12CloudPayroll.com Last Updated: March 2026
These Terms of Service ("Terms"), together with our Privacy Policy and GDPR Policy, govern your access to and use of the 12CloudPayroll.com website, app, and all associated services (collectively, the "Website"). By accessing or using the Website, you confirm that you have read, understood, and agree to be bound by these Terms, our Privacy Policy, and our GDPR Policy. If you do not agree, you must not use the Website.
Definitions. Throughout these Terms:
The Website serves employer users, employee users, appointed additional users, bureau agent users, bureau agent client users, and others. These Terms apply to all users regardless of category or which services they use.
These Terms constitute the entire agreement between you and us regarding the Website. No other terms or conditions — whether in a purchase order, acknowledgement, specification, or any other document — shall form part of this agreement.
Failure by us to enforce any provision of these Terms on a given occasion shall not constitute a waiver of our right to enforce it on any future occasion.
Complaints. Serious complaints regarding these Terms, our Privacy Policy, or our GDPR Policy must be submitted in writing by registered post to the address given on our Website. We do not accept complaints by email, fax, or phone.
We reserve the right to amend these Terms, our Privacy Policy, our GDPR Policy, our fees, and the content or functionality of the Website at any time without prior notice. Changes will be posted on the Website and take effect immediately.
It is your responsibility to review these Terms, the Pricing page, and our Policies each time before you use the Website. Your continued use of the Website following any change constitutes your acceptance of the updated Terms. If you do not accept a change, you must stop using the Website and notify us by registered post at our address as given on the Website.
Your use of the Website is also governed by our Privacy Policy and GDPR Policy, each of which forms part of these Terms. Please read them carefully.
We provide an online payroll software platform enabling you to store and process data for RTI payroll, pension, Auto Enrolment, P11D, CIS, and related calculations; generate, view, and print payroll documents; make electronic payments; and access other related services. All services are provided on an "as is" and "as available" basis.
We provide facilities to e-file RTI forms and other returns to HMRC, including FPS, EPS, NVR, EYU, P11D, P11D(b), P46(Car), Pension submissions, and CIS Monthly Returns and Verifications. Validation is based on published HMRC schema and business rules, as well as any additional rules we may apply.
You are solely responsible for ensuring all returns are accurate, complete, and submitted on time in accordance with your legal obligations. Where late filing is permitted by the system, returns may only be submitted up to 10 months after the end of the relevant tax year deadline. After that point, you must deal with HMRC directly or use an alternative e-filing provider.
We provide facilities to download P6, P9, SL1, SL2, RTI notices, and other notifications from HMRC's Data Provisioning Service (DPS), subject to your credentials being entered into our system. All services are provided on an "as is" and "as available" basis.
The system can automatically update tax codes. You remain fully responsible for reviewing and verifying every tax code update to confirm it has been applied correctly.
Employers may invite employees to access payslips and statutory documents via an online payroll account. Employees have the right to ask their employer about what this involves and to raise objections directly with their employer. Disputes regarding employee access are a matter between the employee and the employer.
For security and privacy reasons, we will not access user accounts or interfere in employer decisions about account use. We will comply in full with any court order we receive. Employees who object to online accounts may request paper payslips, P60s, and other documents from their employer instead. Use of an ePayslip account is entirely optional.
Written objections from employees will be accepted; verbal objections will not.
Mobile services are subject to limitations, delays, or interruptions caused by hardware, software, network conditions, government or regulatory restrictions, exchange rulings, or court orders. We and our affiliates and licensors accept no responsibility for the reliability of your wireless carrier or device.
YOU ACKNOWLEDGE THAT USING A MOBILE DEVICE CARRIES INHERENT RISKS, INCLUDING THE RISK THAT CONFIDENTIAL INFORMATION MAY BE COMPROMISED IN THE EVENT OF THEFT OR LOSS.
Template workplace pension letters available in the system were drafted by non-legally qualified personnel. You must obtain advice from a qualified legal professional or the Pensions Regulator before using any of these letters. Their use is entirely at your own risk, and we accept no liability in connection with them. This applies to the Workplace Pension Announcement letter, the Auto-Enrolment letter, the Entitled Job Holder letter, the Non-Qualified Job Holder letter, the Qualified Job Holder letter, the Postponement letter, and any other workplace pension-related letters in the system.
