PAYRA ASSIST

Guard Plus

Terms of Service

Last updated: May 2026

Please read these Terms of Service carefully before using the Payra Assist Guard Plus service or website at payraassist.com. By reserving a place, paying a deposit, or using any part of the Payra Assist service, you agree to be bound by these terms. If you do not agree, please do not use the service.

1. About Payra Assist

Payra Assist Guard Plus is a done-for-you employee records management service operated by Maxine, trading as Payra Assist, based in the United Kingdom.

Business name: Payra Assist

Email: hello@payraassist.com

Telephone: +44 7518 575369

Website: www.payraassist.com

2. The Service

Payra Assist Guard Plus provides the following services to clients on a monthly subscription basis:

• Secure encrypted storage of employee annual leave and holiday pay records

• Monthly records summaries sent to the client

• Proactive update prompts and alerts regarding employee record changes

• 7-day advance notification before any record reaches its 6-year legal retention limit

• Plain English email support for record keeping queries — not legal advice

• An annual records health check

• A private secure portal link providing view-only access to the client's records archive

Payra Assist Guard Plus is a records management and administrative service. It does not constitute legal advice, HR consultancy, employment law advice, payroll services, or compliance certification. Clients remain solely responsible for their own legal compliance.

3. Eligibility

The service is available to small businesses based in the United Kingdom with between 3 and 10 employees. By using the service, you confirm that:

• You are a business owner or authorised representative of the business

• You have the authority to enter into this agreement on behalf of your business

• You are based in the United Kingdom

• You have between 3 and 10 employees at the time of signing up

4. Founding Member Reservation and Deposit

4.1 Reservation deposit

A founding member reservation requires a fully refundable deposit of £50. This deposit is collected via Monzo payment link and secures your place as a founding member. Payment of the deposit does not constitute final acceptance of the service — Payra Assist reserves the right to decline a reservation at its sole discretion, in which case the deposit will be refunded in full.

4.2 Refund policy

Your £50 deposit is fully refundable in the following circumstances:

• Payra Assist Guard Plus does not launch within a reasonable timeframe

• Payra Assist is unable to deliver the service to your business for any reason

• You request a refund within 14 days of paying your deposit, before your portal has been set up

Once your Guard Plus portal has been set up and confirmed as live, the deposit is non-refundable but is applied as a credit against your first month's subscription.

4.3 Setup fee waiver

Founding members have their standard £300 setup fee fully waived. This waiver applies only to the first 10 founding members and is not transferable. Payra Assist reserves the right to charge the standard setup fee to any client who joins after the founding member period has closed.

5. Subscription and Payment

5.1 Monthly fees

Following successful setup of your Guard Plus portal, the ongoing monthly subscription fee applies based on your selected tier:

• Tier 1 — 3 to 5 employees — £30 per month

• Tier 2 — 6 to 8 employees — £40 per month

• Tier 3 — 9 to 10 employees — £50 per month

5.2 Payment terms

Monthly fees are due in advance at the start of each billing period. Payment is collected via invoice issued by Payra Assist. Payment is due within 7 days of the invoice date. Payra Assist reserves the right to suspend the service if payment is not received within 14 days of the invoice date.

5.3 Price changes

Founding member rates are locked in for the lifetime of their subscription. Payra Assist will not increase the monthly fee for founding members. For non-founding clients, Payra Assist reserves the right to change pricing with 30 days written notice.

6. Cancellation

6.1 Cancellation by the client

You may cancel your Guard Plus subscription at any time by emailing hello@payraassist.com. There is no minimum contract period. Cancellation takes effect at the end of the current billing month. No refunds are provided for partial months already paid.

6.2 Cancellation by Payra Assist

Payra Assist reserves the right to cancel or suspend the service with immediate effect if:

• Payment is overdue by more than 14 days

• The client breaches these Terms of Service

• The client uses the service for any unlawful purpose

• The client provides false or misleading information

6.3 Effect of cancellation

Upon cancellation, your portal access link will be deactivated. Payra Assist will retain your records for a period of 30 days following cancellation, during which time you may request a copy of your records by emailing hello@payraassist.com. After 30 days, records will be securely deleted in accordance with our data retention policy.

7. Client Responsibilities

By using the Payra Assist Guard Plus service, you agree to:

• Provide accurate and complete employee information when requested

• Notify Payra Assist promptly of any changes to your employee roster — new starters, leavers, contract changes

• Keep your secure portal link confidential and not share it with unauthorised persons

• Contact Payra Assist immediately if you believe your portal link has been compromised

• Use the ProtonMail encrypted email account provided for all employee data communications

• Not use the service to store any data other than employee annual leave and holiday pay records

• Ensure your employees are informed that their records are being managed by Payra Assist, as required by UK GDPR

You remain the Data Controller for your employees' personal data at all times. Payra Assist acts as your Data Processor. You are responsible for ensuring you have a lawful basis for processing your employees' data and for informing them of your data practices.

8. Data Protection and UK GDPR

8.1 Data Processing Agreement

Before Payra Assist handles any employee personal data on your behalf, a Data Processing Agreement (DPA) will be provided for your signature. This DPA is a legal requirement under UK GDPR when one business processes personal data on behalf of another. The service will not commence until the DPA is signed.

8.2 How we handle your data

Payra Assist processes employee personal data solely for the purpose of providing the Guard Plus records management service. We do not sell, share, or transfer your data to any third party for any other purpose. All data is stored in an encrypted environment. Communications involving personal data are conducted via ProtonMail, which provides end-to-end encryption.

8.3 Data retention

Employee records are retained for the 6-year period required by the Employment Rights Act 2025. Payra Assist will alert you 7 days before any record is due for deletion. Upon cancellation of the service, records are retained for 30 days and then securely deleted unless you request deletion sooner.

8.4 Your rights

As a Data Controller, you and your employees have rights under UK GDPR including the right to access, rectify, erase, and port personal data. To exercise any of these rights, contact Payra Assist at hello@payraassist.com.

8.5 Data breaches

In the event of a suspected or confirmed data breach involving your employees' personal data, Payra Assist will notify you without undue delay and no later than 72 hours after becoming aware of the breach, in accordance with UK GDPR obligations.

9. Limitations of Liability

Payra Assist Guard Plus is an administrative records management service. To the fullest extent permitted by UK law:

• Payra Assist does not guarantee that use of the service will ensure full legal compliance with the Employment Rights Act 2025 or any other legislation

• Payra Assist is not liable for any penalties, fines, legal proceedings, or enforcement action taken against your business by the Fair Work Agency or any other body

• Payra Assist is not responsible for errors or omissions in records that arise from inaccurate or incomplete information provided by the client

• Payra Assist's total liability to you in any calendar month shall not exceed the monthly subscription fee paid by you in that month

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

10. Intellectual Property

All content on the Payra Assist website, including the Payra ID system, branding, documentation, and service methodology, is the intellectual property of Payra Assist. You may not reproduce, distribute, or use any part of it without prior written permission.

11. Changes to These Terms

Payra Assist reserves the right to update these Terms of Service at any time. We will notify existing clients of any material changes by email at least 14 days before the changes take effect. Your continued use of the service after that date constitutes acceptance of the updated terms. The most current version of these terms will always be available at payraassist.com.

12. Governing Law

These Terms of Service are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these terms or your use of the Payra Assist service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact Us

If you have any questions about these Terms of Service, your subscription, or your data, please contact us:

Email: hello@payraassist.com

Telephone / WhatsApp: +44 7518 575369

Website: www.payraassist.com

Payra Assist Guard Plus | payraassist.com | hello@payraassist.com

Compliant.