Terms and Conditions

1. The agreement

Payroll Island is operated by Boss Technologies Ltd (“Payroll Island”, “we”, “us” or “our”). “Customer”, “you” or “your” means the organisation subscribing to the service. These terms, the accepted pricing or order, our Privacy Notice, and any written service-specific terms form the agreement.

The service is supplied for business use. The Customer is responsible for every authorised user and for deciding who may access its organisation and employee information.

2. The service

Payroll Island provides hosted tools for employee records, rosters, time and attendance, leave, payroll calculations, approvals, reports, documents, communications and supported integrations. Features may be introduced, changed or retired as the service develops. We will take reasonable steps to avoid materially reducing the core paid service without reasonable notice.

Any onboarding, migration, configuration or support we provide relies on complete and accurate information from the Customer. Unless expressly agreed in writing, we do not operate the Customer’s payroll, make employment decisions, approve payments, act as a tax agent, submit returns, or hold wages on the Customer’s behalf.

3. Subscription, invoices and tax

• Subscriptions are billed monthly in advance according to the current pricing accepted by the Customer, including any employee or usage-based charges.
• Employee pricing is based on the number of distinct employees whose employment overlaps at least one day of the relevant calendar month. An employee who starts or leaves during that month is included. The same employee is counted once even if they are rehired, have more than one employment record or appear in multiple pay runs during the month.
• An advance invoice uses the employment information available when it is prepared. If a later entry or correction changes the final distinct employee count, we may reconcile the difference on the next invoice as a charge or credit using the rates that applied to the original month.
• Unless different pricing is agreed in writing, every employee is charged at a flat FJD $5 per employee per month. Larger organisations may agree a custom volume deal; its agreed employee rate and minimum employee count apply while the deal is enabled. Below the agreed minimum, standard pricing applies.
• Each invoice must be paid in full within 7 calendar days of its invoice date.
• Prices exclude VAT unless the invoice says otherwise. VAT and any other applicable taxes are added to the amount payable.
• The Customer must keep its billing details current and pay bank, card, foreign exchange and withholding costs unless the law requires otherwise.
• Fees already paid are not refundable or credited for part of a month, unused accounts or a suspension caused by the Customer, except for an employee-count reconciliation or where required by law.

We may change pricing by giving at least 30 days’ notice. A change applies from the next renewal after the notice period. Continuing to use the service after that renewal accepts the new price.

4. Late payment, suspension and loss of connection

If an invoice is not paid within 7 calendar days of its invoice date, we may immediately suspend access to all or part of Payroll Island until all overdue amounts are cleared. Suspension may stop user access, payroll processing, reports, exports, email, mobile access, bank outputs and connections to third-party services.

We will take reasonable steps to send an invoice and an overdue notice to the billing contact, but non-receipt does not extend the due date. The Customer remains responsible for wages, filings, deadlines and other obligations while access is suspended. We are not responsible for loss caused by a suspension that follows non-payment.

Reconnection is subject to cleared payment, any reasonable recovery or reconnection cost disclosed to the Customer, and the time reasonably needed to restore access and third-party connections. Some integrations may require the Customer to authorise them again.

5. Retaining information after service ends

While an ordinary subscription is active and paid, normal storage of Customer Data is included in the subscription. Before cancellation or termination takes effect, the Customer should download the records it needs.

“Average Monthly Subscription Charge” means the average recurring subscription fees invoiced for the three complete billing months immediately before ordinary service ends, excluding VAT, one-off work and retention fees. If the Customer has fewer than three complete billed months, we average those months. If there is no completed billed month, we use the ordinary monthly subscription charge current when service ends.

Archival retention preserves data for the agreed period; it does not include live payroll use, integrations or continuous online access. Retrieval, restoration, special exports or work beyond a reasonable standard export may be quoted separately. Retention fees must remain paid in advance.

When paid retention ends, we may delete or de-identify Customer Data after reasonable notice, subject to legal obligations, active disputes, security requirements and normal backup rotation. A legal requirement to retain particular records does not require us to provide a live subscription or free archive service. We may retain limited billing, audit, security and legal records where reasonably required.

6. Customer and user responsibilities

The Customer must:

• provide lawful, accurate, complete and timely data and instructions;
• maintain secure, individual user accounts, strong passwords and appropriate roles;
• review and remove access promptly when a person changes role or leaves;
• obtain all notices, consents and authorities required to collect and process employee information;
• keep its own appropriate records and download critical reports and evidence;
• review configuration, employees, rates, hours, leave, deductions, tax codes, bank details, calculations and outputs before approval or payment; and
• use the service lawfully and not introduce malicious code, bypass security, scrape, reverse engineer, resell without approval, or interfere with other customers.

The Customer is responsible for actions taken with its accounts unless caused by our breach of security. It must tell us promptly about suspected unauthorised access, incorrect data or a security incident.

7. Payroll, tax and employment responsibility

Payroll Island is an administrative software service. It does not provide legal, tax, accounting, employment or financial advice. Laws, rates, interpretations and filing requirements can change, and individual circumstances differ.

The Customer remains solely responsible for employment agreements, classifications, pay rates, leave decisions, payroll approvals, the accuracy and legality of each pay run, wage payments, PAYE, FNPF and other deductions or contributions, filings, deadlines, employee communications and correcting errors. The Customer must independently verify outputs and obtain qualified advice where needed.

We may provide calculations, warnings, templates, guidance or links for convenience. They do not replace the Customer’s review or an authority’s requirements. A successful calculation, file generation, connection or submission attempt is not proof that a bank, employee, regulator or third party received, accepted or processed it.

