Terms of Service

Effective Date: 1st September 2026
 
These Terms of Service outline the framework under which Smart Payroll Services delivers payroll and HR solutions to its clients.
 
By contracting with Smart Payroll Services, the client acknowledges and accepts these Terms and Conditions alongside any formal quotations, proposals, or service schedules.
 
1. Service Provision

Smart Payroll Services offers dedicated payroll and human resources support as defined in each client agreement.
 
Core offerings may include:
 
- Comprehensive payroll processing

- PAYE and National Insurance management

- RTI electronic submissions

- Digital payslip generation

- Pension administrative support

- Detailed payroll reporting

- General payroll administration

- HR consulting and advisory

- HR casework management

- Customised HR projects
 
The exact scope of work will be outlined in your individual service agreement.
 
2. Processing Guidelines

Payroll is executed based on the data submitted by the client.
 
The client is responsible for ensuring all data shared with Smart Payroll Services is:

- Full and accurate

- Duly authorised

- Submitted by the established deadline
 
Smart Payroll Services assumes no liability for errors, financial penalties, or losses resulting from late or incorrect data supplied by the client. While we attempt to accommodate late submissions, we cannot guarantee their

inclusion in the current cycle. Extra fees may apply for re-processing requirements.
 
3. Deadlines and Schedules

Clients will receive a fixed payroll calendar. It is your duty to provide information within these windows. Failure to meet deadlines may result in processing delays or the use of existing data at our discretion, with additional

labour costs billed separately.
 
4. Standard Service Scope

The recurring fee covers basic payroll functions including routine processing, tax calculations, RTI filing, and standard reporting. It does not encompass significant manual interventions or complex one-off tasks.
 
5. Extra Service Fees

Supplementary charges apply for items outside the main scope, such as out-of-cycle starters, corrections due to client error, CIS administration, statutory manual calculations, and historical payroll reconstruction. Fees will

be communicated before work begins where possible.
 
6. Pension Management

Standard administration includes auto-enrolment assessments, contribution processing, and data submission. Complex reconciliations, legacy error fixes, or provider changes will be quoted separately. The client maintains

ultimate legal responsibility for pension compliance.
 
7. HR Advisory and Casework

General HR support spans phone advice and best-practice guidance. Significant matters involving investigations, disciplinary proceedings, or detailed drafting are classified as consultancy and billed at the prevailing

casework rate.
 
8. Specialised HR Projects

Bespoke tasks such as drafting handbooks, site-specific contracts, or restructuring strategies will be quoted independently. Work commences only after a project-specific scope is formally agreed upon.
 
9. Client Duties

The client is responsible for management decisions, employee consents, maintaining personnel files, ensuring data legality, and verifying that enough funds are available for all statutory and wage payments. Smart Payroll

Services acts as a support partner, not the legal employer.
 
10. Payroll Finalisation

Clients must review and approve payroll data prior to the payment date. Once approved, Smart Payroll Services will finalise submissions based on that confirmation.
 
11. Third-Party Interactions

We are authorised to submit data to HMRC and pension providers on your behalf. The client is responsible for the accuracy of the underlying data and maintaining valid authorisation.
 
12. Invoicing and Payments

Fees are specified in your service contract. Invoices must be settled within 30 days. Late payments may incur interest and could lead to service suspension following due notice.
 
13. Implementation Fees

A one-time setup fee of £99 applies to new accounts for system configuration and onboarding. This fee is non-refundable once the setup process has started.
 
14. Service Termination and Handover

Upon termination, a standard £99 offboarding fee applies for the orderly transfer of data. Extensive historical cleanup or complex handovers will be quoted at an hourly rate.
 
15. Data Privacy and Confidentiality

Both parties commit to protecting sensitive information. Smart Payroll Services implements robust technical measures to secure client and employee data according to UK legislation.
 
16. Data Protection Compliance

We process data as per UK law. A formal Data Processing Agreement will be implemented. Clients must ensure a lawful basis for processing and provide necessary privacy notices to their staff.
 
17. System Security

While we maintain high security standards, clients must protect their own login credentials and internal systems to prevent unauthorised access.
 
18. Nature of Professional Advice

HR guidance is practical in nature and does not constitute legal counsel from a solicitor. Clients should seek legal representation for litigation or employment tribunal matters.
 
19. Error Resolution

We will promptly fix any errors caused by our internal processing. Errors arising from client-provided data will be corrected at the client's expense.
 
20. Limitation of Liability

We provide services with professional care but are not liable for losses caused by third-party system failures, late client data, or events beyond our reasonable control.
 
21. Insurance

Smart Payroll Services maintains professional indemnity insurance relevant to the scope of our offerings.
 
22. Proprietary Rights

Clients may use custom documents created for them, but Smart Payroll Services retains ownership of all pre-existing templates, methodologies, and technical processes.
 
23. Outsourcing

We may utilise secure third-party software and sub-processors to deliver our services, ensuring all data protection safeguards remain in place.
 
24. Notice Period

Unless otherwise agreed, termination requires 30 days' written notice. We reserve the right to end services immediately for non-payment or unlawful requests.
 
25. Force Majeure

We are not responsible for delays caused by extreme events such as cyber-attacks, utility failures, or natural disasters, but will act to restore services quickly.
 
26. Feedback and Complaints

We strive for excellence. If you have concerns, please notify us immediately so we can investigate and resolve the issue.
 
27. Agreement Updates

We periodically review pricing and terms. Clients will receive notice regarding recurring fee adjustments or significant policy changes.
 
28. Legal Jurisdiction

These terms are governed by English and Welsh law. Any disputes will be settled within the courts of England and Wales.
 
29. Consent

By utilising Smart Payroll Services, you confirm you have read and accepted these Terms of Service and all related data agreements.
 
Smart Payroll Services
 
Effective Date: 1st September 2026

Version: 1.0