Terms of Service

Version 2.2 — Last updated: 15 April 2026

Previous versions are available on request.

1. Definitions and Interpretation

In these Terms, unless the context requires otherwise:

“Agreement”	These Terms of Service, together with any Order Form, the Data Processing Agreement at clause 19, and any documents expressly incorporated by reference.
“Authorised Users”	Employees, contractors, or agents of the Customer whom the Customer permits to access and use the Service.
“Billing Period”	Each calendar month (or such other period as set out in the Order Form) during which the Subscription is active.
“Confidential Information”	All information (whether written, oral, or in electronic form) that is disclosed by one party to the other and that is either marked as confidential or would reasonably be understood to be confidential, including but not limited to business plans, financial data, customer lists, technical data, and trade secrets. It does not include information that is publicly available, already known to the receiving party, independently developed, or lawfully received from a third party without restriction.
“Customer”, “you”, “your”	The business entity (sole trader, partnership, LLP, or limited company) that enters into this Agreement by creating an account or executing an Order Form.
“Customer Data”	All data, content, files, documents, and information uploaded, entered, or generated by the Customer or its Authorised Users through use of the Service. For the avoidance of doubt, Customer Data does not include Aggregated Data.
“Aggregated Data”	Data derived from Customer Data that has been anonymised and aggregated such that it cannot, whether on its own or in combination with other data, identify the Customer, any Authorised User, or any individual, and which is used by us for the purposes described in clause 7.5.
“Effective Date”	The date on which the Customer first accepts these Terms (whether by click-wrap, account creation, or execution of an Order Form).
“Fees”	The subscription fees and any other charges payable by the Customer as set out in the Order Form or the pricing published on our website.
“myJobManager”, “we”, “us”, “our”	myJobManager Limited, a company registered in England and Wales (company number 16452230), whose registered office is at 12 Greenfield, Caerleon, Newport, NP18 3DN.
“Order Form”	Any written or electronic order executed by the parties that references this Agreement and specifies the subscription plan, Fees, and any additional terms.
“Personal Data”	Has the meaning given in UK GDPR (as defined in the Data Protection Act 2018).
“Service”	The myJobManager cloud-based business management platform, including all modules, features, updates, and related technical support made available by us under this Agreement.
“Subscription”	The Customer’s right to access and use the Service during the Subscription Term in accordance with this Agreement.
“Subscription Term”	The initial term specified in the Order Form (or, if none, monthly from the Effective Date) and any Renewal Term.
“UK GDPR”	The General Data Protection Regulation (EU) 2016/679 as it forms part of domestic law by virtue of section 3 of the European Union (Withdrawal) Act 2018, and as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (as amended).

1.2 References to clauses are to clauses of this Agreement. Headings are for convenience only and do not affect interpretation. Words in the singular include the plural and vice versa.

2. About Us

2.1 myJobManager Limited is registered in England and Wales (company number 16452230). Registered office: 12 Greenfield, Caerleon, Newport, NP18 3DN.

2.2 Contact: [email protected]

3. Acceptance and Formation of Contract

3.1 This Agreement is formed when the Customer: (a) clicks “I Accept” (or similar affirmative button) during account registration; (b) executes an Order Form that references these Terms; or (c) continues to use the Service after being notified of updated Terms in accordance with clause 21.

3.2 By accepting these Terms, you represent and warrant that: (a) you are at least 18 years of age; (b) you have the legal authority to bind the Customer to this Agreement; and (c) the Customer is a business entity acting in the course of trade, not a consumer.

3.3 These Terms are a business-to-business (“B2B”) agreement. Consumer protection legislation (including the Consumer Rights Act 2015) does not apply.

3.4 We maintain a version history of these Terms. You may request any previous version by contacting us. Your acceptance of a specific version is logged by our systems.

4. The Service

4.1 We provide a cloud-based business management platform for UK trade businesses that may include (depending on your subscription) features for:

• Accounting and general ledger management
• Sales invoicing, quoting, and credit notes
• Job and project management
• Purchasing, expenses, and supplier management
• Stock and inventory management
• Manufacturing and work-in-progress tracking
• Payroll, pensions, and HR management
• VAT, CIS, and ITSA returns (via HMRC integration)
• Bank feeds and reconciliation
• CRM and sales pipeline management
• Time tracking and workforce scheduling
• Health and safety, RAMS, and compliance management
• Document generation (invoices, payslips, statutory filings)
• AI-assisted data processing and migration
• Payment collection (via Stripe integration)
• Fixed asset management and depreciation
• Statutory accounts preparation
• Employee self-service portals

4.2 We may update, modify, or enhance the Service from time to time. We will use reasonable endeavours to give advance notice of material changes that reduce core functionality, but reserve the right to make changes necessary for security, legal compliance, or operational reasons without prior notice.

4.3 The Service is provided on a multi-tenant architecture. Each Customer’s data is stored in a completely separate, isolated database. There is no commingling of Customer Data between tenants.

