Last Updated: May, 2026
Subscription to the Services includes access to the Customer and its Authorized Users to UK Payroll and, where applicable, the UK Payroll Managed Services and Professional Services, as per the applicable order form and the HiBob subscription terms and conditions (together, “the Agreement”). If you choose to purchase UK Payroll and, where applicable, the UK Payroll Managed Services and Professional Services, you hereby acknowledge and agree to the terms stated below, which are in addition and subject to the terms separately agreed by you (the Customer) and HiBob in the Agreement. Nothing in these terms shall derogate from anything in any End User Terms of Use or Agreement executed between You (the Authorized User or Customer, respectively) and HiBob.
For the purposes of the UK Payroll and UK Payroll Managed Services, the following definitions shall apply:
“Primary Customer” – The Customer entity which has signed the Agreement and has purchased UK Payroll and/or UK Payroll Managed Services.
“Payroll Customer(s)” – Any other entities or users (including Affiliates) delegated by the Primary Customer to use or have access to UK Payroll, and, where applicable, the UK Payroll Managed Services.
“HiBob” – the HiBob legal entity signing the Agreement and its Affiliates. Whenever the words, We or Us are used in these terms they refer to HiBob as defined above. Similarly, whenever we mention ‘You’ or ‘Your’ we mean a Primary Customer as defined above. Where the context requires, You or Your includes Authorized Users or the Payroll Customer.
All definitions are as detailed in the Agreement unless specifically defined below:
Admin: a user of UK Payroll and, where applicable, the UK Payroll Managed Services, designated by You, who is able to access UK Payroll, and where applicable, the UK Payroll Managed Services and perform payroll actions.
Affiliate(s): in relation to a party, any business entity from time to time directly or indirectly controlling, controlled by, or under common control with that party, where control means the beneficial ownership of more than 50% of the issued share capital of a company or the legal power to direct or cause the direction of the general management of the company and controlling and controlled will be interpreted accordingly.
Bankers automated clearing system (״BACS״): electronic bank-to-bank transfers method, offered by Us as a form of making salary payments.
“Check-and-pay”: a supplementary service offered as part of of the UK Payroll Managed Services. We will review and check Your submissions for compliance adherence and other edge cases (subject to mutual agreement)
Effective Date: the date when You sign the applicable Order Form.
Data: all data (including meta and personal data) inputted by You (and anyone authorized by You) on the Platform and any other information and materials provided by You for use in conjunction with the Services, including employee personal data, payroll information, reports and employee contracts, but excluding any UK Payroll Data.
UK Payroll Managed Services: the supplementary managed payroll service, which may include either the Managed Payroll or the Payroll Check and Pay services, provided by Us to You under the Agreement and related Support as defined in the HiBob SLA.
Modulr: the default electronic money institution (“EMI”) We have contracted with (the relevant entity will depend on Your location).
Modulr Products: the products and services provided by Modulr to You in connection with UK Payroll, and, where applicable, the UK Payroll Managed Services.
PSP(s): Payment Service Providers, third party companies regulated by the relevant financial services regulator (the relevant regulator will depend on Your location), which is required to facilitate the regulated activities that form part of the payroll process (e.g. transfer of funds).
UK Payroll: the payroll simplification service provided by Us to You via the UK Payroll module under the Agreement and related Support as defined in the HiBob SLA. For the avoidance of doubt, UK Payroll is a software tool only and does not include management of Your payroll.
UK Payroll Data: aggregated data and other information that is collected, derived, extracted, or created from the Data and/or generated by Your use of the Services, but which does not contain personal data, other than the login credentials of Your Admin Users.
Subscription Start Date: the date set out in the Order Form and when the UK Payroll and, where applicable, the UK Payroll Managed Services commence.
Services: UK Payroll and, where applicable, the Professional Services and the UK Payroll Managed Services.
Professional Services: the set up and implementation of the UK Payroll. Your Order Form and/or SOW (when applicable) will specify the relevant implementation package and will set out full details of the relevant package.
