Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "Client," or "you") and WiPayroll ("WiPayroll," "we," "us," or "our"), a company registered in the Republic of Trinidad and Tobago, governing your access to and use of the WiPayroll software-as-a-service platform, including all associated websites, applications, APIs, and services (collectively, the "Services").

By creating an account, clicking "I agree," accessing, or otherwise using our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated herein by reference. These Terms apply to all visitors, users, and clients of the Services.

If you are accepting these Terms on behalf of a company or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms. If you do not have such authority, or if you do not agree to these Terms, you may not use the Services.

We reserve the right to update or modify these Terms at any time. Continued use of the Services after any such changes constitutes your acceptance of the new Terms.

WiPayroll is a cloud-based payroll automation platform specifically designed for businesses operating in the Republic of Trinidad and Tobago. Our Services include, but are not limited to:

• Automated payroll processing and calculation in Trinidad and Tobago Dollars (TTD), including PAYE income tax, National Insurance Scheme (NIS) contributions, Health Surcharge deductions, and other statutory obligations as prescribed by the Board of Inland Revenue (BIR) of Trinidad and Tobago.
• Employee record management and digital payslip generation and distribution.
• Payslip delivery via WhatsApp messaging integration.
• Tax compliance reporting and filings assistance, including TD4 certificate generation.
• An AI-powered Tax Assistant providing guidance on T&T tax regulations and payroll compliance questions.
• Payment processing integration through the WiPay payment gateway for salary disbursements.
• An Employee Self-Service Portal for payslip access, leave requests, and personal information updates.
• Multi-role access management for administrators, payroll officers, and employees.
• Audit trail and compliance reporting features.
• Subscription management, billing, and invoicing.

We reserve the right to modify, suspend, or discontinue any aspect of the Services at any time, with or without notice. We shall not be liable to you or any third party for any modification, suspension, or discontinuation of the Services.

To use WiPayroll, you must meet the following eligibility requirements:

• Legal Entity: You must be a legally registered business, sole trader, or organization operating within or employing individuals subject to the tax laws of the Republic of Trinidad and Tobago.
• Age: Individual account holders must be at least eighteen (18) years of age. By registering, you represent that you meet this age requirement.
• BIR Registration: For full payroll functionality, your business should hold a valid Board of Inland Revenue (BIR) number issued by the Government of Trinidad and Tobago. While BIR number entry is optional during initial sign-up, it is required to process statutory deductions and generate compliant payroll reports. You are solely responsible for ensuring your BIR registration is current and valid.
• Authorization: If registering on behalf of a business entity, you must be an authorized representative of that entity with the legal authority to enter into binding contracts on its behalf.

During registration, you agree to provide accurate, current, and complete information about yourself and your business. You agree to promptly update such information to keep it accurate, current, and complete. WiPayroll reserves the right to suspend or terminate your account if any information provided is found to be inaccurate, misleading, or fraudulent.

WiPayroll reserves the right to refuse registration or access to the Services at its sole discretion, including but not limited to cases where we believe the applicant poses a legal, regulatory, reputational, or security risk to our platform or other users.

Upon successful registration, you will be issued a user account ("Account") granting you access to the Services. You are responsible for:

• Maintaining the strict confidentiality of your Account login credentials, including your email address and password.
• All activities that occur under your Account, whether or not authorized by you.
• Notifying WiPayroll immediately at support@wipayroll.com of any unauthorized use of your Account or any other breach of security.
• Ensuring that you log out from your Account at the end of each session when using shared or public devices.

You must not share your Account credentials with any unauthorized person. Each user within your organization who requires access to the Services must have their own individual account. You are permitted to create sub-accounts for employees, payroll officers, and administrators within your organization as permitted by your subscription plan.

WiPayroll employs industry-standard security measures to protect your Account and data, including encryption in transit (TLS/SSL) and at rest. However, no method of electronic transmission or storage is completely secure. WiPayroll cannot guarantee the absolute security of your Account or data, and you use the Services at your own risk in this regard.

WiPayroll will not be liable for any losses arising from unauthorized access to your Account resulting from your failure to maintain the confidentiality of your credentials or from your own negligence.

Subscription Plans: WiPayroll offers several subscription tiers, including a Free Trial plan and paid plans (Starter, Professional, and Enterprise). Details of each plan, including features and pricing, are available at /pricing. Plan details and pricing are subject to change with reasonable notice to existing subscribers.