5. Mobile App Users

Relationship and Account

5.1 Your employer or engaging business (the “Customer”) has entered into a separate agreement with us for the Service. Your mobile app account is created and managed by the Customer. You do not have a direct contractual relationship with myJobManager for the provision of the Service; however, by using the mobile app, you agree to be bound by the terms of this section and the acceptable use provisions in clause 9.

5.2 Your access to the mobile app is granted by, and may be revoked by, your employer at any time. We may also suspend or terminate your access in accordance with these Terms.

What You Can Do

5.3 The mobile app allows you to (depending on the permissions granted by your employer):

• Clock in and out of shifts and record work activities
• View and manage job allocations and task timers
• Search and view job details, documents, and locations
• View your pay documents (payslips and CIS statements)
• Submit expense claims and photograph receipts
• View vehicle compliance information
• Submit leave requests
• Receive and manage push notifications from your employer
• Complete forms, inspections, and compliance checks

Data Collection and Location

5.4 When you use the mobile app, we collect certain data on behalf of your employer. This includes:

1. Location data: The app collects your precise GPS location when you clock in or out, start or stop activities and timers, and periodically while you are clocked in (approximately every 15 minutes). Background location tracking stops automatically when you clock out. Location data is shared with your employer for workforce management purposes.
2. Device information: We collect your device type, device name, operating system version, app version, and a push notification token. We do not collect your device advertising identifier.
3. Photos: If you use the camera or photo library to capture receipts, invoices, or evidence photos, these images are uploaded to your employer’s account storage. Camera and photo library access is only requested when you initiate a photo capture.
4. Usage and diagnostics: We collect crash reports, performance metrics, and basic usage data (screen views, feature interactions) to maintain and improve the app. Crash data is processed by Sentry (Functional Software, Inc.) in the EU and is linked to your user account for support purposes.

5.5 Your employer is the data controller for the personal data processed through the mobile app. Our role and obligations as data processor are set out in clause 20 (Data Processing Agreement). For questions about how your employer uses your data, contact your employer directly. For questions about our processing, see our Privacy Policy.

Your Responsibilities

5.6 As an App User, you must:

1. keep your login credentials (organisation code, username, and password) confidential and not share them with any other person;
2. not use the app on behalf of another employee or allow another person to use the app under your account;
3. ensure that the data you enter (clock times, notes, expense claims, form responses) is accurate and truthful;
4. not attempt to circumvent location tracking, falsify your location, or use location-spoofing tools;
5. comply with the acceptable use provisions in clause 9; and
6. keep the app updated to the latest version available on the App Store or Google Play.

Account Deletion

5.7 You may request deletion of your mobile app account at any time through the app (Settings > Delete Account). When you submit a deletion request:

1. your request will be forwarded to your employer for processing within 30 days;
2. you will be signed out of all devices immediately;
3. your employer may retain business records (timesheets, pay documents, tax records) as required by UK employment and tax law (typically 6–7 years);
4. your push notification tokens and device registrations will be deactivated; and
5. diagnostic data linked to your account will be removed in accordance with our data retention policy.

5.8 Account deletion removes your mobile app access. It does not terminate any employment or contractual relationship between you and your employer, nor does it affect records that your employer is legally required to retain.

Offline Use and Data Sync

5.9 The app can operate offline. Actions performed without an internet connection (such as clocking in, recording materials, or starting timers) are stored locally on your device and automatically synchronised with the server when connectivity is restored. You are responsible for ensuring that your device eventually connects to the internet so that queued actions are submitted.

Push Notifications

5.10 The app may send push notifications for job assignments, schedule changes, compliance alerts, and other work-related matters as configured by your employer. You may disable push notifications through your device settings at any time, but doing so may mean you miss important work communications.

Biometric Authentication

5.11 The app supports optional biometric authentication (Face ID, Touch ID, or fingerprint) for convenience. Biometric data is processed entirely on your device by the operating system and is never transmitted to our servers or your employer. You may enable or disable biometric authentication in the app’s Settings at any time.

Limitation of Liability for App Users

5.12 To the maximum extent permitted by law, our total liability to you as an App User in connection with the mobile app shall not exceed £100 (one hundred pounds sterling). We are not liable for any decisions made by your employer based on data collected through the app, including but not limited to disciplinary actions, pay calculations, or performance assessments. The general limitation of liability provisions in clause 12 also apply.

6. Licence and Intellectual Property

Our Intellectual Property

6.1 We (or our licensors) own all intellectual property rights in the Service, including but not limited to: (a) the software, source code, object code, and all related documentation; (b) the platform architecture, APIs, databases, algorithms, and data models; (c) all updates, enhancements, modifications, and derivative works; (d) all trade marks, logos, and branding; (e) any analytics, performance data, or insights derived from the operation of the Service (excluding Customer Data); and (f) any improvements or innovations developed as a result of operating the Service, including those inspired by customer feedback or usage patterns.

