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CarerHR

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Terms & Conditions

Last updated 25 August 2026

These Terms & Conditions (“Terms”) govern your use of the CarerHR platform and related services.

By creating an account, subscribing to CarerHR or using the CarerHR platform, you agree to these Terms.

If you are entering into these Terms on behalf of a care organisation or other business, you confirm that you have authority to bind that organisation to these Terms.

1. About CarerHR

CarerHR (“CarerHR”, “we”, “us” or “our”) provides a cloud-based software platform designed primarily for care organisations.

CarerHR is currently operated as an independent business/project and is not presently incorporated as a UK limited company.

Our main website is: carerhr.com

The carerhr.co.uk domain redirects to carerhr.com.

For questions about these Terms, contact: info@carerhr.com

2. The CarerHR service

CarerHR provides software and related infrastructure that may allow customers to:

The precise features available to a customer may depend on the customer’s subscription plan and the features available at the relevant time.

3. CarerHR is a software service

CarerHR provides software intended to help organisations manage their HR, recruitment and compliance processes.

CarerHR does not replace:

CarerHR is a management tool and does not guarantee that using the platform will make a customer compliant with any particular law, regulation, CQC requirement or professional standard.

Customers remain responsible for determining how they use the platform and for meeting the requirements applicable to their organisation.

4. Customer accounts

To use certain parts of CarerHR, you must create an account.

You agree to:

You are responsible for activity carried out through your account.

5. Login credentials and account security

Customers may choose how they manage access to their CarerHR account.

CarerHR does not technically prohibit customers from sharing login credentials. However, we strongly recommend that each authorised person uses their own account where individual user accounts are available.

If a customer chooses to share credentials, the customer remains responsible for activity carried out using those credentials.

Customers are responsible for:

CarerHR is not responsible for misuse resulting from a customer’s failure to maintain appropriate account security.

6. Authorised users and permissions

Customers may create authorised users and assign roles or permissions where supported by CarerHR.

The customer is responsible for deciding:

Customers remain responsible for actions taken by their authorised users.

7. Customer responsibilities

Customers are responsible for:

Customers must not rely solely on CarerHR to determine whether their organisation has complied with its legal or regulatory obligations.

8. Recruitment and employment decisions

CarerHR provides tools that may assist customers with recruitment and employee management.

CarerHR does not itself:

Automated functions such as document-expiry reminders, compliance statuses, notifications and overdue indicators are administrative tools and do not constitute automated employment decisions.

The customer remains responsible for all recruitment and employment decisions.

9. Customer data

Customers retain ownership and control of the information and content they provide to CarerHR.

Nothing in these Terms transfers ownership of a customer’s HR records, client information, recruitment information, documents or other customer content to CarerHR.

Customers grant CarerHR the rights necessary to host, store, process, reproduce, transmit and otherwise use that information for the purpose of providing, maintaining, securing and improving the CarerHR service.

CarerHR may also process information where required by law or where necessary for legitimate security, technical, support or operational purposes.

10. Data protection

Where CarerHR processes personal information on behalf of a customer, the customer will generally act as the data controller and CarerHR will generally act as the data processor.

Customers are responsible for ensuring that they:

CarerHR will provide reasonable assistance to customers in relation to applicable data-protection obligations.

The CarerHR Privacy Policy explains how CarerHR processes information for its own purposes.

Where applicable, a separate Data Processing Agreement (“DPA”) may govern processing carried out by CarerHR on behalf of a customer.

If there is a conflict between these Terms and an applicable DPA concerning the processing of personal data, the DPA will take precedence to the extent of that conflict.

11. Customer data exports

Customers may export their data using functionality made available by CarerHR.

Customers are responsible for exporting any information they require before their subscription ends or before the applicable data-retention period expires.

CarerHR does not guarantee that every historical format, report or export will remain available indefinitely.

12. Data retention after cancellation

When a customer’s subscription ends, CarerHR does not immediately delete the customer’s data.

Customer data is currently retained for up to one year after termination before deletion.

This retention period allows customers reasonable time to recover or export information and may also allow CarerHR to meet applicable security, legal or operational requirements.

CarerHR may retain certain information for longer where required by law or reasonably necessary for security, fraud prevention, dispute resolution or other legitimate purposes.

Once the applicable retention period has expired, customer data will be deleted in accordance with CarerHR’s deletion processes.

