Terms of service

1. Who this is between

These terms are between Apex Enterprise HRM ("we", "us") and the organisation named on the subscription ("you"). They apply from the moment a workspace is provisioned for you. The person who accepts them confirms they are authorised to bind the organisation.

2. What we provide

A hosted workspace on your own subdomain, backed by its own database, including every module in the product catalogue, for as many people as your tier allows. Setup, your first data import and a walkthrough are included. We provide the service with reasonable skill and care, and we keep it current: fixes, improvements and new modules reach your workspace at no extra charge.

3. Seats

A seat is a person who can sign in, not a device. Going over your allowance does not lock anybody out and does not trigger an automatic upgrade or a retrospective charge — we show it in our console and agree the next tier with you. Reducing seats takes effect from your next period.

4. Fees, terms and payment

• Fees are the published price for your tier, or the figure in your quote, in GBP.
• Longer terms earn the published discount, applied automatically to every invoice for that term.
• Invoices are issued at the start of each period and payable within 14 days.
• VAT is added where applicable at the prevailing rate.
• We will not change your price during a term you have already committed to. Any increase applies from your next renewal, with at least 30 days' notice in writing.

5. If an invoice is not paid

Your workspace keeps working for a grace period of 7 days after a period ends. After that, access is withdrawn. Withdrawing access never deletes anything. Your data stays exactly as it is and paying restores it as a single status change. We do not charge a reconnection fee.

6. Your responsibilities

• Keep your sign-ins to one person each, and tell us promptly if you think one is compromised.
• Make sure you have a lawful basis for the personal data you put in, and tell your staff you are using the service.
• Use it within the acceptable use policy.
• Keep your billing and account-owner contact details current — a notice sent to a dead mailbox is still a notice given.

7. Your data is yours

You keep every right in the data you put into the workspace. We claim no licence over it beyond what is needed to run the service for you. We do not use it to train models, we do not sell it, and we do not mine it for anything. A complete export is available to you at any time on request.

8. Availability and support

We aim for 99.5% monthly availability, excluding scheduled maintenance announced at least 48 hours ahead and anything outside our reasonable control. Incidents are published on our status page as soon as we know of them. Support is reached from the help page inside your workspace, with a first reply inside the published response times — which stays available even while your workspace is suspended.

9. Our access to your workspace

Our staff do not browse your data. Entering your workspace needs a single-use link that expires, a recorded reason, and your users see a banner on screen for the whole session. Areas protected by the Financial Security PIN remain closed to us. Every such session is in your own audit trail as well as ours.

10. Ending it

• You may end it at the end of any term, by telling us in writing before it renews. Mid-term, see the refund policy.
• We may end it for non-payment after the grace period, or for a serious breach of the acceptable use policy that you have not put right after notice.
• Either way, we take a verified copy of your database, prove it reads back, and give you a single-use download link. The copy is kept for 60 days in case you want it again, with a final reminder before it is destroyed.

11. Liability

Neither side excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited. Subject to that, our total liability in any twelve-month period is limited to the fees you paid us in that period, and neither side is liable for indirect or consequential loss.

This limit does not reduce our obligations as a data processor, or our duty to return your data.

12. Changes to these terms

We may update these terms. If a change materially affects you we will email the account owner at least 30 days before it takes effect, and you may end the subscription at your next renewal if you do not accept it. The date at the top of this page always reflects the current version.

13. Law

These terms are governed by the laws of England and Wales, whose courts have exclusive jurisdiction.