Terms & Conditions

Last updated: 6 July 2026 · Applies to payburo.co.uk and app.payburo.co.uk

Plain English summary: Payburo is software that helps payroll bureaus run payroll and submit to HMRC. You are responsible for the accuracy of the data you enter and the payroll you produce. We keep the software running; you stay responsible for your clients' payroll obligations.

1. Agreement to These Terms

By creating an account or using the Payburo service, you agree to be bound by these Terms & Conditions ("Terms"). If you are using Payburo on behalf of a business, you confirm that you have authority to bind that business to these Terms.

These Terms form a legal agreement between you ("you", "the Bureau") and Payburo Ltd, a company registered in England and Wales with company number 17408278, registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ ("Payburo", "we", "us").

If you do not agree to these Terms, do not use the service.

2. The Service

Payburo provides cloud-based payroll bureau software, including:

Payburo is a software tool. We are not a payroll bureau, tax adviser, accountant, or regulated financial services provider. Use of the service does not create a professional or advisory relationship between us.

3. Eligibility

You must be at least 18 years old and operating a lawful business to use Payburo. The service is designed for use by payroll bureaus, accounting practices, and businesses managing UK PAYE payroll. By using the service you confirm that you are operating in compliance with applicable laws.

4. Your Account

You are responsible for:

You must not share your account credentials with anyone outside your organisation or use the service on behalf of a third party without their knowledge.

5. Subscription, Trial, and Billing

5.1 Free trial

New accounts receive a 30-day free trial. A valid payment method is required at signup. You will not be charged during the trial period. If you cancel before the trial ends, no charge is made and your account is closed. If you do not cancel, your subscription begins automatically at the end of the trial at the price of your selected plan.

5.2 Subscription plans

Payburo is offered on a monthly subscription basis. Current pricing is:

Each paid plan includes a number of employees: 25 on Solo, 100 on Practice and 300 on Bureau. Employees above that number are charged at £0.08 per employee per month. We are not currently collecting this charge, and will give at least 30 days' notice before we begin to. There is no upper limit on employees, and we will not prevent you adding one because of your plan. The number of client companies each plan covers is a limit: 1 on Free, 3 on Solo and 15 on Practice, with no limit on Bureau.

Payburo is not currently registered for UK VAT, so no VAT is charged on these fees and your invoice will not show a VAT element for you to reclaim. Should we become VAT registered, the fees above will be treated as VAT inclusive from that date, so the amount you pay will not change. We reserve the right to change prices with at least 30 days' notice.

5.3 Billing

Subscription fees are billed in advance on a recurring monthly or annual basis via Stripe. If a payment fails, we will retry and notify you by email. Accounts more than 14 days past due may be restricted to read-only access. Accounts more than 30 days past due may be suspended.

5.4 Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period — you retain full access until then. We do not offer pro-rata refunds for unused time within a billing period.

5.5 Refunds

Subscription fees are non-refundable except where required by law, or at our sole discretion in the event of a service failure on our part.

6. Your Responsibilities

6.1 Accuracy of data

You are solely responsible for the accuracy, completeness, and legality of all data you enter into Payburo, including employee details, pay elements, tax codes, and statutory payment records. Payburo calculates payroll based on the data you provide. Errors in input will produce errors in output.

6.2 PAYE and HMRC obligations

You remain responsible for all PAYE obligations of the employers you manage, including:

Payburo uses HMRC's RTI gateway to transmit submissions on your behalf. We are not responsible for HMRC's acceptance, processing, or handling of those submissions.

6.3 Review before submission

You are responsible for reviewing all payroll calculations and payslips before approving them and before any RTI submission is made. The AI validation feature is provided as an additional check — it does not replace your professional review and does not guarantee that payroll is free from errors.

6.4 Automated payroll

Where you enable the supervised automation feature, pay runs are created and calculated automatically. You remain responsible for reviewing and approving each run before it is issued. If a run is automatically issued after approval, you remain responsible for that payroll. You should ensure your notification settings and operator assignments are correct so that reviews are not missed.

6.5 Data protection

You are the data controller for your employees' personal data. You are responsible for having a lawful basis for processing that data and for complying with your obligations under UK GDPR and the Data Protection Act 2018. Please review our Privacy Policy for information on how we act as your data processor.

6.6 Calculation accuracy and rounding

Payburo calculates PAYE income tax, National Insurance, and student loan deductions in accordance with HMRC's published specifications, rates, and rounding rules (including HMRC's Specification for PAYE Tax Table Routines). Because those methods apply rounding at defined points, an individual calculation may occasionally differ from HMRC's own reference figures by a few pence. We follow HMRC's rounding directives to minimise such differences, and HMRC acknowledges that results produced by compliant payroll software may vary slightly from its published test data. These minor rounding differences are inherent to the calculation method and do not constitute an error in the service.

7. Acceptable Use

You must not use Payburo to:

We reserve the right to suspend or terminate accounts that breach this section without notice.

7.1 Fair usage

Payburo is provided for the genuine payroll administration of your own client companies. To keep the service fast, reliable, and affordable for everyone, we ask that you use it reasonably and in the way it is intended.

In particular:

Where usage materially exceeds normal fair use, we may take reasonable steps to protect the service and other users — including applying rate limits or usage caps, temporarily restricting a feature, or contacting you to discuss your usage. We will act proportionately and, except where immediate action is needed to protect the service, will contact you before restricting your access.

We may also introduce metered or usage-based pricing for AI or other high-cost features in future. We will give you at least 30 days' notice before any such change takes effect, in line with Section 14.

8. AI Features

Payburo's AI features (payslip validation, payroll assistant, and CSV import mapping) are provided for informational assistance only. They are not a substitute for professional payroll expertise. Results produced by AI features:

We are not liable for any losses arising from reliance on AI-generated content without independent verification.

9. Intellectual Property

All intellectual property rights in the Payburo software, including its design, code, algorithms, and documentation, belong to Payburo Ltd. These Terms grant you a limited, non-exclusive, non-transferable licence to use the service during your subscription.

All data you input into the service (employee records, payroll data) belongs to you and your clients. We claim no intellectual property rights over your data.

10. Availability and Maintenance

We aim to provide a reliable service but do not guarantee uninterrupted or error-free operation. We may carry out maintenance, updates, or emergency work that temporarily affects availability. We will endeavour to give advance notice of planned maintenance.

Payburo is not liable for any losses caused by downtime or service interruption beyond what is set out in Section 11.

11. Limitation of Liability

To the maximum extent permitted by law:

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

12. Indemnity

You agree to indemnify and hold harmless Payburo Ltd and its officers, employees, and contractors from any claims, losses, costs, or expenses (including reasonable legal fees) arising from:

13. Termination

We may suspend or terminate your account immediately if:

On termination you may export your data for 30 days. After that period, data is retained in accordance with our Privacy Policy retention schedules.

14. Changes to the Service and These Terms

We may update these Terms from time to time. We will give you at least 30 days' notice of material changes by email. Continued use of the service after that date constitutes acceptance of the updated Terms.

We may also change, add, or remove features of the service. We will give reasonable notice of significant changes that affect existing functionality.

15. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before commencing formal legal proceedings, we encourage you to contact us at admin@payburo.co.uk to seek an informal resolution.

15a. Data Processing Agreement

By accepting these Terms, you also enter into the Data Processing Agreement ("DPA"), which is incorporated into and forms part of these Terms. The DPA sets out the terms on which Payburo processes personal data on your behalf as required by UK GDPR Article 28. In the event of any conflict between the DPA and these Terms in relation to data protection, the DPA shall prevail.

16. General

17. Contact

For questions about these Terms: