1. Agreement to These Terms
By creating an account or using the PayPacket service, you agree to be bound by these Terms & Conditions ("Terms"). If you are using PayPacket on behalf of a business, you confirm that you have authority to bind that business to these Terms.
These Terms form a legal agreement between you ("you", "the Bureau") and PayPacket Ltd ("PayPacket", "we", "us").
If you do not agree to these Terms, do not use the service.
2. The Service
PayPacket provides cloud-based payroll bureau software, including:
- Payroll calculation and payslip generation
- HMRC Real Time Information (RTI) submissions — Full Payment Submissions (FPS) and Employer Payment Summaries (EPS)
- P60, P45, and payslip PDF generation
- Multi-client bureau management
- AI-powered payslip validation, payroll assistant, and CSV import mapping
- Automated supervised payroll runs
- Payment file generation (BACS, Faster Payments)
PayPacket is a software tool. We are not a payroll bureau, tax adviser, accountant, or regulated financial services provider. Use of the service does not create a professional or advisory relationship between us.
3. Eligibility
You must be at least 18 years old and operating a lawful business to use PayPacket. The service is designed for use by payroll bureaus, accounting practices, and businesses managing UK PAYE payroll. By using the service you confirm that you are operating in compliance with applicable laws.
4. Your Account
You are responsible for:
- Keeping your login credentials secure and confidential
- All activity that occurs under your account
- Ensuring that team members you add to your account use it in accordance with these Terms
- Notifying us immediately at hello@paypacket.io if you believe your account has been compromised
You must not share your account credentials with anyone outside your organisation or use the service on behalf of a third party without their knowledge.
5. Subscription, Trial, and Billing
5.1 Free trial
New accounts receive a 30-day free trial. A valid payment method is required at signup. You will not be charged during the trial period. If you cancel before the trial ends, no charge is made and your account is closed. If you do not cancel, your subscription begins automatically at the end of the trial at the price of your selected plan.
5.2 Subscription plans
PayPacket is offered on a monthly subscription basis. Current pricing is:
- Starter - £29.00 per month
- Practice - £69.00 per month
- Growth - £129.00 per month
- Scale - £249.00 per month
Annual billing is available at a discount. Prices are exclusive of VAT where applicable. We reserve the right to change prices with at least 30 days' notice.
5.3 Billing
Subscription fees are billed in advance on a recurring monthly or annual basis via Stripe. If a payment fails, we will retry and notify you by email. Accounts more than 14 days past due may be restricted to read-only access. Accounts more than 30 days past due may be suspended.
5.4 Cancellation
You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period — you retain full access until then. We do not offer pro-rata refunds for unused time within a billing period.
5.5 Refunds
Subscription fees are non-refundable except where required by law, or at our sole discretion in the event of a service failure on our part.
6. Your Responsibilities
6.1 Accuracy of data
You are solely responsible for the accuracy, completeness, and legality of all data you enter into PayPacket, including employee details, pay elements, tax codes, and statutory payment records. PayPacket calculates payroll based on the data you provide. Errors in input will produce errors in output.
6.2 PAYE and HMRC obligations
You remain responsible for all PAYE obligations of the employers you manage, including:
- Ensuring payroll calculations comply with current HMRC rules and rates
- The accuracy and timeliness of RTI submissions
- Payment of PAYE, National Insurance, and student loan deductions to HMRC
- Maintaining compliant payroll records
- Employee statutory rights (minimum wage, holiday pay, statutory payments)
PayPacket uses HMRC's RTI gateway to transmit submissions on your behalf. We are not responsible for HMRC's acceptance, processing, or handling of those submissions.
6.3 Review before submission
You are responsible for reviewing all payroll calculations and payslips before approving them and before any RTI submission is made. The AI validation feature is provided as an additional check — it does not replace your professional review and does not guarantee that payroll is free from errors.
6.4 Automated payroll
Where you enable the supervised automation feature, pay runs are created and calculated automatically. You remain responsible for reviewing and approving each run before it is issued. If a run is automatically issued after approval, you remain responsible for that payroll. You should ensure your notification settings and operator assignments are correct so that reviews are not missed.
6.5 Data protection
You are the data controller for your employees' personal data. You are responsible for having a lawful basis for processing that data and for complying with your obligations under UK GDPR and the Data Protection Act 2018. Please review our Privacy Policy for information on how we act as your data processor.
7. Acceptable Use
You must not use PayPacket to:
- Process payroll for fictitious employees or in connection with payroll fraud
- Submit false or misleading information to HMRC
- Circumvent or attempt to circumvent any security measures
- Reverse-engineer, decompile, or copy any part of the software
- Access data belonging to another bureau without authorisation
- Use the service in a way that could damage, disable, or impair the service for other users
- Resell or sub-license access to the service without our written consent
We reserve the right to suspend or terminate accounts that breach this section without notice.
