reserved. Reproduction, copying, usage, modifying, hiring, renting, public performance, transmission and/or broadcasting in whole or in part is prohibited without the written consent of MyPAYE Ltd.

14. Company Details

MyPAYE Ltd is registered in England under Company no. 8238799. The Registered Office address is 2 East View, Bessie Lane, The Hills, Bradwell, Hope Valley S33 9HZ. Registered users are requested to address all queries through the built-in Support Centre in the first instance, otherwise you can contact the company via email (CustomerServices@MyPAYE.co.uk) or by telephone (0845 643 5191).