6.2 Nothing in this Agreement transfers any intellectual property rights in the Service to the Customer. The Customer acquires no rights in the Service other than the limited licence granted in clause 6.3.

Licence Grant

6.3 Subject to the Customer’s compliance with this Agreement and timely payment of all Fees, we grant the Customer a non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Service during the Subscription Term solely for the Customer’s internal business purposes.

6.4 This licence is limited to the number of Authorised Users for which the Customer has paid. The Customer must not share login credentials between individuals or allow access by persons who are not Authorised Users.

Feedback

6.5 If the Customer provides suggestions, feature requests, or other feedback relating to the Service (“Feedback”), we may use that Feedback without restriction or obligation to the Customer. The Customer assigns to us all intellectual property rights in any Feedback.

7. Your Data and Content

Ownership

7.1 The Customer retains all rights, title, and interest in Customer Data. We claim no ownership of Customer Data.

Licence to Us

7.2 The Customer grants us a non-exclusive, worldwide licence to host, store, process, transmit, display, and use Customer Data solely to the extent necessary to: (a) provide and operate the Service; (b) perform our obligations under this Agreement; (c) comply with applicable law; and (d) create Aggregated Data as described in clause 7.5.

Customer Responsibilities

7.3 The Customer is solely responsible for: (a) the accuracy, quality, and legality of Customer Data; (b) obtaining all necessary consents, permissions, and legal bases required under applicable data protection law for the collection and processing of Personal Data uploaded to the Service; (c) ensuring that Customer Data does not infringe the intellectual property or other rights of any third party; and (d) maintaining appropriate backups of Customer Data to the extent the Customer considers prudent (notwithstanding that we maintain our own backup procedures).

7.4 We have no obligation to monitor Customer Data but reserve the right to remove content that we reasonably believe violates this Agreement or applicable law, having first given the Customer reasonable notice where practicable.

Aggregated and Anonymised Data

7.5 We may create Aggregated Data from Customer Data. Aggregated Data is anonymised such that it cannot identify the Customer, any Authorised User, or any data subject. We may use Aggregated Data on a perpetual, irrevocable basis for any lawful purpose, including but not limited to: (a) improving and developing the Service; (b) generating industry benchmarks and analytics; (c) training machine learning models and AI systems; and (d) producing research, reports, and publications. For the avoidance of doubt, Aggregated Data is not Customer Data and is not Personal Data.

7.6 We will ensure that Aggregated Data is produced using appropriate technical measures (including statistical anonymisation techniques) to prevent re-identification, in accordance with the ICO’s guidance on anonymisation and pseudonymisation.

8. Accounts and Security

8.1 The Customer must designate at least one account administrator who is authorised to manage Authorised Users and administer the Customer’s account settings.

8.2 The Customer is responsible for: (a) maintaining the confidentiality of all login credentials; (b) ensuring that each Authorised User has a unique login and does not share credentials; (c) configuring appropriate permissions for each Authorised User using the platform’s group-based permission system; and (d) promptly revoking access for any Authorised User who no longer requires it.

8.3 The Customer is liable for all activity that occurs under its account, whether or not authorised by the Customer, except to the extent caused by our breach of this Agreement or our negligence.

8.4 We provide multi-factor authentication (MFA) capabilities. We strongly recommend that the Customer enables MFA for all Authorised Users. The Customer’s failure to enable MFA is at its own risk.

8.5 The Customer must notify us immediately at [email protected] if it becomes aware of any unauthorised access to or use of its account.

9. Acceptable Use

20.1 The Customer and its Authorised Users must not:

1. use the Service for any purpose that is unlawful, fraudulent, or prohibited by this Agreement;
2. use the Service to store, transmit, or process any material that is defamatory, obscene, or infringes third-party rights;
3. attempt to reverse engineer, decompile, disassemble, or otherwise derive the source code, algorithms, or data models of the Service, except to the limited extent expressly permitted by applicable law (including the Copyright, Designs and Patents Act 1988);
4. copy, modify, create derivative works from, or make the Service available to any person other than Authorised Users;
5. resell, sublicence, distribute, or otherwise commercially exploit the Service or any part of it;
6. use the Service to build a competing product or service, or to benchmark the Service for competitive purposes;
7. introduce viruses, malware, worms, trojan horses, or other malicious code into the Service;
8. attempt to gain unauthorised access to any part of the Service, other customers’ data, or our infrastructure;
9. use the Service in a manner that could damage, disable, overburden, or impair the Service or interfere with other customers’ use;
10. use any automated means (including bots, scrapers, or crawlers) to access the Service except through our published APIs;
11. remove, obscure, or alter any proprietary notices, labels, or marks on the Service; or
12. use the Service to send unsolicited communications (spam) or to harvest contact information.

Customer Security Obligations

12.2 The Customer must implement and maintain reasonable security measures, including: (a) using strong, unique passwords for all Authorised User accounts; (b) keeping all devices used to access the Service reasonably secure and up to date; (c) not accessing the Service from compromised devices or networks; and (d) promptly applying any security recommendations we communicate.