7.1 Fair usage
PayPacket is provided for the genuine payroll administration of your own client companies. To keep the service fast, reliable, and affordable for everyone, we ask that you use it reasonably and in the way it is intended.
In particular:
- The AI features (payroll assistant, payslip validation, and CSV import mapping) are provided for reasonable operational use connected to your payroll work. The payroll assistant is intended for questions about your own bureau's client companies, employees, pay runs, and payslip data — it is not a general-purpose chatbot.
- You must not access the service, or any AI feature, through automated, bulk, scripted, or programmatic means, except through interfaces we provide for that purpose.
- You must not use the service in a way that places an unreasonable or disproportionate load on our systems, or that generates usage materially out of proportion to normal payroll activity for a bureau of your size.
Where usage materially exceeds normal fair use, we may take reasonable steps to protect the service and other users — including applying rate limits or usage caps, temporarily restricting a feature, or contacting you to discuss your usage. We will act proportionately and, except where immediate action is needed to protect the service, will contact you before restricting your access.
We may also introduce metered or usage-based pricing for AI or other high-cost features in future. We will give you at least 30 days' notice before any such change takes effect, in line with Section 14.
8. AI Features
PayPacket's AI features (payslip validation, payroll assistant, and CSV import mapping) are provided for informational assistance only. They are not a substitute for professional payroll expertise. Results produced by AI features:
- May not be accurate or complete
- Do not constitute professional payroll or tax advice
- Must be reviewed by a qualified operator before acting on them
We are not liable for any losses arising from reliance on AI-generated content without independent verification.
9. Intellectual Property
All intellectual property rights in the PayPacket software, including its design, code, algorithms, and documentation, belong to PayPacket Ltd. These Terms grant you a limited, non-exclusive, non-transferable licence to use the service during your subscription.
All data you input into the service (employee records, payroll data) belongs to you and your clients. We claim no intellectual property rights over your data.
10. Availability and Maintenance
We aim to provide a reliable service but do not guarantee uninterrupted or error-free operation. We may carry out maintenance, updates, or emergency work that temporarily affects availability. We will endeavour to give advance notice of planned maintenance.
PayPacket is not liable for any losses caused by downtime or service interruption beyond what is set out in Section 11.
11. Limitation of Liability
To the maximum extent permitted by law:
- PayPacket's total liability to you in respect of any claim arising from or in connection with these Terms or the service shall not exceed the total subscription fees paid by you in the 12 months preceding the claim
- PayPacket is not liable for any indirect, consequential, special, incidental, or punitive damages, including loss of profit, loss of data, or reputational damage
- PayPacket is not liable for penalties, interest, or fines imposed by HMRC or any other authority arising from errors in payroll data, missed submissions, or incorrect calculations where those errors result from data you provided
- PayPacket is not liable for losses arising from HMRC Gateway outages or failures beyond our control
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
12. Indemnity
You agree to indemnify and hold harmless PayPacket Ltd and its officers, employees, and contractors from any claims, losses, costs, or expenses (including reasonable legal fees) arising from:
- Your breach of these Terms
- Your use of the service in violation of any law or third-party right
- Inaccurate payroll data or instructions you provided
13. Termination
We may suspend or terminate your account immediately if:
- You breach these Terms in a material way
- You engage in fraudulent activity
- You fail to pay subscription fees and do not resolve the arrears within 30 days
- We are required to do so by law
On termination you may export your data for 30 days. After that period, data is retained in accordance with our Privacy Policy retention schedules.
14. Changes to the Service and These Terms
We may update these Terms from time to time. We will give you at least 30 days' notice of material changes by email. Continued use of the service after that date constitutes acceptance of the updated Terms.
We may also change, add, or remove features of the service. We will give reasonable notice of significant changes that affect existing functionality.
15. Governing Law and Disputes
These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Before commencing formal legal proceedings, we encourage you to contact us at hello@paypacket.io to seek an informal resolution.
15a. Data Processing Agreement
By accepting these Terms, you also enter into the Data Processing Agreement ("DPA"), which is incorporated into and forms part of these Terms. The DPA sets out the terms on which PayPacket processes personal data on your behalf as required by UK GDPR Article 28. In the event of any conflict between the DPA and these Terms in relation to data protection, the DPA shall prevail.
16. General
- Entire agreement: These Terms, our Privacy Policy, and the Data Processing Agreement constitute the entire agreement between us regarding the service.
- Severability: If any provision is found to be unenforceable, the remaining provisions continue in full force.
- No waiver: Failure to enforce any right does not constitute a waiver of that right.
- Assignment: You may not assign your rights under these Terms without our written consent. We may assign ours in connection with a merger, acquisition, or sale of assets.
17. Contact
For questions about these Terms:
- Email: hello@paypacket.io
- Website: paypacket.io