Effective – July 2026
These Terms of Business explain how Your Business Guide Ltd (“Your Business Guide”, “we”, “our” or “us”) supplies its software, digital content and related services and form part of our agreement with you.
Together with our Order Form or other written quotation, these Terms form the agreement between Your Business Guide Ltd and the Client (“you” or “your”).
These Terms apply to YourHR.space, YourHR.guide and associated software or digital services supplied directly by Your Business Guide, unless separate terms have been agreed in writing. They do not apply to white-labelled versions of YourHR.guide, which are subject to separate terms.
Our aim is to keep these Terms clear, fair and proportionate.
1. What We Provide
We provide HR software (YourHR.space and YourHR.guide), digital HR content, guidance, templates and related platform services. The product, version, user allowance, content, functionality and any agreed add-ons will be set out in your Order Form, purchase confirmation or quotation.
Your Business Guide may also provide general administration support around the HR software provided, including HR administration services using YourHR.space as the platform to manage outsourced HR admin services.
Your Business Guide does not provide consultancy, case-specific HR advice or legal services. Where you need advice, this may be provided by an independent Your Business Guide Partner or another adviser chosen by you.
Any such services are supplied under a separate agreement between you and that provider. Your Business Guide aim to work collaboratively with any provider of HR services to ensure a seamless service to clients.
We may introduce or signpost third-party services, including HR consultancy, occupational health, referencing, health and safety or other specialist support. We are not responsible for those services unless we expressly agree otherwise in writing.
We will provide our services using reasonable care and skill and may make reasonable changes to systems, functionality or delivery where this does not materially reduce the overall service purchased.
2. Working Together
To enable us to provide and support the services, you agree to:
Where delay or additional work results from information, decisions or access not being provided, timescales may be extended and reasonable additional charges may apply.
3. Charges
Charges are set out in the Order Form, purchase confirmation, quotation, estimate or current price list. Unless otherwise stated, all prices exclude VAT.
Set-up fees for YourHR.space are payable when the order is accepted. Subscriptions are invoiced in advance unless otherwise agreed. Unless the Order Form states otherwise, set-up fees and subscription charges start when the order is accepted, and any delay caused by you will not postpone payment. Additional work, configuration, content, data support or other chargeable activity may be invoiced when undertaken or completed.
Charges may change where user numbers, package, scope, content, functionality or service requirements change. We may also make a general price increase by giving at least one months’ notice.
We may charge reasonable fees for work outside the normal service, including bespoke configuration, additional content, data exports, complex support, responding to requests caused by your use of the service, or assistance with a data subject request where this requires significant additional work.
4. Payment
Invoices are payable in accordance with the payment terms shown on the invoice, Order Form or purchase confirmation.
Where payment by Direct Debit is required, you must maintain a valid Direct Debit instruction throughout the agreement. Cancelling or failing to maintain it without our written agreement is a material breach.
If payment is overdue, we may charge statutory interest, compensation and reasonable recovery costs where permitted by law. You may not withhold or set off payment because of a dispute without our prior written agreement.
5. Subscriptions, Term and Notice
YourHR.space
Unless the Order Form or purchase confirmation states otherwise, YourHR.space has an initial term of 12 months. After the initial term, either party may terminate it by giving six complete calendar months’ written notice. Notice may be given during the initial term but cannot commence before the end of that initial term. Notice received part-way through a calendar month will run from the first day of the following month.
Charges remain payable throughout any notice period, together with all sums already due. Notice must be given in writing.
YourHR.guide
YourHR.guide subscriptions are generally purchased online for a 12-month period. Payment may be made monthly or annually, but the subscription commitment remains 12 months. The applicable renewal and cancellation arrangements are shown under the User Menu.
Where YourHR.guide is purchased and paid for via invoice alongside YourHR.space, the subscription, term and notice period will operate alongside YourHR.space.
Ending one product or service does not automatically end another unless this is stated in the notice or the services cannot reasonably continue separately.
6. YourHR.space
YourHR.space is a managed HR platform. The content and functionality available depend on the version purchased, which may include Professional, Lite or Digital Handbook or another agreed version.
We will maintain and update HR content supplied by us to reflect relevant changes in employment law. We do not maintain or update content supplied by you or a third party, editable pages, operational information, industry-specific material, or content relating to your own working practices unless separately agreed.
Our maintenance service applies to digital content published within YourHR.space. It does not include maintaining, reviewing or updating individual Word, PDF or other document files, even where they are stored on or accessible through the platform.
You must tell us about changes to your organisation or working practices that require content to be amended. We are not responsible for delay, inaccuracy or consequences caused by incomplete, inaccurate or late information.
The subscription is based on the version purchased and authorised user numbers. A user is anyone with a login, including an employee, worker, contractor, volunteer, director or manager. Charges may be adjusted where you move into another user band or change package or content or increase storage.
Additional content, configuration, menus, editable pages, workflows, forms, online signing, training modules, functionality, uploads or project work may incur an initial and/or ongoing charge. YourHR.space Professional includes up to two basic content changes or actions per calendar month; more extensive work is charged separately.
Documents downloaded or printed from YourHR.space are current only on the date they are produced. We are not responsible for keeping copies outside the platform up to date.
We aim to keep YourHR.space available and secure but cannot guarantee uninterrupted or error-free access. We may suspend access temporarily for maintenance, security, legal or operational reasons and will give notice where reasonably practicable.
7. YourHR.guide
YourHR.guide is an online HR guidance and resource library containing practical guidance, templates and supporting resources.
Unless otherwise agreed, each subscription is for a named user and for use within the organisation that employs or engages that user. Login details must not be shared. Content must not be copied or shared outside your organisation, reproduced, resold, published or used to provide services to another organisation without our written permission.
