MadyHR.ai Terms & Conditions

1. Business customers only

The Service is offered to businesses, employers and organisations for use in the course of their business. It is not offered to consumers.

By creating an account you confirm that you are acting in the course of a business, trade or profession, that you are at least 18 years old, and that you have authority to bind the organisation you are registering.

Because you are a business customer, consumer protection legislation such as the Consumer Contracts Regulations 2013 and the consumer parts of the Consumer Rights Act 2015 do not apply to this contract. We offer the refund rights in section 6 voluntarily.

2. What MadyHR is, and is not

MadyHR is HR and sponsor compliance software. It stores your employment records, tracks dates and deadlines, produces documents from templates, and answers questions from your own data.

MadyHR is not:

• an immigration adviser, and does not give immigration advice within the meaning of the Immigration and Asylum Act 1999
• a solicitor, law firm or provider of legal advice
• an accountant, payroll provider or tax adviser
• a recruitment or employment agency
• a government department, and is not affiliated with, endorsed by or acting for the Home Office, UK Visas and Immigration, HMRC, Acas or any other public body
• a substitute for your own judgement, or for professional advice on any matter with legal consequences

Nothing in the Service, including anything produced by an AI feature, a guide, a tool or a template, is legal, immigration, tax or professional advice. Where a decision has legal consequences, take advice from a qualified adviser.

3. Your account

You must give accurate information when you register and keep it up to date.

You are responsible for everything done through your account and for keeping your credentials secure. Tell us at support@madyhr.ai without delay if you believe your account has been compromised.

You may not share credentials outside your organisation, create accounts for anyone else, or use another organisation's account.

Creating an account is free. Adding employees and using the full Service requires a paid plan.

4. Plans and pricing

We offer two plans. Both include every module and unlimited employees. Nothing is priced per employee.

Prices are in pounds sterling. We are not VAT registered, so no VAT is charged and no VAT invoice is issued.

The features included in each plan are described on our pricing page at the time of purchase. We may add features at any time. We may retire a feature where it is obsolete or no longer viable, giving reasonable notice where the change materially reduces what you paid for.

5. Payment

Payment is taken by card through Stripe. Card details are entered on Stripe's own pages and never reach our servers. Stripe's terms and privacy policy apply to the payment itself.

Paid features are unlocked when payment succeeds. If a renewal payment fails, we will notify you and give you a reasonable opportunity to update your card. If payment is not made, paid features may be restricted until it is.

6. Renewal, cancellation and refunds

Our full Refund & Cancellation Policy forms part of these Terms. In summary:

Annual plan. Renews automatically every 12 months at the price then in force. We email you at least 14 days before each renewal. You may cancel at any time from the billing portal inside the app; your access continues to the end of the paid period.

10-year plan. A single payment for 10 years' access. It does not renew.

14-day money-back guarantee. If you are not satisfied, tell us within 14 days of your first payment on either plan and we will refund it in full. This also applies within 14 days of each annual renewal charge.

After 14 days. No refund is given for unused time on either plan if you choose to stop using the Service.

If we close the Service. If MAKZEE permanently stops providing MadyHR during a paid term and provides no substantially equivalent replacement, you will receive a pro-rata refund for the unused part of the term. This is subject to section 22 and to insolvency law.

Refund method. Refunds go to the original payment method within 14 days of our confirming them.

7. Price changes

We may change our prices from time to time.

A change never affects a period you have already paid for. The Annual plan price is fixed for the year you have paid; a new price applies only from your next renewal, and we will tell you the new price at least 30 days before it takes effect, so you can cancel first if you wish. The 10-year plan price is fixed for the full 10 years.

8. Your responsibilities as an employer

You are the employer. MadyHR is a tool that helps you keep records. It does not take on any of your legal duties, and you remain solely responsible for:

• complying with employment law, including written statements of terms, holiday entitlement, working time, pay and equality law
• complying with immigration law, including Right to Work checks, the statutory excuse, and all sponsor licence duties
• complying with data protection law as the controller of your employees' and candidates' data, including having a lawful basis, giving privacy information to your staff, and meeting the conditions for special category and criminal offence data
• the accuracy and completeness of everything you enter into or upload to the Service
• reviewing any document, letter, reminder, calculation or answer the Service produces before you rely on it or send it
• deciding what to report to any authority, when, and doing so yourself
• keeping records for the periods the law requires, including after your subscription ends

MadyHR will remind you, count days, and store evidence. It will not make a compliance determination for you, and it cannot know facts you have not entered.

