Subscription terms

1. The service

Tessera is provided as a hosted, multi-organisation service. Each Customer has its own workspace, reached at its own address, holding its own data in an isolated schema of the service database.

We may improve, add to or change features of the service. We will not remove functionality that materially reduces what you have paid for without at least 60 days' notice.

The service includes the modules of the plan you subscribe to. During the free trial every module is available.

2. Trial, plans and fees

New workspaces have a free trial of 30 days from creation. No payment details are required for the trial. At the end of the trial the workspace becomes read-only until a plan is chosen; data is retained for 60 days after the trial ends and is then deleted.

Plans are priced per employee per month, exclusive of VAT, and billed monthly in advance through Stripe. The number of employees is the number of active employee records in your workspace at our nightly count, never fewer than the plan minimum. Changes in headcount are reflected on the next invoice.

You may change plan at any time; differences are prorated. You may cancel at any time from Administration → Subscription; the subscription ends at the close of the paid period and no refund is made for the unused part of a month.

We may change prices with 60 days' notice by email to the billing contact. Price changes apply from the next renewal after the notice period.

3. Your responsibilities

You are responsible for the accuracy of the data you enter, for the lawfulness of the processing you carry out in the service, for the actions of your users, and for keeping sign-in credentials confidential.

Payroll outputs (payslips, RTI submissions, BACS files, P60s and statutory calculations) are produced from the data and settings in your workspace. You remain the employer and the person responsible for submissions to HMRC, pension providers and your bank, and for checking payroll before it is approved.

You must not use the service for anything unlawful, to store content you have no right to store, or in a way that interferes with the service for other customers (see the Acceptable use policy).

4. Data protection

For personal data in your workspace you are the controller and we are your processor. The Data processing agreement forms part of these terms and sets out our obligations, the sub-processors we use, and the security measures we apply.

Your data is hosted in the United Kingdom. We do not use your data for any purpose other than providing the service, and we do not use it to train machine-learning models.

5. Availability and support

We aim for 99.9% monthly availability of the service, excluding planned maintenance announced at least 48 hours in advance and carried out outside UK business hours where possible.

Support is provided by email to the administrators of your workspace on UK business days, with a first response within one business day, and within four hours for incidents that stop payroll from being run.

Backups are taken at least daily and retained for 30 days. You can export your data at any time from Reporting → Data exports and from Administration.

6. Intellectual property

The service, its software and documentation remain the property of Open Source AI Ltd. You receive a non-exclusive, non-transferable right to use the service for your organisation for the subscription period.

Your data remains yours. You grant us only the rights needed to host, process and back it up to provide the service.

7. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything that cannot be limited by law.

Subject to that, our total liability arising out of the service in any 12-month period is limited to the fees paid by you for the service in that period, and we are not liable for indirect or consequential loss, loss of profit, or loss of data that you could have exported or that was caused by your own users.

8. Term, suspension and ending the service

These terms apply from the creation of the workspace until the subscription ends. We may suspend a workspace where an invoice remains unpaid 14 days after a payment failure notice, or where the Acceptable use policy is breached; access is restored once the matter is resolved.

When a subscription ends, the workspace becomes read-only for 60 days so that you can export your data, after which the workspace and its backups are deleted. On request we provide a full export of your data in CSV and PDF form before deletion.

We may end the service as a whole with at least 6 months' notice, during which you may export your data; fees for any unused period will be refunded.

9. General

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

Notices to us should be sent to ranjith@hr-payrollsystem.com. Notices to you are sent to the billing contact and the workspace administrators.

If any part of these terms is found unenforceable the rest continues to apply. These terms, the Data processing agreement, the Privacy notice and the Acceptable use policy are the whole agreement between us for the service.