Terms of Service

1. Acceptance of these terms

By creating an account, accessing the dashboard, or inviting teammates or contractors, you agree to these Terms of Service and any policies referenced here (including our Privacy Policy and Cookie Policy). If you are acting on behalf of a company, you confirm that you have authority to bind that company to these terms. Contractors who accept invitations and use the contractor portal also agree to these terms.

2. Our services

NectorPay provides a software platform for contractor management, invoice processing, payment workflows, and related administrative tasks. Our services include: • Contractor onboarding, profile management, and document storage • Invoice creation, submission, approval workflows, and change tracking • Payment run creation with multi-currency support and FX rate management • Bank file exports (ACH NACHA, BACS Standard 18, SEPA XML, FASTER) • Contractor portal for self-service invoice and payment tracking • Audit logs, compliance tracking, and data export capabilities • Team collaboration tools and role-based access controls We operate the software layer only—we are not a bank, payment processor, payroll provider, or money transmitter. You are responsible for the accuracy of the invoices, approvals, payments, and bank files you create. We do not verify contractor identity, tax status, or worker classification. You remain responsible for all legal, tax, and regulatory compliance.

3. Accounts & security

• Keep credentials confidential and notify us immediately of any unauthorised use or security breach.
• Only invite users (team members and contractors) who agree to follow your internal policies and these terms.
• You remain responsible for all activity that occurs via your workspace, including actions by team members and contractors you invite.
• Enable two-factor authentication where available and follow security best practices.
• Do not share accounts or credentials across multiple individuals.

4. Usage restrictions

• Don't attempt to reverse engineer, scrape, decompile, or circumvent platform protections or security measures.
• Don't upload malware, viruses, infringing content, or personal data you do not have rights to share.
• Don't use NectorPay for unlawful payouts, fraud, money laundering, or in violation of sanctions, export controls, or anti-bribery laws.
• Don't misrepresent your identity, impersonate others, or create multiple accounts to evade restrictions.
• Don't use the platform to process payments on behalf of third parties without proper authorization.
• Don't exceed reasonable API rate limits or usage quotas specified in your plan.

5. Payment processing & bank exports

NectorPay generates bank-ready payment files (ACH NACHA, BACS, SEPA, FASTER) based on data you provide. You are solely responsible for: • Verifying contractor bank account details are accurate and belong to the intended recipient • Reviewing payment amounts, currencies, and FX rates before export • Ensuring sufficient funds and authorization to execute payments • Uploading files to your bank and monitoring payment status • Compliance with payment regulations in your jurisdiction and the contractor's location NectorPay does not execute, guarantee, or reverse payments. We do not hold, transmit, or process funds. You acknowledge that payment file formats may be updated to comply with banking standards, and you are responsible for testing files with your financial institution before production use.

6. Multi-currency & FX rates

NectorPay displays foreign exchange rates for informational and reporting purposes. FX rates are sourced from third-party providers and updated periodically. Rates shown in the platform: • Are for reference only and may differ from actual bank rates • Do not constitute financial advice or a guarantee of exchange rates • May not reflect real-time market conditions or the rates your bank applies You are responsible for verifying actual exchange rates with your bank or payment provider before executing international payments. We are not liable for losses due to currency fluctuations or rate differences.

7. Subscriptions & billing

Fees for paid plans are billed according to the subscription you choose (monthly or annual). Unless otherwise stated in an order form, subscriptions renew automatically each billing period using your payment method on file. You may cancel by visiting Company Settings → Billing; cancellation takes effect at the end of the current billing term. No refunds are provided for partial months or unused services. Plan changes (upgrades/downgrades) take effect at the next billing cycle unless otherwise specified. You are responsible for maintaining valid payment information and paying all applicable fees, taxes, and charges.

8. Data & privacy

We process workspace data in line with our Privacy Policy and applicable data protection laws (including GDPR, CCPA). NectorPay acts as a data processor for contractor information you store in the platform. You act as the data controller and must: • Obtain all necessary consents from contractors and team members before storing their personal data • Ensure you have a lawful basis for processing personal data • Comply with data protection laws in your jurisdiction • Respond to data subject requests (access, deletion, portability) as required by law We provide data export tools to help you comply with data portability and deletion requests. Certain data (invoices, payments, audit logs) may be retained to comply with legal, tax, and accounting requirements even after account closure.

9. Intellectual property

All software, branding, trademarks, documentation, and platform features remain NectorPay's exclusive property. You retain ownership of the data you import (invoices, contractor profiles, documents), but grant us a limited licence to host, process, display, and transmit it solely to provide the service. You may not use our trademarks, logos, or branding without prior written permission. You grant us permission to use your company name and logo as a customer reference unless you opt out.

10. Prohibited contractor activities

Contractors using the NectorPay portal must not: • Submit fraudulent, inflated, or unauthorized invoices • Impersonate other contractors or misrepresent their identity • Upload malicious files or attempt to compromise platform security • Share portal access credentials with unauthorized third parties • Use the platform to submit invoices for illegal services or activities Businesses are responsible for reviewing and approving contractor invoices. NectorPay does not verify invoice accuracy or service delivery.

11. Disclaimers & limitation of liability

The service is provided "as is" and "as available" without warranties of any kind, express or implied. To the extent permitted by law, NectorPay disclaims all warranties including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or secure. You use the platform at your own risk. NectorPay's aggregate liability to you for all claims arising from or related to these terms or the service is limited to the greater of: (a) the fees you paid to us in the 12 months preceding the claim, or (b) USD $1,000. We are not liable for indirect, incidental, consequential, or punitive damages, including lost profits, data loss, or business interruption. This limitation applies even if we were advised of the possibility of such damages. Nothing in these terms excludes liability that cannot be limited by law (e.g., fraud, gross negligence, personal injury).

12. Data retention & deletion

Upon account closure or deletion request: • Personal data is deleted or anonymized within 12 months • Financial records (invoices, payments) are retained for 6 years to comply with tax and accounting regulations • Audit logs are retained for 7 years for compliance and fraud prevention • Data exports are available for 30 days and automatically deleted after 90 days GDPR deletion requests are processed immediately for personal data, subject to legal retention requirements. You can request account deletion via Company Settings → Advanced → Delete Account.

13. Suspension & termination

We may suspend or terminate your access immediately if: • You breach these terms or our policies • Your account is used for fraudulent or illegal activities • You fail to pay fees when due • We are required to do so by law or court order • We reasonably believe continued access poses a security or legal risk You may terminate at any time by closing your workspace via Company Settings. Upon termination, your access ends immediately but certain provisions survive (confidentiality, IP, limitations, dispute resolution). You remain liable for all fees incurred before termination.

14. Changes to terms

We may update these terms from time to time. Material changes will be communicated via email or in-product notification at least 30 days before taking effect. Continued use of NectorPay after changes take effect constitutes acceptance of the updated terms. If you disagree with changes, you may terminate your account before the effective date.

15. Governing law & disputes

These terms are governed by the laws of England and Wales, without regard to conflict of law principles. Any disputes arising from these terms or the service shall be resolved through binding arbitration or in the courts of England and Wales. You agree to resolve disputes individually and waive any right to class action or collective proceedings where permitted by law.

16. Contact

Questions about these terms can be sent to [email protected]. For support inquiries, please contact [email protected].