Griffin Payroll LLP – Terms and Conditions
Effective Date: 24 April 2025
Overview of Services
Griffin Payroll LLP (Company Number OC420341) is a payroll services provider based in the UK. We offer professional payroll processing and related services to businesses, including calculating employee wages, handling tax deductions (such as PAYE and National Insurance), generating payslips, and submitting required filings to HMRC on your behalf. Our goal is to deliver accurate, timely payroll services in compliance with UK regulations, so you can focus on running your business.
These Terms and Conditions explain the agreement between you (the client) and us (Griffin Payroll LLP) when you use our payroll services. By using our services, you agree to these terms. We aim to keep things clear and fair, and we encourage you to read through these key points outlining what you can expect from us and what we expect from you.
Client Responsibilities
To ensure we can process your payroll smoothly and accurately, we rely on your cooperation. As our client, you agree to:
Provide Accurate Information: Supply all necessary payroll information on time, including employees’ details, hours worked, pay rates, and any changes (e.g. new starters, leavers, bonus payments). You are responsible for confirming that this data is correct and up to date.
Timely Communication: Let us know of any changes that affect payroll as soon as possible. For example, inform us promptly about new hires, employee departures, changes in salaries or working hours, and any statutory changes (such as student loan status or tax code notices). Timely updates help prevent errors or compliance issues.
Compliance with Law: Ensure that your business is complying with all relevant employment and tax laws. You must have the legal right (e.g. work authorization) to employ your staff and a lawful basis (under data protection law) to provide their personal information to us for processing.
Review and Approvals: Promptly review any payroll reports or documents we provide (such as draft payroll summaries) and let us know if anything looks incorrect before we finalize the payroll. We’ll usually seek your approval for each payroll run, especially if there are unusual payments or adjustments.
Payment for Services: Pay our fees on time as agreed (see Fees & Payment Terms below). Timely payment helps us continue providing you with uninterrupted service.
By fulfilling these responsibilities, you help us deliver the best service possible and avoid unnecessary hiccups or delays in processing your payroll.
Fees & Payment Terms
Our fees and payment terms are designed to be straightforward and transparent:
Fee Structure: We will agree on a pricing plan or fee schedule with you in advance. This may be a fixed fee, a fee per payslip, or another arrangement as appropriate for the services you need. All fees will be communicated clearly before you start using our services, so there are no surprises.
Invoicing: We typically bill for our services on a regular schedule (for example, monthly or per payroll run). Invoices will be sent to you via email (or another agreed method), detailing the services provided and the amount due.
Payment Due Date: You agree to pay each invoice within the timeframe specified on the invoice (commonly within 14 or 30 days of the invoice date, unless otherwise agreed). Prompt payment is important to maintain your service without interruption.
Late Payments: If an invoice is not paid on time, we reserve the right to charge reasonable late fees or statutory interest as permitted by law. We will notify you if a payment is overdue and give you an opportunity to address it. However, persistent failure to pay may result in suspension of services until the account is brought up to date.
Changes to Fees: If we need to adjust our fees or introduce new charges (for example, due to changes in the scope of work or periodic pricing updates), we will inform you in advance. Any changes will typically apply from an agreed date going forward. If you do not agree to the new fees, you are free to discuss alternatives with us or to terminate the service (as per our Termination Policy).
Our goal is to be fair and transparent in our pricing. If you ever have questions about an invoice or our fees, please contact us so we can clarify any concerns.
Confidentiality & Data Protection (UK GDPR Compliance)
We take confidentiality and data protection very seriously. Handling sensitive payroll information is a core part of our service, and you can trust that we will safeguard it:
Confidential Information: Both you and we agree to keep each other’s confidential information private. Any business information you share with us for payroll processing (such as employee details, salaries, or financial records) will be kept strictly confidential. We won’t disclose your information to anyone outside of Griffin Payroll LLP unless it’s necessary to perform our services (for example, submitting data to HMRC or pension providers) or we are required by law to do so. Likewise, if we share any confidential information with you (for instance, our proprietary processes or software tools), you agree not to disclose it to third parties without our permission.
