Terms and Conditions

1. Who you are contracting with

AdminHQ (“AdminHQ”, “we”, “us”, “our”) is operated by Melissa Burrows trading as AdminHQ, a sole trader established in England, United Kingdom. These terms form a binding agreement between you (or the organisation you represent) and Melissa Burrows trading as AdminHQ.

For general enquiries, contact support@adminhq.app. For data protection enquiries, contact privacy@adminhq.app.

2. Acceptance of these terms

By creating an account, accessing or continuing to use AdminHQ, you agree to these terms. If you do not agree, you must stop using the service. If you are using AdminHQ on behalf of a business, you confirm you have authority to bind that business. Tell us promptly if you suspect unauthorised access to your account.

3. Business use only

AdminHQ is provided for business use only. By creating an account, you confirm that you are acting for purposes relating to your trade, business, craft or profession and, where applicable, have authority to act on behalf of the business you register.

AdminHQ is not offered to consumers, and accounts must not be created or used for personal, family or household purposes. We may suspend or close any account that we reasonably believe is not being used for business purposes.

4. The service

AdminHQ is a web-based business administration platform for UK employers. It supports employee administration and record-keeping, compliance and renewal tracking, recording of expiry and renewal dates, task management and assignment, annual leave and other leave management, automated reminders and related administrative functions. Features may change, be added to or be improved over time.

AdminHQ is an administrative and tracking tool only. It does not provide legal, HR, employment, regulatory, CQC or any other professional advice, and it does not guarantee that your organisation meets any statutory, regulatory or contractual standard. Any templates, requirement libraries, presets, statuses, indicators or calculations provided in AdminHQ are for administrative convenience only.

In particular, leave balances, allowances, accruals, calculations and records within AdminHQ do not constitute advice on statutory holiday entitlement, the Working Time Regulations, holiday pay or employment law. You are responsible for determining correct entitlements and for ensuring that your employment practices comply with applicable law. You remain responsible for your own compliance obligations at all times.

5. Your account

You must provide accurate account information and keep it up to date. You are responsible for keeping your login credentials confidential and for all activity that takes place under your account, including activity by users you invite. Secure links sent to your employees should be treated as confidential and only shared with the person they relate to.

6. Acceptable use

You must not misuse AdminHQ. In particular, you must not:

• use the service for any unlawful purpose or in breach of data protection law;
• use it for fraud, spam or to send unsolicited communications;
• infringe the intellectual property or privacy rights of anyone else;
• interfere with the security or integrity of the service, including introducing malware, probing or scanning our systems, or scraping data;
• reverse engineer, resell, redistribute or circumvent technical limits;
• enter personal data about individuals without a lawful basis for doing so; or
• intentionally enter medical or health information, DBS or other background-check results, criminal-offence or criminal-conviction information, or other special-category personal data into free-text fields, notes, names, descriptions or any other field not designed to receive that information. AdminHQ is not designed or intended to store such information.

Our separate Acceptable Use Policy forms part of these terms and sets out further detail.

7. Licence and intellectual property

We grant you a limited, non-exclusive, non-transferable right to use AdminHQ during your subscription and within the plan you have selected. We retain all ownership of the service, including the software, documentation, design and branding. You keep ownership of the content and data you enter (“Customer Content”), and you grant us a limited licence to host and process that content solely to provide the service to you.

8. Service availability

We work to keep AdminHQ available and reliable, but we do not guarantee that the service will be uninterrupted, timely, secure or error-free. Access may be suspended for maintenance, upgrades or matters beyond our reasonable control. Reminder emails are sent on a best-efforts basis and should not be your only control for tracking renewals, tasks or leave.

9. Third-party services

AdminHQ relies on third-party infrastructure and service providers — including hosting, database, email delivery and payment providers — to deliver parts of the service. These providers operate independently and are not under our absolute control, and their availability, performance or changes to their own services may affect AdminHQ. The providers we currently use are listed in our Sub-processor List, which we may update from time to time.

10. Free trial

New subscriptions currently include a 7-day free trial. A valid payment method is required to start the trial. No payment is taken during the trial period.

Unless you cancel before the trial ends, your paid subscription begins automatically at the end of the 7-day trial and the first monthly payment is taken at that point. If you cancel during the trial, you will not be charged and access continues until the trial period ends. Trials may be varied or withdrawn for future subscriptions.

11. Subscription plans and employee limits

Subscription plans are based on the number of employees you manage within AdminHQ. Each plan includes a maximum number of employee records, and the applicable limits are shown on our pricing page and on your current subscription details within the app. If you need to manage more employees than your plan allows, you will need to move to a plan with a higher limit. Prices and plan limits may change from time to time; current details are always shown on the pricing page.