9. Sponsor licence and Right to Work features

These features are the core of the Service and the ones where the stakes for you are highest, so we set out their limits plainly.

Right to Work. MadyHR records the checks you tell it you have made, the evidence you upload, and the follow-up dates. It does not carry out a check, does not verify a share code with the Home Office, and does not establish a statutory excuse. Only a check carried out by you in the manner required by Home Office guidance at the time can do that. Whether a check was valid is your responsibility.

Reporting deadlines. MadyHR counts working days from the date you enter for a change of circumstances. If you enter the wrong date, the count will be wrong. The Service does not report anything to the Sponsor Management System; reporting must be done by your Level 1 User. Whether a change is reportable, and the correct deadline, is for you to determine from current Home Office guidance.

Reminders. Reminders are sent only when you review and send them. A reminder not sent is not our failure to remind you.

Inspection readiness. Any score, indicator or summary of readiness is our reading of the records you have entered. It is not an assessment by any authority and does not predict the outcome of a compliance visit.

No liability for compliance outcomes. To the fullest extent the law allows, MAKZEE is not liable for any civil penalty, licence suspension, downgrade or revocation, curtailment of any worker's leave, or other regulatory consequence arising from your compliance duties, however caused, including where a feature of the Service did not flag, counted incorrectly, or was unavailable.

10. AI features

The Service includes AI features, described in our AI Policy, which forms part of these Terms.

AI output can be wrong, incomplete, out of date, or unsuited to your situation. Every AI output is a draft or a suggestion for you to check. You are responsible for anything you rely on or send.

AI features never make decisions about your employees by automated means. If you would prefer not to use AI features, email us and we will disable them for your account.

We may change the AI model or provider. Our AI Policy and Subprocessors page will be updated when we do.

11. Learning module and certificates

The Learning module lets you assign courses to your employees and record completion.

Courses are educational material for general awareness. They are based on published UK Government and Acas guidance at the date shown on each course as its review date. They are not accredited, are not a regulated qualification, and are not a substitute for professional training where the law or a regulator requires it.

Guidance changes. Check the course review date and the current official source before relying on any course for a professional or regulated purpose.

Certificates issued by the Learning module record only that a named person completed a named course on a date. Anyone with the certificate code can verify those details at madyhr.ai/verify. A certificate is not an assessment of competence and carries no accreditation.

12. Documents, templates and letters

Templates and AI-drafted documents are starting points. They are general in nature, may not reflect your circumstances or the latest law, and must be reviewed, and where appropriate professionally checked, before use. You are responsible for any document you issue.

Where the Service records that an employee opened, accepted or signed a document, we record the facts of that event on your behalf. Whether the document is valid or enforceable is a matter for you.

13. Resources, tools and guides

The free calculators, checkers, guides, checklists, comparison pages and other resources on madyhr.ai are provided for general information and are governed by our Resources, Tools & Guides Disclaimer, which forms part of these Terms.

In short: they are built from published official sources and dated, they are not advice, results depend on what you enter, and you should check the current official source before acting.

14. Sponsor Licence Register

The register pages at madyhr.ai/sponsors republish the Home Office register of licensed sponsors under the Open Government Licence and are governed by our Sponsor Licence Register Terms, which form part of these Terms.

15. Your data and our Data Processing Agreement

Where you use the Service to hold information about your employees, workers, contractors or candidates, you are the data controller and MAKZEE is your data processor.

Our Data Processing Agreement is incorporated into and forms part of these Terms. It applies automatically to every customer account and requires no signature. If these Terms and the DPA conflict on a data protection matter, the DPA prevails.

You warrant that you have the legal right to place every piece of personal data you enter into the Service, and that you have given the individuals concerned the privacy information the law requires.

Our Privacy Policy explains how we handle data for which we are the controller, including your account and billing data.

16. Security

We use the technical and organisational measures described on our Security page and in the DPA. No online service can be guaranteed completely secure. You are responsible for the security of your own devices, network and credentials, and for the access permissions you set for your own users.

17. Acceptable use

You must not use the Service to:

• break the law, or help anyone else to
• upload personal data you have no right to hold
• upload unlawful, defamatory, discriminatory, or infringing material
• upload malware or attempt to access data that is not yours
• probe, scan or test the Service for vulnerabilities, other than through the responsible disclosure process on our Security page
• scrape, copy or bulk-extract any part of the Service, including the Sponsor Licence Register, other than through features we provide for that purpose
• reverse engineer the Service, or build a competing product from it
• resell access, or share an account across organisations
• send unsolicited messages through any feature of the Service

18. Intellectual property

MAKZEE owns the Service: the software, design, branding, templates, courses, guides and all other content we create. Your subscription gives you a limited, non-exclusive, non-transferable licence to use the Service for your organisation's internal business purposes during your paid term. You gain no other rights.