Inactive Accounts: Accounts inactive for more than 24 months — where no Final Submission for the Tax Year (FSY) has been filed — will be moved to inactive "cold storage." Your account will not advance to the new tax year and you will no longer be able to sign in. Reactivation of an inactive account is subject to a fee of £200 plus VAT.
Lapsed Dormant Accounts: Accounts not updated to the current tax year for two consecutive tax years will be classified as lapsed dormant accounts. Reactivation is subject to a fee of £200 plus VAT. We give no warranty as to what data may be retained in a lapsed dormant account.
Closing Your Account: You may close your account at any time by signing in and completing the account closure process within the Website. Account closure is permanent and irreversible. Once closed, you and all associated users will permanently lose all access to account data. This applies to all user types:
For security reasons, we will not close accounts on your behalf via email, telephone, or any other means. All account closure requests must be completed by you through the process provided within the Website.
By entering your HMRC User ID, password, or other e-filing credentials into the Website, you confirm that you are authorised to do so and that you are instructing us to use those credentials for automated e-filing and downloading. If you wish to withdraw from the automated service, you must remove your credentials promptly after each e-filing or download.
Once you close the current tax year and open a new one, all prior tax year data is frozen and cannot be amended or reversed. You must thoroughly review your complete tax year data and complete all e-filing before starting a new tax year. HMRC may update its e-filing business rules in ways that require amendments to current-year data, and it is always preferable to complete e-filing before moving to the new tax year.
Third-party payment providers displayed on the Website are listed for your convenience only. We do not act as agent for, nor do we endorse or accept responsibility for, any payment provider.
To make electronic payments (including credit card, BACS, or other methods) through the Website, you must independently arrange and agree terms with the relevant third-party provider before using our payment facility. We provide no guarantee or warranty for any payment transaction. Payment services are provided on an "as is" and "as available" basis.
We provide payroll calculation, e-filing, and downloading facilities only. We do not provide tax, legal, financial, payroll administration, IT, or any other professional advice.
Any communication by our staff that could be construed as advice represents only the personal opinion of the individual concerned and is not attributable to us. You must not rely on any such statement when making decisions. All final decisions should be made only after consulting a suitably qualified professional (e.g., a solicitor, tax consultant, or IT specialist).
Pre-set items within the system reflect common configurations that may not suit your specific circumstances. You are responsible for reviewing all pre-set items before use.
You are solely responsible for the accuracy, completeness, and authority of all data you enter into the Website. We accept no liability for errors, inaccuracies, omissions, or ambiguities in your data records.
We are not a party to any transactions between you, your authorised users, agents, clients, employees, HMRC, your bank, or any other third party. Our services do not include support for HMRC investigations, payroll audits, or enquiries.
Contact details on your account may only be updated by you, by signing in and making changes directly. We will not action any request to update your contact details made by email or other means.
We reserve the right to monitor data entered or uploaded into the system for security and compliance purposes, and to hold data in a temporary screening environment to verify it is free of viruses and complies with HMRC or Companies House data format requirements.
You are responsible for keeping your Sign-In ID, password, pattern word, and all other sign-in credentials strictly confidential. You must:
We will never ask for your password by email, letter, or phone.
If you suspect your credentials have been compromised, notify your system administrator and contact us in writing immediately. Forgotten credentials can only be recovered using the "Forgot Sign In" function on the Website.
You acknowledge that internet-based services carry inherent privacy risks. If you are an employer, bureau, or agent, you must explain these risks to your company, employees, and clients before entering their data into the Website, and obtain their consent. We will assume all necessary consents have been obtained when you use the Website. You agree to indemnify us against all losses arising from any authorised or unauthorised entry of, or changes made to, third-party data.
Additional users must never disclose any personal, financial, or payroll data they encounter, whether intentionally or inadvertently. Any breach of this confidentiality obligation may result in personal liability to the affected employee, employer, client, and us, without limit.