Backups and technical records may have different retention periods.

13. Subscriptions

CarerHR is provided on a subscription basis.

The price and features available to you will depend on the subscription plan you select.

Your subscription will continue until cancelled or terminated in accordance with these Terms.

14. Payments

CarerHR uses Stripe to process subscription payments.

CarerHR does not store customers’ full payment-card details.

Customers authorise Stripe to process payments associated with their CarerHR subscription.

CarerHR may receive and retain information necessary to manage the subscription, such as:

15. Cancellation

Customers may cancel their subscription.

Cancellation prevents the subscription from automatically renewing for the next billing period.

Unless otherwise stated when you purchase a subscription, cancellation does not normally result in a refund for unused days within the current paid billing period.

You will normally retain access to the service until the end of the period for which you have already paid, subject to any suspension or termination rights contained in these Terms.

16. Failed payments

If a subscription payment fails, CarerHR may:

The customer remains responsible for charges properly incurred before suspension or termination.

17. Pricing changes

CarerHR may introduce new pricing plans, change existing pricing or modify the features associated with different plans.

We will provide reasonable notice of material pricing changes where appropriate.

Unless otherwise agreed, a price change will apply from the beginning of a future billing period rather than retrospectively.

CarerHR does not guarantee that an existing subscription price will remain unchanged indefinitely.

18. Refunds

Unless otherwise expressly agreed, CarerHR does not provide refunds or credits for unused days within an already-paid subscription period following cancellation.

CarerHR may provide a refund or credit where required by law or where CarerHR chooses to do so in a particular circumstance.

19. Service availability

CarerHR aims to provide a reliable and continuously improving service.

However, we do not guarantee:

The service may occasionally be unavailable because of:

Where practical, CarerHR will try to provide reasonable notice of planned major maintenance.

Emergency maintenance may be carried out without advance notice where necessary.

20. Changes to the service

CarerHR is continually developing.

We may:

We will aim not to make changes that materially prevent customers from using the core service without reasonable notice where practical.

CarerHR may discontinue the entire service in the future.

If CarerHR permanently discontinues the platform, we will provide reasonable notice and a reasonable opportunity for customers to export their data.

21. Maintenance and third-party services

CarerHR relies on third-party infrastructure and service providers to operate parts of the platform.

These may include services such as:

CarerHR is not responsible for failures of third-party services that are outside CarerHR’s reasonable control.

We may change or replace service providers where reasonably necessary to operate or improve CarerHR.

22. Acceptable use

You must not use CarerHR to:

23. Suspension for misuse or security concerns

CarerHR may suspend or restrict access to an account or particular user where reasonably necessary to:

Where reasonably possible, CarerHR will notify the customer before suspension.

However, immediate suspension may occur without advance notice where necessary to protect the platform, customers, individuals or legal interests of CarerHR.

Suspension does not automatically delete customer data.

Customers may contact CarerHR to resolve the circumstances leading to suspension.

24. Termination by CarerHR

CarerHR may terminate a customer’s account where:

Termination does not remove obligations that are intended to survive termination.

Customer data will remain subject to the applicable retention provisions.

25. Intellectual property

CarerHR and its licensors retain all rights in:

Nothing in these Terms transfers ownership of CarerHR’s intellectual property to a customer.

26. Licence to use CarerHR

Subject to these Terms and payment of applicable subscription fees, CarerHR grants the customer a limited, non-exclusive, non-transferable right to use the CarerHR service during the customer’s subscription.

This licence does not permit the customer to:

27. Customer content and branding

Customers retain ownership of content they create or provide for their CarerHR website.

Customers grant CarerHR permission to host, display and process that content as necessary to provide the service.

Customers may provide:

Customers are responsible for ensuring that they have the necessary rights to use those materials.

Customers are also responsible for ensuring that their website content is lawful and appropriate.

CarerHR does not guarantee that customer-created website content complies with:

CarerHR does not require customers to display a “Powered by CarerHR” or other CarerHR attribution on their public website.

28. Customer domains

Where supported, customers may connect their own domain to a CarerHR-powered website.

Customers are responsible for:

CarerHR is not responsible for a customer’s domain registration or registrar relationship.

29. CQC information

CarerHR may provide functionality allowing relevant CQC information to be displayed on a customer’s website and may provide links to the relevant CQC page.

