Version 1.2 | Effective Date: 15 September 2026
These Terms of Use ("Terms") govern access to and use of the Accountants Factory payroll software, including its related website, application, features and services (collectively, the "App"), provided by Accountants Factory LLP ("Accountants Factory", "we", "us" or "our").
These Terms apply in addition to our Terms and Conditions, Privacy Policy and Refund and Cancellation Policy (together, the "Related Policies"). If there is a conflict between these Terms and the Related Policies in relation specifically to the App, these Terms will prevail to the extent of that conflict.
By selecting "I Accept", creating an account, subscribing to a plan or using the App, you confirm that you have read and accepted these Terms on behalf of the organisation or business you represent and that you are authorised to bind that organisation or business to these Terms.
1.1 The App is a cloud-based payroll software that may enable you to maintain employee information, record attendance, configure payroll settings, calculate payroll, generate payslips and prepare payroll/statutory output files, depending on the features available under your plan.
1.2 The App is a software service and not professional, legal, tax, payroll, accounting or labour-law advice. We do not act as your Chartered Accountant, Company Secretary, Cost Accountant, advocate, tax consultant or labour-law consultant merely by providing the App.
1.3 You are responsible for reviewing payroll calculations, statutory settings, applicable rates, employee classifications, deductions, filings, payments and reports before relying on or submitting them to any authority.
1.4 We may modify, improve, replace or discontinue particular features from time to time, provided that we will not materially reduce the core functionality of a paid plan during its then-current paid subscription term except where required for legal, security, third-party or technical reasons.
2.1 You must provide accurate and complete information when creating and maintaining your account.
2.2 You are responsible for:
2.3 You must not provide access to persons who are not authorised by your organisation, or use the App in a manner that violates applicable law or these Terms.
2.4 We may require reasonable identity or account verification where necessary for security, billing, support or compliance purposes.
3.1 Plans and pricing. The applicable plan, billing frequency, included features and price are those displayed on the pricing page, quotation, order form or checkout page applicable to your subscription.
3.2 Taxes. Unless expressly stated otherwise, listed prices are exclusive of applicable taxes. Applicable Goods and Services Tax ("GST") and other legally chargeable taxes will be added to the extent required by law.
3.3 Billing frequency. Monthly subscriptions renew monthly and annual subscriptions renew annually unless cancelled before the applicable renewal date.
3.4 Automatic renewal. Where you select an automatic payment method, including an applicable card or UPI mandate, you authorise the payment provider to process recurring subscription charges in accordance with the mandate, applicable law and the payment provider's terms. You are responsible for maintaining a valid payment method.
3.5 Renewal notice and payment. We may issue a renewal invoice or payment notification before renewal. Any recurring debit is subject to the rules and controls applicable to the relevant payment method and payment service provider.
3.6 Payment failure. If a renewal payment fails or remains unpaid, we may:
Unless expressly agreed in writing, there is no contractual grace period.
3.7 Price changes. We may revise subscription prices. A revised price will apply from the next renewal period after reasonable advance notice. You may cancel before that renewal if you do not wish to continue at the revised price.
3.8 No set-off. Unless required by law or expressly agreed by us, amounts payable under the subscription are not subject to deduction, withholding or set-off on account of disputes or other claims.
4.1 You may request cancellation through the cancellation facility provided in the App or by written communication to us.
4.2 Cancellation takes effect at the end of the current paid subscription period unless otherwise stated by us. Cancellation prevents the next renewal but does not automatically create a right to a refund for the period already paid.
4.3 Refunds, credits and adjustments, if any, are governed by our Refund and Cancellation Policy, subject always to applicable law.
4.4 We may suspend or restrict access where:
Where reasonably practicable, we will provide notice and an opportunity to remedy the issue before suspension, except where immediate action is reasonably necessary.
4.5 If we discontinue the App permanently, we will provide reasonable advance notice where practicable and a reasonable opportunity to export Customer Data, subject to any legal, security or technical limitations.
