Terms & Conditions

Last updated: October 2026. This version replaces the version dated January 2025, which is available on request.

1. INTRODUCTION

These Terms and Conditions ("Terms") govern your use of the services provided by Alpine Payroll Limited ("we", "us", "our", "Company"), a company registered in England and Wales. Our registered office is at 5 Brayford Square, London, England, E1 0SG.

By engaging our services or using our website at www.alpine-payroll.com (the "Website"), you agree to be bound by these Terms. If you do not agree to these Terms, you must not use our services or Website.

These Terms should be read in conjunction with our Privacy Policy and Data Processing Addendum.

2. DEFINITIONS

  • "Client" means the person or entity that engages our services
  • "Services" means the Managed Service
  • "Managed Service" means our fully outsourced managed payroll and payment service, supplied under Option 1, Option 2 or Option 3
  • "Option 1" means Fully Managed Outsourced Payroll: outsourced payroll on the Client's own PAYE scheme, with the Client remaining the legal employer
  • "Option 2" means Employer of Record Services: Alpine becomes the legal employer and runs payroll under its own PAYE scheme
  • "Option 3" means Managed Payment Administration: the Client runs its own payroll and Alpine runs the payment service
  • "Order Form" means the order form, service agreement or proposal setting out the option you have chosen and your price
  • "Agreement" means these Terms together with any service agreement, proposal, or contract we enter into with you
  • "Data" means all information, including personal data, that you provide to us in connection with our services
  • "HMRC" means His Majesty's Revenue and Customs

3. OUR SERVICES

3.1 Service Description

We provide one fully outsourced managed service, in three options:

  • Option 1, Fully Managed Outsourced Payroll: gross to net payroll, RTI submissions under your PAYE reference, payment of your PAYE and National Insurance to HMRC, release of net wages, pension data uploads, payslips, P45s and P60s
  • Option 2, Employer of Record Services: Alpine becomes the legal employer and runs payroll and the employer obligations under its own PAYE scheme
  • Option 3, Managed Payment Administration: validation of your payment data, beneficiary checks and payment of each employee on your pay date, with reconciliation

Every option runs on the same team, systems and controls.

3.2 Service Scope

The specific services we provide to you will be set out in a separate service agreement, proposal, or contract. These Terms apply to all services unless otherwise specified in writing.

3.3 How We Supply the Managed Service

We supply the Managed Service to you as principal, in our own name, as a single service at a single price for each pay period. Where we submit RTI under your PAYE reference, we do so under the authority you give us for that purpose.

3.4 What Remains With You

Under Option 1 and Option 3 you remain the legal employer, and eligibility for statutory payments remains your responsibility; we process statutory payments as you instruct. Under Option 2 we process statutory payments on the absence and leave information you provide. Under every option, holiday entitlement and holiday records remain your responsibility. Under Option 1 you pay pension contributions to your pension provider, and we upload the pension data.

3.5 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of our services at any time. We will provide reasonable notice of any material changes that affect your services.

4. CLIENT OBLIGATIONS

4.1 Accurate Information

You agree to provide us with accurate, complete, and up to date information necessary for us to provide our services. You are responsible for ensuring the accuracy of all data you provide.

4.2 Timely Provision of Data

You must provide us with all necessary data and information in a timely manner to enable us to meet deadlines, including HMRC submission deadlines.

4.3 Compliance with Laws

You are responsible for ensuring that your use of our services complies with all applicable laws and regulations.

4.4 Approval

Where we send you a payroll summary for approval, you must approve it in writing before the pay run proceeds. We process the pay run on the basis of what you approve.

4.5 Authorisation

You warrant that you have the authority to engage our services and to provide us with all data and information you supply to us.

5. FEES AND PAYMENT

5.1 Price of the Managed Service

The price of the Managed Service for each pay period is calculated as set out in your Order Form. Prices are subject to change with reasonable notice.

5.2 Invoices and VAT

For each pay period we issue one invoice for the Managed Service. VAT is charged at the standard rate on the full invoice value.