UK GDPR Compliance: We comply with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws. In the context of providing payroll services, we act as a Data Processor on your behalf, and you are the Data Controller for your employees’ personal data. This means we will only process personal data you provide to us in accordance with your instructions and solely for the purpose of delivering payroll services. We will not use this data for any other purpose without your consent.
Data Security: We implement appropriate technical and organizational measures to protect personal data. This includes using secure systems for storing payroll data, encrypting sensitive information where applicable, and limiting access to only those personnel who need it to perform the service. We also regularly review our security practices to keep up with industry best practices.
Data Sharing and Storage: We will only share personal data with third parties when necessary for providing the service or as required by law. Typical examples include transmitting payroll information to HMRC, pension providers, or securely distributing payslips to your employees. If we use any third-party services or software (such as cloud payroll systems or data storage), we ensure they also have proper data protection standards in place.
Confidentiality & Data Protection (UK GDPR Compliance)
We take confidentiality and data protection very seriously. Handling sensitive payroll information is a core part of our service, and you can trust that we will safeguard it:
Confidential Information: Both you and we agree to keep each other’s confidential information private. Any business or personal data you share with us for payroll processing (such as employee details, salaries, or financial records) will be kept strictly confidential. We won’t disclose your information to anyone outside of Griffin Payroll LLP unless it’s necessary to perform our services (for example, submitting data to HMRC or a pension provider) or we are required by law to do so. Likewise, if we share any confidential information with you (for instance, our proprietary processes or software tools), you agree not to disclose it to third parties without our permission.
UK GDPR Compliance: We comply with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws. In providing payroll services, we act as a Data Processor on your behalf, and you are the Data Controller for your employees’ personal data. This means we will only process the personal data you provide to us in accordance with your instructions and solely for the purpose of delivering payroll services. We will not use this data for any other purpose without your consent. You should ensure you have a lawful basis to share your employees’ data with us (for example, fulfilling an employment contract) and, if required, have informed your employees that you’ll be using an outsourced payroll service.
Data Security: We implement appropriate technical and organizational measures to protect personal data. This includes using secure systems to store payroll data, encrypting sensitive information where applicable, and limiting access to data only to authorized personnel who need it to perform our services. We also regularly review our security practices to adapt to new threats or industry best practices, helping to keep your data safe.
Data Sharing & Storage: We will only share personal data with third parties when necessary for providing our services or when required by law. Common examples include submitting payroll information to HMRC, enrolling employees in workplace pension schemes, or distributing payslips to your employees (for instance, via a secure email or portal). If we use any third-party services or cloud software tools to assist in payroll processing or data storage, we ensure they meet strong data protection standards and, where required, have appropriate agreements in place (such as Data Processing Addendums) to protect your data. We also generally store and process data within the UK. If, in exceptional cases, data might be processed outside the UK, we will make sure proper legal safeguards (like standard contractual clauses) are in place to maintain UK GDPR compliance.
Data Retention & Deletion: We retain payroll records only for as long as necessary to fulfill our services and to meet legal or regulatory requirements. For example, UK tax laws often require keeping payroll records for a certain number of years (commonly at least three years from the end of the tax year, and many businesses keep records for six years). If you stop using our services, you can request that we return or securely delete the personal data we hold about your business and employees. We will comply with such requests provided we are not required by law to retain the data. Any data that we must keep (e.g. for statutory compliance or audit purposes) will continue to be protected under these confidentiality and data protection terms until it is eventually deleted.
Data Breach Notification: In the unlikely event of a personal data breach (for example, unauthorized access to or disclosure of payroll data), we will inform you as soon as possible after becoming aware of it. We will also provide you with relevant details of the breach and take immediate action to mitigate it and prevent further unauthorized access. If the breach requires notification to the Information Commissioner’s Office (ICO) or affected individuals under the UK GDPR, we will assist you in meeting those obligations. Our aim is to be transparent and proactive in our response to any security issue.
Limitation of Liability
We strive to provide our payroll services with care and professionalism. However, it’s important to understand the limits of our responsibility to you if things don’t go as planned:
Direct vs. Indirect Losses: If we make a mistake or fail to deliver our service as promised, we will work with you to fix the issue. That said, Griffin Payroll LLP will not be liable for any losses that are not directly caused by our actions. This means we aren’t responsible for indirect or consequential losses such as lost profits, loss of business opportunities, or damage to your reputation arising from an issue with our services. We can only be held responsible for the actual direct damages or loss you suffer due to something we did or failed to do, and even then only to the extent it was reasonably foreseeable.
