Effective – July 2026
These Terms of Business explain how Practical HR Ltd (“Practical HR”, “we”, “our” or “us”) provides its services and form part of our agreement with you.
Together with our Order Form or other written quotation (where applicable), these Terms, including the Data Processing Terms Agreement, form the agreement between Practical HR Ltd and the Client (“you” or “your”).
These Terms apply to all services provided by Practical HR unless separate terms have been agreed in writing, including: HR Consultancy; Outsourced HR Administration; Employment Documentation Drafting; Employment Tribunal, legal and specialist employment support; YourHR.space; YourHR.guide; Training; Any associated products or services supplied by or through Practical HR.
Our aim is to keep these Terms clear, fair and proportionate. They explain how we work together, what you can expect from us and what we ask of you in return.
Practical HR provides a range of HR services designed to meet different business needs. Depending on the services you purchase, we may provide HR consultancy, outsourced HR administration, managed HR compliance through YourHR.space, self-service guidance through YourHR.guide, training, or a combination of these.
The services included within your agreement will be set out in your Order Form or other written quotation or estimate. However, you can access additional services as required and subject to availability and current fees.
We will provide the agreed services using reasonable care and skill. Our advice and recommendations are based on the information available at the time and the information you provide to us.
You remain responsible for the decisions you make and for ensuring you comply with your legal obligations as an employer.
Where we arrange or introduce third-party services (for example occupational health, referencing or health and safety support), those services may be subject to the provider’s own terms and conditions.
We may make reasonable changes to our services, systems or the way we deliver them provided this does not materially reduce the overall service you have purchased.
We work with clients on a retainer and/or subscription basis depending on services taken. We may ask new Clients to pay a deposit.
We do not generally offer services on a PAYG basis. PAYG may be offered for one-off projects or drafting and is subject to availability. Retained and subscription Clients will generally receive priority. PAYG may also incur additional administration costs associated with managing the account.
To enable us to provide our services, you agree to:
Where delays or additional work arise because information or decisions are not provided, we reserve the right to make additional charges where appropriate.
Our advice is based on the information available at the time it is provided and the information supplied by you. If information is incomplete, inaccurate or changes after advice has been given, our advice may no longer be appropriate and should not be relied upon without further review.
We always aim to respond to client queries and support requests as promptly as reasonably possible during normal business hours.
Given the nature of HR and employment support services, the volume, urgency and complexity of client demand can fluctuate and cannot always be predicted in advance
Accordingly, response and completion times may vary depending on urgency, complexity and overall demand.
We may triage and prioritise matters according to urgency, risk, business impact and deadlines, and urgent or higher-risk matters may take priority over routine or lower-priority requests. Unless expressly agreed otherwise in writing, any response times discussed are indicative only and are not guaranteed.
Unless a fixed fee has been agreed, our charges are based on the time spent providing services.
Chargeable time includes advice, meetings, telephone and video calls, emails, drafting documentation, research, project work, administration, travelling time, correspondence and other work undertaken on your behalf. Reasonable expenses incurred on your behalf may also be charged.
Where we provide a fixed fee, it is based on the agreed scope of work. If the scope changes or the project is delayed by you, we may agree revised fees or make additional charges where reasonable.
Our current price list forms part of these Terms and is available on request. Our price list is subject to change, and we will normally give at least one month’s notice of changes to our standard fee rates.
Our HR consultancy service operates on the basis of a minimum monthly retainer that includes an agreed amount of time. The minimum retainer is set by reference to the level of basic support we consider a client of that size is likely to require. This is intended to provide a reasonable balance between access to support and cost, allowing the client to benefit from reduced rates without committing to excessive included hours that may not be used. HR consultancy services do not offer an all-inclusive rate and additional time, over the retainer hours, will be charged separately at the applicable rates
Current rates for time-based work (hourly rates) are detailed on time sheets that are provided to you in any month where services exceed any retainer, subscription or fixed fee service.
Unless otherwise stated, all prices and fees are exclusive of VAT.
We may require new Clients, PAYG Clients or Clients undertaking fixed-fee projects to pay in advance or pay a deposit before work begins or maintain funds on account where additional work continues.
Invoices are payable in accordance with the payment terms shown on the invoice, Order Form or Proposal. Retainers, subscriptions, fixed fee work or other additional work or services are paid by Direct Debit.
Where Direct Debit is required, you agree to maintain a valid Direct Debit mandate throughout the Agreement. Cancelling or failing to maintain a Direct Debit without our agreement is a material breach of these Terms.
Payment by another method does not remove the requirement to maintain a Direct Debit where one is required under the Agreement, unless we agree otherwise in writing.
If a Direct Debit is cancelled, rejected or becomes invalid, you must reinstate it within 14 days of written notice.
If payment is overdue, we may charge statutory interest, compensation and reasonable recovery costs where permitted by law.
You may not withhold payment because of a dispute without our prior written agreement.
Retainers and subscription services relate to HR consultancy and YourHR.space and continue until terminated in accordance with these Terms. Unless otherwise agreed:
Notice to terminate must be given in writing.
Notice may be given during the initial 12-month term but cannot commence before the end of that initial term. Notice received part-way through a calendar month will run from the first day of the following month.
Retainer time is provided on the basis set out in the Order Form. Unless expressly agreed otherwise, unused time does not carry forward.
YourHR.space
YourHR.space is a managed HR compliance platform that combines HR policies, procedures, employee records and other HR tools in one secure online system. The content and functionality available will depend on the version purchased.
YourHR.space and YourHR.guide are owned and operated by Your Business Guide Ltd. Where these services are supplied under an agreement with Practical HR, Practical HR remains the Client’s contracting party and may use Your Business Guide Ltd as the platform provider and data sub-processor.
We will maintain and update HR content provided by Practical HR to reflect relevant changes in employment law. We are not responsible for updating documents, policies or content provided by you or third parties, or for changes to your organisation’s working practices that are not communicated to us.
Our maintenance and update service is limited to the digital HR content published within YourHR.space. It does not include maintaining, reviewing or updating individual Word, PDF or other document files, even where those documents are stored within or accessible through YourHR.space. Maintaining Word, PDF or other documents will generally incur additional fees.
The cost of YourHR.space is based on the version purchased and the number of authorised users. Subscription charges may change if you move into a higher user band, upgrade your version or request additional content, functionality or services.
Additional content, functionality, configuration, consultancy or project work requested by you will be charged at our current rates unless otherwise agreed.
YourHR.space Professional includes up to two basic content changes or actions per calendar month as part of the subscription. More extensive changes, additional functionality, workflows, forms, menus, specialist content or project work will be charged separately at our current rates.
Documents downloaded from YourHR.space are only current at the date they are produced. Once removed from the platform, we are not responsible for keeping those documents up to date.
We continually develop YourHR.space and may introduce new features, functionality and content from time to time. These improvements will form part of the platform unless they are identified as an additional chargeable service.
YourHR.guide
YourHR.guide is an online HR guidance and resource library containing practical guidance, templates and supporting resources.
Unless otherwise agreed, subscriptions are for the named user and for use within the organisation they work for. Login details must not be shared or used for more than one organisation. Content must not be systematically copied or downloaded, reproduced, resold, used to create a competing product or service, or used to provide services to other organisations without our written permission.
The guidance and templates are provided to support good HR practice and are not a substitute for advice on your particular circumstances. We recommend that you seek advice where an employment matter presents significant legal, financial or employee relations risk.
We may update, amend or add to the content and functionality of YourHR.guide from time to time to reflect changes in employment law, best practice and product development.
Where YourHR.guide is supplied and invoiced as part of a wider Practical HR service, it will follow the term and notice arrangements applying to that service. A separate online YourHR.guide subscription is subject to the subscription and cancellation arrangements displayed at the time of purchase.
Intellectual Property
All intellectual property rights in our software, guidance, templates, documents, content and other materials remain with Practical HR Ltd, Your Business Guide Ltd or their respective licensors. You may use these only for your own internal business purposes unless we agree otherwise in writing.