10. Fees, Payment and Billing

Subscription Fees

20.1 The Customer shall pay the Fees specified in the Order Form or, where no Order Form exists, the Fees published on our website at the time of subscription. All Fees are exclusive of VAT (or equivalent sales tax), which shall be added at the prevailing rate where applicable.

12.2 Fees are calculated on a per-Authorised-User (seat) basis. A seat is counted as billable when an Authorised User has been granted any functional permission within the platform. Seats added mid-period are pro-rated. Advisor-only accounts (non-billable seats) are not charged.

Billing and Payment

12.3 Fees are invoiced in advance at the start of each Billing Period and are due for immediate payment, or on such other terms as specified in the Order Form. We accept payment by direct debit, bank transfer, or card.

12.4 If any undisputed amount remains unpaid after its due date, we may (without limiting our other remedies): (a) charge interest on the overdue amount at the rate of 8% per annum above the Bank of England base rate (in accordance with the Late Payment of Commercial Debts (Interest) Act 1998); (b) claim reasonable recovery costs; and (c) suspend access to the Service in accordance with clause 16.

Auto-Renewal

12.5 Unless the Customer cancels before the end of the current Billing Period, the Subscription will automatically renew for successive Billing Periods of the same duration. The Customer may cancel auto-renewal at any time by giving notice before the start of the next Billing Period.

12.6 No refunds will be issued for partial Billing Periods following cancellation, unless otherwise required by law.

Price Changes

12.7 We may increase Fees by giving the Customer at least 30 days’ written notice before the start of the next Billing Period. If the Customer does not agree to the increase, the Customer may cancel the Subscription before the new Fees take effect. Continued use of the Service after the effective date of a price increase constitutes acceptance of the new Fees.

12.8 We will not increase Fees during a minimum commitment period where one is specified in an Order Form, unless the increase is necessary to reflect: (a) changes in applicable taxes or levies; or (b) increased costs imposed by third-party service providers that we pass through at cost (e.g., HMRC API charges, payment processing fees).

11. Warranties and Disclaimers

Our Warranty

20.1 We warrant that we will provide the Service with reasonable skill and care, and in a manner consistent with generally accepted industry standards for cloud-based software services.

Disclaimers

12.2 Except as expressly set out in clause 11.1, the Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim all other warranties, conditions, and representations, whether express, implied, statutory, or otherwise, including any implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, or non-infringement.

12.3 Without limiting clause 11.2, we do not warrant that:

1. the Service will be uninterrupted, error-free, or available at all times;
2. the Service will meet the Customer’s specific requirements unless expressly agreed in an Order Form;
3. any defects will be corrected within any particular timeframe;
4. the Service will be compatible with any particular hardware, software, or network environment beyond our stated system requirements; or
5. any information or data stored within the Service is or will remain accurate, complete, or up to date (this being the Customer’s responsibility under clause 7.3).

12.4 We do not provide any service level agreement (“SLA”) or uptime guarantee. We use commercially reasonable endeavours to maintain high availability and will communicate planned maintenance where reasonably practicable, but the Customer acknowledges that periodic downtime may occur.

12.5 Nothing in this clause excludes or limits liability that cannot be excluded or limited under English law, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

12. Limitation of Liability

Liability Cap

20.1 Subject to clause 12.4, our total aggregate liability to the Customer under or in connection with this Agreement (whether in contract, tort (including negligence), breach of statutory duty, misrepresentation, restitution, or otherwise) shall not exceed the greater of: (a) the total Fees paid by the Customer to us in the 12-month period immediately preceding the event giving rise to the claim; or (b) £500 (five hundred pounds sterling).

Excluded Losses

12.2 Subject to clause 12.4, we shall not be liable to the Customer (whether in contract, tort, or otherwise) for any:

1. loss of profits (whether direct or indirect);
2. loss of revenue;
3. loss of business or business opportunities;
4. loss of anticipated savings;
5. loss of goodwill or reputation;
6. loss of or damage to data (including Customer Data), except to the extent caused by our wilful default or gross negligence;
7. loss of or corruption of software or systems;
8. wasted management or staff time; or
9. any indirect, consequential, special, punitive, or exemplary loss or damage,

in each case whether or not such loss or damage was foreseeable, foreseen, or known.

Customer’s Liability

12.3 Nothing in this Agreement limits the Customer’s liability for: (a) Fees due under this Agreement; (b) breach of clause 6 (Intellectual Property) or clause 9 (Acceptable Use); or (c) any indemnity given by the Customer under clause 13.

Preserved Liabilities

12.4 Nothing in this Agreement excludes or limits either party’s liability for: (a) death or personal injury caused by its negligence; (b) fraud or fraudulent misrepresentation; (c) any liability that cannot lawfully be excluded or limited under the laws of England and Wales.