Free Trial: New users may access a 14-day free trial of the Services with a limited number of employee records and features. No credit card or payment information is required to start a free trial. At the end of the free trial period, access to paid features will be restricted until a paid subscription is activated.

Pricing and Currency: All subscription fees are quoted and charged in Trinidad and Tobago Dollars (TTD) unless otherwise stated. Applicable taxes, including Value Added Tax (VAT) where required under the laws of Trinidad and Tobago, will be added to the subscription price.

Payment Processing: All subscription payments are processed through WiPay, a licensed payment gateway authorized to process transactions in the Republic of Trinidad and Tobago. By making a payment, you also agree to WiPay's terms of service and privacy policy. WiPayroll does not store your full payment card details; such information is handled directly and securely by WiPay.

Billing Cycle: Paid subscriptions are billed monthly in advance on the same calendar date as the subscription activation date. If a billing date falls on a weekend or public holiday, the charge will be processed on the next available business day.

Automatic Renewal: Subscriptions automatically renew at the end of each billing period unless cancelled at least 24 hours before the renewal date. You authorize WiPayroll and WiPay to charge your designated payment method for each renewal period.

Failed Payments: If a payment fails, WiPayroll will notify you by email and may retry the charge. If payment remains outstanding for more than seven (7) calendar days, your account may be downgraded to a restricted access mode until the outstanding balance is settled. WiPayroll reserves the right to suspend or terminate accounts with persistent payment failures.

Refund Policy: Subscription fees are generally non-refundable except as required by applicable law or at WiPayroll's sole discretion. Refund requests must be submitted in writing to support@wipayroll.com within fourteen (14) days of the charge date for consideration.

Plan Upgrades and Downgrades: You may upgrade your plan at any time, with the new rate taking effect immediately and prorated billing applied. Downgrading a plan takes effect at the next billing cycle. Downgrading may result in loss of access to features or data associated with the higher-tier plan.

You agree to use the Services only for lawful purposes and in accordance with these Terms. You must not use the Services in any way that:

• Violates any applicable local, national, or international law or regulation, including the laws of the Republic of Trinidad and Tobago.
• Involves the submission of false, fraudulent, or misleading employee, payroll, or business information.
• Is designed to, or has the effect of, facilitating tax evasion, money laundering, or any other financial crime.
• Involves unauthorized access to, interference with, damage to, or disruption of any part of the WiPayroll platform, server, network, or database.
• Involves any automated scraping, harvesting, or extraction of data from the platform without our express written permission.
• Involves reverse engineering, decompiling, or disassembling any software component of the Services.
• Infringes upon the intellectual property rights of WiPayroll or any third party.
• Involves transmitting any unsolicited or unauthorized advertising or promotional material through the platform.
• Involves impersonating any person or entity or misrepresenting your affiliation with any person or entity.
• Could damage the reputation or interests of WiPayroll or its users.

WiPayroll reserves the right to investigate suspected violations of these policies and may take any action we deem appropriate, including suspension or termination of your Account, removal of content, and reporting to relevant law enforcement or regulatory authorities.

The collection, storage, and processing of personal data by WiPayroll is governed by our Privacy Policy and is conducted in accordance with the Data Protection Act of Trinidad and Tobago (Chapter 22:04) and any amendments thereto or successor legislation.

You acknowledge that in the course of using our Services, you will be submitting sensitive personal and financial data relating to yourself and your employees, including names, National Insurance Scheme (NIS) numbers, BIR registration numbers, salary information, bank account details, and other payroll data. You agree to use this data only for its intended purpose within the platform and to maintain appropriate safeguards against unauthorized disclosure.

WiPayroll treats all client data as strictly confidential. We will not sell, rent, or disclose your data to third parties except as described in our Privacy Policy, as required by applicable law, or with your explicit consent. Where disclosure to third-party service providers (such as payment processors or communication services) is necessary to deliver the Services, such disclosure is governed by appropriate data processing agreements.

You remain the data controller for all personal data relating to your employees that you submit to WiPayroll. WiPayroll acts as a data processor on your behalf. You are responsible for ensuring you have a lawful basis for processing employee personal data and for notifying employees that their data is being processed through WiPayroll in accordance with the Data Protection Act.

Upon termination of your account, WiPayroll will retain your data for a period consistent with our data retention policy (as described in the Privacy Policy) to comply with tax record-keeping requirements under the laws of Trinidad and Tobago, after which it will be securely deleted.

