Effective Date: August 29, 2025
Welcome to PayrollNow. By accessing or using our services, you agree to comply with these Terms of Service. Please read them carefully. If you do not agree, you may not use our services.
PayrollNow provides cloud-based software solutions for payroll management, employee scheduling, and tip distribution. Our services enable businesses to:
Our services are designed for small to medium-sized businesses operating in Canada. The Service is a software tool to help you manage payroll-related tasks; it does not itself guarantee your compliance with applicable federal, provincial, or municipal laws, and is not a substitute for professional accounting, tax, or legal advice. See Section 6 for further detail on the scope of the Service and your responsibilities.
You must be at least 18 years old and have the legal authority to bind the business you represent in order to create an account or use the Services. By registering, you represent that you meet these requirements.
PayrollNow provides a software-as-a-service for payroll, scheduling, and tip management. You agree to use our services only for lawful purposes and in accordance with these Terms.
To access certain features, you must create an account. You are responsible for providing accurate and complete information during registration. You are also responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. We highly recommend using a strong, unique password and changing it regularly to ensure your account security. Notify us immediately at support@payrollnow.ca if you suspect unauthorized use of your account.
Access to PayrollNow requires a subscription plan, billed monthly. The current service fee is CAD 30 per company (business) per month, excluding applicable federal and provincial taxes. Each company is billed separately on its own monthly cycle, starting from the date that company is added to your account. Companies added after the first are billed immediately from the date added and are not eligible for the free trial described in Section 3.
Payments are processed by Stripe, our third-party payment processor. PayrollNow does not directly collect, store, or process your payment card information; your payment details are handled solely by Stripe in accordance with Stripe's own terms and privacy policy.
All payments are non-refundable, except where a refund is required by applicable law. This applies even if you do not use the service or cancel your subscription mid-billing period. You may cancel your subscription at any time, which will prevent future billing. Any fees already paid for the current billing period are non-refundable.
If a payment attempt is unsuccessful, we (or our payment processor, Stripe) may make further attempts to collect payment. If payment remains unsuccessful after these retry attempts, access to the affected company's account will be suspended.
We may change our subscription plans or pricing at any time. We will provide you with at least 30 days' advance notice of any price changes via email or an in-platform notification. Continued use of the Services after a price change takes effect constitutes acceptance of the new pricing.
What PayrollNow does: PayrollNow performs payroll calculations — including wages, overtime, deductions, and tip distribution — based on the data, rules, and settings (e.g., pay rates, overtime policies, tax settings) that you input and configure. PayrollNow is a calculation and record-keeping tool; it is not an accounting, tax, or legal advisory service, and does not independently verify that your configured rules or inputs comply with applicable federal, provincial, or municipal law.
Your responsibility: You are responsible for (a) the accuracy and completeness of all data you enter, (b) configuring payroll rules and settings correctly for your jurisdiction and circumstances, and (c) reviewing calculated outputs before relying on them, including before running payroll or remitting taxes. Because tax laws, overtime rules, and jurisdiction-specific regulations vary and change, we strongly recommend consulting a certified accountant, tax advisor, or legal professional before making decisions with significant financial or legal consequences. You remain solely responsible for fulfilling your legal obligations related to payroll and tax reporting.
Our liability in connection with payroll calculations — including any errors, penalties, or losses arising from your use of the Service — is governed exclusively by Section 13 (Limitation of Liability).
You agree not to:
All content, software, and materials provided by PayrollNow, including our name, logo, and platform design, are our exclusive property or licensed to us. You may not copy, modify, distribute, or create derivative works without our prior written consent.
You retain ownership of all data you upload to the PayrollNow service, including employee information and payroll records ("Customer Data"). By using our service, you grant us a limited, non-exclusive license to use, store, and process Customer Data solely for the purpose of providing and supporting the Services to you. We will not use Customer Data to train machine learning models, for marketing purposes, or for any purpose unrelated to providing the Services, except with your prior written consent. This license terminates upon termination of your account, subject to Section 10 (Data Retention and Export).