Reasonableness

12.5 The Customer acknowledges that the limitations and exclusions in this clause 12 are reasonable having regard to the circumstances, including (without limitation): the Fees payable under this Agreement; the fact that the Service is a general-purpose business tool and not bespoke software; the availability of insurance to mitigate loss; and the Customer’s ability to take steps to mitigate the consequences of any failure of the Service (including by maintaining backups).

12.6 Each sub-clause of this clause 12 operates separately. If any sub-clause is held to be unenforceable, the remaining sub-clauses shall continue to apply.

13. Indemnification

20.1 The Customer shall indemnify and hold harmless myJobManager and its officers, directors, employees, and agents from and against any claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) the Customer’s breach of this Agreement; (b) the Customer’s breach of applicable law; (c) any allegation that Customer Data infringes the rights of a third party; or (d) any negligent or wrongful act or omission of the Customer or its Authorised Users in connection with the Service.

14. Third-Party Services and Integrations

General

20.1 The Service integrates with or relies upon third-party services and platforms, including but not limited to: (a) HMRC (Making Tax Digital, RTI, CIS, ITSA); (b) open banking providers (including Finexer Limited); (c) payment processors (including Stripe); (d) pension providers (including NEST); (e) cloud infrastructure providers (including Amazon Web Services); (f) Companies House; and (g) other third-party APIs that we may add, modify, or remove from time to time.

20.2 The Customer acknowledges and agrees that:

1. third-party services are provided by independent third parties and are governed by their own terms of service, which the Customer is responsible for reviewing and complying with;
2. we do not control, and are not responsible for, the availability, accuracy, reliability, security, or performance of any third-party service;
3. we make no warranty or representation regarding any third-party service;
4. we shall have no liability whatsoever for any loss, damage, cost, or expense arising from the unavailability, failure, error, delay, or malfunction of any third-party service;
5. we may change, add, or remove third-party integrations at any time, giving reasonable notice where practicable;
6. the Customer’s use of third-party services through the Service may require the Customer to agree to additional terms directly with the third-party provider.

Open Banking and Financial Data

See section 20A for the regulatory terms applicable to open banking and payment initiation, including our status as a PSD Agent of Finexer Limited.

Payment Processing

20.4 Where the Customer uses payment collection features (including Stripe Connect), the Customer acknowledges that: (a) Stripe’s terms of service and connected account agreement apply; (b) we are not a party to any payment transaction between the Customer and its clients; (c) we have no liability for payment failures, chargebacks, disputes, or fraud; and (d) the Customer is responsible for compliance with the Payment Card Industry Data Security Standard (PCI DSS) to the extent applicable.

Government Services

20.5 Where the Customer submits data to HMRC, Companies House, or any other government body through the Service, the Customer acknowledges that: (a) the Customer is solely responsible for the accuracy, completeness, and timeliness of all data submitted; (b) we have no liability for any penalties, interest, surcharges, or other consequences arising from late, inaccurate, or failed submissions; (c) the Customer should verify all submissions before confirming them; and (d) we do not guarantee continued access to government APIs, which may be modified or withdrawn by the relevant government body at any time.

15. No Professional Advice

20.1 The Service is a software tool. We are a technology provider, not an accounting firm, tax adviser, legal adviser, or financial adviser. Nothing in the Service or any communication from us constitutes professional accounting, tax, legal, financial, or regulatory advice.

20.2 The Service may include features that calculate tax, generate financial reports, prepare statutory filings, or perform accounting functions. These features are tools to assist the Customer and its professional advisers. The Customer must not rely on the Service as a substitute for independent professional advice.

20.3 The Customer is solely responsible for: (a) the accuracy of its financial records, tax returns, and statutory filings; (b) compliance with all applicable laws, regulations, and accounting standards (including UK GAAP, FRS 102, and HMRC requirements); (c) any penalties, interest, or other liabilities imposed by HMRC, Companies House, or any other authority; and (d) obtaining independent professional advice where appropriate.

20.4 We shall have no liability for any loss, damage, penalty, or other consequence arising from the Customer’s reliance on any calculation, report, or output generated by the Service without independent verification.

16. Suspension

20.1 We may suspend the Customer’s access to the Service (in whole or in part), with immediate effect by giving written notice, if:

1. any Fees remain unpaid for more than 14 days after the due date;
2. we reasonably believe that the Customer or any Authorised User is in material breach of this Agreement;
3. we reasonably believe that the Customer’s use of the Service poses a security risk to the Service, our infrastructure, or other customers;
4. we are required to do so by law, regulation, or court order;
5. the Customer’s use of the Service could expose us to legal liability; or
6. the Customer becomes subject to any insolvency event (see clause 17.3).

20.2 Where reasonably practicable and not prohibited by law, we will give the Customer prior notice and an opportunity to remedy the issue before suspending access. During any period of suspension for non-payment, Fees shall continue to accrue.

20.3 We will restore access promptly once the grounds for suspension have been resolved to our reasonable satisfaction.

17. Termination

Termination by Customer

20.1 The Customer may terminate this Agreement at any time by cancelling its Subscription before the start of the next Billing Period. Termination will take effect at the end of the then-current Billing Period. No refund will be given for the unexpired portion of a Billing Period.

