Terms & Conditions

Last updated: January 2025

1. INTRODUCTION

These Terms and Conditions ("Terms") govern your use of the services provided by Alpine Payroll Limited ("we", "us", "our", "Company"), a company registered in England and Wales. Our registered office is at 5 Brayford Square, London, England, E1 0SG.

By engaging our services or using our website at www.alpine-payroll.com (the "Website"), you agree to be bound by these Terms. If you do not agree to these Terms, you must not use our services or Website.

These Terms should be read in conjunction with our Privacy Policy and Data Processing Addendum.

2. DEFINITIONS

  • "Client" means the person or entity that engages our services
  • "Services" means all payroll processing, HR support, business consultancy, and related services we provide
  • "Agreement" means these Terms together with any service agreement, proposal, or contract we enter into with you
  • "Data" means all information, including personal data, that you provide to us in connection with our services
  • "HMRC" means Her Majesty's Revenue and Customs

3. OUR SERVICES

3.1 Service Description

We provide the following services:

  • Payroll processing and administration
  • HMRC compliance and RTI submissions
  • Pension administration and auto-enrolment
  • HR management and support
  • Business consultancy
  • Employer of Record (EOR) services
  • Statutory payment processing
  • Year-end reporting (P60s, P11Ds)

3.2 Service Scope

The specific services we provide to you will be set out in a separate service agreement, proposal, or contract. These Terms apply to all services unless otherwise specified in writing.

3.3 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of our services at any time. We will provide reasonable notice of any material changes that affect your services.

4. CLIENT OBLIGATIONS

4.1 Accurate Information

You agree to provide us with accurate, complete, and up-to-date information necessary for us to provide our services. You are responsible for ensuring the accuracy of all data you provide.

4.2 Timely Provision of Data

You must provide us with all necessary data and information in a timely manner to enable us to meet deadlines, including HMRC submission deadlines.

4.3 Compliance with Laws

You are responsible for ensuring that your use of our services complies with all applicable laws and regulations.

4.4 Authorisation

You warrant that you have the authority to engage our services and to provide us with all data and information you supply to us.

5. FEES AND PAYMENT

5.1 Service Fees

Our fees for services will be set out in your service agreement or proposal. Fees are subject to change with reasonable notice.

5.2 Payment Terms

Unless otherwise agreed in writing:

  • Fees are due within 30 days of invoice date
  • Payment must be made in pounds sterling (GBP)
  • Late payment may incur interest charges at the rate of 8% per annum above the Bank of England base rate

5.3 Disputed Invoices

If you dispute an invoice, you must notify us in writing within 14 days of the invoice date. You must pay any undisputed portion of the invoice.

5.4 Suspension of Services

We reserve the right to suspend services if payment is overdue, subject to providing reasonable notice.

6. INTELLECTUAL PROPERTY

All intellectual property rights in our services, Website, and materials remain our property. You may not copy, modify, or distribute any of our materials without our written consent.

7. DATA PROTECTION

Our processing of personal data is governed by our Privacy Policy and Data Processing Addendum. By using our services, you agree to the terms of these documents.

8. CONFIDENTIALITY

We will maintain the confidentiality of all information you provide to us, except where:

  • Disclosure is required by law
  • Disclosure is necessary to provide our services
  • You have given us permission to disclose

9. LIMITATION OF LIABILITY

9.1 Our Liability

To the maximum extent permitted by law:

  • Our total liability for any claim arising from or in connection with our services shall not exceed the total fees paid by you to us in the 12 months preceding the claim
  • We shall not be liable for any indirect, consequential, or special losses
  • We shall not be liable for any loss arising from your failure to provide accurate or timely information

9.2 Exclusions

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any liability that cannot be excluded by law

10. INDEMNIFICATION

You agree to indemnify us against any claims, losses, or expenses arising from:

  • Your breach of these Terms
  • Your provision of inaccurate or incomplete information
  • Your failure to comply with applicable laws

11. TERMINATION

11.1 Termination by You

You may terminate our services at any time by providing written notice. You remain liable for all fees incurred up to the date of termination.

11.2 Termination by Us

We may terminate our services immediately if:

  • You breach these Terms
  • You fail to pay fees when due
  • You provide false or misleading information
  • We are unable to provide services due to circumstances beyond our control

11.3 Effect of Termination

Upon termination:

  • All outstanding fees become immediately due
  • We will return or delete your data in accordance with our Data Processing Addendum
  • Provisions that by their nature should survive termination will remain in effect

12. FORCE MAJEURE

We shall not be liable for any failure or delay in performing our obligations due to circumstances beyond our reasonable control, including but not limited to:

  • Natural disasters
  • War, terrorism, or civil unrest
  • Government actions or changes in law
  • IT system failures or cyber attacks
  • Industrial action

13. COMPLAINTS

If you have a complaint about our services, please contact us:

Alpine Payroll Limited
5 Brayford Square
London
England
E1 0SG

Phone: 03030 0332 14
Email: cs@alpine-payroll.com

We will investigate your complaint and respond within a reasonable time.

14. GOVERNING LAW AND JURISDICTION

These Terms are governed by the laws of England and Wales. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. CHANGES TO THESE TERMS

We may update these Terms from time to time. We will:

  • Update the "Last updated" date at the top of these Terms
  • Notify you of material changes via email or a prominent notice on our Website
  • Obtain your consent where required by law

Your continued use of our services after changes are made constitutes acceptance of the updated Terms.

16. SEVERABILITY

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

17. ENTIRE AGREEMENT

These Terms, together with any service agreement, proposal, or contract, constitute the entire agreement between you and us regarding our services, superseding all prior agreements and understandings.

18. WAIVER

No failure or delay by us in exercising any right under these Terms shall constitute a waiver of that right.

19. THIRD PARTY RIGHTS

These Terms do not confer any rights on any third party.

20. CONTACT US

If you have any questions about these Terms, please contact us:

Alpine Payroll Limited
5 Brayford Square
London
England
E1 0SG

Phone: 03030 0332 14
Email: cs@alpine-payroll.com
Website: www.alpine-payroll.com

Last updated: January 2025