You own the data you enter. You grant us the licence needed to store, process and display it in order to provide the Service, and for no other purpose.

Government content used in the Service is reproduced under the Open Government Licence v3.0 and remains Crown copyright. We do not claim ownership of it.

19. Availability and changes to the Service

We aim for the Service to be available at all times, but we do not guarantee uninterrupted availability. The Service may be unavailable for maintenance, updates, technical failure, third-party outages or events beyond our control.

We may improve, change or retire features. Where a change materially reduces the Service you have paid for, we will give reasonable notice, and if you object you may cancel and receive a pro-rata refund for the unused part of your term.

20. Third-party services

The Service depends on third-party providers for hosting, AI, payment, email and security. They are listed on our Subprocessors page. Their services are governed by their own terms. We are not responsible for their outages, changes or actions beyond our reasonable control, but we remain responsible to you under the DPA for their handling of your data.

21. Suspension and termination

By you. Cancel at any time from the billing portal or by email. Section 6 says what happens next.

By us. We may suspend or terminate your account, on notice where practicable, for serious or repeated breach of these Terms, non-payment, unlawful use, a security threat, or where the law requires. Where we terminate without your fault during a paid term, we will refund the unused part.

After termination. Your access ends at the end of your paid term or on termination. You may export your data before then. We delete your data 30 days after termination as the DPA describes, unless the law requires us to keep it.

22. Our liability

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be excluded or limited.

Subject to that:

• We are not liable for any indirect or consequential loss, or for loss of profit, business, revenue, goodwill or anticipated savings, however arising.
• We are not liable for the consequences of any decision you make in reliance on the Service, including AI output, calculations, reminders, guides, templates or the Sponsor Licence Register.
• We are not liable for any regulatory outcome as described in section 9.
• We are not liable for loss arising from inaccurate or incomplete data you entered, from your failure to review output, or from your own breach of law.
• Our total aggregate liability to you arising out of or in connection with the Service, in contract, tort, breach of statutory duty or otherwise, is limited to the greater of £100 and the total fees you paid for your current subscription term.

These limits reflect the price of the Service and the fact that you remain responsible for your own legal compliance.

23. Your indemnity

You will indemnify MAKZEE against any claim, fine, penalty, loss or cost arising from personal data you placed in the Service without the right to do so, from your breach of data protection, employment or immigration law, or from material you uploaded that infringes another person's rights.

24. Complaints

Complaints about the Service go to support@madyhr.ai. We acknowledge within 5 working days and aim to resolve within 30 days. Data protection complaints follow our Complaints Procedure.

25. Changes to these Terms

We may update these Terms. We will publish the new version on this page with a new version number and date, and email account holders at least 30 days before a change that materially affects them. Continued use after the effective date is acceptance. If you do not accept a material change, you may cancel and receive a pro-rata refund for the unused part of your term.

26. General

These Terms, the DPA, the Privacy Policy, the Cookie Policy, the AI Policy, the Refund & Cancellation Policy, the Resources, Tools & Guides Disclaimer and the Sponsor Licence Register Terms form the entire agreement between you and MAKZEE for the Service and replace anything said or written before.

If any provision is unenforceable, the rest remains in force. A failure to enforce a provision is not a waiver of it. You may not assign this agreement without our consent; we may assign it to a successor of the business. No third party has rights under this agreement.

We will not be in breach where performance is prevented by events beyond our reasonable control.

27. Governing law and jurisdiction

These Terms, and any dispute or claim arising out of or in connection with them or the Service, are governed by the law of England and Wales.

The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim, wherever you are located. We may nonetheless seek an injunction or enforce a judgment in any country where you are established.

Nothing in this section removes any protection you are entitled to under mandatory law in the place where you are established that cannot be excluded by agreement.

Customers outside the United Kingdom. MadyHR is designed for employers in the United Kingdom and its features reflect UK law. If you use the Service from outside the UK, you do so on your own initiative and are responsible for compliance with the laws of your own country, including its data protection law.

28. Contact

MAKZEE LTD
Registered in Scotland, company number SC877764
Registered office: 383 High Street, Cowdenbeath, KY4 9QW, United Kingdom
support@madyhr.ai
ICO registration: ZC248854

Terms version 3.0. Previous version: 2026-09-08.