Terms of Service

Last updated September 2026.

1. Agreement to these terms

These Terms of Service (“Terms”) govern access to and use of this website and the TropicHR payroll and HR platform (“the Service”), operated by TropicHR (“TropicHR”, “we”, “us”). By visiting this website, creating a workspace, or using the Service, you agree to these Terms on behalf of yourself and, if you are signing up on behalf of a company, on behalf of that company (“Customer”). If you do not agree, do not use the website or the Service.

2. The Service

TropicHR is a subscription payroll and HR platform: employee records, payroll runs, statutory calculation, payslips, payment files, leave, time and attendance, reporting and an employee self-service portal, as described on this website and made available under a Customer’s subscription plan. We may add, change or retire features from time to time; where a change materially reduces functionality a Customer relies on, we will give reasonable notice.

3. Accounts and registration

A Customer registers a workspace through our sign-up process and designates at least one administrator. The Customer is responsible for: the accuracy of the information it enters or imports into the Service; keeping its administrators’ and users’ login credentials confidential; all activity that occurs under its workspace, whether or not it authorised that activity; and promptly notifying us of any suspected unauthorised access. We may suspend an account we reasonably believe has been compromised, pending verification.

4. Subscription plans, billing and payment

Plans are priced by the number of employees a Customer runs payroll for, as shown on our Packages page or as separately quoted. By subscribing, the Customer authorises us (or our payment processor, acting on our behalf) to charge the payment method it provides for the applicable subscription fees, on a recurring basis if the Customer enables automatic payments, or against invoices issued on the billing cycle set out in the Customer’s plan. Fees are exclusive of applicable taxes, which the Customer is responsible for unless we are required to collect them. A Customer may upgrade or downgrade its plan at any time; an upgrade takes effect immediately and a downgrade at the next billing period, subject to the plan’s employee-count limit. Fees already paid are non-refundable except where required by law or expressly stated otherwise. If a payment fails or an invoice is not settled by its due date, we may suspend access to the Service until the account is brought current.

5. Customer responsibilities

The Customer is solely responsible for: the accuracy and legality of the payroll, employee and statutory data it enters, imports or approves in the Service; complying with the labour, tax, statutory-contribution and data-protection laws applicable to its business and its employees in every territory it operates in; and obtaining any consents needed from its employees to process their information in the Service, including through the employee self-service portal. TropicHR is a tool that helps calculate and record payroll — it does not replace the Customer’s own obligation to comply with applicable law, and we do not provide tax, legal or accounting advice.

6. Acceptable use

You agree not to: use the website or the Service to violate any applicable law; attempt to gain unauthorised access to any account, system or network related to the Service; interfere with or disrupt the integrity or performance of the Service; reverse-engineer, decompile or attempt to extract the source code of the Service, except where applicable law permits; use the Service to process data for a business other than the Customer’s own without our prior written agreement (for example, a payroll bureau acting for multiple clients, which we support as a distinct plan); or submit false, misleading or malicious information through this website’s forms.

7. Data ownership and processing

As between TropicHR and the Customer, the Customer owns the employee, payroll and business data it enters into the Service (“Customer Data”). We process Customer Data only to provide, secure and support the Service, as instructed by the Customer, and as described in our Privacy Policy. On termination of a subscription, the Customer may export its Customer Data for a reasonable period as set out in Section 10, after which we will delete or anonymise it in accordance with our data-retention practices and any legal obligations that require us to keep it longer.

8. Intellectual property

TropicHR and its licensors own all right, title and interest in the Service, this website, and their underlying software, design and content, other than Customer Data. Subject to these Terms and a Customer’s subscription, we grant the Customer a limited, non-exclusive, non-transferable right to access and use the Service for its own internal business purposes. No other rights are granted.

9. Confidentiality

Each party may have access to the other’s non-public business information in connection with the Service (for the Customer, this includes its Customer Data; for TropicHR, this includes non-public aspects of the Service). Each party agrees to protect the other’s confidential information with the same degree of care it uses for its own similar information, and not less than a reasonable degree of care, and to use it only as needed to perform under these Terms.

10. Term, suspension and termination

A subscription continues for the billing cycle the Customer has chosen and renews automatically unless cancelled beforehand through the Service or by written notice. Either party may terminate a subscription for the other’s material breach that remains uncured 30 days after written notice. We may suspend or terminate access immediately for non-payment, a security concern, or conduct that violates Section 6. On termination, the Customer’s right to use the Service ends; we will make Customer Data available for export for 30 days following termination (longer where required by law), after which it may be deleted.

11. Service availability

We aim to keep the Service available and reliable, and to give reasonable advance notice of planned maintenance where practical. The Service is provided on an “as available” basis; we do not guarantee uninterrupted or error-free operation, and we are not liable for outages caused by factors outside our reasonable control.

12. Disclaimers

Except as expressly stated in a separate written agreement with a Customer, the website and the Service are provided “as is” and “as available”, without warranties of any kind, whether express, implied or statutory, including any implied warranty of merchantability, fitness for a particular purpose, or non-infringement. TropicHR does not warrant that the Service will meet every requirement of every territory’s payroll, tax or labour law; the Customer remains responsible for verifying outputs before relying on them.

13. Limitation of liability

To the maximum extent permitted by law, TropicHR will not be liable for any indirect, incidental, special, consequential or punitive damages, or any loss of profits, revenue, data or goodwill, arising out of or related to these Terms or the Service, even if advised of the possibility of such damages. To the maximum extent permitted by law, TropicHR’s total liability arising out of or related to these Terms or the Service will not exceed the amount the Customer paid us for the Service in the twelve (12) months preceding the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under applicable law.

14. Indemnification

The Customer agrees to indemnify and hold TropicHR harmless from any claim, loss or expense (including reasonable legal fees) arising from the Customer’s Data, its use of the Service in violation of these Terms, or its violation of applicable law.

15. Changes to these Terms

We may update these Terms from time to time. We will post the revised version here with an updated “last updated” date, and, where a change is material, we will make reasonable efforts to notify Customers directly. Continued use of the website or the Service after a change takes effect constitutes acceptance of the revised Terms.

16. Governing law

These Terms are governed by the laws of [jurisdiction of incorporation/operation to be confirmed], without regard to its conflict-of-laws principles, unless a separate written agreement with a Customer specifies otherwise.

17. Contact

Questions about these Terms: [email protected].