Termination by Us

20.2 We may terminate this Agreement: (a) by giving the Customer not less than 30 days’ written notice for any reason (or no reason); (b) immediately by written notice if the Customer commits a material breach of this Agreement that is not capable of remedy; (c) by written notice if the Customer commits a material breach capable of remedy and fails to remedy it within 14 days of receiving notice; or (d) immediately if any Fees remain unpaid for more than 30 days after the due date.

Insolvency

20.3 Either party may terminate this Agreement immediately by written notice if the other party: (a) passes a resolution for winding up (other than for the purpose of a solvent amalgamation or reconstruction); (b) has an administration order made against it; (c) has a receiver, administrator, or administrative receiver appointed over any of its assets; (d) enters into an arrangement or composition with its creditors; (e) ceases or threatens to cease carrying on business; or (f) an equivalent event occurs under the laws of any applicable jurisdiction.

Effect of Termination

20.4 On termination of this Agreement: (a) the licence granted in clause 6.3 terminates immediately; (b) the Customer must cease all use of the Service; (c) we will make Customer Data available for export in accordance with clause 18; (d) each party must return or destroy the other party’s Confidential Information, except as permitted under clause 18.4; and (e) all accrued rights and obligations survive, including clauses 6 (IP), 7 (Data), 12 (Liability), 13 (Indemnity), 18 (Data Portability), 19 (Confidentiality), 20 (DPA), and 22 (Governing Law).

20.5 Where we terminate under clause 17.2(a) (termination for convenience), we will refund any prepaid Fees for the period after termination takes effect on a pro-rata basis.

18. Data Portability and Deletion

Data Export

20.1 On termination of this Agreement, we will make the Customer’s Data available for export for a period of 30 days following the effective date of termination (the “Export Window”). During the Export Window, the Customer may download Customer Data using the export tools available within the Service, or by requesting a data export from us.

23.2 If the Customer requires data in a specific format or requires assistance with the export, we will use reasonable endeavours to accommodate such requests, which may be subject to additional charges at our then-current professional services rates.

Data Deletion

20.3 Following the expiry of the Export Window, we may, at our absolute discretion, or will at the Customer's written request, delete or anonymise all Customer Data within 90 days, except to the extent that: (a) retention is required by applicable law (including HMRC record-keeping requirements); (b) the data forms part of our backup archives, in which case it will be deleted in the ordinary course of our backup rotation cycle; or (c) the data has been anonymised and included in Aggregated Data in accordance with clause 7.5.

20.4 We reserve the option, but not the obligation, to retain the Customer's Data in a form that would allow the customer to resubscribe to the Service as a future date. At out absolute discretion, we may require the returning customer to pay not more than 3 months the base subscription charge (without extra seats) at the prevailing, non-discounted rate for their subscription package, in addition to future subscription fees, to cover storage costs. If the customer does not wish myJobManager to retain their data, they should make a written request for the data to be deleted as described in clause 18.3.

20.5 On written request from the Customer following deletion, we will provide written confirmation that Customer Data has been deleted in accordance with this clause.

19. Confidentiality

20.1 Each party shall keep the other’s Confidential Information strictly confidential and shall not disclose it to any third party without the prior written consent of the disclosing party, except: (a) to its employees, officers, advisers, or contractors who need to know it for the purposes of this Agreement and who are bound by obligations of confidentiality no less onerous than this clause; (b) as required by law, regulation, or court order; or (c) to the extent that disclosure is reasonably necessary to exercise a party’s rights under this Agreement.

20.2 The obligations in this clause 18 survive termination of this Agreement for a period of 3 years, or for any longer period for which data is retained under Section 18.4.

20. Data Processing Agreement

Roles and Responsibilities

20.1 For the purposes of UK GDPR:

1. The Customer is the Controller of Personal Data that it (or its Authorised Users) upload, enter, or generate within the Service (“Processed Data”). The Customer determines the purposes and means of processing.
2. myJobManager is the Processor, processing Processed Data on the Customer’s behalf and in accordance with the Customer’s documented instructions (which, unless otherwise agreed in writing, are the instructions implicit in the Customer’s use of the Service’s features).
3. myJobManager is an independent Controller of: (i) account registration data (names, email addresses, and login credentials of Authorised Users); (ii) billing and payment data; (iii) technical and security logs; and (iv) Aggregated Data.

Processing Details

20.2 The subject matter, duration, nature, purpose, types of Personal Data, and categories of data subjects are as follows:

Subject matter	Provision of the Service as described in clause 4.
Duration	The Subscription Term plus any retention period under clause 18.
Nature and purpose	Hosting, storage, computation, display, transmission, backup, and processing of Customer Data to provide the Service features used by the Customer.
Types of Personal Data	May include (depending on Customer’s use): names, addresses, email addresses, phone numbers, dates of birth, National Insurance numbers, bank account details, payroll data, tax references, employment records, financial transaction data, and any other Personal Data the Customer chooses to upload.
Categories of data subjects	The Customer’s employees, workers, contractors, customers, suppliers, contacts, and any other individuals whose data the Customer uploads.