Customers remain responsible for ensuring that information presented about their organisation is accurate and current.

CarerHR does not guarantee the accuracy, completeness or current status of CQC information displayed through the service.

CarerHR does not guarantee or represent that a customer is compliant with CQC requirements.

30. Confidentiality

Each party agrees to take reasonable steps to protect the other party’s confidential information.

Confidential information may include non-public:

Confidential information may be disclosed where:

Information that is already publicly available is not confidential merely because it was once provided privately.

Information independently developed without using confidential information is not treated as confidential.

Confidentiality obligations intended to survive termination will continue after the subscription ends.

31. Customer responsibility for legal compliance

Customers remain responsible for ensuring that their use of CarerHR complies with applicable laws and regulations.

This includes, where applicable:

CarerHR provides software tools and does not guarantee that a customer’s use of those tools satisfies any particular legal or regulatory obligation.

32. No professional advice

Information, templates, workflows, reminders, reports and compliance features provided by CarerHR are for management and administrative purposes.

They should not be treated as:

Customers should obtain appropriate professional advice where necessary.

33. Warranties and disclaimers

CarerHR provides the service on an as-available basis.

To the extent permitted by law, we do not guarantee that:

Nothing in these Terms excludes any warranty, condition, right or liability that cannot legally be excluded.

34. Liability

CarerHR will take reasonable care in providing the service.

However, to the fullest extent permitted by law, CarerHR is not responsible for losses arising from:

Nothing in these Terms limits or excludes liability that cannot legally be limited or excluded, including liability arising from fraud or other circumstances where applicable law prevents such limitation or exclusion.

CarerHR does not impose a contractual monetary liability cap under these Terms.

35. Force majeure

CarerHR will not be responsible for delay or failure to perform its obligations where the delay or failure results from circumstances outside its reasonable control.

These circumstances may include:

CarerHR will take reasonable steps to restore affected services when practical.

36. Third-party links and services

CarerHR may contain links to third-party websites or integrate with third-party services.

Third-party services are subject to their own terms and policies.

CarerHR does not control and is not responsible for the content, availability, security or privacy practices of third-party services.

37. Suspension or termination does not transfer ownership

Suspending or terminating a customer’s account does not transfer ownership of the customer’s data or CarerHR’s intellectual property.

Customer data remains the customer’s responsibility and is handled according to the applicable data-retention provisions.

38. Changes to these Terms

CarerHR may update these Terms from time to time.

Changes may be made because of:

Where appropriate, we will provide reasonable notice of material changes.

The updated version will include a new “Last updated” date.

Where permitted by law, continued use of CarerHR after the effective date of updated Terms will constitute acceptance of the updated Terms.

If you do not agree to a material change, you may cancel your subscription before the change takes effect.

39. Changes to the business

If CarerHR is sold, reorganised, merged or transferred to another business, we may transfer our rights and obligations under these Terms as part of that transaction.

Customers may not transfer their CarerHR account or contractual relationship to another organisation without CarerHR’s prior approval.

40. Notices

CarerHR may communicate with customers electronically, including by:

Customers are responsible for keeping their contact information accurate and ensuring that important communications can be received.

41. No partnership or agency

These Terms do not create:

between CarerHR and a customer.

Customers must not represent themselves as agents, representatives or partners of CarerHR without our written permission.

42. Severability

If any provision of these Terms is found to be invalid, unlawful or unenforceable, that provision will be interpreted or modified to the extent necessary to make it enforceable where legally possible.

The remaining provisions will continue to apply.

43. Waiver

If CarerHR does not immediately enforce a provision of these Terms, this does not mean that CarerHR has permanently waived its right to enforce that provision later.

44. Entire agreement

These Terms, together with any applicable subscription information, the CarerHR Privacy Policy and any applicable Data Processing Agreement, form the agreement governing the customer’s use of CarerHR.

Where an applicable DPA conflicts with these Terms concerning personal-data processing, the DPA will take precedence to the extent of that conflict.

45. Governing law

These Terms are governed by the laws of England and Wales.

The courts of England and Wales will generally have jurisdiction over disputes arising from or relating to these Terms, subject to any mandatory rights or protections that apply to a particular customer.

46. Contact

For questions about these Terms or the CarerHR service:

CarerHR
Email: info@carerhr.com
Website: carerhr.com