5.3 Payment Terms

Unless otherwise agreed in writing:

  • Invoices for the Managed Service must be paid in cleared funds by 3:00pm on the working day before the pay date. We do not release any payment before the invoice is paid
  • Payment must be made in pounds sterling (GBP)
  • Late payment may incur interest charges at the rate of 8% per annum above the Bank of England base rate

5.4 Funds

Payments for the Managed Service are made to a designated Alpine account with an FCA authorised payments partner, kept separate from our operating account.

5.5 Disputed Invoices

If you dispute an invoice, you must notify us in writing within 14 days of the invoice date. You must pay any undisputed portion of the invoice.

5.6 Suspension of Services

We reserve the right to suspend services if payment is overdue, subject to providing reasonable notice.

6. INTELLECTUAL PROPERTY

All intellectual property rights in our services, Website, and materials remain our property. You may not copy, modify, or distribute any of our materials without our written consent.

7. DATA PROTECTION

Our processing of personal data is governed by our Privacy Policy and Data Processing Addendum. By using our services, you agree to the terms of these documents.

8. CONFIDENTIALITY

We will maintain the confidentiality of all information you provide to us, except where:

  • Disclosure is required by law
  • Disclosure is necessary to provide our services
  • You have given us permission to disclose

9. LIMITATION OF LIABILITY

9.1 Our Liability

To the maximum extent permitted by law:

  • Our total liability for any claim arising from or in connection with our services shall not exceed the total fees paid by you to us in the 12 months preceding the claim
  • We shall not be liable for any indirect, consequential, or special losses
  • We shall not be liable for any loss arising from your failure to provide accurate or timely information

9.2 Exclusions

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any liability that cannot be excluded by law

10. INDEMNIFICATION

You agree to indemnify us against any claims, losses, or expenses arising from:

  • Your breach of these Terms
  • Your provision of inaccurate or incomplete information
  • Your failure to comply with applicable laws

11. TERMINATION

11.1 Termination by You

Our services run on a rolling monthly basis. You may terminate them by giving us 30 days' written notice, or a shorter period if we agree. You remain liable for all fees incurred up to the date of termination.

11.2 Termination by Us

We may terminate our services immediately if:

  • You breach these Terms
  • You fail to pay fees when due
  • You provide false or misleading information
  • We are unable to provide services due to circumstances beyond our control

11.3 Effect of Termination

Upon termination:

  • All outstanding fees become immediately due
  • We will return or delete your data in accordance with our Data Processing Addendum
  • Provisions that by their nature should survive termination will remain in effect

12. FORCE MAJEURE

We shall not be liable for any failure or delay in performing our obligations due to circumstances beyond our reasonable control, including but not limited to:

  • Natural disasters
  • War, terrorism, or civil unrest
  • Government actions or changes in law
  • IT system failures or cyber attacks
  • Industrial action

13. COMPLAINTS

If you have a complaint about our services, please contact us:

Alpine Payroll Limited
5 Brayford Square
London
England
E1 0SG

Phone: 0303 003 3214
Email: cs@alpine-payroll.com

We will investigate your complaint and respond within a reasonable time.

14. GOVERNING LAW AND JURISDICTION

These Terms are governed by the laws of England and Wales. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. CHANGES TO THESE TERMS

We may update these Terms from time to time. We will:

  • Update the "Last updated" date at the top of these Terms
  • Notify you of material changes via email or a prominent notice on our Website
  • Obtain your consent where required by law

Your continued use of our services after changes are made constitutes acceptance of the updated Terms.

16. SEVERABILITY

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

17. ENTIRE AGREEMENT

These Terms, together with any service agreement, proposal, or contract, constitute the entire agreement between you and us regarding our services, superseding all prior agreements and understandings.

18. WAIVER

No failure or delay by us in exercising any right under these Terms shall constitute a waiver of that right.

19. THIRD PARTY RIGHTS

These Terms do not confer any rights on any third party.

20. CONTACT US

If you have any questions about these Terms, please contact us:

Alpine Payroll Limited
5 Brayford Square
London
England
E1 0SG

Phone: 0303 003 3214
Email: cs@alpine-payroll.com
Website: www.alpine-payroll.com

Last updated: October 2026