Aquafuji LogoAquafuji

Terms and Conditions

Last updated: January 2025

1. Agreement to Terms

Welcome to Aquafuji, a Software-as-a-Service (SaaS) platform operated by Aquafuji ("we", "us", "our"). These Terms and Conditions ("Terms") govern your access to and use of the Aquafuji platform and services.

By accessing or using Aquafuji, you agree to:

  • Be bound by these Terms and our Privacy Policy
  • Comply with all applicable laws and regulations
  • Use the service responsibly and lawfully

If you do not agree to these Terms, you must not access or use our services. These Terms constitute a legally binding agreement between you and Aquafuji.

2. Service Description

Aquafuji provides a comprehensive SaaS platform for:

Businesses & Employers

  • • Payroll processing and management
  • • HMRC RTI submissions
  • • Compliance tracking and reminders
  • • Employee records management
  • • Document storage and organization
  • • Financial reporting and analytics

Employees & Contractors

  • • Time and shift logging
  • • Pay calculation verification
  • • Employment document access
  • • Training compliance tracking
  • • Secure communication with employers

Service Availability: We strive to provide 99.9% uptime but cannot guarantee uninterrupted access. Scheduled maintenance will be communicated in advance where possible.

3. User Accounts and Responsibilities

Account Registration

  • You must provide accurate and complete information
  • You must be at least 18 years old to create an account
  • One account per user - sharing accounts is prohibited
  • You are responsible for maintaining account security

Account Security

  • Keep your password confidential and secure
  • Notify us immediately of any unauthorized access
  • You are liable for all activities under your account
  • Use strong passwords and enable security features

Your Responsibilities

  • Ensure all data you enter is accurate and up-to-date
  • Comply with UK employment and tax laws
  • Obtain necessary consents from your employees
  • Use the service lawfully and ethically

4. Subscription and Payment Terms

Subscription Plans

Aquafuji offers various subscription tiers. Current pricing is available on our website and may be updated with notice.

Free Trial

5-day trial with full access to features. No credit card required. Automatically expires if not converted to paid plan.

Paid Subscriptions

Monthly billing. Prices shown in GBP. VAT added where applicable. Access continues while subscription is active.

Payment Terms

  • Payments processed securely through Stripe
  • Subscriptions auto-renew monthly unless cancelled
  • You authorize us to charge your payment method
  • Failed payments may result in service suspension
  • Price changes will be communicated 30 days in advance

Refund Policy

30-Day Money-Back Guarantee: If you're not satisfied within the first 30 days of your paid subscription, submit a refund request through our contact form.

After 30 days, subscriptions are non-refundable. You may cancel anytime to prevent future charges.

Cancellation

  • Cancel anytime through your account settings
  • Access continues until the end of current billing period
  • No charges after cancellation takes effect
  • You can export your data before cancellation

5. Data Ownership and Processing

Important: You Own Your Data

All business data you enter into Aquafuji remains YOUR property. We act as a Data Processor, processing your data solely on your behalf and according to your instructions through the platform.

Your Rights as Data Owner

  • You retain full ownership of all data you input
  • You can export your data at any time
  • You can delete your data permanently
  • You control who has access to your data (e.g., accountants)
  • We will never sell or share your data with third parties

Our Responsibilities as Data Processor

  • Process data only as instructed through platform features
  • Implement appropriate security measures
  • Assist with data subject access requests
  • Delete or return data upon subscription termination
  • Maintain compliance with UK GDPR and data protection laws

Your Legal Obligations

As the Data Controller of your business data, you are responsible for:

  • Ensuring you have lawful basis to process employee data
  • Obtaining necessary consents from employees
  • Responding to employee data subject requests
  • Maintaining accurate and up-to-date records

6. Acceptable Use Policy

You agree to use Aquafuji responsibly and lawfully. The following activities are strictly prohibited:

Illegal Activities

Using the service for any unlawful purpose or violating UK laws

Security Violations

Attempting to breach security, hack, or reverse engineer the platform

Data Misuse

Uploading malicious code, viruses, or unauthorized content

Account Sharing

Sharing credentials or allowing unauthorized access to your account

Service Abuse

Overloading servers, automated excessive requests, or denial of service attacks

Unauthorized Access

Accessing data or accounts you don't have permission to view

Fraudulent Use

Providing false information or engaging in fraudulent activities

Resale

Reselling or redistributing the service without authorization

Consequences of Violation

Violation of this policy may result in immediate suspension or termination of your account, without refund, and potential legal action if applicable.

