Terms of service

These terms form a contract between you (the organisation subscribing to CubeHR, "you") and Cube Systems Limited, trading as CubeHR, company number 17220899, registered office Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP ("we", "us"). They apply from the moment you create an account, including a free trial or an early access place.

The person who accepts these terms confirms they are authorised to bind the organisation. If you are signing up on behalf of an employer, that employer is the customer, not you personally.

Our data processing terms form part of this agreement. If you have signed a separate written agreement with us, that agreement takes precedence where it differs from these terms.

• You are responsible for everything done under your account, including by your employees and administrators.
• Login details must not be shared. Each person who uses CubeHR needs their own account, and we recommend two-step verification for everyone with access to staff records.
• You must tell us promptly if you believe an account has been compromised.
• You must keep your billing contact details accurate so invoices and service notices reach you.

While CubeHR is in early access, accounts are opened by invitation after you register interest, and we onboard a small number of organisations at a time. Features may change during early access, and we will tell you before we remove anything you use.

Where we offer a free trial, it lasts 14 days unless we agree otherwise, with no card required. During the trial you get the full service. There is no obligation to continue and no automatic charge when it ends.

If you do not subscribe, the account is closed at the end of the trial and the data in it is deleted 90 days later. Export anything you want to keep before then.

• Prices are per employee per month and are set out on our pricing page. They exclude VAT, which is added at the rate in force.
• Monthly subscriptions are billed in advance each month. Annual subscriptions are billed in advance for the year.
• Your bill is based on the number of employee records in your account. If your headcount grows during a term, the additional employees are charged pro rata.
• Card payments are taken by Stripe. Invoices are due within 14 days. We may suspend access to accounts more than 30 days overdue, after giving you written notice.
• We may change our prices, but not during a term you have already paid for, and we will give at least 30 days’ notice before a change takes effect at renewal.

• Monthly subscriptions renew each month. You can cancel at any time and access continues to the end of the paid month.
• Annual subscriptions renew each year. You can cancel at any time before the renewal date.
• You can cancel in the app or by emailing us. We will not make you telephone anybody.
• We do not refund part-used periods, except where we have materially breached these terms.

You are responsible for how your organisation and its users use CubeHR. You must not use it, or let anyone else use it, to:

• break the law, including employment, equality and data protection law, or infringe anyone’s rights;
• hold personal data you have no lawful basis to hold, or special category or criminal offence data, such as health records or DBS results, without the condition and safeguards the law requires;
• monitor staff covertly, or more than is lawful and proportionate. Location features are for clocking in and out, and you must tell staff before you turn them on;
• upload malware, or content that is unlawful, defamatory, discriminatory or harassing;
• gain or attempt unauthorised access to our systems or another customer’s data, or get round a security control or usage limit;
• probe, scan or load-test the service or the API without our written consent;
• send unsolicited messages through the notification features; or
• resell, sublicense or white-label the service without a written partner agreement.

API access

Keep API keys secret and give each integration only the access it needs. You are responsible for requests made with your keys. We may revoke a key that is being misused and will tell you why.

If something goes wrong

We may suspend an account or a user immediately where we reasonably believe continued use presents a security or legal risk. We will tell you why and restore access as soon as the issue is resolved.

The data you put into CubeHR remains yours. We claim no ownership of it, and we do not use it to train models or sell it to anyone.

For personal data in your account you are the controller and we are the processor, as set out in our data processing terms. Our GDPR and data protection page explains what that means for you as an employer.

You can export your data at any time while your subscription is live, and for 30 days after it ends.

We aim to keep CubeHR available at all times and we monitor it continuously, but we do not guarantee uninterrupted service. Planned maintenance is announced in advance and scheduled outside UK business hours wherever possible.

Support is provided by email at support@cube-hr.co.uk during our business hours, Monday to Friday 09:00 to 17:30. Service level commitments are available on request for larger accounts.

CubeHR helps you record and manage HR processes, and includes templates and calculations built around UK employment law. It is a tool, not a solicitor. We do not provide legal advice, and you remain responsible for your own compliance and for the decisions you take about your staff.

This section covers cube-hr.co.uk, including the markdown versions of its pages and its llms.txt files. You may read the site, link to any page and print pages for internal discussion. The site is intended for businesses and the people who work for them.

Search engines and AI tools are welcome to read the site, provided they identify themselves, follow robots.txt and do not request pages at a rate that affects the service for anyone else. Do not use the site to send malicious code, or attempt to get round its security.

Features, prices and guidance on the site are accurate when written but can change, and guidance about employment law is general information, not advice for your situation. Anything binding is set out in these terms or in writing from us. Links to other websites are provided for convenience, and we are not responsible for their content.

The site’s text, design and code belong to Cube Systems Limited or its licensors. CubeHR and Cube Systems are our trading names, and the names of other products belong to their owners.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, our total liability to you in any 12-month period is limited to the fees you paid us in that period, and we are not liable for loss of profit, loss of business, or indirect or consequential loss.

The service is provided as described on our website. To the extent permitted by law we exclude implied warranties not set out in these terms.

We may update these terms. For material changes we will email your account contacts at least 30 days beforehand, and you may cancel without penalty if you do not accept them. The date at the top shows the current version.

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

Notices to us should go to hello@cube-hr.co.uk or Cube Systems Limited, Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP.