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Terms of Service

Last updated: 2026-05-30

These Terms of Service (“Terms”) are a contract between you and Ghugi (“we”, “us”). By creating an account or using Ghugi, you agree to these Terms. If you do not agree, please do not use the service.

1. Who we are

Ghugi is a software service that helps UK small businesses send payslips to their employees by email and keep a record of what was sent. The service is provided by Babiha Care Solutions Limited, a company registered in England and Wales with company number 17081576 and registered office 8b Kelvin House, Kelvin Way, Crawley, RH10 9WE, United Kingdom. We are registered with the UK Information Commissioner’s Office (reference ZC132791).

2. Your account

To use Ghugi you must be at least 18, have authority to bind your organisation to this contract, and provide accurate information when you sign up. You are responsible for keeping your password safe and for anything done on your account. Contact support@ghugi.com immediately if you believe your account has been accessed by someone else.

Ghugi is intended for small businesses and payroll professionals. It is not intended for consumer use. If you are nonetheless a consumer in law, nothing in these Terms removes or limits any statutory rights you have that cannot be excluded or limited by law.

3. Free trial

New organisations get a free trial of 30 days. No payment card is required to start the trial. You can cancel at any time before the trial ends. When the trial ends, you must choose a paid plan to keep sending payslips — otherwise your account becomes read-only until you subscribe or delete it.

4. Subscriptions and payment

Plans. Ghugi offers three subscription plans (Starter, Business, Pro), each available on a monthly or annual basis. Current pricing is shown at ghugi.com/#pricing and may change from time to time. We will give you at least 30 days’ notice before any price change takes effect for your subscription.

Billing.Subscriptions are billed in advance by Stripe on our behalf — monthly for monthly plans, or yearly for annual plans — and renew automatically for the same period until you cancel. If a payment fails, we will retry and notify you; if payment still cannot be collected, your account becomes read-only until the balance is settled.

Refunds. Subscription fees are non-refundable except where required by law. If you cancel mid-month, you keep access until the end of the paid period; we do not pro-rate refunds.

VAT. Prices shown are exclusive of VAT unless stated otherwise. VAT is charged where applicable.

5. Acceptable use

You agree not to use Ghugi to:

  • send spam, marketing messages, or anything that is not a genuine payslip;
  • send illegal, fraudulent, or misleading content;
  • send content that infringes someone else’s rights such as copyright, privacy, or defamation;
  • upload malware, or attempt to probe, scan, or break into our systems or those of our sub-processors;
  • circumvent usage limits, rate limits, or authentication controls;
  • resell or sub-licence the service without our written permission;
  • use Ghugi in a way that violates Stripe’s Acceptable Use Policy (we rely on Stripe for billing, so their restricted-business rules apply to all Ghugi customers — see stripe.com/restricted-businesses).

We may suspend or close your account immediately if we reasonably believe you have broken these rules. We may also notify the relevant authorities where required.

6. Your data, our data

Your content. The payslip PDFs and employee data you upload remain yours. You grant Ghugi a non-exclusive licence to store, process, and transmit that data only as needed to provide the service.

Our service. The Ghugi software, design, and brand are ours (or our licensors’). You must not copy, reverse-engineer, or resell Ghugi without our written permission.

Feedback. If you give us suggestions or feedback, we can use them freely to improve Ghugi.

7. Privacy and data protection

Your use of Ghugi is also governed by our Privacy Policy. Where Ghugi processes personal data on your behalf (payslip recipients), our Data Processing Agreement forms part of these Terms and is incorporated by reference under UK GDPR Article 28.

8. Availability

We aim to keep Ghugi available 24/7, but we do not promise it will be uninterrupted or error-free. Planned maintenance is announced where practical. We are not responsible for delays caused by customer-configured outgoing email providers (your own SMTP, Gmail, or Outlook account).

9. Warranties and disclaimers

Ghugi is provided “as is” and “as available”. Subject to section 10, we do not make any warranty that the service will meet your specific requirements, be uninterrupted, or be free of defects. We disclaim all warranties not expressly given in these Terms, to the maximum extent permitted by law.

10. Limitation of liability

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

Subject to the paragraph above, our total liability to you under these Terms for all claims in any 12-month period is limited to the greater of (a) the subscription fees you paid us in that 12-month period, or (b) £100.

We are not liable for indirect or consequential losses, lost profits, lost revenue, lost data, or loss of business opportunity.

11. Indemnity

You agree to indemnify Ghugi against any claim brought by a third party arising from your breach of these Terms, your upload of unlawful content, or your violation of applicable law.

12. Termination

By you.You can cancel your subscription at any time from the billing page. Your subscription stays active until the end of the current paid period, after which your account becomes read-only. To erase your data, delete your organisation at any time from Settings → Security → Danger zone — this permanently removes your organisation and all employee records, payslip PDFs, and send history. Your personal login (name and email) is kept so you can sign back in and start a new organisation; email legal@ghugi.com if you also want your login permanently erased.

By us. We can suspend or terminate your account if you break these Terms, if your payment fails, or if we reasonably believe your use poses a risk to Ghugi or its other customers. We will give notice where reasonable.

After termination. When you delete your organisation, we remove your organisation data and payslip files straight away. Send-history records are kept for up to 4 years and audit logs for 13 months (to meet HMRC payroll record-keeping and our own accountability obligations); billing records are kept for at least 6 years where tax law requires. See our Privacy Policy for the full retention schedule.

13. Changes to the service

We improve Ghugi over time. We may add, change, or remove features. If we make a material change that reduces the service you paid for, we will notify you and offer a pro-rated refund on request.

14. Changes to these Terms

We may update these Terms. If the change is material, we will email account holders at least 30 days before the change takes effect. Continued use of Ghugi after that date means you accept the updated Terms.

15. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, except that you may also bring a claim in the courts of the country where you live if you are a consumer.

We would prefer to resolve disagreements quickly and informally. Please email legal@ghugi.com with your concern before starting legal action.

16. General

If any part of these Terms is found to be unenforceable, the rest remains in force. We may assign these Terms in connection with a merger, acquisition, or sale of business. You may not assign these Terms without our written consent.

These Terms, the Privacy Policy, and the DPA together form the entire agreement between you and Ghugi and replace any earlier terms.

17. Contact