Support: the customer support services relating to Your use of the UK Payroll and basic queries regarding payroll and how the UK Payroll module functions in this respect, as detailed in the Order Form.
A reference to writing or written includes e-mail.
If there is any ambiguity or inconsistency between any of the provisions in these terms, the Data Processing Addendum or any Order Form, the provisions in the Data Processing Addendum or any Order Form shall prevail over these terms to the extent of such ambiguity or inconsistency only.
2.1. These terms become legally enforceable upon the signature of an applicable Order Form, even if the Subscription Start Date is at a later date. These terms will continue in full force and effect for the duration of the subscription term as defined in the Agreement.
2.2. UK Payroll and, where applicable, the UK Payroll Managed Services, will start on the Subscription Start Date and will continue for the period agreed in the Order Form, but no less than 12 months. Renewal of the UK Payroll and, where applicable, the UK Payroll Managed Services, shall be in accordance with Section 12.2 of the Agreement.
3.1. You may allow Your Payroll Customer(s) to access UK Payroll and, where applicable, the UK Payroll Managed Services and use the Services provided that:
3.1.1. You will only allow access to those Payroll Customers who have clearly been identified in the Order Form;
3.1.2. where the context requires, references to “You” and “Your” in this Agreement shall be construed as referring to You and Your Payroll Customers;
3.1.3. You ensure that Your Payroll Customers (to the extent that they access the UK Payroll module or use the Services) comply with the terms and conditions of the Agreement and these terms as if such Payroll Customer were a party to the Agreement;
3.1.4. You remain responsible to Us for the acts and omissions of Your Payroll Customers as if they were Your acts and omissions;
3.1.5. any claims in respect of losses suffered by Your Payroll Customers will be brought against Us by You on behalf of Your Payroll Customers; and
3.1.6. You warrant and represent that you have the authority to accept these terms on behalf of Your Payroll Customers and to take all actions required by these terms on behalf of Your Payroll Customers.
3.2. When a Payroll Customer ceases to be an Affiliate of Yours, all rights of that Payroll Customer to access the UK Payroll module and use the Services shall immediately terminate.
4.1. In performing the Services, We will do so in accordance with Section 8.1 of the Agreement.
4.1.1. In performing the Professional Services and/or UK Payroll Managed Services, We shall comply with Your reasonable instructions, and You shall provide Us with all updated Data and information as We may require in order to provide the Professional Services and/or UK Payroll Managed Services. We shall inform You upon completion of the Professional Services and You shall confirm to Us the completion and acceptance of the Professional Services. You agree that We shall not be responsible for a delay or failure to provide, or any errors or omissions in or arising from, the Professional Services and/or UK Payroll Managed Services in cases where You do not comply with Your obligations under these terms or You or a third-party do not provide the requested Data and information within the time agreed within the applicable SOW.
5.1. You agree to:
5.1.1. if We provide You with Professional Services, You will provide Us, within a reasonable time period after the Subscription Start Date, with all the necessary Data, information and access (as far as You are able to under any third-party agreements) to Your current payroll information and systems, to enable Us to set up the UK Payroll for You;
5.1.2. provide us with any alterations to Your payroll by the agreed deadlines;
5.1.3. ensure that the relevant Data is entered into the UK Payroll module and, where applicable, provided to the UK Payroll Managed Services team, by the date communicated by Us to You in advance (“Cut-Off Date”). If You fail to provide and submit the relevant Data by the Cut-Off Date, We shall have no liability to You and in the case of Managed Payroll, HiBob reserves the right not to run the payroll;
5.1.4. ensure that Your IT systems are up-to-date. You remain responsible at all times for the proper functioning of Your IT equipment and operating system;
5.1.5. in respect of UK Payroll, be solely responsible and liable for all payroll runs You make through the UK Payroll module, and for all Data entered into the UK Payroll module;
5.1.6. provide correct and accurate information and Data and to update any information and Data in the event of any changes;
5.1.7. ensure that support requests are made by You or one of Your Admins; We do not provide support directly to your Authorized Users; and
5.1.8. by accepting these terms, You authorise us to access Your account on the UK Payroll module from time to time so We can provide the Services.
