WPC HR Terms and Conditions
The contract between WPCHR LTD and each organisation using WPC HR
Version 1.0 | Effective date: 1 November 2026
WPCHR LTD | Company number 14812456
1. About these terms
1.1These terms are a contract between WPCHR LTD, a company registered in England and Wales with company number 14812456, whose registered office is at 112-116 Whitechapel Road, 2nd Floor, Unit 5-6, London E1 1JE ("we", "us"), and the organisation named on the WPC HR account ("you"). WPC HR is our brand.
1.2The contract is made up of these terms and your order: the plan, price, billing period and any extras shown when you sign up, confirm a change in the app, or accept a quote from us. If they conflict, your order wins on price and plan. Our website and marketing material are not part of the contract, except that our pricing page and the package details shown to you when you buy are part of it, as these terms refer to them.
1.3WPC HR is for businesses and other organisations, not consumers. The person accepting confirms that they are authorised to bind your organisation.
1.4You accept these terms by ticking the box when the account is created, or in the screen that asks you to accept them. Ticking the box has the same effect as signing. We keep a copy of the version you accepted, and every version stays available at wpchr.co.uk/legal/terms.
1.5We use personal data in two different ways. For our own records of you and your Users (contacts, account, billing and security) we are a controller, and our Privacy Policy (wpchr.co.uk/legal/privacy) explains how we use that data and the cookies we use. For the personal data in your Customer Data, you are the controller and we are your processor, and section 14 applies.
2. Words with special meanings
| Word | Meaning |
|---|---|
| Account Owner | The one person who controls your account and accepts terms for you. You can pass the role to another HR Admin. |
| Active employee | An employee record with the status Invited, Active or On notice. |
| Customer Data | The information you or your Users put into WPC HR (including HRMS Employer and HRMS Employee), including your employees’ records and documents. |
| Existing client | An organisation with an active subscription before 1 November 2026. |
| Group firm | WorkPermitCloud Limited (trading as Work Permit Cloud), WPC Lawyers, WPC Accountants, WPC Jobs or WPC AI, each of which provides its own services under its own terms. |
| HR Admin | A User to whom you give administrator rights in HRMS Employer. |
| HRMS Employer | The part of the Service used by your HR Admins and managers to manage your workforce records, documents, reminders and reports, through the web application and the WPC HR Employer app. |
| HRMS Employee | The part of the Service used by your employees to see their own information and complete their own tasks, through the web application and the WPC HR Employee app. |
| Service | The WPC HR software (HRMS Employer and HRMS Employee, delivered through the web application and the WPC HR Employer and Employee apps), support, and the additional or bundled services included in your plan or order. |
| User | Anyone you allow to sign in to your account: HR Admins, managers and employees. |
3. The Service
3.1We provide the Service for your plan, for your internal business use, with reasonable skill and care. The services included in your plan are those described in the package details shown to you at the time of purchase and in your order, including any bundled or additional services.
3.2The Service has two parts. HRMS Employer is used by your HR Admins and managers to keep employee records and documents, track deadlines and prepare reports. HRMS Employee is used by your employees to see their own information and complete tasks you give them. The features available to you depend on your plan.
3.3We aim to keep WPC HR available and working, but we do not promise that it will always be available or free of errors. We may need to stop it for maintenance or to deal with a problem; we try to do this outside working hours and to tell you beforehand where we can.
3.4We keep improving WPC HR and may change its features. If we remove a core function of your plan during a period you have paid for, you may cancel without charge.
3.5Parts of the Service depend on services we do not control, such as Stripe, GoCardless, the app stores, Companies House and GOV.UK services. We are not responsible for their availability or changes. Features labelled beta or preview are provided as they are.
3.6All terms implied by law are excluded to the extent the law allows.
4. Your account and your users
4.1Each account has one Account Owner. Only the Account Owner can accept terms, change the plan, close the account and pass ownership to another HR Admin. If the Account Owner leaves without passing ownership, we transfer it only after a director or partner of your organisation confirms it in writing.
4.2You decide who has access and with what role, and you are responsible for what your Users do in your account.
4.3You must keep sign-in details secret, use multi-factor authentication where we offer it, remove access promptly when someone leaves, and tell us at once if you suspect that an account has been misused.
4.4Our staff never accept terms, confirm a privacy notice or confirm a right to work check on your behalf.
5. Free trial
5.1Essential includes one free trial of 14 days per organisation, and none for an organisation that has been a WPC HR client before. We check the company number, the Account Owner’s email address and the email domain. If there is a match, the account starts without a trial, and you see this before you pay.