5.1 "Customer Data" means information and content submitted, uploaded, entered or generated by you through your use of the App, including employee payroll and attendance information, subject to applicable law.
5.2 As between you and us, you retain your rights in Customer Data. These Terms do not transfer ownership of your Customer Data to us.
5.3 Personal data is not "owned" in a manner that transfers statutory rights away from the relevant individual. The respective rights and responsibilities of the organisation, individuals and Accountants Factory are governed by applicable data-protection law.
5.4 We will process Customer Data only for:
5.5 We do not sell Customer Data. We will not use identifiable employee Customer Data for advertising or for training a general-purpose AI model unless separately disclosed and lawfully permitted.
6.1 Where you provide personal data relating to your employees or other individuals to us for processing through the App, you determine the purposes for which that data is processed and, to the extent the Digital Personal Data Protection Act, 2023 ("DPDP Act") applies, you act as the relevant Data Fiduciary.
6.2 To the extent we process that personal data on your behalf and do not independently determine the purposes of that processing, we act as your Data Processor.
6.3 You remain responsible for ensuring that:
6.4 We will, subject to applicable law and these Terms:
6.5 We may process limited information independently as a Data Fiduciary for our own legitimate business purposes, such as account administration, invoicing, authentication, security logs, service communications, fraud prevention and compliance, in accordance with applicable law and our Privacy Policy.
6.6 Nothing in these Terms prevents either party from complying with a legal obligation imposed on it. If we are legally required to disclose personal data, we will, where legally permitted, provide reasonable notice to you and disclose only the information we are legally required to disclose.
6.7 DPDP readiness. The parties intend this clause to operate as the contractual arrangement governing processor processing and to satisfy the parties' contractual responsibilities under applicable data-protection law, including the DPDP Act and Rules when applicable. The parties will reasonably cooperate to update this clause if mandatory law materially changes the requirements applicable to the App.
7.1 We may use third-party infrastructure, communication, payment, analytics, customer-support or other service providers to provide the App.
7.2 Depending on the feature used, these providers may include Zoho services, Zoho Billing, Zoho Mail, Zoho Catalyst, Zoho Desk, Zoho SalesIQ and Meta's WhatsApp Business Platform, or replacement providers performing equivalent functions.
7.3 We will require relevant service providers to process personal data only for authorised purposes and subject to confidentiality, security and data-protection obligations appropriate to the service.
7.4 Where a service requires transfer or processing of personal data outside India, such processing will be carried out subject to applicable law, any applicable government restrictions and appropriate contractual or technical safeguards.
7.5 You acknowledge that third-party services may have their own terms, privacy notices and service limitations. We are not responsible for a third-party service's independent acts or omissions except to the extent liability is imposed on us by applicable law or our contractual obligations.
8.1 Where the App permits you to send payslips or payroll communications by email, SMS, WhatsApp or another supported channel, you instruct and authorise us to transmit the relevant information to the contact details entered or selected by you.
8.2 You are responsible for verifying employee contact details and ensuring that you have the right to use the selected communication channel for the intended purpose.
8.3 Once a payslip or other communication has been transmitted to an employee or other recipient, we cannot guarantee its deletion from the recipient's device, mailbox, application, backup or records.
9.1 The App calculates payroll based on data, rules, configurations, attendance, salary components, deductions and other inputs supplied or approved by you.
9.2 We do not independently verify every payroll input. An incorrect input, configuration or assumption may result in an incorrect payslip, payroll register, statutory output, payment instruction or return.
9.3 Before finalising payroll or making any payment or statutory filing, you must review and approve the relevant payroll data and outputs.
9.4 Statutory laws, rates, thresholds, forms and procedures may change and may differ based on the employee, establishment, state, industry or other circumstances. We may update the App from time to time, but you remain responsible for determining whether the payroll result and filing are legally correct for your circumstances.
9.5 Nothing in these Terms constitutes a representation or warranty that the App will ensure compliance with every applicable employment, labour, tax, social-security or other statutory requirement.
