Terms of Service

1. About these terms

These terms govern the use of HollyHR ("the Service"), HR management software for UK small and medium-sized businesses. They form an agreement between Holly Ltd, trading as HollyHR, and the business customer ("the Customer") that subscribes to the Service. By creating an organisation account or using the Service, you accept these terms on behalf of the Customer and confirm you have authority to do so. The Service is for business use; it is not offered to consumers.

2. The Service

HollyHR provides a people directory, employee records, time-off tracking, document storage, and related HR tools, accessed through the web. We may improve or modify features over time; we will not materially reduce the core functionality the Customer pays for during a paid subscription period without notice.

3. Accounts and acceptable use

• The Customer is responsible for the accuracy of account information and for the actions of the users it invites into its organisation.
• Users must keep credentials confidential. Notify us promptly of any suspected unauthorised access.
• The Service must not be used to break the law, to store or distribute unlawful content, to infringe others' rights, or to attempt to breach the security or multi-tenant isolation of the Service.
• We may suspend access where reasonably necessary to protect the Service or other customers, and will tell the Customer why as soon as practicable.

4. Data protection: roles and responsibilities

• For employee personal data entered into the Service, the Customer is the data controller and Holly Ltd is the data processorunder UK GDPR. We process that data only on the Customer's documented instructions through HollyHR, as described in our Privacy Policy.
• The Customer is responsible for having a lawful basis to process its employees' data, for responding to data subject requests from its employees, and for instructing us on retention and deletion. We provide export and deletion tools in the application and will assist with requests we receive.
• Our Data Processing Agreement (DPA), covering Article 28 UK GDPR terms, forms part of this agreement. It is accepted on behalf of the Customer during account creation, or may be executed as a signed agreement. The current sub-processor list records the providers and transfer safeguards referenced by the DPA.
• For account, billing, and website data, HollyHR is the controller as described in the Privacy Policy.

5. Customer data, exports, and deletion

• The Customer retains all rights in the data it stores in the Service.
• Organisation administrators can export organisation data from the application at any time.
• Data deleted through the application is removed from live systems immediately. Isolated encrypted backup copies use a 35-day recovery window and are then scheduled for deletion through provider lifecycle processing.
• On termination, the Customer may export its data before the account is closed; we will then delete or anonymise customer data except where retention is required by law (for example billing records).

6. Fees and payment

Paid plans are billed by subscription through Stripe at the prices shown at purchase. Stripe calculates and collects applicable taxes, including VAT where required, during paid checkout. We will give at least 30 days' notice of price changes, taking effect at the next renewal. Unpaid invoices may lead to suspension after reasonable notice.

7. Availability and support

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance will be scheduled to minimise disruption where practicable. Support is provided by email during UK business hours.

8. Intellectual property

HollyHR and its licensors own the Service and its software. The Customer receives a non-exclusive, non-transferable right to use the Service for its internal business during the subscription. The Customer must not copy, reverse engineer, or resell the Service except as permitted by law.

9. Liability

• Nothing in these terms excludes liability that cannot be excluded under English law, including for death or personal injury caused by negligence, or for fraud.
• Subject to that, neither party is liable for indirect or consequential loss, loss of profits, or loss of anticipated savings.
• Subject to the above, each party's total aggregate liability under these terms is capped at the fees paid by the Customer in the 12 months before the event giving rise to the claim.
• The Service supports the Customer's HR administration; it does not provide legal advice, and the Customer remains responsible for its own compliance with employment and data protection law.

10. Termination

The Customer may cancel at any time, effective at the end of the current billing period. Either party may terminate for material breach that remains uncured 30 days after written notice. Sections that by their nature should survive (including data deletion, liability, and governing law) survive termination.

11. Changes to these terms

We may update these terms from time to time. Material changes will be notified to the Customer's administrators by email or in the Service at least 30 days before they take effect; continued use after that date constitutes acceptance.

12. Governing law and contact

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