7. Intellectual Property Rights

Platform Ownership

Aquafuji, including all software, designs, trademarks, logos, and content, is owned by Aquafuji and protected by UK and international intellectual property laws.

  • All rights, title, and interest in the platform remain with Aquafuji
  • You receive a limited, non-exclusive license to use the service
  • You may not copy, modify, or create derivative works
  • The "Aquafuji" and "Aquafuji" names and logos are our trademarks

Your Content Ownership

You retain all intellectual property rights to the data and content you upload. By using Aquafuji, you grant us a limited license to process and display your data solely to provide the service to you.

Feedback and Suggestions

If you provide feedback or suggestions about Aquafuji, we may use them without any obligation to you. We appreciate your input in improving our service!

8. Disclaimers and Warranties

Service Provided "AS IS"

Aquafuji is provided on an "as is" and "as available" basis. While we strive for excellence, we make no warranties or representations about the accuracy, reliability, or completeness of the service.

No Professional Advice

Aquafuji is a tool to assist with payroll and compliance management. It does not constitute professional legal, tax, or financial advice. Always consult qualified professionals for specific guidance on your business obligations.

Accuracy of Calculations

While we use current tax rates and regulations, you are responsible for verifying all calculations and submissions. Tax laws change frequently, and we recommend regular review by qualified professionals.

Third-Party Services

We integrate with third-party services (e.g., HMRC, Stripe). We are not responsible for the availability, accuracy, or functionality of these external services.

Service Interruptions

We do not guarantee uninterrupted access. Scheduled maintenance, updates, or unforeseen issues may cause temporary service interruptions.

9. Limitation of Liability

Important Legal Notice

To the maximum extent permitted by UK law, Aquafuji and its directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of Aquafuji.

Types of Excluded Damages

We are not liable for:

  • Loss of profits, revenue, or business opportunities
  • Loss or corruption of data
  • Penalties or fines from HMRC or regulatory bodies
  • Business interruption or downtime
  • Third-party claims arising from your use of the service

Maximum Liability Cap

Our total liability to you for any claims arising from these Terms or your use of Aquafuji shall not exceed the total amount you paid us in the 12 months preceding the claim.

Note: Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under UK law.

10. Termination

Your Right to Terminate

  • Cancel your subscription anytime through account settings
  • Access continues until end of current billing period
  • Export your data before cancellation
  • Data retained for 30 days after cancellation (see Privacy Policy)

Our Right to Terminate

We may suspend or terminate your account immediately without refund if you:

  • Violate these Terms or our Acceptable Use Policy
  • Fail to pay subscription fees
  • Engage in fraudulent or illegal activities
  • Pose a security risk to the platform or other users

Effect of Termination

  • Immediate loss of access to the platform
  • 30-day grace period to export your data
  • After 30 days, permanent deletion of your data
  • Sections of these Terms that by nature should survive will continue (e.g., liability limitations, intellectual property rights)

11. Changes to Terms

We may update these Terms from time to time to reflect changes in our service, legal requirements, or business practices.

Notification: We will notify you of material changes via email or platform notification at least 30 days before they take effect

Your Options: Continued use after changes take effect constitutes acceptance. If you disagree, cancel your subscription before the effective date

Last Updated Date: Always check the "Last Updated" date at the top of this page

12. Governing Law and Disputes

Governing Law

These Terms and your use of Aquafuji are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Dispute Resolution

Before initiating any legal proceedings, we encourage you to contact us to resolve the issue amicably:

  1. Submit your concern through our contact form
  2. We will respond within 5 business days
  3. We will work together to find a mutually acceptable solution
  4. If unresolved, you may pursue legal remedies

Severability

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

13. Contact Information

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

Aquafuji Support

Email: service@projah.com

Address: Belfast, Northern Ireland