UK Payroll is accessed through the UK Payroll module. You must ensure that all passwords and access credentials issued by Us or generated by You for Admins or Authorized Users are kept confidential and not transferred to or shared with any third-party without Our written consent. You acknowledge that You will remain responsible for keeping passwords used to access the UK Payroll module safe and secure.
7.1. HiBob uses PSPs to hold a virtual account which contains Your account balance and to transfer Your funds to relevant recipients for payroll and administrative purposes. We cannot perform the UK Payroll or UK Payroll Managed Services in a fully automated manner without the involvement of a regulated PSP. The UK Payroll and UK Payroll Managed Services can only be offered by using PSPs which are authorized by the relevant financial regulator (the relevant regulator will vary depending on the location of Your PSP), as the services that the PSPs provide include the carrying on of regulated activities. Further information about the data protection relationship between the parties is provided in Our Data Processing Addendum (“DPA”).
7.2. Our default payment service provider is Modulr. If You:
7.2.1. accept Modulr as the default PSP, We will arrange for Your Modulr account to be created; or
7.2.2. reject Modulr as the default PSP:
7.3. Where payment services and the issuance of electronic money are provided as a result of Your appointment of Modulr as a PSP, such regulated services are provided solely by Modulr under its applicable regulatory permissions, and We do not at any time issue, or purport to issue, electronic money or provide, or purport to provide, any payment services.
8.1. You may choose to utilize BACS as part of the UK Payroll Managed Services or as a payment option within the UK Payroll (as an alternative to Modulr).
8.2. Should you choose to utilize BACS the following shall apply:
8.2.1. Customer is solely responsible for inputting the correct and all required details to ensure that the BACS payment can go through. We do not take responsibility for any delays which have originated from Customer’s inaccurate information or submission/response times.
8.2.2. Your confirmation of the BACS payment is considered final confirmation that all data You have submitted is accurate. Following your confirmation of the BACS file, we will submit it to our chosen payment platform. We will not be responsible for any delays which are due to a problem with the file (e.g., account name and sort code, accuracy of details), or if you have not triggered the BACS instructions on time.
8.2.3. The above is included and shall apply if you purchase “Check-and-pay” as well as payroll validation.
9.1. Details of Our Fees are set out in the Order Form and their payment shall be in accordance with the terms of the Agreement.
9.2. You acknowledge that Fees will increase if You, the Primary Customer, increase the number of Authorized Users beyond the minimum specified for each given UK Payroll instance or add additional Payroll Customers into the scope of the Agreement.
9.3. Any new or additional plans, features or upgrades, or Payroll Customers and associated Fee increases will be agreed in a new Order Form, which will also cover any existing Services and Fees. The Subscription Start Date and term as originally defined will not change and will remain as set out in the original Order Form (unless otherwise expressly stated in a new Order Form), but in all other respects, the most recent Order Form will take precedence over all other Order Forms. Fees for new or additional plans, features or upgrades, or Payroll Customers will be billed as agreed in a new Order Form. We also reserve the right to charge additional fees for Professional Services or UK Payroll Managed Services where you add a Payroll Customer into the scope of the Agreement.
9.4. By accepting these terms, You accept that We will automatically deduct the agreed Fees in connection with Your use of the Services if You have agreed that payment of Fees will be made via direct debit or credit card. Otherwise, payment of Fees will be made by You in accordance with the instructions on Our invoice.
9.5. The handling of late payments is subject to the Agreement.
The details of what We can do for You as part of the Services are set out in the applicable Order Form. Our liability is limited in accordance with this clause 9 and the Agreement and We are not responsible for the following:
10.1. We don’t provide tax advice and will not be liable for any income tax, National Insurance or any other liability to pay tax or social security contributions as a result of any reliance placed on any advice or guidance provided by Us. We provide Support to our customers for general information purposes only and You acknowledge and agree that You shall not rely on any information, advice or assistance provided through such Support without taking Your own professional advice first. We shall in no way be liable for any action or omission taken by You based on that Support. If You are a non-UK entity, You confirm that You will not use and enjoy the services as described herein in the UK, but will supply the services to a UK entity which will use the services. We reserve the right to charge UK VAT in addition to Fees in the event We are required to do so by UK VAT law.