5.2You add a payment card at sign-up. Unless you cancel before the trial ends, your first payment is taken on the day it ends. If you cancel during the trial, nothing is charged.
5.3There is no free trial for Protect, Protect+ or a bespoke plan, except as we agree in writing.
6. Plans and employee numbers
6.1Each plan’s price depends on the number of Active employees, in the bands shown on our pricing page and in "My plan".
6.2If adding an employee takes you into the next band or above your plan’s limit, the Account Owner is asked to confirm the new price, and it applies pro rata from the date the band was passed. We never stop you adding an employee.
6.3You move to a lower band from your next billing date, once your Active employees have been within that band for the whole of the previous month.
6.4Above the largest band of a plan, you need a bespoke plan agreed with us. Until it is agreed, the price of the largest band applies.
6.5Existing clients keep their plan, price and billing period as invoiced before they accepted these terms. They move to another plan only by agreement with us, and their previous plan and price then end.
7. Fees and payment
7.1Prices are in pounds sterling and exclude VAT. WPCHR LTD is not yet registered for VAT, so no VAT is charged. Once we are registered, we will tell you before VAT is added at the applicable rate, and your invoice will show it.
7.2Your order shows your billing period. Essential is billed monthly or, where our pricing page offers it, annually. Protect and Protect+ are billed monthly. Plans are paid in advance by card (through Stripe), by Direct Debit (through GoCardless), or as we agree in your order.
7.3Extras (for example a paid HR Officer session or an extra reporting session) are charged when you confirm them, at the price shown, and delivered once payment has succeeded.
7.4If a payment fails, it is retried automatically over 14 days and we tell the Account Owner. If it is still unpaid after 14 days, your plan ends and section 20 applies; the unpaid fees remain due.
7.5If you dispute an invoice, tell us within 30 days of its date and pay the part you do not dispute. We may charge interest on late payments under the Late Payment of Commercial Debts (Interest) Act 1998.
7.6Payments are not refundable, including for part of a billing period after you cancel, except where these terms say otherwise or the law requires.
7.7We may change our prices by giving the Account Owner at least 30 days’ notice. The new price applies from your next billing date after the notice, or for Protect, Protect+ and annual billing from your next renewal. You may cancel before it applies, without charge.
8. How long the contract lasts
8.1The contract starts when you accept these terms and continues until it is ended under this section or section 19.
8.2Essential runs month to month, with no minimum term. If you have chosen annual billing (where offered), it runs for 12 months at a time and renews unless you cancel before the renewal date. The Account Owner can cancel at any time in the app (Settings → Account → Close account) or by email. The Service continues to the end of the period already paid for.
8.3Protect and Protect+ run for a minimum term of 12 months, paid monthly, and renew for another 12 months unless you cancel before the renewal date. We remind you at least 30 days before. We may decide not to renew by telling you at least 60 days before.
8.4Leaving Protect or Protect+ early. If you cancel before the minimum term ends, or the plan ends early because a payment was not made, you pay for the included services (section 10.1) you have used in the current 12 months beyond what your monthly payments so far have covered, at the prices on our pricing page at the start of the term, but never more than the monthly price for the months left. We show you the amount before you confirm. Nothing is due if you cancel because of a material change (section 21) or because of our serious breach.
8.5A bespoke plan runs for the term in its order.
9. What you do
9.1You make sure that the information you and your Users enter is accurate and that you are allowed to enter it.
9.2You keep the records the law requires you to keep (for example right to work records for 2 years after employment ends, and sponsor records) and download them before your account is deleted.
9.3You must not, and must not let anyone: (a) use the Service unlawfully or to store unlawful or harmful content; (b) upload malicious code, test or break our security, or overload the Service; (c) copy, reverse engineer or resell the Service, except as the law allows; (d) share a login between people; or (e) store data about people who are not your staff, applicants, contractors or other people you work with.
10. Protect, Protect+ and compliance audits
10.1What each plan includes, and how many of each service (the deliverables) it includes in each 12 months, are shown on our pricing page and in your order. Unused services do not carry over.
10.2Protect and Protect+ start once your compliance audit is complete and the first monthly payment has succeeded.
10.3A compliance audit is paid in full before it starts and is not refundable once paid, unless we cancel it or cannot carry it out. If you do not send the documents we need within 6 months of paying, the audit lapses.
10.4You can move a scheduled visit or meeting once free of charge, with at least 2 working days’ notice.