By enabling the Support Request function, you grant our support team access to your account with the same rights as you, including access to all associated employee, client, and payroll data from any location.
The Support Request function does not disable automatically. You are responsible for disabling it as soon as support is no longer required.
Before enabling Support Request, you must obtain the prior consent of all affected parties, including employees, clients, and their employees. Once enabled, we will assume all necessary consents have been given, and you accept full responsibility for any breach of confidentiality resulting from its use.
By appointing an additional user — whether internal or external — for payroll administration, e-filing, account auditing, or any other purpose, you grant that person the same access rights as you, including the ability to view and amend company, client, and employee data from any location.
You accept sole responsibility for anyone you appoint as an additional user. You must obtain the consent of all affected parties before making any appointment, and you must not hold us responsible for providing this functionality.
Emails from our staff represent only the views of the individual author and not those of 12CloudPayroll.com. Emails sent to us may be monitored for operational and business purposes.
Do not send us emails with file attachments or links that could trigger a virus. Such emails will be automatically rejected. We accept no liability for virus-related damages.
We may send important notifications to your registered email address from time to time. You are responsible for checking your email regularly.
Internet communications — including email, SMS, and fax — pass through multiple ISPs and network hubs and cannot be guaranteed to be secure or error-free. Information may be intercepted, corrupted, lost, delayed, or arrive incomplete. If you transmit personal data, payslips, timesheets, or any other sensitive data over the Internet, you do so at your own risk. We have no control over the security of data once it leaves our servers and accept no legal responsibility for data transmitted over the Internet.
Telephone calls to or from us may be recorded for quality control and training purposes. Call details may be disclosed in the event of a dispute, provided no confidential personal data is included.
The payroll system enables you to calculate payroll and print payslips on an "as is" and "as available" basis, subject to the maximum number of employee records permitted at any given time as published on our Pricing page. The maximum employee limit may be adjusted for subsequent tax years without further notice.
The maximum employee count per tax year is the total number of employee records entered in that year, including both active employees and those issued with a P45 before the tax year end.
We reserve the right to introduce or amend charges for reports, e-filing, or electronic data transfer services at any time without notice.
CIS, P11D, TimeClaim, and any other services currently available or added in future do not form part of the standard payroll service and may be subject to separate charges.
Training and support are not included in the standard payroll service. We reserve the right to charge for training and support at any time. Charges will depend on the nature of the training or support required.
We reserve the right to impose a charge for assisting you to recover your sign-in details. The applicable charge will be published on the sign-in recovery form.
Our Pricing page sets out the charges applicable to our services. Not all chargeable items can be individually listed in these Terms; you are responsible for reviewing the Pricing page before using any service.
It is prohibited to create multiple accounts for the same company or organisation. We reserve the right to impose a penalty of £1,000 per duplicate account to prevent malpractice and abuse of free trial periods or offer limits.
We may waive charges at our absolute discretion without creating any obligation to do so again. We reserve the right to change our published fees or introduce new charges at any time without notice.
You must keep your payroll account updated to the current tax year at all times. Accounts not updated for two consecutive tax years will be classified as lapsed dormant accounts. Reactivation is subject to a non-refundable fee of £200 plus VAT. We give no warranty as to what data may be contained in a lapsed dormant account.
All fees are invoiced in GBP sterling and are subject to VAT at the prevailing rate. Invoices are issued electronically — by email or within the Website — and are our official invoices. You are responsible for printing hard copies if required.
All invoices are due for payment within 30 days (or such other period as stated on the invoice). Late payment may result in interest charges on the outstanding amount and suspension of your account and loss of access to all data.
We may require payment via a nominated online payment method. If you choose to pay by cheque or bank transfer, an administration levy may apply.
We may suspend or terminate your account, password, or access to the Website at any time, at our sole discretion, including for non-use, non-payment, or breach of these Terms. Our decision to terminate is final, and no compensation will be payable for any resulting loss or inconvenience.
We also reserve the right to withdraw all or part of the Website or its services at any time, with or without notice.
If your account is terminated, your access rights cease immediately. Any continued use of the services after termination will require a new agreement and pricing to be agreed in advance.