We may engage third-party service providers (subprocessors) — such as cloud hosting and infrastructure providers, payment processors (see Section 5), and email or communication providers — to process Customer Data on our behalf solely for the purpose of providing and supporting the Services. We remain responsible for Customer Data we share with subprocessors, and we require them to protect Customer Data under confidentiality and data protection obligations consistent with this Agreement and our Privacy Policy.
Your use of PayrollNow is also governed by our separate Privacy Policy. Please review it to understand how we handle your personal information.
This Section applies only upon termination of your account under Section 11. It does not apply to a suspended account (including suspension under Section 3 or Section 5 for failure to provide or maintain a valid payment method) — while your account is suspended, your Customer Data remains fully intact and this Section does not apply.
You are responsible for maintaining your own records in accordance with applicable payroll and tax record-keeping requirements, including any minimum retention period required under CRA rules or other applicable law.
We may retain Customer Data for as long as reasonably necessary to provide the Services, comply with applicable legal and regulatory obligations, resolve disputes, and enforce our agreements. As a matter of policy, following termination of your account, we will keep your Customer Data available for self-service export in a standard format (e.g., CSV or PDF) for at least 6 years from the date of termination, without requiring a separate request. After this period, we may permanently delete your Customer Data from our systems.
We may suspend or terminate your access immediately, without prior notice, if we reasonably believe you have violated these Terms, engaged in unlawful activity, or failed to pay applicable fees when due.
We may also terminate your account for any other reason, including inactivity, by providing you with at least 30 days' advance notice via email or in-platform notification, so that you have an opportunity to export your Customer Data or continue the Service under a paid subscription before termination takes effect.
You may terminate your account at any time by following the account deletion process within the platform.
Section 10 governs the handling of your data after termination.
PayrollNow is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not guarantee uninterrupted or error-free service.
To the maximum extent permitted by law, PayrollNow shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of our services, including but not limited to penalties or losses resulting from payroll errors or data inaccuracies. This Section governs all claims arising from payroll calculation errors described in Section 6, as well as all other claims arising from these Terms or the Services.
To the maximum extent permitted by law, PayrollNow's total aggregate liability arising out of or related to these Terms or the Services, whether in contract, tort, or otherwise, shall not exceed the total fees paid by you to PayrollNow in the 12 months preceding the event giving rise to the claim. This limitation does not apply to liability arising from our gross negligence, willful misconduct, or fraud, or to the extent such limitation is not permitted by applicable law.
You agree to indemnify and hold harmless PayrollNow and its affiliates from any third-party claims, damages, liabilities, or expenses (including reasonable legal fees) arising from: (a) your violation of these Terms, (b) your violation of applicable law, or (c) the data or content you submit to the Service, except to the extent caused by PayrollNow's breach of these Terms or gross negligence.
PayrollNow agrees to indemnify and hold you harmless from any third-party claim that the Services, as provided by us and used in accordance with these Terms, infringe that third party's intellectual property rights, subject to the limitation of liability in Section 13.
Neither party will be liable for any failure or delay in performance due to causes beyond its reasonable control, including natural disasters, acts of government, internet or telecommunications failures, or other events of force majeure.
You may not assign or transfer these Terms without our prior written consent. We may assign these Terms without your consent in connection with a merger, acquisition, or sale of all or substantially all of our assets.
These Terms are governed by the laws of the Province of Alberta, Canada, without regard to its conflict of law provisions. Any disputes shall be resolved exclusively in the courts located in Calgary, Alberta.
If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect. These Terms, together with our Privacy Policy, constitute the entire agreement between you and PayrollNow regarding the Services. Our failure to enforce any provision is not a waiver of our right to do so later. Notices to you may be sent to the email address on your account.
We may update these Terms from time to time. Changes will be posted on this page with an updated effective date. Your continued use of the service after any changes constitutes acceptance of the updated Terms.
If you have any questions about these Terms of Service, please contact us at:
Email: support@payrollnow.ca