Terms and Conditions

2. Definitions

In these Terms:

• Authorised User means a User who is permitted to access the relevant part of YourHR.guide under a valid Guest, Regular or Premium Membership, or through an Organisation or Partner Site.

• Content means the guidance, documents, templates, checklists, videos, tools and other resources made available through YourHR.guide.

• Consumer means an individual acting for purposes wholly or mainly outside their trade, business, craft or profession.

• Customer means the person or Organisation that purchases, arranges or is responsible for a paid Membership or other paid access.

• Guest means a User accessing limited Content without registering.

• Membership means the level of access made available to a User, including Guest, Regular Member, Premium Member or any equivalent access level offered through a Partner Site.

• Organisation means an employer, membership body, professional organisation, client organisation or other business through which access is provided.

• Partner Site means a dedicated, co-branded or white-labelled version of YourHR.guide made available through an authorised Organisation or partner.

• Premium Member means a User with paid or sponsored access to the Premium Content included within the applicable Membership.

• Regular Member means a registered User with free access to the Content allocated to that access level.

• User means any individual who accesses or uses YourHR.guide.

• we, us or our means Your Business Guide Ltd.

3. Purpose and nature of the Service

YourHR.guide provides practical HR guidance and template resources designed primarily for small and medium-sized organisations. The Content is intended to support day-to-day HR administration, employment practices and workplace documentation.

The Content is general information only. It is not legal advice, HR consultancy, case-specific advice or a substitute for advice based on the particular facts and circumstances. Access to YourHR.guide does not create a solicitor-client, consultant-client or other advisory relationship with us, or any contributor or any Organisation providing access.

Specialist contributors may prepare or review Content. Your Business Guide Ltd remains the operator of YourHR.guide unless a separate agreement expressly states otherwise.

4. Access routes and Membership levels

YourHR.guide may be accessed through the main website or through a Partner Site. Available Content, registration requirements, charges and Membership levels may differ between sites and will be shown on the relevant site, order page or Membership information.

The main YourHR.guide site may offer the following access levels:

• Guest access: limited free access without registration.

• Regular Membership: free registered access to additional Content. A name and email address will normally be required.

• Premium Membership: paid or sponsored access to the Premium Content included within the relevant package. Premium Membership may be paid monthly, annually or by another agreed billing arrangement.

A Partner Site may include different names, access levels or Content packages. Access may depend on the User remaining an employee, member, client or other eligible person of the Organisation providing the benefit.

5. Registration and account security

Registration details must be accurate, complete and kept up to date. Each account is personal to the registered User unless we expressly agree otherwise.

Users must keep passwords and login details confidential, use reasonable security measures and notify us promptly if they believe an account has been compromised or used without authority.

A User must not share login details or permit another person to use their account. We may require a password reset, restrict concurrent access, suspend access or close an account where we reasonably suspect unauthorised use, credential sharing, misuse or a security risk.

6. Licence to use Content

Subject to these Terms and the applicable Membership, we grant each Authorised User a limited, non-exclusive, non-transferable and revocable licence to access and use the Content for the internal business purposes of the User’s own employer or Organisation.

An Authorised User may, within the scope of their Membership:

• view and use Content through YourHR.guide;

• download, save and print permitted documents and templates; and

• adapt permitted templates for internal use by their own employer or Organisation.

The licence ends when the relevant Membership or authorised access ends. Documents lawfully downloaded during the Membership may continue to be used internally by the relevant Organisation, but they will not be maintained or updated by us after access ends.

7. Prohibited use

Except where a separate written licence expressly permits it, a User must not:

• sell, resell, sublicense, distribute, publish or commercially exploit any Content;

• use Content for a client, customer or other third party;

• make Content available through another website, portal, shared drive, document library, artificial intelligence system, database or subscription service;

• remove copyright, trademark or ownership notices;

• systematically copy, scrape, harvest, extract or download Content, or use automated tools to access the Service;

• use Content to create a competing or substantially similar product, service or content library;

• reverse engineer, interfere with, circumvent or test the security of the Service without written authority; or

• use YourHR.guide unlawfully, fraudulently or in a way that could damage the Service, our reputation or the rights of another person.

8. Use of Content for clients or third parties

Consultants, advisers, professional service providers and other Users must not use Content for a client or third-party organisation unless that organisation has its own valid Premium Membership or the User has a separate written content licence that expressly permits such use.

Where a client or third-party organisation has its own Premium Membership, the User may assist that organisation to use permitted Content solely for that organisation. This does not give the User a wider right to retain, reuse or adapt Content for other clients.

Separate licences may be available for consultancies, partners, white-label providers, employee handbook services and other commercial uses. Those arrangements are governed by the applicable licence or partner terms in addition to these Terms.

9. Intellectual property

All intellectual property rights in YourHR.guide, its structure, design, branding, technology and Content belong to Your Business Guide Ltd or its licensors, unless expressly stated otherwise.

No ownership rights are transferred to a User, Customer, Organisation or partner. Rights not expressly granted under these Terms are reserved.