You must never leave your computer unattended while signed in. Always sign out fully when you have finished. If using a shared or public computer, close all browser windows after use.
You must keep your contact and identity details up to date on the Website. If you use our sign-in recovery service, you may be required to provide proof of identity. Recovered sign-in details will be sent by post to your registered address. Sending to an alternative address may require verification by a UK Law Society-registered solicitor. We accept no responsibility for postal delays or associated risks.
You download any material from the Website at your own risk and are solely responsible for any damage to your systems or loss of data resulting from such downloads.
THE WEBSITE AND ALL SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTY OF ANY KIND. TO THE FULLEST EXTENT PERMITTED BY LAW, WE EXPRESSLY DISCLAIM ALL WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE WEBSITE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT DATA TRANSMITTED THROUGH IT WILL NOT BE INTERCEPTED BY THIRD PARTIES. WE AND OUR AFFILIATES, SUBSIDIARIES, DIRECTORS, OFFICERS, EMPLOYEES, LICENSORS, AND THIRD-PARTY VENDORS ACCEPT NO RESPONSIBILITY FOR LOSSES ARISING FROM SERVICE FAILURES, INTERRUPTIONS, OR THE ACTS OR OMISSIONS OF ANY THIRD-PARTY PROVIDERS.
To the fullest extent permitted by applicable law, our total aggregate liability to you for any claim arising out of or in connection with these Terms or your use of the Website shall not exceed the total fees paid by you to us in the relevant tax year.
We shall not be liable for any indirect, incidental, special, consequential, or exemplary loss or damage however caused, including loss of data, revenue, business, or access.
Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited under applicable law.
The Website may contain links to third-party websites we do not maintain or control. We are not responsible for the content, accuracy, or privacy practices of any linked site. All third-party content and materials are provided on an "as is" basis. We make no endorsement of any third-party product, service, or material, and exclude all liability for any errors, omissions, or illegality in third-party content.
We reserve the right to display advertisements anywhere on the Website at any time. Any dealings between you and an advertiser or merchant are solely between you and that party. We accept no liability for any loss or damage arising from such dealings.
Any dispute between you and another user of the Website must be pursued independently and without recourse to us. You release us from all claims, losses, damages, and expenses — including legal fees — arising from such disputes.
Nothing in these Terms confers any rights on any third party under the Contracts (Rights of Third Parties) Act 1999, except where expressly stated.
These Terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
The 12CloudPayroll.com Website and App are owned by NETPAYDUE.COM LIMITED (Company No. 03935066). The Website and App are built on source code owned by INTERSOFTWARE SOLUTIONS LIMITED ("ISS", Company No. 03306112), from whom NETPAYDUE.COM LIMITED holds a non-exclusive licence. ISS is the copyright and intellectual property rights holder of the underlying software.
Neither ISS nor NETPAYDUE.COM LIMITED gives any express or implied warranty — including as to fitness for purpose, accuracy, completeness, or availability — in relation to your use of the Website or its services.
ISS is not a party to any contract with any end user. The agreement governing your use of the Website is solely between you and NETPAYDUE.COM LIMITED.
The ISS copyright covers: business workflow and logic, source code, calculation engines (including pension-specific calculations and reporting), audio and video delivery systems, web services API and XML interfaces, CSV file format interfaces, server hosting software, payment administration systems, user management systems, screen designs, reporting systems, rollback system, multi-user system, employee internet accounts, e-filing and downloading systems, and user reminder systems.
The ISS copyright does not cover: 12CloudPayroll.com's home page design, colours, logos, icons, marketing materials, third-party audio and video content, advertising design, external customer support systems, third-party service provider integrations, modified help files, or the data backup system.
Any customisation or modification to the software — regardless of whose idea it originates from — shall have its copyright vested in ISS, which will grant you a non-exclusive licence to use the modified software upon payment of any agreed fee.
Note: ISS may transfer ownership of the software copyright at any time without prior notice. There is no guarantee that a new copyright owner will maintain the same commitments or terms.