Processor Obligations

20.3 As Processor, we shall:

1. process Processed Data only on the Customer’s documented instructions (including as necessary to provide the Service), unless required to process by applicable law, in which case we will inform the Customer before processing (unless the law prohibits this);
2. ensure that all persons authorised to process Processed Data are subject to obligations of confidentiality;
3. implement and maintain appropriate technical and organisational measures to protect Processed Data against unauthorised or unlawful processing and against accidental loss, destruction, or damage, including (without limitation): encryption of data in transit (TLS) and of sensitive data at rest (AWS KMS); database-per-tenant isolation; access controls and authentication (AWS Cognito with MFA support); regular security monitoring; and audit logging;
4. not engage a Sub-processor without the Customer’s prior authorisation (see clause 20.4);
5. taking into account the nature of the processing, assist the Customer by appropriate technical and organisational measures in fulfilling the Customer’s obligation to respond to data subject requests under Chapter III of UK GDPR;
6. assist the Customer in ensuring compliance with the obligations under Articles 32 to 36 of UK GDPR (security, breach notification, DPIAs, and prior consultation), taking into account the nature of processing and the information available to us;
7. at the Customer’s choice, delete or return all Processed Data on termination in accordance with clause 17, and delete existing copies unless applicable law requires retention;
8. make available to the Customer all information reasonably necessary to demonstrate compliance with this clause 19, and allow for and contribute to audits (including inspections) conducted by the Customer or an auditor mandated by the Customer, subject to reasonable notice, scope limitations, and confidentiality obligations. The Customer may exercise its audit right no more than once per year, unless a data protection authority requires additional audits.

Sub-processors

20.4 The Customer provides general authorisation for us to engage Sub-processors. Our current Sub-processors as of the date of this Agreement are:

Sub-processor	Purpose	Location
Amazon Web Services (AWS)	Cloud hosting, storage (S3), authentication (Cognito), encryption (KMS), email delivery (SES), document extraction (Textract)	EU/UK (eu-west-2 London, eu-west-1 Ireland)
Stripe, Inc.	Payment processing and collection (where Customer enables Stripe features)	EU/UK, US (with SCCs)
Finexer Limited	Open banking, bank feeds, and payment initiation (where Customer enables banking features)	UK
Anthropic PBC	AI-assisted data processing, migration support, and intelligent features (where Customer uses AI features)	US (with UK Addendum to SCCs)

20.5 We will give the Customer at least 14 days’ prior notice of any intended addition or replacement of a Sub-processor (by email or in-application notification). If the Customer has a reasonable, objectively justified objection to a new Sub-processor on data protection grounds, it must notify us in writing within 14 days of receiving notice. We will make reasonable efforts to address the Customer’s concerns. If we cannot resolve the objection, either party may terminate this Agreement on 30 days’ notice.

20.6 We shall ensure that each Sub-processor is bound by data protection obligations no less onerous than those set out in this clause 20. We remain fully liable to the Customer for the acts and omissions of our Sub-processors.

Personal Data Breach

20.7 We shall notify the Customer without undue delay (and in any event within 72 hours) after becoming aware of a Personal Data breach affecting Processed Data. The notification shall include: (a) a description of the nature of the breach, including (where possible) the categories and approximate number of data subjects and records concerned; (b) the name and contact details of our data protection point of contact; (c) a description of the likely consequences of the breach; and (d) a description of the measures taken or proposed to address the breach, including measures to mitigate its possible adverse effects.

20.8 We shall cooperate with the Customer and take reasonable steps to assist in the investigation, mitigation, and remediation of the breach, and in any notification to data subjects or the Information Commissioner’s Office.

International Transfers

20.9 Processed Data is primarily stored and processed within the United Kingdom and the European Economic Area (AWS eu-west-2 London region). Where Processed Data is transferred to a country outside the UK that has not been deemed adequate by the UK Secretary of State, we shall ensure that appropriate safeguards are in place, including: (a) the International Data Transfer Agreement (IDTA) issued by the ICO; or (b) the EU Standard Contractual Clauses with the UK International Data Transfer Addendum; or (c) such other transfer mechanism as is approved under UK GDPR.