10.5Where your plan includes sponsor reporting, we prepare the report for you. Our HR Officer submits it in the Sponsor Management System only if you have added them as an additional Level 1 User and only after you have confirmed the facts; otherwise you submit it. You keep a Level 1 User of your own.
11. What WPC HR does not do
11.1WPC HR helps you keep your records and meet your deadlines. We do not guarantee that you will comply with immigration, sponsor, employment or other law, keep your sponsor licence or its rating, or avoid a penalty, or that any report, reminder, validation or other output of the Service is complete or free of errors. Your organisation remains responsible for its own duties.
11.2Right to work checks. A check gives you a statutory excuse only if a person at your organisation carries out the prescribed steps, or a registered digital verification service provider does so where the rules allow. We can prepare the check and guide you, but a person at your organisation must carry it out.
11.3No immigration advice. WPCHR LTD does not give immigration advice or services, and nothing in the Service, including any document validation by WPC AI in applicable cases, is immigration or legal advice. For that you need a regulated adviser, such as Work Permit Cloud (WorkPermitCloud Limited, registered with the Immigration Advice Authority) or WPC Lawyers (regulated by the Solicitors Regulation Authority), engaged directly under that firm’s own terms.
11.4We are liable for a fine, a civil penalty, or loss from action against your sponsor licence only to the extent it was caused by our breach of these terms, and only within section 18.
12. Services from the group firms
12.1Some plans include services from a group firm, and you can buy more as extras. Each group firm provides its services under its own terms, which the Account Owner accepts before its first task, and is responsible for its own advice and services.
12.2When a group firm delivers a service through WPC HR, we share with it, on your instruction, only your contact details and the information that task needs. Its staff see only their own tasks and the documents attached to them, never your employees’ records in WPC HR. Where a group firm provides its own service to you, it is independent of us and is responsible, under its own terms and privacy notice, for the personal data it receives for that service.
12.3WPC AI. Where your plan or order includes it, WPC AI provides document validation for your organisation in applicable cases. The result supports your own checks and does not replace them, and you remain responsible for deciding whether a document is acceptable.
13. Confidentiality and ownership
13.1Each of us keeps the other’s confidential information secret and uses it only for this contract, except where it is already public, was already lawfully known, or must be disclosed by law. Each of us may share it with staff, advisers, insurers and subcontractors who need it and are bound by similar duties.
13.2We and our licensors own WPC HR, including its software, design, templates and content. You and your Users may use it during the contract for your internal business.
13.3You own your Customer Data. We use it only to provide the Service and as section 14 allows. We may use our own records of how the Service is used, in anonymous and aggregated form, to improve it.
14. Your employees’ data
This section contains the terms that UK GDPR Article 28 requires between a controller and a processor. It forms part of this contract, and no separate data processing agreement is needed for the processing it covers.
14.1For Customer Data, you are the controller and we are your processor. You are responsible for having a lawful basis for it and for giving your staff a privacy notice (we provide a template). Terms used in this section have the meaning they have in UK data protection law.
14.2What we process, and why. The records and documents you and your Users put into WPC HR about your employees, workers, applicants and contractors, which may include identity and contact details, right to work and immigration documents, employment, leave, sickness and attendance records, and location at clock-in where you turn it on. We store, retrieve, display, export and delete it, only to provide the Service to you, for as long as the contract lasts and section 20 allows.
14.3Instructions. We process Customer Data only on your documented instructions, which are these terms and what you do in WPC HR, unless the law requires otherwise (in which case we tell you, unless the law forbids it). We tell you if we think an instruction breaks data protection law.
14.4Confidentiality. Everyone who can access Customer Data for us is bound by a duty of confidentiality and sees only what their work needs.
14.5Security. We keep Customer Data secure with appropriate technical and organisational measures, including encryption in transit, role-based access, multi-factor authentication for our staff and an audit log.
14.6Sub-processors. You allow us to use the sub-processors listed in our Privacy Policy (section 8), including our group companies, under written terms that protect the data at least as well as this section. We tell the Account Owner before adding or replacing a sub-processor, so you can object; if we cannot meet a reasonable objection, you may end the contract without charge. We remain responsible for our sub-processors.
14.7Outside the UK. Customer Data is hosted in the UK. It may be accessed from, or processed in, the countries listed in our Privacy Policy (section 9), and only as UK data protection law allows.
14.8Assistance. We help you, as far as we reasonably can, to answer your staff’s requests about their data, to keep the data secure, and with any data protection impact assessment or consultation with the regulator that concerns the Service.
14.9Breaches. We tell you without undue delay after we become aware of a personal data breach affecting Customer Data, with the information we have, and help you deal with it.