Nothing in these Terms transfers ownership of our intellectual property to you.
Both parties will keep confidential information confidential except where disclosure is required by law or is necessary to provide the Services.
Practical HR takes information security and data protection seriously and will process personal data in accordance with applicable data protection legislation.
Where we process personal data on your behalf, we will normally act as your Data Processor, and you will remain the Data Controller. Our processing of personal data is governed by our Data Protection Policy and Data Processing Terms, which are available on our website and form part of these Terms of Business.
Where YourHR.space or YourHR.guide is provided under this agreement, you authorise Practical HR to appoint Your Business Guide Ltd as the platform provider and, where applicable, as a data sub-processor.
Where Practical HR processes personal data for its own business purposes (for example, managing our client relationship, invoicing or complying with legal obligations), we will act as a Data Controller.
Both parties agree to comply with their respective obligations under applicable data protection legislation.
If you fail to pay an invoice when due, fail to maintain a required Direct Debit, or commit another material breach of these Terms, we may give written notice requiring the breach to be remedied.
If a remediable breach is not remedied within 14 days of written notice, or another reasonable period stated in the notice, we may suspend some or all of our Services and/or terminate the Agreement.
Where termination results from your material breach, you remain responsible for:
These amounts become immediately due upon termination.
Where we terminate for material breach, we may suspend all Services immediately and are not required to continue providing Services during the remaining initial term or notice period.
Suspension or termination does not affect your obligation to pay fees due under the Agreement.
We may decline to provide future services to any Client whose Agreement has previously been terminated due to non-payment or another material breach.
Your right to use YourHR.space ends on the termination date and access will generally be removed.
You are responsible for exporting data and downloading documents you wish to retain before access ends. Standard reporting tools included within the system allow data to be exported in CSV or Excel format. Uploaded documents can be retained by downloading them individually; the system does not currently provide a bulk-download facility for documents.
Additional extraction, migration or transfer work may be charged at our current rates.
Subject to applicable law and any agreed retention period, Client data may be securely deleted 90 days after access to the relevant service ends, unless otherwise agreed in writing.
Deleted data may remain temporarily within secure system backups until those backups are automatically overwritten or deleted in accordance with our normal backup-retention process. Backup data will not be used for any other purpose unless required for disaster recovery or by law.
We will always exercise reasonable care and skill in providing our Services.
We are not responsible for losses arising from:
Nothing in these Terms limits liability that cannot legally be excluded.
Subject to that, our total liability arising from the Services will not exceed the fees paid by you during the previous 12 months.
We may update these Terms from time to time to reflect changes to our services, products, legal or regulatory requirements, technology or the way we operate.
Where we make a material change, we will normally give at least 30 days’ notice by email, through YourHR.space or by another appropriate method before the revised Terms take effect.
Minor administrative changes, corrections or changes required by law may take effect immediately.
Continued use of our Services after the revised Terms take effect will be treated as acceptance of the updated Terms.
The latest version of these Terms will always be available on our website.
We may transfer or assign this Agreement in connection with the sale, transfer or reorganisation of our business. You may not transfer your rights or obligations without our written consent.
These Terms, together with the applicable Order Form, written proposal or estimate, form the entire agreement between Practical HR and the Client in relation to the Services and replace any previous discussions or correspondence relating to those Services.
Our current price list, Privacy Policy and any documents specifically referred to in these Terms form part of our contractual arrangements and may be updated from time to time.
During the Agreement and for 12 months after it ends, you will not directly or indirectly employ or engage any Practical HR employee or consultant introduced to you through our services without our written agreement. If this restriction is breached, a recruitment and introduction fee of £18,000 plus VAT will be payable.
Neither party will be responsible for delays caused by circumstances outside their reasonable control.
If any part of these Terms is found to be unenforceable, the remainder will continue to apply.
These Terms are governed by the laws of England and Wales and any dispute will be subject to the exclusive jurisdiction of the courts of England and Wales.