20.10 Details of the safeguards in place for each Sub-processor are available on request.

20A. Open Banking and Financial Data

20A.1 Where the Customer uses open banking features (including bank feeds, transaction imports, and payment initiation services), the Customer acknowledges that:

1. in providing these features, MyJobManager Limited is acting as an agent of Finexer Limited, who is authorised by the Financial Conduct Authority under the Payment Services Regulations 2017, firm reference number 925695, as an Authorised Payment Institution to provide account information services and payment initiation services;
2. MyJobManager Limited is entered on the FCA’s Financial Services Register as a PSD Agent of Finexer Limited under firm reference number 1053813. You can verify our status at register.fca.org.uk;
3. the open banking services are provided by Finexer Limited and are subject to their terms and conditions in addition to these Terms;
4. we have no liability whatsoever for: (i) the accuracy, completeness, or timeliness of bank transaction data; (ii) any failed, delayed, or incorrectly processed payments; (iii) any loss arising from the unavailability of banking services; (iv) any unauthorised access to bank accounts that does not arise from our breach of this Agreement; or (v) any decision made by the Customer or any third party based on financial data obtained through the Service; and
5. the Customer is solely responsible for verifying all financial data and reconciling bank transactions.

21. Changes to These Terms

23.1 We may update these Terms from time to time. When we make changes, we will: (a) update the version number and “Last updated” date; (b) notify the Customer by email and/or in-application notification at least 30 days before the changes take effect; and (c) make the previous version available on request.

23.2 If the Customer does not agree to the updated Terms, the Customer may terminate this Agreement before the changes take effect by giving notice in accordance with clause 17.1. Continued use of the Service after the effective date of updated Terms constitutes acceptance of those Terms.

23.3 Minor clarifications, corrections of typographical errors, or changes required by law may be made without advance notice, but we will notify the Customer of such changes as soon as reasonably practicable.

22. Governing Law and Dispute Resolution

23.1 This Agreement and any dispute or claim arising out of or in connection with it (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.

23.2 Before commencing court proceedings (other than for urgent injunctive relief), the parties shall attempt in good faith to resolve any dispute through:

1. Negotiation: The parties shall first attempt to resolve the dispute by direct negotiation between senior representatives with authority to settle. If the dispute is not resolved within 14 days, either party may escalate to mediation.
2. Mediation: The parties shall attempt to resolve the dispute through mediation administered by the Centre for Effective Dispute Resolution (“CEDR”) in accordance with CEDR’s model mediation procedure. Unless otherwise agreed, the mediation shall take place in London. The costs of mediation shall be shared equally.

23.3 If the dispute is not resolved within 60 days of the first written notice of the dispute (or such longer period as the parties may agree), either party may commence court proceedings.

23.4 The courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with this Agreement.

23.5 To the fullest extent permitted by law, the Customer agrees not to participate in any class action, collective action, or representative proceeding against us. Any dispute must be brought in the Customer’s individual capacity (or, where the Customer is a business entity, in its own name and on its own behalf).

23. General Provisions

22.1 Entire Agreement. This Agreement (together with any Order Form) constitutes the entire agreement between the parties and supersedes all prior agreements, understandings, negotiations, and discussions (whether written or oral) relating to its subject matter. The Customer acknowledges that it has not relied on any statement, representation, or warranty not expressly set out in this Agreement.

22.2 Severability. If any provision of this Agreement is held to be invalid, illegal, or unenforceable by any court of competent jurisdiction, that provision shall be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable, or if such modification is not possible, it shall be severed from this Agreement. The remaining provisions shall continue in full force and effect.

22.3 Waiver. No failure or delay by either party in exercising any right or remedy under this Agreement shall operate as a waiver of that right or remedy. No single or partial exercise of any right or remedy shall preclude any further exercise of that right or remedy or the exercise of any other right or remedy.

22.4 Assignment. The Customer may not assign, transfer, or sub-contract any of its rights or obligations under this Agreement without our prior written consent. We may assign this Agreement to any affiliate or in connection with a merger, acquisition, corporate reorganisation, or sale of all or substantially all of our assets, provided the assignee assumes our obligations under this Agreement.

22.5 Force Majeure. Neither party shall be liable for any failure or delay in performing its obligations (other than payment obligations) to the extent that such failure or delay is caused by circumstances beyond its reasonable control, including (without limitation) acts of God, fire, flood, pandemic, epidemic, government action, war, terrorism, power failure, telecommunications failure, or third-party service outages. The affected party must notify the other party promptly and use reasonable endeavours to mitigate the effect of the force majeure event.

22.6 Notices. Notices under this Agreement must be in writing and sent to: (a) in the case of the Customer, the email address associated with the account administrator; (b) in the case of myJobManager, [email protected]. Notices sent by email are deemed received on the next business day after sending.

22.7 No Partnership. Nothing in this Agreement creates a partnership, joint venture, agency, or employment relationship between the parties. Neither party has authority to bind the other.

22.8 Third-Party Rights. This Agreement does not confer any rights on any person or party other than the parties to this Agreement and (where applicable) their permitted successors and assignees. The Contracts (Rights of Third Parties) Act 1999 does not apply.

22.9 Cumulative Remedies. The rights and remedies provided under this Agreement are in addition to, and not exclusive of, any rights or remedies provided by law.

22.10 Counterparts. Where an Order Form is executed, it may be executed in any number of counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Electronic signatures (including click-wrap acceptance) have the same legal effect as handwritten signatures.

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