Welcome to Atlas One (“we,” “our,” or “us”). By using our payroll services, you agree to be bound by the following terms and conditions. Please read them carefully before using our website and services. These terms apply to all visitors, users, and others who access or use the services provided by Atlas One.
1. Acceptance of Terms
By accessing and using our payroll services, you (“Client” or “you”) agree to comply with and be bound by these Terms and Conditions. If you do not agree with any part of these terms, you must not use our services.
We reserve the right to modify or update these terms at any time, and such changes will be effective immediately upon posting. We will notify you of any material changes by updating the “Last Updated” date at the top of this page.
2. Services Provided
Atlas One provides payroll processing services tailored to the private healthcare sector, including:
- Payroll Management: Processing employee and contractor payroll in accordance with UK laws.
- IR35 Compliance: Assessing the employment status of contractors (inside or outside IR35) and ensuring the appropriate tax treatment.
- HMRC Reporting: Submitting Real-Time Information (RTI) to HMRC and other necessary tax filings.
- End-of-Year Reporting: Issuing P60s, P11Ds, and other necessary year-end documentation.
The services are provided to Clients subject to these Terms and Conditions.
3. Client Responsibilities
As a Client of Atlas One, you agree to the following responsibilities:
- Accurate Information: You will provide accurate and complete information required for payroll processing, including employee and contractor details (e.g., National Insurance numbers, tax codes, and salary or fee arrangements).
- Timely Information: You must submit all necessary payroll information on time (e.g., new hires, leavers, salary changes, etc.) to ensure accurate processing.
- IR35 Information: You must inform us of the status of any contractor working within your organization and provide us with any necessary documentation to assess their IR35 status.
- Compliance with UK Laws: You agree to comply with all relevant UK employment, tax, and pension laws, including but not limited to National Insurance contributions, income tax, pension auto-enrolment, and statutory payments (e.g., sick pay, maternity pay).
4. Fees and Payment
- Pricing: The fees for our payroll services will be agreed upon in advance with you, based on the scope and complexity of the services provided. These fees may be subject to change upon mutual agreement.
- Payment Terms: Payments for services rendered are due within 30 days of the invoice date. Late payments may incur interest at a rate of 0% per month.
- Additional Charges: Any additional services outside the scope of the initial agreement, such as corrections or year-end reporting, may incur additional charges.
5. IR35 Assessment
Atlas One will assist in the assessment of whether contractors are inside or outside of IR35. However, the final responsibility for correctly determining the status of a contractor lies with the Client. We provide guidance based on the information provided but do not assume liability for incorrect IR35 determinations.
If a contractor is deemed “inside IR35,” the Client is responsible for ensuring PAYE deductions are made and that the appropriate tax and National Insurance contributions are paid.
6. Data Protection and Privacy
We are committed to protecting your privacy and handling personal information responsibly. By using our services, you consent to our collection, storage, and processing of personal data in accordance with our Privacy Policy.
- Data Collection: We may collect personal data, including but not limited to employee names, National Insurance numbers, and payroll details.
- Data Security: We implement strict security measures to protect personal data and payroll information from unauthorized access.
- Third-Party Sharing: We may share personal data with third-party vendors for the purposes of processing payroll, but we ensure these parties comply with the applicable data protection laws.
7. Client Portal Access
- Access: You will be provided with access to a secure online client portal for managing payroll, viewing reports, and submitting payroll data.
- Account Security: You are responsible for maintaining the confidentiality of your account and password and for all activities that occur under your account. If you believe your account has been compromised, you must immediately notify us.
8. Limitation of Liability
To the fullest extent permitted by law, Atlas One will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profit, data, or goodwill, arising from the use of our services, whether in contract, tort (including negligence), or otherwise.
We are not liable for any failure to meet our obligations if the failure is caused by events outside of our reasonable control (e.g., acts of God, strikes, or technical failures).
Our liability to you for any claim arising under this agreement shall be limited to the total fees paid by you for services during the 12 months immediately preceding the event giving rise to the claim.
9. Termination of Services
- By You: You may terminate the service agreement at any time by providing [X] days written notice to us. You are responsible for paying for services rendered up until the termination date.
- By Us: We reserve the right to suspend or terminate services if you fail to comply with these Terms and Conditions, fail to make payment, or provide inaccurate or incomplete information.
10. Governing Law
These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
11. Force Majeure
Neither party shall be held liable for any delay or failure in performance of its obligations under this agreement if the delay or failure is caused by an event beyond its reasonable control, including, but not limited to, acts of God, natural disasters, strikes, or technical issues beyond our control.
12. Dispute Resolution
If a dispute arises between you and Atlas One, we agree to work together in good faith to resolve the matter amicably. If we cannot resolve the dispute through mutual agreement, the dispute will be subject to mediation or arbitration before resorting to legal action.
13. Entire Agreement
These Terms and Conditions constitute the entire agreement between you and Atlas One with respect to our payroll services. Any previous agreements or understandings, whether written or oral, are superseded by these terms.