Terms of Service

In these terms, "we", "us" and "AssistHR" mean AssistHR. "You" and "customer" mean the organisation that subscribes to the service, or the person using this website where no subscription exists. "Service" means the AssistHR platform, and "website" means these public marketing pages.

By using the website or the service you agree to these terms. If you do not agree, please do not use them.

AssistHR is provided for business use. It is not offered to consumers for personal purposes.

By accepting these terms, or by using the service on behalf of an organisation, you confirm that you are authorised to bind that organisation and that the organisation accepts these terms.

The service supports HR administration. It does not provide legal, employment law, tax or financial advice, and content in the product or produced by the HR Help assistant is general information only. You are responsible for the decisions you take and for taking professional advice where you need it.

• You may allow your employees, workers and other people you authorise to use the service as authorised users, within the scope of your subscription.
• You are responsible for the acts and omissions of your authorised users and for the accuracy of the account details you give us.
• Access is personal to each user. Credentials must not be shared, and accounts must not be resold or made available to third parties outside your organisation without our written agreement.
• You must keep credentials secure, apply appropriate roles and permissions, and remove access promptly when someone leaves or changes role.
• Tell us as soon as possible if you suspect unauthorised access or a security problem.

• Fees, the subscription period, included usage and any minimum commitment are set out in the plan you select or in your order form.
• Unless your order form says otherwise, subscriptions renew automatically for successive periods of the same length until cancelled.
• You may cancel before the end of the current period. Cancellation takes effect at the end of that period, and fees already paid for the current period are not normally refundable unless the law requires it or we agree otherwise.
• We may change prices for a future renewal period. We will give you reasonable notice before a change takes effect so that you can decide whether to renew.
• Fees are exclusive of VAT and other applicable taxes, which are payable in addition where they apply.
• Payments are taken through our payment provider's hosted checkout. If a payment fails, we may retry it and may suspend access if it remains unpaid after reasonable notice.
• Where an order form or signed agreement sets different commercial terms, that document takes priority over this section.

You agree to use the service lawfully and responsibly. You must not:

• use the service to break the law, infringe someone's rights or store unlawful content
• upload malicious code, or attempt to disrupt, overload or interfere with the service or its infrastructure
• attempt to gain access to another customer's workspace, data or accounts
• probe, scan or test the security of the service without our written permission, other than reporting an issue responsibly as described on our Security page
• copy, reverse engineer or attempt to derive the source code of the service, except to the extent the law allows
• use the service to build a competing product, or benchmark it publicly without our consent
• misuse automated features, including sending prohibited or excessive volumes of requests, or bypassing rate limits

You are responsible for configuring the service appropriately for your organisation, including access permissions, retention choices and the information you decide to record.

We aim to keep the service available and working well, and we improve it over time. We may carry out maintenance, apply updates and change features. Where a change is planned and likely to disrupt your use, we will give reasonable notice where we can. Urgent security or stability work may be done without prior notice.

We may add, alter or withdraw features. We will not make a change that removes material functionality you rely on during a paid subscription period without offering a reasonable alternative or telling you in advance.

Unless your order form states a specific service level, we do not commit to a particular uptime percentage in these terms.

You own the data you and your users put into the service, and you keep all rights in it. We do not claim ownership of it.

You grant us the rights we need to host, process, transmit, back up and display that data in order to provide, support and secure the service, and to comply with your instructions and the law.

You confirm that you have the necessary rights, notices, lawful bases and permissions to place personal data about your employees, workers, applicants and other individuals into the service, and to have us process it on your behalf.

Each party will comply with applicable data protection law. Where we process personal data on your behalf as processor, our Data Processing Addendum applies and forms part of these terms. Our Subprocessors page lists the providers we currently use, and our Privacy Notice explains the processing we carry out as controller.

Each party may receive information from the other that is confidential. Each party will keep the other's confidential information secure, use it only for the purposes of the agreement, and share it only with people and providers who need it and who are bound by similar obligations.

These obligations do not apply to information that is public through no fault of the receiving party, was already lawfully known, is independently developed, or must be disclosed by law, provided the other party is told where that is permitted.

We own the service, the website, our software, documentation, designs, trade marks and branding, and all related intellectual property rights. Nothing in these terms transfers those rights to you.

We grant you a non-exclusive, non-transferable right to access and use the service during your subscription for your internal business purposes, subject to these terms.

If you send us feedback or suggestions, we may use them to improve the service without owing you any payment. We will not identify you as the source without your agreement.

The service relies on third-party providers for infrastructure, email, payments, AI features and security checks, as listed on our Subprocessors page. If you choose to connect other third-party tools, or follow links to other websites, those services are governed by their own terms and we are not responsible for them.

We will provide the service with reasonable skill and care. We do not warrant that the service will be uninterrupted or error free, that it will meet every requirement you have, or that its output, including output from the HR Help assistant, will be complete or suitable for a particular decision.

To the extent permitted by law, all other warranties, conditions and terms implied by statute or common law are excluded.

Neither party excludes or limits liability where the law does not allow it, including for death or personal injury caused by negligence, or for fraud.

Subject to that:

• neither party is liable for loss of profit, loss of revenue, loss of anticipated savings, loss of goodwill, or indirect or consequential loss
• we are not liable for loss or corruption of data to the extent it results from your configuration, your instructions, or your failure to keep your own records and exports
• each party's total liability arising in connection with the agreement in any twelve month period is limited to the fees paid or payable by you for the service in that period
• nothing in this section limits your obligation to pay fees properly due

These limits are intended to be proportionate to the price of the service. If your organisation needs a different allocation of risk, that can be agreed in an order form.

• You may terminate by cancelling your subscription in line with the fees section or your order form.
• Either party may terminate with immediate effect if the other commits a material breach and does not put it right within a reasonable period after written notice, or becomes insolvent.
• We may suspend access, in whole or in part, where there is a genuine security risk, unlawful use, non-payment after reasonable notice, or a breach of the acceptable use section. We will restore access once the issue is resolved, where we reasonably can.
• On termination your right to use the service ends. Sections that are intended to survive, including confidentiality, intellectual property, liability and data handling, continue to apply.

The service includes export and erasure workflows so that you can obtain your data and remove records. On or after termination, we will make your data available for export for a reasonable period, and will then delete or return it in accordance with the Data Processing Addendum, your instructions and any applicable agreement, subject to any legal requirement for us to retain particular records.

Please take your own exports before terminating so that you keep access to the records you need.

• Notices. Notices to us should be sent to info@assisthr.co.uk. Notices to you will be sent to the email address on your account or given in the product.
• Changes to these terms. We may update these terms as the service and the law develop. The date at the top shows when they were last updated. Where a change materially affects you, we will take reasonable steps to tell you before it applies to your subscription.
• Order of priority. If there is any inconsistency, your signed agreement or order form takes priority, then the Data Processing Addendum for data protection matters, then these terms.
• Assignment. Neither party may transfer the agreement without the other's consent, except to a group company or in connection with a reorganisation or sale of the relevant business.
• Entire agreement. The agreement is the whole agreement between us on its subject matter and replaces earlier discussions, except that neither party excludes liability for fraud.
• Third parties. Nobody other than you and us has rights to enforce these terms.
• Severance and waiver. If a provision is unenforceable, the rest continues to apply. A delay in enforcing a right is not a waiver of it.
• Events outside our control. Neither party is liable for failure caused by events reasonably beyond its control, provided it takes reasonable steps to limit the impact.