Terms of service

These terms are the agreement between Smplr LTD (company number 17196814, registered at 66 Paul Street, London, EC2A 4NA) — "we", "us" — and the business that has an account with us — "you", "the customer". They apply from the moment your account is created.

smplr is sold to businesses, not to consumers. If you are agreeing to these terms you are confirming you have authority to bind the business you work for.

1. What we provide

smplr is a hosted HR platform: leave and sickness absence, people records, contracts with electronic signature, onboarding and offboarding, policies, right-to-work, probation and qualification tracking, objectives, one-to-ones and reviews, equality monitoring, expense claims and mileage, thanks between colleagues, rotas and shift planning, clocking in and timesheets, holiday from hours worked, a month-end pack for your payroll accountant, and reporting on all of it. We provide it as a service over the internet — there is nothing for you to install and no licence to a copy of the software.

Holiday from hours worked follows the answers you give about each person's contract: you give the answers, and the answers set how that person's holiday builds up. smplr gives hours of holiday, never pay; your payroll works out holiday pay.

We also offer HR Services: HR work done for you by our team, such as a health check, contracts or policies written to order, or mediation. You buy each piece of work separately, by accepting a fixed quote in smplr, and it is governed by our HR Services terms of business, which are shown with every quote. Those terms, not these, govern the advice that work contains.

We will provide the service with reasonable skill and care, and we will not materially reduce its functionality during a period you have paid for.

2. Your account

Your account lives on its own subdomain. Access to it is by invitation: your administrators invite each person, and nobody can add themselves to your organisation — not by signing up for one of their own, not by any other route. You are responsible for who you invite, what permissions you grant them, and for removing people who leave.

Keep credentials secure and tell us promptly at trust@smplr.co.uk if you believe an account has been compromised.

3. Your data, and your obligations as controller

Your employees' personal data remains yours. We process it only on your instructions, under the data processing agreement, which forms part of these terms.

You are the data controller for it. That means you are responsible for having a lawful basis for what you put here, for identifying the Article 9 condition that covers sickness and other health data, for telling your staff that their data is held in smplr and why, and for responding to their data protection rights requests. We will help you do that — see the DPA — but the obligation is yours.

You must not upload data you have no right to hold, and you must not use smplr to store data unrelated to employing the people in your account.

4. Fees and payment

£4.50 a month for each person working at your company, plus £1.00 a month for each past leaver whose records you are keeping, billed monthly in advance. Fees exclude VAT, which is added where it applies.

Free trial. Unless we have agreed to invoice you, your first 30 days are free. If you sign up yourself, we ask for a card when you start: nothing is charged during the trial, and if you cancel before it ends you pay nothing at all. The trial runs from the day the card is added.

Paying by card. After the trial we charge the card automatically each month, in advance, through our payment provider, Stripe. If a payment fails, your account keeps working for 7 days while it is put right; after that it becomes read-only until the payment is made. Read-only means you can still see and export everything, but not change it.

Paying by invoice. If we have agreed to invoice you instead, invoices are raised monthly in advance and are payable within 14 days of the invoice date.

We may change our prices, but not during a month you have already paid for, and we will give you at least 30 days' notice before a change takes effect. If you do not want to pay the new price, cancel before it applies — see clause 5.

5. Cancelling

You can cancel at any time, with no minimum term and no notice period. Tell us at accounts@smplr.co.uk. Your account stays available until the end of the month you have paid for, and we do not charge you again.

We do not refund part-months, because we do not charge for a period you have not started.

Getting your data out. At any time, an administrator with the right permission can download a complete export of your account's data from Compliance — every record, as spreadsheet files, with a list of the documents you have uploaded. If you ask us, before your account closes or within 30 days after, we will provide the same export together with the uploaded documents themselves. After that, we delete it as described in the DPA.

6. Availability

We aim to keep smplr available at all times, and we publish our uptime rather than asking you to take our word for it. We do not promise uninterrupted service: we need to deploy changes, apply security updates, and occasionally take things down. We schedule disruptive work outside UK business hours where we can, and we tell you in advance where we can.

We do not currently offer a contractual service level with credits attached. If we ever do, it will be a separate document referenced here, not a change buried in these terms.

7. Support

Support is by email to accounts@smplr.co.uk, during UK business hours. We aim to respond within one working day.

8. Suspension

We may suspend an account if fees are more than 30 days overdue, if the account is being used unlawfully, or if it is threatening the security or stability of the service for other customers. Except where the problem is urgent, we will tell you first and give you a chance to put it right. A suspension does not delete your data.

9. Intellectual property

We own smplr and everything in it apart from your data. You own your data. Nothing in these terms transfers ownership either way. You may not copy, reverse-engineer or resell the service.

If you send us feedback or suggestions we may use them freely, without owing you anything for them.

10. Confidentiality

Each of us will keep the other's confidential information confidential, use it only for the purposes of this agreement, and protect it as carefully as our own. This does not apply to information that is public through no fault of the receiver, was already known, or must be disclosed by law.

11. Warranties and what we do not promise

We warrant that we will provide the service with reasonable skill and care and that we have the right to provide it to you.

Beyond that, and to the extent the law allows, we exclude all other warranties. In particular we do not warrant that the service will be uninterrupted or error-free, and the platform does not give legal or HR advice: the guidance, templates and calculations in the product are provided to help you, and you remain responsible for your own compliance with employment law. Advice you buy from us through HR Services is covered by its own terms of business (see clause 1).

12. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Neither of us is liable to the other for loss of profit, loss of business, or indirect or consequential loss.

Subject to those two paragraphs, each party's total liability arising out of this agreement in any 12-month period is limited to the fees paid or payable by you in that period.

13. Ending the agreement

Either of us may end this agreement immediately if the other commits a material breach and does not put it right within 30 days of being asked to, or becomes insolvent.

When the agreement ends, your right to use smplr ends, and we deal with your data as described in clause 5 and the DPA. Any clause that by its nature should survive — confidentiality, liability, and anything about data already processed — survives.

14. Changes to these terms

We may change these terms. If a change is material we will give you at least 30 days' notice by email to your account administrators. If you do not accept it, cancel before it takes effect; continuing to use smplr after that means you accept it.

15. General

These terms are the whole agreement between us on this subject. If any part is found unenforceable, the rest stands. Neither of us may assign this agreement without the other's consent, except to a purchaser of substantially the whole of our business. Nobody who is not a party to it has rights under it.

These terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.