12. Payment, billing and taxes

AdminHQ is sold on a subscription basis. Subscriptions renew automatically for the billing period you chose until cancelled. You can cancel at any time, and access continues until the end of the period you have already paid for.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

Payment, billing, invoicing, tax and refund mechanics are governed by Paddle’s Buyer Terms. See also our Refund Policy.

13. Cancellation, data retention and deletion

You may cancel your subscription at any time. Access continues until the end of the period you have already paid for.

After your subscription ends, we retain your account data for 90 days. During that period you can resubscribe and your data will be restored to you, and the scheduled deletion is cancelled. We send reminders before deletion is due. At the end of the 90-day period, your company data — including employee records, compliance records, tasks, leave records, user logins and associated audit records — is permanently deleted.

If you prefer not to wait, you can permanently delete your account immediately from Settings. This bypasses the 90-day recovery period, takes effect straight away and cannot be reversed, undone or recovered through AdminHQ.

Paddle, as Merchant of Record, may independently retain transaction, invoice, payment and tax records where it is required to do so by law. That retention is outside our control and is not affected by deletion of your AdminHQ account.

14. Data protection

How we handle personal data is described in our Privacy Policy. Where AdminHQ processes employee or other personal data on your behalf as a business customer, you act as controller and we act as processor, and the respective controller and processor responsibilities are governed by our Data Processing Agreement. The providers we engage to help deliver the service are listed in our Sub-processor List.

If there is any conflict or inconsistency between these terms and the Data Processing Agreement in relation to the processing of Customer Personal Data, the Data Processing Agreement takes precedence.

15. Confidentiality

Each party may receive non-public business information from the other that is identified as confidential or that would reasonably be understood to be confidential. Each party will keep such information confidential, use it only for the purposes of the relationship, and protect it with reasonable care. This does not apply to information that is or becomes public through no breach of these terms, is independently developed, or is lawfully received from a third party.

Either party may disclose confidential information where required by law, regulation or a competent authority, and we may disclose it to the authorised providers listed in our Sub-processor List to the extent necessary to provide the service, subject to appropriate confidentiality obligations.

16. Suspension and termination

We may suspend or terminate access where there is a material breach of these terms, non-payment, a security or fraud risk, or repeated or serious policy violations. You may close your account at any time. Following termination or expiry, your data is handled in accordance with section 13 (Cancellation, data retention and deletion) and our Privacy Policy. You can export your data at any time while you have access, and during the 90-day retention period by resubscribing.

17. Warranties and liability

To the fullest extent permitted by law, we disclaim all implied warranties, including merchantability and fitness for a particular purpose. We are not liable for indirect, consequential or special losses, including loss of profits, data, business or goodwill, or for regulatory penalties arising from your own compliance failures. Our total aggregate liability is limited to the fees you paid in the 12 months before the claim. Nothing in these terms limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.

18. Indemnity

You will indemnify AdminHQ against reasonable losses, damages, liabilities and costs arising from a third-party claim to the extent that the claim results from your unlawful use of the Service, Customer Content that infringes a third party’s rights, or your material breach of applicable data protection law when using the Service.

AdminHQ will notify you promptly of any such claim and will not settle a claim in a manner that imposes an admission of liability or additional obligation on you without your reasonable consent.

19. Changes to the service and these terms

We may change, add to or discontinue features of the service from time to time, including where necessary for legal, security or technical reasons. We may also update these terms, and will post the revised version on this page with a new “last updated” date. Where a change is material, we will take reasonable steps to notify you. Continued use of AdminHQ after a change takes effect means you accept the revised terms.

20. General

Force majeure. Neither party is liable for any delay or failure to perform caused by events beyond its reasonable control, including internet or hosting failures, third-party provider outages, power failures, industrial action, acts of government, or natural events.

Severability. If any provision of these terms is found to be invalid or unenforceable, that provision will be modified to the minimum extent necessary or severed, and the remaining provisions will continue in full force.

Entire agreement. These terms, together with the Privacy Policy, Data Processing Agreement, Sub-processor List, Acceptable Use Policy and Refund Policy, form the entire agreement between us regarding AdminHQ and supersede any prior discussions or representations, except in the case of fraud or fraudulent misrepresentation.

Third-party rights. A person who is not a party to these terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its provisions.

Assignment. You may not assign these terms without our consent; we may assign them as part of a merger, acquisition or sale of the business.

Governing law. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.