10.2. We are not responsible for any issues arising in relation to Your payroll, which are due to the failure by HMRC, any pension providers, or the integration with the PSP, or any arrangements You have with Your suppliers or business partners, as any such failure is outside of Our control.
10.3. We are not responsible for any payroll errors or errors in the UK Payroll or UK Payroll Managed Services caused by You providing any incomplete or inaccurate Data or information to Us.
10.4. Nothing in this Agreement excludes or limits either party’s liability for death or personal injury caused by its negligence, or for fraud or fraudulent misrepresentation or any other liability which cannot be excluded by applicable law, or for Your obligation to pay undisputed amounts owed to Us under the Agreement.
10.5. We are not authorized by a financial regulator to make financial transactions. Therefore in order for Us to arrange for payments to be made on Your behalf, You must open an account with a PSP.
10.6. It is Your responsibility as the Controller (as defined in the DPA) to identify and comply with the related obligations under Data Protection Laws (as defined in the DPA), including ensuring there is a relevant lawful basis to carry out, and that individuals are informed of, the anti-money laundering checks as set out in clause 11.2. We are not responsible for any complaint You receive where an individual alleges they were not informed that their information would be used for anti-money laundering checks.
10.7. Where You elect to use an alternative PSP (and not Modulr), You must export the relevant data and send the information to the PSP Yourself. It is Your responsibility alone to ensure that the information You forward to Your PSP has appropriate security measures in place (e.g. that any attachment is password protected, that the information has been sent to the correct recipient).
10.8. At the end of the Agreement Your Data will be deleted in accordance with the Agreement. It is Your responsibility to ensure that you retain all documents and records related to the Services, your Authorized Users, and payroll as necessary under any applicable laws.
10.9. You agree that, as part of the UK Payroll and, where applicable, the UK Payroll Managed Services, We may create and retain UK Payroll Data. We will own all rights to the UK Payroll Data and may use the UK Payroll Data (a) to identify and analyse payroll trends; (b) to provide insights and reports to Our customers based on such trends; (c) to enhance, improve and develop the UK Payroll and, where applicable, the UK Payroll Managed Services; and (d) for our legitimate business interests.
This clause only applies where you are taking UK Payroll Managed Services.
11.1. The UK Payroll Managed Services are provided on the basis of the Data, information, and instructions supplied by You. You must maintain up-to-date employee records in the Bob Core HR module (“CoreHR”) (relating to joiners, leavers, bank details etc) and notify HiBob of organisational policy changes that may affect pay. You remain solely responsible for the completeness, accuracy, and timeliness of all Data and instructions submitted in connection with the Services. Where data cannot be entered into CoreHR the Customer must provide this in the format required by HiBob. HiBob shall have no liability for any errors, delays, inaccuracies, omissions, or failures in the UK Payroll Managed Services to the extent arising from incomplete, inaccurate, or late Data or instructions provided by You or any third-party acting on Your behalf.
11.2. You acknowledge that You remain the employer of record and are solely responsible and liable for compliance with all applicable payroll, employment, tax, pension, and social security laws and regulations. Without prejudice to the foregoing, HiBob shall not be liable for any fines, penalties, interest, back payments, claims, losses, or other liabilities arising from or relating to Your payroll, except to the extent directly caused by HiBob’s failure to perform the Services in accordance with the express scope agreed in the applicable Order Form (subject to the Liability Cap set out in Section 11 of the Agreement).
11.3. Customer must:
(i) enable all syncs between CoreHR and the UK Payroll module;
(ii) ensure Modulr/bank accounts are funded in time for salary disbursements.
11.4. The following manual work may be provided only by prior written agreement and may be subject to additional fees:
(i) manual tasks required as a result of bespoke internal customer processes;
(ii) manual interventions arising from gaps, limitations, defects, or missing functionality in the HiBob platform (whether due to platform features, bugs, or other reasons);
(iii) manual adjustments necessitated by changes in legislation or regulatory requirements; or
(iv) any other manual processes not explicitly covered under the agreed service scope.
11.5. Payroll corrections required as a result of Customer error, late submissions, or changes requested after the applicable Cut-Off Date are outside the scope of the Services. Where HiBob agrees to provide such corrections, they may be subject to additional fees and revised timelines.
11.6. HiBob shall not be responsible or liable for any failure, delay, interruption, or error in the Services caused by third-party providers or systems, including (without limitation) PSPs, banks, pension providers, or governmental authorities, or any integrations with such third parties, where such matters are outside HiBob’s reasonable control.
11.7. HiBob reserves the right to refuse, suspend, or delay the provision of the Services where required Data or approvals are not provided within the agreed timelines or where continuing to provide the Services would reasonably expose HiBob to legal, regulatory, or operational risk.
11.8. HiBob reserves the right to outsource all UK Payroll Managed Services described herein to third-party partners upon providing 30 days written notice, allowing third-party partners to provide these specific services to the Customer. Notwithstanding the foregoing, HiBob shall remain liable for the performance of such UK Payroll Managed Services in accordance with this Agreement.
This clause only applies where Modulr is Your PSP. If You elect to use an alternative PSP to facilitate payments (as per clause 7), this clause shall not apply.
Capitalised terms used in this clause that are not defined elsewhere in the Agreement shall have the meaning assigned to them in Your Modulr agreement.
12.1. Modulr Products
12.1.1. Modulr Products refers to Your Modulr Account and related payment services which enable funds to be sent to Your Modulr Account and paid out from the Modulr Account.
12.1.2. These payment services include receipts via BACS, plus receipts and outgoing payments via Faster Payments and inter-Account transfers, and other payment services in and out of Your Modulr Account which may be enabled from time to time.
12.1.3. Your Modulr Account allows operation including the making of transactions in accordance with the then-applicable Modulr Account Terms and Conditions.
12.1.4. The Modulr Products also consist of the Application Programming Interface (API) used by Us on Your behalf to create and administer Your Modulr account plus the beneficiaries and payment rules applied to them.
12.1.5. The Modulr Products also consist of the Modulr online portal which can be used for the management of Your Modulr account.
12.2. Modulr KYC
As a regulated organisation, the PSP has a legal obligation to conduct anti-money laundering checks on all its new customers. Whenever an anti-money laundering check is conducted:
12.2.1. Modulr must verify the identity of You and Your beneficial owners and directors;
12.2.2. Modulr will carry out a full electoral search and credit check on those individuals, which will leave a “soft footprint” on their credit file; and
12.2.3. Third parties used by Modulr for the purposes of identity checks, anti-money laundering compliance and fraud prevention will have access to the personal data of those individuals.
12.3. Fees
All charges relating to the use of the Modulr Products set out herein shall be paid by HiBob. No further fees will be payable by You for the use of the Modulr Products. Additional Modulr services available directly through Modulr may have separate terms and fees.
12.4. Acknowledgment
12.4.1. You acknowledge that a Full Electoral Roll search may take place on the Authorized Users noted above for anti-money laundering purposes.
12.4.2. You acknowledge that a “soft footprint” search may be placed on the electronic files of the individuals noted above by the Credit Reference Agencies and their personal details may be accessed by third parties for the specific purpose of anti-money laundering, identity verification and fraud prevention.
12.4.3. You and (where relevant) each of Your Payroll Customers will open and maintain a Modulr account and You, on behalf of You and Your Payroll Customers, grant permission to Us to access each of the Modulr accounts on Yours and Your Payroll Customer’s behalf in order to deliver the UK Payroll, such operation to include the execution of transactions on Yours and Your Payroll Customer’s behalf.
12.4.4. You confirm that You have read, understood and accepted the terms set out in the documents that form the agreement between You and Modulr, which are Modulr’s Direct Sme Terms Of Business (the Modulr Agreement).
By agreeing to these terms, You and Your Payroll Customers agree to be bound by the terms comprising the Modulr Agreement.