Terms of service

1. About these terms

These terms are an agreement between Prolley, of Paphos, Cyprus ("we", "us"), and the business that creates a Prolley account (the "customer", "you"). They apply to the Prolley web application at app.prolley.com and any related services (the "service").

By creating an account, starting a trial or using the service, you accept these terms on behalf of your business, and confirm that you are authorised to do so. The service is for businesses only, not for consumers. Our privacy policy explains how we handle personal data.

2. What Prolley does

Prolley helps employers in Cyprus run monthly and weekly payroll. From the employee data, hours, pay items and tax year settings you enter, it calculates income tax (PAYE), Social Insurance, GESY and employer contributions and funds, produces payslips, and prepares the figures and export files for Tax Department and Social Insurance filings.

Prolley calculates and exports only. It does not:

• submit returns or filings to the Tax Department, Social Insurance Services or any other authority;
• make salary, tax or contribution payments, or connect to your bank;
• give tax, legal, accounting or employment advice.

Filing, paying and deciding how the law applies to your business remain your responsibility. If you are unsure how a rule applies, ask a qualified accountant or tax adviser.

3. Accounts and users

You need an account to use the service. Your account administrators can invite users and give them a role that decides what they can see and change.

You must keep sign-in details confidential, give access only to people who need it, and remove users who no longer should have access. You are responsible for everything done through your account, and must tell us promptly at hello@prolley.com if you suspect unauthorised access.

4. Your responsibility for payroll results

This section is important. Please read it carefully.

Payroll depends on facts and rules that only you can confirm: your employees' details and circumstances, the hours they worked, the pay they are owed, and the rates and thresholds that apply in each tax year. These rules change, sometimes during the year, and official sources do not always agree. For this reason, Prolley does not build any rate into its calculations. Instead:

• Every rate is a tax year setting you control. Income tax bands, Social Insurance and GESY rates, ceilings and caps, employer fund rates, exemption thresholds, union and fund schemes and the other values used in calculations are stored as dated, editable settings for each company. Every run uses the settings for its own period, so you can see, check and correct exactly what was applied.
• Starting values are a convenience, not a guarantee. When a new tax year begins, we fill it with starting values, either from our own research or by copying the previous year. They may be incomplete, out of date or wrong, and a copied year will not reflect changes in the law. Prolley flags settings that we know to be uncertain, but the absence of a flag does not mean a value is correct.

Before relying on any result, you agree to:

1. review the tax year settings for each year you run payroll in, correct any value that differs from what applies to your business, and confirm them in the app;
2. keep employee data, rates, hours, pay items and declarations complete and accurate;
3. review every payroll run, its warnings and its payslips before you approve it, and check reports and export files before you file or pay anything based on them.

Approving a run means you accept its results as your own. Prolley's calculations, payslips, reports and exports are provided to help you, and are not a statement by us that any amount is correct or that your business complies with the law.

To the fullest extent permitted by law, we are not responsible for any loss caused by a calculation, payslip, report or export that is wrong, whatever the reason, including a wrong or outdated tax year setting (whether entered by you or supplied by us as a starting value), incomplete or incorrect data, a change in the law, or an error in the software. This includes, for example:

• tax, Social Insurance, GESY or other contributions that were under- or over-paid;
• penalties, surcharges, interest or fines imposed by any authority;
• amounts owed to employees, or claims they make against you;
• the cost of correcting payroll, refiling or professional advice.

If you find a result you believe is wrong, tell us. We will investigate and, where the cause is an error in the software, work to correct it. That correction is our only obligation for a software error.

5. Free trial

New customers can use the service free of charge for the trial period shown on our pricing section. To start the trial you add a payment method; you are not charged during the trial. At the end of the trial your paid plan starts and you are charged for it, unless you cancel before the trial ends. If you cancel, access is suspended and your data is handled as described in section 12. Section 4 applies in full during the trial.

6. Fees and payment

• Price. Fees are as shown in the pricing section of our website when you subscribe, or as otherwise agreed with us in writing. They are based on the number of employees paid in each month's payroll, not the number held on file.
• Billing. You can pay monthly or yearly, in advance. Prices are in euro and exclude VAT, which is added at the applicable rate.
• Late payment. If a payment fails or an invoice is unpaid 14 days after it is due, we may suspend access after telling you. Your data is not deleted while your account is suspended.
• Price changes. We may change our prices by giving you at least 30 days' notice by email. The new price applies from your next billing period after the notice ends. If you do not accept it, you can cancel before then.
• Refunds. Fees already paid are not refundable, except where these terms or the law say otherwise.