Liability Cap: To keep our liability fair and proportionate, if we are found responsible to you for any matter related to our services, the maximum amount we would owe you is limited to the total fees you have paid us for those services over the past 12 months immediately before the claim arose. (For example, if an error occurred, our financial responsibility to you would at most equal what you paid us in fees for the previous year of service.) This cap reflects that we are a service provider and cannot insure or guarantee against every possible outcome, especially those beyond our control.
No Limitation for Certain Issues: We do not exclude or limit liability for things that we cannot legally limit. For instance, if our negligence resulted in personal injury or if we engaged in fraud, we would be fully liable as required by law. Nothing in these Terms is meant to limit your rights as a customer under the law. But for all normal matters related to our payroll services, the liability limitations above will apply.
Third-Party Issues: We rely on certain third-party systems (for example, HMRC’s online systems, banking networks for salary payments, or software platforms). We can’t accept liability for failures or errors caused by those third-party services or events outside our reasonable control (such as internet outages, government system downtime, or acts of nature). However, if such issues arise, we will do our best to inform you and work with you to resolve them or find workarounds.
Termination Policy
We understand that circumstances change, and either you or we may need to end our working relationship. Here’s how termination of services works:
Termination by You (Client): You can cancel our payroll services at any time by giving us notice in writing (email to us is fine). We kindly request at least 30 days’ notice so we have enough time to smoothly wrap up any ongoing payroll matters (for example, completing the final payroll run and providing all necessary reports or employee documents). If you’ve paid for services in advance that extend beyond your termination date, we will review and discuss a fair refund for any unused portion of the service (excluding any one-time setup fees or similar charges that were expressly agreed as non-refundable). Our goal is to make the off-boarding process as easy as possible for you.
Termination by Us (Griffin Payroll LLP): Similarly, we reserve the right to terminate the service by providing you with at least 30 days’ written notice. We might decide to end the service for reasons such as changes in our business operations or if we no longer can service your account. In most cases, we will complete any payroll processing up to the end of the notice period and help transition you out. In rare cases where there’s a serious issue – for example, if you violate these Terms significantly (like persistent non-payment or using our services for unlawful activities) – we might suspend or terminate the service with shorter notice or even immediately if required. However, we will always attempt to communicate with you and resolve issues before it comes to early termination.
Effect of Termination: Once termination takes effect, we will stop providing payroll services from that date forward. It’s your responsibility to make alternative arrangements for any future payrolls after termination. We will return any property or data of yours that we have, upon request. Specifically, you can ask for a copy of your payroll data or reports, and we will provide those if you don’t already have them. We will also securely delete or destroy personal data we hold on your behalf after termination, in line with our data retention policy and legal requirements (except for any data we are required to keep by law, such as records needed for tax purposes). Keep in mind that you should save all payslips, reports, and relevant documents we’ve provided during our service for your own records. Even after our formal relationship ends, both parties will still be obligated to maintain confidentiality of any information obtained during the service (as outlined in the Confidentiality section).
Outstanding Fees: If there are any unpaid invoices or fees owed at the time of termination, we will work with you to settle those. Likewise, if a refund is due to you for pre-paid services, we will process that promptly. Termination of the service does not absolve either party from settling any financial obligations that arose prior to termination.
Governing Law
These Terms and Conditions are governed by the laws of England and Wales. This means that our agreement is interpreted under those laws. If any dispute or legal claim arises related to these Terms or our payroll services that we cannot resolve amicably between us, it will be dealt with in the courts of England and Wales. By doing business with us, both you and Griffin Payroll LLP agree to this choice of law and jurisdiction. We hope to never have disputes escalate that far, but we want to be clear on the legal framework that applies just in case.
Contact Details
We value open communication. If you have any questions about these Terms, or need to send us any notices or requests, please reach out using the following details:
Company Name: Griffin Payroll LLP
Registered Address: Highland House, 165 The Broadway, London, England, SW19 1NE
Company Number: OC420341
Email: payslips@griffinpayroll.com