Terms & Conditions
1. Who we are
ComplyHR ("the Service") is operated by Click Design Ltd, a company registered in England & Wales under company number 13679389, with its registered office at Peter House, Oxford Street, Manchester, M1 5AN, United Kingdom ("we", "us", "our"). You can contact us at mahmood@clickdesign.uk.
2. The Service
The Service is online software that helps UK employers keep HR records and manage the record-keeping and reporting duties that come with a UKVI sponsor licence — employee records, document storage, right to work check records, visa and Certificate of Sponsorship details, absence and rota records, and compliance reminders. It is available via the web and mobile applications. By creating an account you agree to these terms on behalf of your organisation.
3. Not legal or immigration advice
The Service is a record-keeping and reminder tool. It does not provide legal or immigration advice, and using it does not guarantee compliance with Home Office requirements. Responsibility for meeting sponsor duties — including the accuracy of records, right to work checks and reports made through the Sponsor Management System — remains with you as the employer and licence holder at all times. Deadlines and alerts shown by the Service are calculated aids, not authoritative determinations. ComplyHR is independent software and is not affiliated with, or endorsed by, the Home Office or UK Visas and Immigration.
4. Accounts
You must provide accurate information when registering and keep your login credentials secure. You are responsible for all activity under your organisation's account, including the actions of users you give access to. Accounts are for business use; you must be at least 18 years old.
5. Subscriptions and payment
The Service offers a free plan and paid subscription plans, billed monthly or annually as shown at the point of purchase. Payments are processed by Paddle.com, who act as our merchant of record — your payment relationship, receipts and card handling are with Paddle. Prices exclude VAT or sales tax, which Paddle adds at checkout where applicable. Subscriptions renew automatically until cancelled. You can cancel at any time from Settings; your plan remains active until the end of the paid period. Refunds are handled under our Refund Policy. We may adjust free plan limits with reasonable notice.
6. Your data and your employees' data
The records you store in the Service — including employee personal details and identity documents — remain yours. For data protection purposes you are the controller of the personal data you store about your employees, and we act as your processor, storing and processing it solely to provide the Service, as described in our Privacy Policy. You are responsible for having a lawful basis to hold your employees' data, for its accuracy, and for honouring their data protection rights. Identity documents are stored encrypted, and access within your account is controlled by the roles you assign.
7. Acceptable use
You must not use the Service to store or process data unlawfully, to hold records of people who are not your employees or job applicants, to attempt to breach its security, or to resell it without our written agreement. We may suspend accounts that breach these terms.
8. Availability and support
We aim to keep the Service available at all times but do not guarantee uninterrupted operation. We may perform maintenance, and we will make reasonable efforts to give notice of planned downtime. Support is provided by email. Because sponsor-duty deadlines are time-critical, you should not rely on the Service as your only record of a pending deadline.
9. Liability
Nothing in these terms limits liability that cannot be limited by law. Otherwise, our total liability arising from the Service in any 12-month period is limited to the amount you paid us for the Service in that period. We are not liable for indirect losses, loss of profit, penalties or licence action imposed by a regulator (including the Home Office), or loss of data caused by events outside our reasonable control. You should keep your own copies of important documents — the Service provides document download and the Inspection Pack export at all times.
10. Ending the agreement
You may close your account at any time from Settings, which permanently deletes your organisation's data from the Service. We may terminate accounts for material breach of these terms. Remember that UKVI record-keeping duties may require you to retain copies of records elsewhere after closing your account — export what you need first.
11. Changes
We may update these terms from time to time. If a change is significant we will notify you by email or in the app before it takes effect. Continued use after a change means you accept the updated terms.
12. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.