7. Acceptable use

You agree not to:

• use the service for anything unlawful, or to process personal data without a lawful basis;
• access or attempt to access another customer's data, or test, probe or bypass the service's security;
• disrupt the service, overload it, or use automated means to access it except through features we provide;
• copy, resell, sublicense or reverse engineer the service, or use it to build a competing product.

We may suspend access that breaches this section or puts the service or other customers at risk, and will tell you why.

8. Your data

You keep all rights to the data you enter into Prolley ("customer data"). You give us permission to store and process it only as needed to provide, secure and support the service.

You are responsible for the customer data you enter, and for having a lawful basis to process it, including any notice you must give your employees. You can export your payroll reports and data at any time while your account is active.

We keep backups to protect against data loss, but you should keep your own copies of payslips, reports and filings, as you may be required to keep payroll records for several years.

9. Data processing

For personal data in the customer data, you are the controller and we are your processor under the GDPR. This section forms our data processing agreement. We will:

1. process personal data only to provide the service and on your documented instructions, which are these terms and your use of the service, unless the law requires otherwise (in which case we will tell you, unless the law forbids it);
2. ensure that everyone at Prolley who can access personal data is bound by confidentiality;
3. take appropriate technical and organisational security measures, as described in our privacy policy;
4. use sub-processors only under written terms that give the same protection, tell you before we add or replace one, and let you object; if we cannot address your objection, you can terminate the service;
5. not transfer personal data outside the European Economic Area without safeguards required by the GDPR;
6. help you, as far as reasonably possible, to respond to requests from your employees exercising their rights, and to meet your obligations on security, breach notification and data protection impact assessments;
7. notify you without undue delay after becoming aware of a personal data breach affecting your data;
8. delete or return personal data when the service ends, as set out in section 12;
9. make available the information needed to show we meet these obligations, and allow and contribute to reasonable audits on reasonable notice.

The personal data we process, its categories and the purposes are described in sections 3 and 7 of our privacy policy.

10. Availability, support and changes

We aim to keep the service available and working well, but we do not promise that it will be uninterrupted or free of errors. We may need to carry out maintenance, which we will try to schedule outside busy payroll periods and announce in advance where possible.

Support is provided by email at hello@prolley.com on Cyprus working days.

We improve the service continually and may change, add or remove features. If we remove a feature you rely on in a way that materially reduces the service, we will tell you in advance, and you can cancel and receive a refund of any prepaid fees for the remaining period.

11. Intellectual property

The service, its software, design and content belong to us or our licensors. During your subscription, we grant you a non-exclusive, non-transferable right to use the service for your business's own payroll. Feedback you give us may be used to improve the service without any obligation to you.

12. Term, cancellation and termination

• Cancelling. You can cancel at any time from your account or by writing to us. Your subscription continues until the end of the current paid period and then ends.
• Termination by us. We may terminate these terms if you seriously breach them and do not fix the breach within 14 days of our notice, or immediately if you breach section 7 in a way that harms the service or other customers. We may also end the service for everyone by giving at least 90 days' notice.
• After it ends. You can export your data for 30 days after your subscription ends. We then delete customer data within 90 days of the end, except where the law requires us to keep it; backups are overwritten in their normal cycle.

Sections 4, 8, 13, 14 and 16 continue after these terms end.

13. No other warranties

Except as expressly stated in these terms, the service is provided "as is" and "as available". To the fullest extent permitted by law, we give no warranties or conditions, express or implied, including that the service or its results are accurate, complete, fit for a particular purpose, or will meet your requirements or legal obligations.

14. Limitation of liability

To the fullest extent permitted by law:

• we are not liable for any indirect or consequential loss, or for loss of profits, revenue, business, goodwill or data, however caused;
• our total liability to you for all claims arising out of or in connection with these terms or the service, in any 12-month period, is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

Nothing in these terms limits liability that cannot be limited by law, such as liability for fraud, or for death or personal injury caused by negligence.

15. Changes to these terms

We may update these terms from time to time. We will give you at least 30 days' notice by email of any change that materially affects you. If you continue to use the service after the change takes effect, the new terms apply; if you do not accept them, you can cancel before then.

16. General

• Law and courts. These terms are governed by the laws of the Republic of Cyprus, and the courts of Cyprus have exclusive jurisdiction over any dispute.
• Whole agreement. These terms, and any written agreement signed by both of us, are the entire agreement about the service.
• Assignment. You may not transfer these terms without our consent. We may transfer them to a business that takes over the service, after telling you.
• Events beyond control. Neither of us is liable for failing to perform because of events beyond reasonable control.
• Severability. If any part of these terms is found invalid, the rest remains in force.
• Language. These terms are published in English and Greek. If the versions differ, the English version prevails.
• Notices. We will send notices to the email address of your account administrator. Send notices to us at hello@prolley.com.

17. Contact

Questions about these terms: hello@prolley.com.