10. Content changes and updates

We may add, update, reorganise, replace or withdraw Content and may change the Content allocated to any Membership level. This enables us to maintain and develop the Service, respond to legal or practical developments and remove material that is outdated, duplicated or no longer appropriate.

We will not materially reduce the core paid service during a current paid Membership without a legitimate business, legal, technical or security reason. Where a material adverse change is planned, we will provide reasonable notice where practicable.

Content is current only as at the date it is accessed or downloaded. Users should check the live version before relying on previously downloaded Content.

11. Accuracy and reliance on Content

We take reasonable care in preparing and maintaining Content. However, employment law and HR practice change, and the correct approach depends on the relevant facts, contractual arrangements and legal jurisdiction.

The User and Customer remain responsible for deciding whether Content is suitable, obtaining appropriate advice where needed, tailoring documents accurately and using fair and lawful procedures. In particular, Users should obtain case-specific advice where a matter is complex, high risk, disputed, urgent or may result in dismissal, discrimination, significant financial liability or legal proceedings.

We do not warrant that the Content will cover every situation, achieve a particular result or be suitable outside England, Wales and, where expressly stated, Scotland. Content should not be used for another jurisdiction unless it expressly says that it applies there.

12. Price, payment and taxes

Prices and billing arrangements are shown on the relevant order page, Membership page, Partner Site or order confirmation. Unless stated otherwise, prices exclude VAT, which will be added at the applicable rate.

The Customer must provide a valid payment method and pay all charges when due. Where payments are collected by an authorised partner or Organisation, that party may act as payment collector under its arrangement with the Customer, but this does not change ownership of the Service or Content.

We may correct an obvious pricing or billing error. We will not increase the agreed price during a fixed paid Membership term except where the change results from a change in law, tax, the Customer’s selected package or an agreed additional service.

13. Duration, renewal and cancellation of paid Membership

Unless the relevant order page or order confirmation states otherwise, Premium Membership has an initial fixed term of 12 months. It will then renew for successive fixed periods of 12 months unless cancelled in accordance with this clause.

A Customer may cancel renewal through the account area or by giving notice using the contact details shown on the site. Cancellation prevents renewal and takes effect at the end of the current 12-month term. It does not end the current term early. No further renewal payment will be taken after an effective cancellation, but all charges due for the current term remain payable.

We will send a renewal reminder before an automatically renewing annual Membership where we hold appropriate contact details. The reminder will state the renewal date, the renewal price or how it will be calculated, and how to cancel.

Monthly payment is an instalment arrangement for the full 12-month Membership term and does not create a monthly rolling contract. Cancelling a payment instruction does not cancel the Membership or remove liability for the remaining instalments and any other charges due for the agreed term.

Where access is provided and paid for by an Organisation or partner as a benefit, the User may not have an individual right to continue or renew that access. It may end when the relevant arrangement or eligibility ends.

14. Consumer Customers

If an individual purchases Premium Membership as a Consumer, these Terms apply subject to any statutory consumer rights that cannot lawfully be excluded or restricted.

A Consumer purchasing online or at a distance will normally have a statutory right to cancel within 14 days after the contract is entered into. Details of the cancellation right and a model cancellation form will be provided during or immediately after purchase.

Where a Consumer asks us to provide access before the end of the cancellation period, we may begin supplying the Service immediately. The Consumer may be required to pay a proportionate amount for the Service supplied before cancellation, and any right to cancel digital Content may be affected once supply begins, but only to the extent permitted by law and where the required express consent and acknowledgement have been obtained.

Nothing in these Terms affects a Consumer's statutory rights in relation to services or digital content that are not supplied with reasonable care and skill, are not as described, are not of satisfactory quality where applicable, or are otherwise defective.

15. Notifications and marketing communications

We may send service communications that are necessary to operate an account or Membership, including security messages, payment and renewal information, changes to access, and important Content or service updates. These communications may be sent to Regular Members and Premium Members and cannot normally be opted out of while the account or Membership remains active.

We will also send communications about changes in employment law, HR-related updates, content updates, advisory information, products, services and general marketing. Regular Members and Premium Members can unsubscribe from these communications at any time through their account settings or by using the unsubscribe link in the communication.

Unsubscribing from notifications will not normally end a Membership or close the User’s account. However, the User will no longer receive employment law updates, HR advisory notifications or other optional information-based communications included within those marketing communications.

16. Suspension and termination by us

We may suspend or terminate access where:

• fees are overdue;

• a User or Customer breaches these Terms or an applicable licence;

• we reasonably suspect credential sharing, unauthorised third-party use, scraping, copying or other misuse;

• access creates a security, legal, technical or reputational risk;

• the User is no longer eligible for access provided by an Organisation or Partner Site; or

• we discontinue the relevant Service or Membership.

Where the breach can reasonably be remedied, we will normally give notice and a reasonable opportunity to remedy it. We may suspend or terminate immediately where the breach is serious, deliberate, repeated, unlawful or creates an urgent risk.