9.6 The App is not designed to replace your internal payroll review and approval controls.
10.1 Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable and revocable right during the subscription term to access and use the App for your internal business payroll purposes.
10.2 We and our licensors retain all right, title and interest in and to the App, software, user interface, documentation, trademarks, designs, underlying technology and all related intellectual property, excluding Customer Data.
10.3 Except to the extent expressly permitted by applicable law, you must not:
10.4 We may use aggregated or de-identified information that does not reasonably identify you or an individual to operate, secure, analyse and improve the App, subject to applicable law.
11.1 During your active subscription, Customer Data will be retained for the normal operation of the App, subject to storage, backup and technical retention practices.
11.2 After cancellation or expiry, we will retain or delete Customer Data in accordance with the Privacy Policy, applicable law and operational requirements.
11.3 Unless a longer period is required or permitted by applicable law, our normal post-termination retention target for active Customer Data is 365 calendar days from the date of termination.
11.4 During the applicable post-termination period, you may request an export of Customer Data in the export format made available by the App or otherwise reasonably selected by us.
11.5 After the applicable retention period, we may permanently delete Customer Data, including from active systems, subject to:
11.6 Where we retain information solely because the law requires retention, we will restrict its use to the purpose for which it is retained.
12.1 Each party shall keep confidential the non-public information of the other party that is disclosed in connection with the App and that reasonably should be understood to be confidential ("Confidential Information").
12.2 Confidential Information does not include information that:
12.3 A party may disclose Confidential Information where required by law or lawful authority, provided that, where legally permitted, it gives reasonable notice to the other party.
12.4 This clause survives termination for as long as the information remains confidential under applicable law.
13.1 We will maintain reasonable administrative, technical and organisational safeguards appropriate to the App and the nature of Customer Data processed through it.
13.2 No internet-based system can be guaranteed to be completely secure or continuously available. We do not warrant that the App will be uninterrupted, error-free or immune from every security incident.
13.3 We may perform maintenance, updates, emergency security work or infrastructure changes that temporarily affect availability.
13.4 We aim to respond to support requests within one to two working days during our normal support hours. This is a service objective and not a guaranteed service-level commitment unless a separate written SLA applies.
13.5 You are responsible for maintaining appropriate devices, connectivity, browsers, authentication controls and internal access controls necessary to use the App securely.
You must use the App only for lawful business purposes and must not:
14.1 use it to infringe another person's rights or violate applicable law;
14.2 upload malicious code, malware or material intended to disrupt the App;
14.3 attempt unauthorised access to another customer's account, data or system;
14.4 share or sell access except as expressly permitted under your subscription;
14.5 use the App in a manner that materially overloads, disrupts or attempts to circumvent technical controls; or
14.6 use automated means to scrape, copy or extract substantial portions of the App other than through an authorised export or documented API.
We may suspend access where reasonably necessary to prevent or address a violation, security threat or material risk.
15.1 To the maximum extent permitted by law, the App is provided on an "as available" and "as is" basis.
15.2 Except for express commitments specifically stated in these Terms, we disclaim warranties to the extent permitted by law, including implied warranties of merchantability, fitness for a particular purpose, non-infringement and uninterrupted availability.
15.3 We do not warrant that:
15.4 Nothing in these Terms excludes a representation, warranty or liability that cannot lawfully be excluded.
16.1 To the maximum extent permitted by applicable law, the total aggregate liability of Accountants Factory arising out of or in connection with the App, whether in contract, tort, negligence, statute or otherwise, shall not exceed the subscription fees actually paid by you to Accountants Factory for the App during the twelve (12) months immediately preceding the event giving rise to the claim.
16.2 To the maximum extent permitted by law, Accountants Factory shall not be liable for indirect, incidental, special, punitive or consequential loss, loss of profits, loss of business, loss of goodwill, loss of anticipated savings or loss of opportunity.
16.3 Without limiting the foregoing, we are not responsible for penalties, interest, additional tax, employee claims or other losses arising solely from:
16.4 Nothing in these Terms excludes or limits liability to the extent such exclusion or limitation is prohibited by applicable law, including liability arising from fraud or any other liability that cannot lawfully be limited.
16.5 You acknowledge that the pricing of the App reflects the allocation of risk and liability stated in these Terms.
17.1 To the extent permitted by law, you shall defend, indemnify and hold harmless Accountants Factory and its personnel from third-party claims, losses, liabilities and reasonable costs arising from:
Customer Data supplied by you infringing a third party's rights; or
17.2 This indemnity does not apply to the extent a claim is finally determined to have been caused by our fraud, wilful misconduct or a material breach of our express obligations under these Terms.
18.1 We may update these Terms from time to time to reflect changes in the App, law, regulation, security requirements or business practices.
18.2 If a change is material, we will provide reasonable notice and, where appropriate, require you to accept the updated Terms before continued use.
18.3 The version accepted by you will remain applicable to the relevant period, subject to mandatory changes in law and any provisions that expressly operate retrospectively where legally permitted.
19.1 We may terminate these Terms and your right to use the App:
19.2 Where termination is for a breach capable of remedy, we will, where reasonably practicable, give you a reasonable opportunity to cure the breach.
19.3 On termination, access to paid features will end in accordance with these Terms, and the provisions relating to payment obligations, Customer Data, confidentiality, intellectual property, disclaimers, liability, indemnity, governing law and dispute resolution will survive to the extent applicable.
20.1 These Terms are governed by and construed in accordance with the laws of India.
20.2 Subject to applicable law, the courts having competent jurisdiction at Tirupati, Andhra Pradesh shall have exclusive jurisdiction over disputes arising out of or in connection with these Terms or the App.
20.3 Nothing in this clause prevents a party from seeking urgent interim or injunctive relief from a court having lawful jurisdiction where necessary to protect confidentiality, intellectual property, data, security or other rights.
21.1 For complaints, support escalations, privacy matters or questions relating to personal-data processing, contact:
Accountants Factory LLP
Grievance / Data Protection Contact: Nitin Kumar Doranadula
Email: reachus@accountantsfactory.com
Response target: 7 working days
21.2 If applicable law requires a Data Protection Officer, grievance officer or other designated person, the applicable statutory process and contact details will also be published in the Privacy Policy or on the App.
21.3 A complaint concerning an employee's personal data should ordinarily first be raised with the organisation/employer that provided the data to the App, without limiting any rights available to the individual under applicable law.
22.1 Entire agreement. These Terms, the Related Policies, and any written order form or commercial proposal expressly incorporated into them constitute the agreement governing your use of the App.
22.2 Order of precedence. If an executed written agreement or order form expressly relating to the App conflicts with these Terms, the executed document will prevail to the extent of the conflict. Mandatory law always prevails.
22.3 Severability. If any provision is held invalid or unenforceable, it will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in effect.
22.4 Waiver. A failure or delay to enforce a provision is not a waiver of that provision.
22.5 Assignment. You may not assign or transfer these Terms or your subscription without our prior written consent, except as part of a lawful business transfer where permitted. We may assign these Terms to an affiliate or successor in connection with a merger, reorganisation, sale or transfer of the relevant business, subject to applicable law.
22.6 Force majeure. We are not liable for delay or failure caused by events beyond our reasonable control, including natural disasters, war, civil disturbance, government action, internet or telecommunications failures, widespread cyber incidents, utility failures, third-party infrastructure failures or other events not reasonably within our control.
22.7 Electronic acceptance. Electronic acceptance, including clicking an acceptance checkbox, constitutes valid evidence of your acceptance of these Terms to the extent permitted by applicable law.
22.8 No partnership. These Terms do not create a partnership, agency, employment, fiduciary or joint-venture relationship between you and Accountants Factory, except for the specific data-processing role described in clause 6 where applicable.
22.9 Notices. We may provide notices through the App, by email, through your account or by other reasonable electronic means using the contact details associated with your account.
By selecting "I Accept", you confirm that: