These Terms and Conditions ("Terms") govern access to and use of the HR Soul website, software, and services (the "Platform", "Service", "we", "us", "our") by business customers ("Customer", "Company", "you", "your"). By registering, subscribing to, or using the Platform, you agree to be legally bound by these Terms.
1. Nature of Service
HR Soul provides a cloud-based HR management platform designed to assist businesses with employee records, leave management, attendance, communications, onboarding, reporting, and related HR workflows. We provide software only. We are not your employer, HR consultant, legal adviser, payroll provider, accountant, or outsourced HR department.
2. Business Use Only
- The Platform is for business use only.
- You confirm you are authorised to bind your company to these Terms.
- All registration information must remain accurate and current.
3. Subscription, Billing and Renewals
- Access is provided on a rolling monthly subscription basis.
- Subscriptions automatically renew each billing cycle unless cancelled before renewal.
- All fees are payable in advance.
- We may change pricing with reasonable notice.
- Applicable VAT or taxes may be added where required.
4. Non-Refundable Payments
All payments are final and non-refundable, including partial months, unused subscriptions, early cancellations, downgrades, suspension periods, or accidental non-use of the Platform.
5. Cancellation and Closure
You may cancel at any time with no cancellation fee. Cancellation prevents future renewals only. Access may continue until the end of the paid billing period unless otherwise stated. We may retain or delete data after closure in accordance with our retention and legal obligations.
6. Customer Responsibilities
- Accuracy and legality of all uploaded data.
- All HR, payroll, disciplinary, recruitment, and employment decisions.
- User access permissions and password security.
- Compliance with employment, tax, privacy, and workplace laws.
- Maintaining independent backups of important records.
7. Data Protection and GDPR
Your company is the Data Controller of employee personal data. HR Soul acts only as a Data Processor to the extent applicable.
- You warrant that you have a lawful basis for processing personal data.
- You are responsible for employee privacy notices, consents, policies, and internal agreements.
- You must comply with UK GDPR, EU GDPR, and all relevant privacy laws.
- If sensitive or special category data is uploaded, you do so at your own risk and responsibility.
8. Security
We implement reasonable technical and organisational measures to protect the Platform. However, no online system is fully secure or uninterrupted. You acknowledge inherent internet risks and remain responsible for account credential security.
9. Acceptable Use
You must not misuse the Platform or use it to:
- Break laws or regulations
- Upload false, abusive, unlawful, or harmful content
- Harass or discriminate against employees
- Attempt unauthorised access
- Interfere with service performance
- Upload malware or malicious code
10. Intellectual Property
All rights, title, and interest in the Platform, source code, design, databases, trademarks, branding, and functionality remain exclusively owned by HR Soul. Your subscription grants a limited, revocable, non-exclusive, non-transferable licence to use the Platform during an active paid subscription.
You may not copy, resell, sublicense, reverse engineer, scrape, clone, modify, or build competing services using the Platform.
11. Availability, Updates and Support
We aim to maintain reliable service but do not guarantee uninterrupted availability. Maintenance, emergency fixes, updates, outages, feature changes, or removals may occur at any time. Support is provided at our discretion unless otherwise agreed in writing.
12. No Warranty
The Platform is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim warranties of merchantability, fitness for purpose, uninterrupted operation, or error-free performance.
13. Limitation of Liability
To the maximum extent permitted by law, HR Soul shall not be liable for indirect or consequential loss, loss of profits, revenue, contracts, goodwill, data loss, employment disputes, tax penalties, or downtime. Our total aggregate liability arising from the Service shall not exceed the total fees paid by you in the three months preceding the claim.
Nothing in these Terms excludes liability that cannot legally be excluded.
14. Indemnity
You agree to indemnify and hold harmless HR Soul from claims, actions, fines, damages, losses, and costs arising from your data, employment practices, privacy breaches, misuse of the Platform, or breach of these Terms.
15. Suspension or Termination by Us
We may suspend, restrict, or terminate access immediately where we reasonably believe there is non-payment, fraud, unlawful activity, security risk, abuse, or breach of these Terms.
16. Force Majeure
We are not liable for delays or failures caused by events beyond our reasonable control, including internet outages, supplier failures, cyberattacks, strikes, natural disasters, or government action.
17. Confidentiality
Each party shall keep confidential any non-public commercial or technical information received from the other, except where disclosure is required by law.
18. Changes to Terms
We may amend these Terms from time to time by publishing an updated version on our website. Continued use of the Platform after changes take effect constitutes acceptance.
19. Governing Law
These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.
20. Contact
HR Soul
https://hr-soul.co.uk