Our Terms of Service
Our Terms of Service outline how EarnIQ operates, the responsibilities of platform users, and the standards that help ensure a secure and reliable payroll experience for everyone.
Introduction & Acceptance
Welcome to EarnIQ, a digital platform operated by Payroll Easy Limited, a company registered in England and Wales. EarnIQ provides tools and features designed to support payroll management, including timesheet recording, payslip generation, and optional AI-assisted payslip analysis.
These Terms of Use set out the rules that govern your access to and use of the EarnIQ platform, whether as an Individual User (B2C) or an Organisational User (B2B).
By creating an account or using the platform, you confirm that you have read, understood, and accepted these Terms. If you do not agree, you must not use the platform.
Your use of EarnIQ is also governed by our Privacy Notice and, where applicable, our Data Processing Agreement. These explain how personal data is processed and protected.
We may update these Terms from time to time. The most recent version will always be available in the “Legal” section of your EarnIQ dashboard. Continued use of EarnIQ after updates constitutes acceptance of the revised Terms.
Definitions
The following terms have the meanings defined below:
- Account – The EarnIQ user account used to access the platform.
- AI Feature – The optional AI-assisted payslip analysis tool.
- Controller – The entity determining how personal data is processed.
- Data Protection Legislation – Includes UK GDPR and the Data Protection Act 2018.
- EarnIQ – The online platform owned by Payroll Easy Limited.
- Individual User – A private B2C user managing personal payroll.
- Organisational User – A business or agency using EarnIQ for workers.
- Personal Data – Any identifiable data processed on the platform.
- Processor – A party processing data on behalf of a Controller.
- Services – Payroll features including timesheets, payslips, AI review, reporting, and support.
Eligibility & Account Registration
You must be at least 18 years old to use EarnIQ.
If you register on behalf of an organisation, you confirm you have authority to bind that organisation to these Terms.
Account Creation
To use EarnIQ, you must register with accurate and complete details.
- You must accept these Terms and the Privacy Notice.
- B2B users may also be required to accept a Data Processing Agreement.
Account Responsibility
- You must keep login details secure.
- You must notify us immediately of any suspected unauthorised access.
Organisational Accounts
- Each user must have a unique login.
- Shared credentials are not permitted.
- Organisations must manage user permissions responsibly.
Description of Services
EarnIQ provides secure online payroll management functionality.
Core Features Include:
- Timesheet recording
- Payslip generation
- Optional AI-assisted payslip review
- Secure data dashboards
- Notifications and security alerts
- Digital customer support
AI Feature
The AI tool is optional and only analyses information provided during the session. It does not make automated decisions.
System Availability
While we aim for continuous availability, occasional maintenance or technical interruptions may occur.
Accuracy
Calculations depend on data users enter; users remain responsible for verifying accuracy.
User Responsibilities
Lawful Use
You agree to use EarnIQ only for lawful purposes and in accordance with applicable laws.
Accuracy of Data
You must ensure all information entered is accurate and up to date.
Organisational Users
- You must obtain lawful basis for processing employee data.
- You must notify EarnIQ of any suspected breaches.
Content Restrictions
- No unlawful, offensive, or defamatory content.
- No unnecessary sensitive data unless required for payroll.
Data Protection & Privacy
EarnIQ complies with UK GDPR, the Data Protection Act 2018, and all applicable data protection laws.
Roles
- B2C Users → EarnIQ acts as Data Controller.
- B2B Users → EarnIQ acts as Data Processor.
Privacy Notice
All data processing is governed by our Privacy Notice. B2B Users may also require a Data Processing Agreement.
User Obligations
- Provide lawful and necessary data only.
- Keep data updated.
Security Measures
EarnIQ uses encryption, access controls, and monitoring.
Security & Account Access
EarnIQ implements layered technical and organisational safeguards, including encryption, MFA, monitoring, and session timeouts.
User Responsibilities
- Keep credentials private.
- Use secure devices and networks.
- Notify EarnIQ immediately of suspicious activity.
Incident Response
In the event of a security incident, EarnIQ will investigate, notify affected users, and take mitigating action.
Use of AI and Analytics
EarnIQ includes an optional AI tool that provides advisory insights only. It does not make decisions.
Data Handling
- Data processed by AI is deleted or anonymised after analysis.
- AI does not train on user data.
User Control
AI is opt-in only. Users may disable AI at any time.
Analytics
Analytics use anonymised or pseudonymised data to improve performance and security.
Intellectual Property & Platform Use
All intellectual property in EarnIQ remains the property of Payroll Easy Limited.
Restrictions
- No copying, reverse-engineering, or modification.
- No developing competing services using EarnIQ.
- No automated scraping or extraction.
User Data
Your uploaded data remains your property.
Fees, Payments & Subscriptions
Some EarnIQ features require subscription fees. Prices are displayed during sign-up and exclude VAT unless stated.
Payments
- Subscriptions renew automatically unless cancelled.
- Failed payments may lead to suspension.
- Refunds are only issued where required by law.
Free Trials
Trials convert to paid plans unless cancelled before renewal.
Suspension, Termination & Account Closure
Suspension
Accounts may be suspended for breach, risk, law enforcement requests, or non-payment.
Termination
- Users may delete accounts at any time.
- EarnIQ may terminate accounts for non-compliance or operational reasons.
Effects of Termination
Access ends immediately, and data may be deleted per retention policy.
Limitation of Liability & Disclaimers
EarnIQ is provided “as is” and “as available”. We disclaim all implied warranties to the fullest extent permitted by law.
Liability Limit
Our total liability is limited to the fees paid in the past 12 months, unless law requires more.
Exclusions
- No liability for indirect or consequential losses.
- No liability for user data errors.
- No liability for third-party failures.
Governing Law
These Terms are governed by and interpreted in accordance with the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.
Dispute Resolution & Conflict Avoidance
Both parties agree to act in good faith to avoid disputes.
Process
- Raise issue → attempt early resolution
- Escalate to senior representatives
- Mediation if unresolved
- Court proceedings if mediation fails
Services continue during dispute resolution unless directed otherwise.
General Provisions
- These Terms, Privacy Notice, and DPA form the entire agreement.
- We may update Terms; continued use means acceptance.
- You may not assign your rights; EarnIQ may assign in certain cases.
- Force majeure events may affect service delivery.
- If any clause is invalid, the remainder stays in effect.
For questions or notices, contact Payroll Easy Limited at the provided official email address.
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