All software is licensed, not sold. You may not copy, reproduce, modify, distribute, transmit, reverse engineer, decompile, or disassemble any part of the software without prior written consent, except to the extent expressly permitted by applicable law.
The Website is copyrighted © 2023 by INTERSOFTWARE SOLUTIONS LIMITED (Company No. 03306112). The home page design is copyrighted © 2023 by NETPAYDUE.COM LIMITED.
No Linking: No third-party website may be linked to this Website without our prior written consent.
Trade Marks: Third-party names and logos appearing on the Website are the property of their respective owners and are used with permission.
Entire Agreement: These Terms, together with the Privacy Policy and GDPR Policy, constitute the entire agreement between you and us regarding the Website and supersede all prior oral or written communications.
Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
Copyright © INTERSOFTWARE SOLUTIONS LIMITED (Company No. 03306112). All rights reserved. Copyright © 12CloudPayroll.com. All rights reserved.
12CloudPayroll.com Last Updated: March 2026
This Privacy Policy explains how 12CloudPayroll.com ("we," "us," or "our") collects, uses, stores, and protects your personal data when you use our Website and its services. It forms part of our Terms of Service and should be read alongside our GDPR Policy.
We are committed to protecting your privacy and recognise that your data is of a highly sensitive nature. This policy applies solely to 12CloudPayroll.com and does not apply to any third-party companies or websites.
By accessing or using our Website, you confirm that you have read and agree to this Privacy Policy. If you do not agree, please do not use our Website. Formal requests to be removed from our services must be submitted in writing by registered post to the address given on our Website.
We collect personally identifiable information when you register with us, including your full name, address, email address, driving licence details, and other information we may request from time to time.
Data entered into the Website — including employee and client names, addresses, dates of birth, National Insurance numbers, tax codes, and pay history — is collected primarily for payroll calculation, e-filing, and downloading purposes.
We may also use your data to: personalise content and advertising; fulfil requests for products or services; and contact you about updates, promotions, or to obtain feedback.
We are committed to data minimisation and will only collect and process personal data to the extent necessary for the purposes described. We reserve the right to scan the user database for administrative, invoicing, and support purposes where necessary.
Before entering any employee or client personal data into the Website, you must obtain their informed consent and clearly inform them of what data will be stored and for what purpose.
We will not sell, rent, trade, or otherwise share your personally identifiable information with third parties, except in the following circumstances:
We do not independently verify the accuracy of data you enter. You are solely responsible for the accuracy and completeness of your records.
You may update your data at any time by signing in and making the necessary changes. To request deletion of your account and associated data, you must write to us by registered post at the address provided on our Website. We will cease processing your data upon receiving a valid written request.
We reserve the right to delete data we consider outdated or no longer required.
We take reasonable technical, physical, and procedural steps to protect the security and confidentiality of personal data on our platform, and use appropriate encryption and security protocols to protect data in transit.
No method of Internet transmission or data storage is completely secure. We cannot guarantee absolute security and cannot be held liable for any breach beyond our reasonable control. Data submitted to us is submitted at your own risk.
Access to personal data is restricted to staff who require it to perform their role. You remain responsible for keeping your sign-in credentials secure and signing out after each session.
IP Addresses: We automatically log the IP address of your device each time you visit the Website for security purposes.
Cookies: Cookies are small text files stored on your device that help us recognise returning users and personalise your experience (for example, by recalling your sign-in ID). You may disable cookies in your browser settings at any time, though this may affect Website functionality.
Third-party advertisers on our Website may also set their own cookies, subject to their own privacy policies. They do not have access to our cookies.
Our Website contains links to external websites we do not control. We are not responsible for their privacy practices or content. We recommend reviewing the privacy policies of any third-party sites you visit.
We reserve the right to update this Privacy Policy at any time. Changes will be published on this page. You should review this policy each time you access the Website to ensure you remain comfortable with how we handle your data.
For serious complaints about our Terms of Service, Privacy Policy, GDPR Policy, or our services generally, or to request removal from our services, please write to us by registered post only:
12CloudPayroll.com 33 Heathfield Gardens Brent Cross London NW11 9HY United Kingdom
We do not accept complaints by email, fax, or phone.