8. Banks and third-party services

Third-party services, including banks, government systems, accounting platforms, email, messaging, app stores and identity providers, are controlled by their providers and may have separate terms, charges and availability. We do not control their decisions, processing times or outages.

The Customer must verify every payment file, statutory upload and integration result in the receiving system. We may suspend an integration where necessary for security, legal compliance or a provider requirement. We are not liable for a third party’s act, omission, rejection, delay, change or outage.

9. Customer Data, privacy and security

The Customer retains ownership of information it or its users submit (“Customer Data”). The Customer grants us a limited right to host, copy, process, transmit, back up and otherwise use Customer Data as needed to provide, secure, support and improve the service, comply with law and enforce the agreement.

We use reasonable technical and organisational safeguards, including access controls and encryption protections described in the service. No online service is completely risk-free. The Customer must use available security controls and must not send passwords, bank details or medical records through unapproved channels.

Our Privacy Notice explains how personal information is handled. We may use de-identified and aggregated information that does not identify a Customer or individual to operate, secure and improve the service and produce service statistics.

10. Availability, support and changes

We take reasonable care to keep Payroll Island available and accurate, but planned maintenance, urgent security work, internet conditions, third-party services and events outside our control may interrupt it. Unless a written service level says otherwise, the service is provided on a reasonable-efforts basis without a guaranteed uptime or response time.

We may correct errors, install updates, change technical requirements and temporarily restrict a feature to protect customers or the service. The Customer should contact support promptly when an issue affects payroll.

11. Suspension, cancellation and termination

The Customer may cancel before its next monthly renewal. Access continues until the end of the paid period unless an earlier date is agreed. Fees already due remain payable.

We may suspend or restrict access immediately where reasonably necessary because of non-payment, unlawful or abusive use, a security risk, a legal or regulatory requirement, danger to another customer or system, or a material breach. We may terminate for an unremedied material breach after reasonable notice, immediately where the breach cannot reasonably be remedied, or on at least 30 days’ notice for convenience.

On suspension or termination, the Customer remains responsible for its payroll and legal obligations. Rights and obligations intended to continue—including payment, confidentiality, data retention, intellectual property, indemnity and limits of liability—survive.

12. Reasonable care and disclaimers

We take reasonable care in providing Payroll Island. However, to the maximum extent permitted by law, the service and all calculations, reports, files, guidance and integrations are provided “as available”. We do not promise that they will be uninterrupted, error-free, fit for every purpose, legally sufficient without review, or compatible with every third-party system.

Except for rights and guarantees that cannot lawfully be excluded, all implied terms, warranties and representations are excluded. Nothing in these terms excludes or limits any right or liability that the law does not allow us to exclude or limit.

13. Liability, recovery and indemnity

To the maximum extent permitted by law, we are not liable for indirect, consequential, special, exemplary or punitive loss; loss of revenue, profit, savings, opportunity, goodwill or business; employee claims; tax, FNPF, employment or regulatory liabilities; penalties or interest; rejected or delayed payments or filings; or loss arising from incorrect Customer Data, unauthorised Customer access, a Customer decision, or a third-party service.

For loss or corruption of Customer Data for which we are responsible, our obligation is limited to taking reasonable steps to restore the affected data from available backups. The Customer remains responsible for retaining its critical exported records.

Where liability cannot be excluded, our total aggregate liability arising from the service or these terms, whether in contract, negligence or otherwise, is limited to the subscription fees actually paid by the Customer for the six months immediately before the event giving rise to the claim. This cap applies collectively to Payroll Island, Boss Technologies Ltd, and their officers, employees, contractors and suppliers. It does not limit liability that cannot legally be limited, or liability for our fraud or wilful misconduct.

The Customer indemnifies us against reasonable loss, claims, penalties and costs arising from Customer Data or instructions, a Customer breach of these terms or law, unauthorised use of the Customer’s accounts, or a third-party claim caused by the Customer’s payroll, employment or payment decisions, except to the extent caused by our fraud, wilful misconduct or liability that cannot be excluded.

14. General terms

Confidentiality and intellectual property

Each party must protect the other party’s confidential information and use it only for the agreement, except where disclosure is authorised or required by law. We and our licensors retain all rights in Payroll Island, its software, designs, documentation and branding. The Customer receives a limited, non-exclusive, non-transferable right to use the service during its paid subscription.

Events outside reasonable control

Neither party is liable for delay or failure caused by an event outside its reasonable control, including natural disaster, civil disturbance, epidemic, utility or internet failure, cyberattack, government action, labour disruption or failure of a critical supplier. Payment obligations already incurred are not excused.

Changes to these terms

We may update these terms for legal, security, operational or service changes. We will give reasonable notice of a material change. A change will not apply retrospectively. Continued use after its effective date constitutes acceptance; if the Customer does not agree, it may cancel before that date.

Notices

We may send notices to the organisation contact, administrator or billing email recorded in Payroll Island. The Customer may send a notice to phill@1cr.co.nz. Each party must keep its notice details current.

Governing law and disputes

These terms are governed by the laws of Fiji. The parties will first try in good faith to resolve a dispute by written notice and discussion. If it is not resolved within 30 days, either party may bring proceedings in the courts of Fiji. Either party may seek urgent protective relief at any time.

Entire agreement

These terms and the documents they incorporate are the entire agreement for the service and replace earlier discussions about it. If a provision is unlawful or unenforceable, it is read down or severed to the minimum extent necessary. A delay in enforcing a right is not a waiver. The Customer may not assign the agreement without our written consent; we may assign it as part of a genuine business transfer or restructure on notice.

Contact

Questions about these terms can be sent to phill@1cr.co.nz. Do not include passwords, bank details or medical documents in an initial enquiry.