14.10Deletion or return. At the end of the contract you can export Customer Data, and we then delete it as section 20 says, unless the law requires us to keep it.
14.11Information and audits. We give you the information you reasonably need to show that this section is met, and allow reasonable audits by you or your auditor, at your cost, with at least 30 days’ notice and not more than once a year, unless the regulator requires it or after a breach.
15. Our own records
We are the controller of the information we need to run our business with you: your contacts, account, billing and security records, records of acceptance, and a minimal record of the services we delivered. Our Privacy Policy explains how we use it. For any question about personal data, contact our data protection contact at info@wpchr.co.uk.
16. Suspension
We may suspend all or part of the Service, or a User’s access, if we reasonably believe it is needed to protect the Service, our other clients or Customer Data, if the law requires it, or if you seriously breach section 9.3. We tell you first where we reasonably can, and restore access as soon as the reason has gone.
17. Events outside our control
Neither of us is liable for delay or failure caused by an event outside its reasonable control, such as a failure of the internet or of a hosting provider, a natural disaster, war, a pandemic or government action. This does not apply to paying fees. If the event lasts more than 30 days, either of us may end the contract by notice.
18. Liability
18.1Nothing in this contract limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
18.2Neither of us is liable for loss of profit, revenue, business, goodwill or anticipated savings, or for indirect or consequential loss. This does not apply to fees due to us or to your breach of section 9.3.
18.3Our total liability under or in connection with this contract in each 12 months is limited to the greater of the fees paid and payable by you in the previous 12 months, and £5,000.
18.4Separately, our total liability for breach of section 14 or of data protection law is limited to £250,000 for the whole contract.
18.5If Customer Data is lost or damaged through our fault, our first duty is to restore it from our latest backup. You remain responsible for keeping your own copies of records the law requires you to keep.
19. Ending the contract
19.1Either of us may end the contract at once by notice if the other commits a serious breach that cannot be put right, or is not put right within 30 days of being asked, or becomes insolvent (subject to section 233B of the Insolvency Act 1986).
19.2We may end an Essential plan for any reason with at least 30 days’ notice, and refund what you have paid for the period after it ends.
20. What happens to your data when you leave
20.1When your plan ends, your account becomes read-only for 90 days. The Account Owner and HR Admins can sign in, see everything and download an export. If you return within that time, everything is restored.
20.2After the 90 days we delete your Customer Data, and it is removed from our backups as they expire, unless you have paid for a read-only archive or the law requires us to keep it. The Account Owner can ask us to delete it earlier, after exporting.
20.3We keep only our own records: the contract, billing history and invoices, records of acceptance, and a minimal record of which services we delivered and when, for 6 years, to meet our legal duties and deal with any claims.
21. Changes to these terms
21.1We may update these terms. Each version is published at wpchr.co.uk/legal/terms with its date.
21.2For a change that is not material, we tell you in the app and by email, and it applies from its date. For a material change (one that affects liability, how data is used, or what you must do), we email the Account Owner at least 30 days before it takes effect; you may cancel without charge before then, and the Account Owner is asked to accept the new version. Until they do, the previous version continues; if it is not accepted within 60 days, we may end the contract with 30 days’ notice.
21.3We do not treat continued use as acceptance.
22. Notices and complaints
We send notices to the Account Owner’s email address and show them in the app. You send notices and complaints to support@wpchr.co.uk or by post to our registered office. We look into every complaint and reply as soon as we can.
23. General
23.1This contract is the whole agreement between us about the Service and replaces any earlier arrangement about it. For an existing client, it replaces its earlier arrangement for WPC HR, including any with another group company, from the date it is accepted.
23.2You may not transfer this contract without our written consent. We may transfer it to another company in our group or to a buyer of our business, if the Service continues on the same terms, with at least 30 days’ notice, during which you may end it without charge.
23.3Nobody else has any right to enforce this contract, except Apple and Google where their app store terms require it.
23.4If any part of this contract is found invalid, the rest continues. A delay in using a right is not a waiver of it.
23.5This contract and any dispute about it are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
24. About us
WPCHR LTD, a company registered in England and Wales with company number 14812456, whose registered office is at 112-116 Whitechapel Road, 2nd Floor, Unit 5-6, London E1 1JE. Email: support@wpchr.co.uk. Not yet registered for VAT. Registered with the Information Commission (formerly the Information Commissioner’s Office, ICO), reference ZC150997. Data protection contact: info@wpchr.co.uk. WPCHR LTD is not regulated to give immigration advice.