Terms of Service

Mellow is a cloud-based HR, payroll, and compliance platform for businesses employing people in the UK, Ireland, USA, UAE, India and Australia. The service includes employee records management, payroll processing, absence management, compliance tracking, and AI-powered HR assistance, operated by Saltcore Group Ltd.

The service is provided on a subscription basis (per employee per month) through four tiers: Essentials, Professional, Enterprise, and Intelligence. Features available to you depend on your subscription tier as described on our pricing page. Bureau and practice accounts are governed by the same terms.

You must provide accurate information when creating an account. You are responsible for maintaining the confidentiality of your credentials and for all activities that occur under your account.

You may create user accounts within Mellow for your employees and administrators. You are responsible for ensuring each user complies with these Terms.

Subscriptions are billed monthly per active employee. Billing is managed by Paddle, our Merchant of Record. Paddle collects payment, issues invoices, and handles VAT on your behalf. All prices on our pricing page are exclusive of VAT.

Adding or removing employees adjusts your next invoice. There are no hidden fees or per-module surcharges beyond your tier subscription.

You may cancel at any time. Cancellations take effect at the end of the current billing period. There are no refunds for partial periods.

If payment fails, we will retry three times over seven days. Persistent failure may result in suspension of the service.

You must not use the service to:

• Process data for any purpose other than managing your own employees.
• Attempt to gain unauthorised access to other organisations' data.
• Upload malicious code, conduct automated scraping, or attempt to reverse engineer the service.
• Violate any applicable law, including employment law, data protection law, or relevant tax authority regulations.
• Submit false or misleading payroll information to any tax authority through the service.

You (the employer) are the data controller for employee data processed within Mellow. Mellow acts as your data processor. Our Data Processing Agreement, incorporated into these Terms, governs how we process employee data on your behalf.

You are responsible for obtaining any consents required from employees for data processing and for responding to employee data subject requests. Our full Privacy Policy is available at mellowhr.com/privacy.

The service includes AI-powered features (“AI Agents”) that assist with HR, payroll, and compliance queries. AI Agents are tools to assist human decision-making and do not constitute legal, financial, or employment advice.

You remain responsible for all decisions made using or informed by AI Agent outputs. Always verify AI outputs against applicable law, relevant authority guidance, and your own professional judgement before acting.

Payroll calculations are made by our rules-based engine, not AI. AI Agents provide explanatory context but do not calculate tax or statutory payments.

Mellow's payroll module calculates deductions in accordance with the relevant tax authority's published tables and rules for each supported country. You are responsible for verifying that all payroll data entered into the system is accurate.

You are the employer of record and are legally responsible for the accuracy of all submissions to tax authorities. Mellow is not a tax agent in any jurisdiction.

We target 99.9% uptime, measured monthly, excluding scheduled maintenance. The service is provided “as is”. We are not liable for interruptions caused by force majeure events or third-party infrastructure failures.

The service and all associated intellectual property are owned by Saltcore Group Ltd. You receive a non-exclusive, non-transferable licence to use the service for the duration of your subscription.

Your data remains your property. We claim no intellectual property rights over employee or business data you upload to the service.

To the maximum extent permitted by law, our total liability to you for any claim arising from use of the service is limited to the fees you have paid to us in the 12 months preceding the claim.

We are not liable for indirect or consequential losses, loss of profit or revenue, penalties imposed by any tax authority for errors in data you provided, or losses arising from decisions made based on AI Agent outputs.

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

Either party may terminate the subscription at any time. You may cancel via Settings > Billing. We may suspend or terminate your account for breach of these Terms, non-payment, or illegal activity.

On termination, you have 30 days to export your data. After 30 days, data is deleted except where legal retention obligations require otherwise.

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

We may update these Terms from time to time. We will provide 30 days' notice of material changes by email. Continued use of the service after the notice period constitutes acceptance of the updated Terms.

For questions about these Terms, contact legal@mellowhr.com.