Suspension does not remove the obligation to pay charges properly due. If we permanently discontinue a paid Service for reasons not caused by the Customer, we will provide a reasonable alternative or a proportionate refund for the unused prepaid period.

17. Consequences of access ending

When Membership or authorised access ends, the User’s right to access YourHR.guide ends and the account may be restricted or removed.

Documents retained after termination are current only as at the date downloaded. We are not responsible for updating or maintaining them after access ends.

Clauses concerning intellectual property, prohibited use, accrued payment obligations, liability and any provisions intended by their nature to continue will survive termination.

18. Availability, maintenance and security

We will use reasonable care to operate and maintain YourHR.guide. However, uninterrupted or error-free availability is not guaranteed. Access may be temporarily unavailable because of maintenance, updates, security work, supplier failure, internet or hosting disruption, or circumstances outside our reasonable control.

We may make changes reasonably required to preserve security, functionality, legal compliance or service integrity. We will seek to restore material interruptions within a reasonable period.

19. Data protection and privacy

We process personal data in accordance with applicable data protection law and our Privacy Notice, which explains what information we collect, how it is used, the lawful bases relied upon and the rights available to individuals.

Where an Organisation or partner provides or administers access, it may also process personal data for its own purposes. Users should review the relevant Organisation’s privacy information as well as ours.

20. Third-party services and links

YourHR.guide may contain links to third-party websites, services or resources. They are provided for convenience only. We do not control and are not responsible for third-party content, availability, security or privacy practices. A User accesses third-party services at their own discretion and subject to the third party’s terms.

21. Liability

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

Where the Customer is a Consumer, nothing in these Terms excludes or restricts any statutory rights or remedies that cannot lawfully be excluded or restricted.

Subject to the paragraph above, we are not liable for indirect or consequential loss, loss of profit, revenue, business, contracts, anticipated savings, goodwill or opportunity, or loss arising from a User’s failure to obtain appropriate case-specific advice or to adapt and implement Content correctly.

Subject to the first paragraph of this clause, our total aggregate liability arising out of or in connection with a paid Membership will not exceed the total fees paid or payable for that Membership during the 12 months immediately preceding the event giving rise to the claim. For free access, our total aggregate liability will not exceed £100.

The limitations in this clause apply to the fullest extent permitted by law and reflect that YourHR.guide provides general business guidance and templates rather than case-specific professional advice.

22. Responsibility for unauthorised use

A Customer or User responsible for unauthorised copying, disclosure, distribution or commercial use of Content may be required to stop the misuse, delete or return copied material and compensate us for losses reasonably arising from the breach. This may include reasonable investigation, enforcement and replacement licence costs, subject always to applicable law and the requirement that any remedy is proportionate to the loss suffered.

23. Changes to these Terms

We may amend these Terms to reflect changes in law, regulation, the Service, technology, security, payment processes, business arrangements or to clarify the Terms.

The updated Terms will be posted on the relevant site. We will give reasonable advance notice of a material change affecting a paid Membership. A change will not retrospectively remove rights already accrued.

If a material change causes significant detriment to a Customer during a current paid term, the Customer may notify us before the change takes effect and request termination of the affected Membership. Where appropriate, we will provide a proportionate refund for any unused prepaid period.

24. Notices and communications

We may send notices and service communications by email to the address registered to the account, through account notifications or by posting a prominent notice on the relevant site. The User and Customer must keep contact details current.

Notices to us, including cancellation notices, should be sent to paula@yourbusinessguide.co.uk. A cancellation notice should clearly identify the Customer, account and Membership concerned.

25. General provisions

These Terms, together with the applicable order page, order confirmation, Membership description and any expressly incorporated licence or partner terms, form the agreement relating to use of YourHR.guide.

If there is a conflict, a specifically agreed written order or licence takes priority over these Terms for the subject matter it expressly covers.

The Customer may not assign or transfer the agreement without our written consent. We may assign or transfer our rights and obligations as part of a business transfer, restructuring or transfer of the YourHR.guide service, provided this does not materially reduce the Customer’s rights.

A delay or failure to enforce a right is not a waiver of that right. If any provision is invalid or unenforceable, the remaining provisions continue in force.

Neither party is liable for delay or failure caused by circumstances outside its reasonable control, except that this does not excuse payment of sums already due.

No person other than a party to the agreement has a right to enforce it under the Contracts (Rights of Third Parties) Act 1999, except that our licensors may enforce provisions protecting their intellectual property where applicable.

26. Governing law and jurisdiction

These Terms and any dispute or claim arising out of or in connection with them are governed by the law of England and Wales. If the Customer is acting in the course of business, the courts of England and Wales have exclusive jurisdiction. A Consumer may also have the right to bring proceedings in the courts of the part of the United Kingdom in which they live.

27. Contact details

Questions, notices, cancellation requests and complaints relating to YourHR.guide should be sent to paula@yourbusinessguide.co.uk or to the postal address stated in clause 1.