The WiPayroll platform, including all software, algorithms, user interfaces, designs, logos, trademarks, trade names, service marks, text, graphics, and other content ("WiPayroll Content"), is the exclusive property of WiPayroll and its licensors and is protected by applicable intellectual property laws, including copyright laws of the Republic of Trinidad and Tobago and international intellectual property treaties.

Subject to your compliance with these Terms and payment of applicable fees, WiPayroll grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services solely for your internal business purposes of managing payroll for your organization within Trinidad and Tobago.

You may not copy, modify, create derivative works of, publicly display, publicly perform, republish, download, store, or transmit any WiPayroll Content, except as incidental to normal use of the Services. You may not use WiPayroll's name, logo, or trademarks without our prior written consent.

You retain full ownership of all data you submit to the platform ("Client Data"). By submitting Client Data to WiPayroll, you grant WiPayroll a non-exclusive, worldwide, royalty-free license to use, process, and store such data solely for the purpose of providing and improving the Services. WiPayroll will not use your Client Data for any other purpose without your consent.

If you provide feedback, suggestions, or ideas regarding the Services ("Feedback"), you grant WiPayroll a perpetual, irrevocable, worldwide, royalty-free license to use such Feedback for any purpose without any obligation to you.

WiPayroll integrates with and relies upon certain third-party services to deliver the full functionality of the platform. Your use of WiPayroll involves the use of these third-party services, and by using WiPayroll, you acknowledge and agree to their involvement:

• WiPay: WiPayroll uses the WiPay payment gateway for processing subscription payments and, where applicable, salary disbursements. WiPay is an authorized payment service provider operating in Trinidad and Tobago. Your financial transaction data is subject to WiPay's terms of service and privacy policy. WiPayroll is not responsible for errors, failures, or security incidents arising from WiPay's systems.
• WhatsApp (Meta Platforms, Inc.): WiPayroll offers the option to deliver payslips and notifications to employees via WhatsApp. By enabling this feature, you authorize WiPayroll to transmit payslip data to Meta's messaging infrastructure on your behalf. Employees must have valid WhatsApp accounts and phone numbers registered in the system. Use of WhatsApp integration is subject to Meta's Terms of Service. WiPayroll is not responsible for message delivery failures, third-party data handling by Meta, or any interruptions to the WhatsApp service.
• OpenAI: WiPayroll's AI Tax Assistant feature is powered by OpenAI's language model APIs. Queries submitted to the AI assistant may be processed by OpenAI's systems. You should not submit personally identifiable information, confidential employee data, or sensitive financial records in free-text AI chat queries. WiPayroll does not guarantee the accuracy of AI-generated responses; all AI output is for informational purposes only and does not constitute professional legal, tax, or accounting advice. You should consult a qualified professional for specific tax or compliance matters.

WiPayroll does not endorse or assume responsibility for any third-party services, their practices, or their terms. Any issues arising from third-party services must be addressed directly with those service providers.

THE SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT ANY WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, WIPAYROLL EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:

• ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
• WARRANTIES THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.
• WARRANTIES AS TO THE ACCURACY, RELIABILITY, COMPLETENESS, OR TIMELINESS OF ANY INFORMATION PROVIDED THROUGH THE SERVICES, INCLUDING TAX CALCULATIONS AND AI-GENERATED GUIDANCE.
• WARRANTIES THAT DEFECTS WILL BE CORRECTED OR THAT THE SERVICES ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

WiPayroll makes every reasonable effort to ensure tax calculations are current and correct under the laws of Trinidad and Tobago; however, tax laws and rates are subject to change. You remain solely responsible for verifying the accuracy of all payroll calculations and for ensuring compliance with applicable tax and employment laws. WiPayroll recommends that all payroll outputs be reviewed by a qualified accountant or tax professional.

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, WIPAYROLL, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, LICENSORS, AND SERVICE PROVIDERS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, BUSINESS, GOODWILL, OR ANTICIPATED SAVINGS, EVEN IF WIPAYROLL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

IN NO EVENT SHALL WIPAYROLL'S TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF THE SERVICES EXCEED THE GREATER OF: (A) THE TOTAL AMOUNT YOU PAID TO WIPAYROLL IN THE THREE (3) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) FIVE HUNDRED TRINIDAD AND TOBAGO DOLLARS (TTD $500.00).