The guidance and templates are general resources and are not a substitute for advice on your particular circumstances. You remain responsible for deciding how to use them and should obtain appropriate professional advice where a matter presents significant legal, financial or employee relations risk.
We may update, amend, remove or add content and functionality to reflect changes in employment law, good practice and product development, provided the overall service is not materially reduced.
8. Intellectual Property
All intellectual property rights in YourHR.space, YourHR.guide, our software, systems, guidance, templates, policies, documents, training content and other materials remain owned by Your Business Guide or our licensors.
You receive a non-exclusive, non-transferable right to use the purchased services and materials for your own internal business purposes during the agreement. You must not resell, licence, reverse engineer, reproduce, systematically copy or download the platform or content, remove ownership notices, use the content to create a competing product or service, or make it available to third parties except as expressly agreed. A named YourHR.guide subscription must not be used for more than one organisation.
You retain ownership of your data and material you supply. You give us permission to use that material only as needed to provide, support and improve the services.
9. Confidentiality and Data Protection
Both parties will keep confidential information secure and use it only for the agreement, except where disclosure is required by law or is necessary to professional advisers, insurers, staff or suppliers who are subject to appropriate confidentiality obligations.
Each party will comply with applicable data protection law. You will normally be the Data Controller for workforce data held within YourHR.space, and we will act as your Data Processor.
Where we process personal data on your behalf, we will act on documented instructions, maintain appropriate confidentiality and security, assist reasonably with relevant legal obligations, notify you of a personal data breach without undue delay, and return or delete data at the end of the service subject to legal and agreed retention requirements.
You authorise us to use appropriate sub-processors for hosting, communications, payment, maintenance and technical support. Our Data Protection Policy and Data Processing Terms, available on our website or through YourHR.space, form part of the agreement.
You are responsible for ensuring that personal data entered into the system (YourHR.space) is lawful, relevant, accurate and no more than necessary, and that access to sensitive information is appropriately restricted.
10. Suspension and Termination
If you fail to pay an invoice when due, fail to maintain a required Direct Debit, misuse the services, create a material security or legal risk, or commit another material breach, we may give written notice requiring the breach to be remedied.
If the breach is not remedied within the period stated in the notice, we may suspend some or all services and/or terminate the agreement. We may act immediately where the breach cannot be remedied or urgent action is reasonably needed to protect the platform, data, users or our legal position.
Suspension does not end the agreement or remove your obligation to pay charges due during the suspension.
Where termination results from your material breach, you remain responsible for all outstanding invoices, work completed but not yet invoiced, and all fees that would have been payable during the remaining initial term or contractual notice period. These amounts become immediately due upon termination.
We may decline to provide future services where an agreement has previously been terminated for non-payment or another material breach.
11. When the Agreement Ends
When this Agreement ends, your access to the affected service will end and the following provisions will apply.
For YourHR.space, you are responsible for exporting data and downloading specific documents you wish to retain before access ends. Standard reporting tools included within the software allow data to be exported in CSV or Excel format. Uploaded documents can be retained by downloading them individually. The system does not currently provide a bulk-download facility for documents. Additional extraction, formatting, migration or transfer work may be charged separately.
Subject to data protection law and any agreed retention period, we may securely delete data 90 days after the end of the notice period unless otherwise agreed in writing.
Deleted data may remain temporarily within secure system backups until those backups are automatically overwritten or deleted in accordance with our normal backup-retention process. Backup data will not be used for any other purpose unless required for disaster recovery or by law.
Content or documents copied or downloaded are current only at the date copied. We are not responsible for updating or maintaining them after access ends.
12. Liability
We will exercise reasonable care and skill in providing the services.
We are not responsible for losses arising from inaccurate or incomplete information supplied by you, your decisions or omissions, unauthorised use, failure to follow guidance, changes not communicated to us, alteration of our materials, reliance on outdated downloaded documents, user error or systems and services outside our reasonable control.
YourHR.guide content and templates are general guidance only. We do not accept responsibility for a decision made solely in reliance on general content without obtaining case-specific advice where this would reasonably be appropriate.
Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot legally be excluded.
Subject to that, we are not liable for indirect or consequential loss, loss of profit, revenue, business, goodwill, anticipated savings or opportunity. Our total liability arising from the services in any 12-month period will not exceed the fees paid or payable by you for the affected service during that period.
13. Changes to Services and These Terms
We may update these Terms where reasonably necessary to reflect changes in law, regulation, security, technology, products, service delivery, suppliers, business processes or charges, or to correct or clarify wording.
The current Terms will be available on our website and/or through the relevant platform and will show their effective date.
We will normally give at least 30 days’ notice of a material change, a general price increase or a change that materially increases your obligations. Minor administrative changes, corrections or changes required urgently by law or security may take effect sooner.
Continued use after revised Terms take effect will be treated as acceptance where appropriate notice has been given. Previous versions will be retained for our records and may be requested.
14. General
These Terms, together with the applicable Order Form, purchase confirmation or quotation or estimate, form the entire agreement relating to the services and replace previous discussions or correspondence about them.
We may transfer or assign the agreement in connection with the sale, transfer or reorganisation of our business. You may not transfer your rights or obligations without our written consent.
Neither party is responsible for delay or failure caused by circumstances outside its reasonable control, although payment obligations already due are not excused.
If any provision is unenforceable, the remainder will continue to apply. A delay in enforcing a right is not a waiver of that right
No third party may enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
These Terms are governed by the laws of England and Wales and any dispute will be subject to the exclusive jurisdiction of the courts of England and Wales.