WIPAYROLL SHALL NOT BE LIABLE FOR ANY DAMAGES, PENALTIES, INTEREST, OR OTHER LOSSES ARISING FROM:

• Tax underpayments or overpayments resulting from incorrect data entered by you or your users.
• Missed payroll deadlines due to payment processing delays not directly caused by WiPayroll.
• Non-compliance with BIR or NIS requirements due to failure to keep your business registration information current.
• Unauthorized access to your account due to compromised credentials.
• Service interruptions caused by third-party infrastructure providers or force majeure events.

Some jurisdictions do not allow the exclusion or limitation of certain warranties or liabilities. In such jurisdictions, WiPayroll's liability shall be limited to the maximum extent permitted by law.

You agree to indemnify, defend, and hold harmless WiPayroll, its officers, directors, shareholders, employees, agents, successors, and assigns from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or in any way related to:

• Your access to or use of the Services in violation of these Terms.
• Any breach of your representations, warranties, or obligations under these Terms.
• Your violation of any applicable law, regulation, or third-party right, including intellectual property rights or privacy rights.
• Any claim by a third party (including your employees) arising from data you submitted, processed, or generated through the Services.
• Any fraudulent, negligent, or wilful misconduct on your part.

WiPayroll reserves the right to assume exclusive control of the defence of any matter for which you are required to indemnify us, at your expense. You agree to cooperate fully with WiPayroll in the defence of any such claim.

Termination by You: You may cancel your WiPayroll subscription at any time through your Account settings or by contacting support@wipayroll.com. Cancellation takes effect at the end of the current billing period. No refunds will be provided for unused portions of a subscription period unless otherwise required by law.

Termination by WiPayroll: WiPayroll may suspend or terminate your Account and access to the Services immediately, without notice or liability, if:

• You breach any provision of these Terms.
• Your account has outstanding unpaid fees for more than thirty (30) days.
• We believe in good faith that you are using the Services for fraudulent, illegal, or harmful purposes.
• We are required to do so by applicable law, court order, or regulatory authority.
• We decide to discontinue the Services in whole or in part.

Effect of Termination: Upon termination, your right to access and use the Services will immediately cease. All provisions of these Terms which by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, indemnification, and limitations of liability. WiPayroll will retain your data for the period specified in the Privacy Policy for legal compliance purposes, after which it will be permanently deleted.

Prior to your Account deletion, you are encouraged to download and export all payroll records, payslips, and reports you may require for your business records or statutory obligations.

These Terms and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of the Republic of Trinidad and Tobago, without regard to its conflict of law principles.

The courts of the Republic of Trinidad and Tobago shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms or their subject matter or formation, unless otherwise agreed in writing by both parties or as provided in the Dispute Resolution section below.

Informal Resolution: Before initiating any formal dispute proceedings, both parties agree to attempt to resolve any dispute, controversy, or claim arising out of or relating to these Terms or the Services informally. The party raising the dispute shall provide written notice to the other party describing the nature of the dispute and the resolution sought. Both parties shall attempt to resolve the dispute in good faith within thirty (30) calendar days of such notice.

Mediation: If informal resolution is unsuccessful within the thirty (30) day period, both parties agree to attempt mediation through a mutually agreed mediator in Trinidad and Tobago before pursuing litigation. Mediation costs shall be shared equally between the parties unless otherwise agreed.

Litigation: If mediation fails or is otherwise not pursued, disputes shall be subject to the exclusive jurisdiction of the courts of the Republic of Trinidad and Tobago, as set forth in the Governing Law section above.

Nothing in this section shall prevent either party from seeking emergency injunctive or other equitable relief from a court of competent jurisdiction to prevent irreparable harm pending resolution of a dispute.

WiPayroll reserves the right to modify these Terms at any time at our sole discretion. When we make material changes to these Terms, we will provide notice through one or more of the following methods:

• Sending an email notification to the email address associated with your Account.
• Displaying a prominent notice within the WiPayroll platform.
• Updating the "Last updated" date at the top of this page.

Your continued use of the Services after any modification to these Terms constitutes your acceptance of the updated Terms. If you do not agree to the modified Terms, you must discontinue use of the Services and cancel your subscription before the effective date of the changes. Material changes will take effect no sooner than fourteen (14) days after notification, except for changes required by law which shall take effect immediately.

We encourage you to review these Terms periodically to stay informed of any updates. The most current version of the Terms will always be available at wipayroll.com/terms.

If you have any questions, concerns, or requests regarding these Terms of Service, please contact our legal team:

For matters relating to data privacy and data subject rights, please contact our Data Protection Officer at privacy@wipayroll.com.