Terms and conditions

Last updated 8 October 2026

1. About us

Gaffer is a Highfold Group brand. Address: Office 21848, 182-184 High Street North, East Ham, London, E6 2JA. When you use Gaffer (gafferhr.co.uk) or buy from us, your contract is with Highfold Group. Contact us at hello@gafferhr.co.uk.

2. Prices and payment

Prices are shown in pounds sterling. Payments are taken securely by Stripe. If we make an obvious pricing error we'll tell you before going ahead.

3. Your account and subscription

• You must give accurate details and keep your login secure. You're responsible for activity on your account.
• Free trial. Your first plan starts with a 14-day free trial: you add a card at checkout and nothing is taken for 14 days. We'll email you 3 days before the first payment. Cancel before the trial ends and you won't be charged. The free trial is once per account.
• Paid plans renew automatically at the end of each billing period (monthly or annually, as chosen) until cancelled. We'll email you at least 30 days before an annual plan renews.
• You can cancel at any time from your account in a couple of clicks; your plan stays active until the end of the period you've paid for.
• If a payment fails we'll let you know and give you time to update your card before limiting your account.
• We may change prices with at least 30 days' notice. You can cancel before the change takes effect.

4. Your content

You own the information you put into Gaffer. You give us permission to store and process it only to provide the service. You can delete it at any time, and download a full export of it yourself whenever you like. You're responsible for the accuracy of what you enter and for any documents you generate and use.

5. Acceptable use

Don't misuse the service: no unlawful content, no attempts to break or overload it, no reselling access without our written agreement.

6. Availability

We work hard to keep Gaffer available and backed up, but we can't promise it will never be interrupted. We'll give notice of planned maintenance where we can.

Plans, trial and staff limits

Team covers up to 15 current staff and Business up to 50; prices are on our pricing page. There is no free plan: your first plan starts with a 14-day free trial with a card (section 3). Gaffer is for businesses only. Leavers and the managers you invite don't count towards your limit. If you have more current staff than your plan allows (for example when you move to a smaller plan), nothing is deleted and nobody is removed: you'll still see everyone, but you can't add more staff until you upgrade or someone leaves, and features your plan doesn't include pause until you upgrade. If your plan ends (you cancel, a payment can't be taken, or a payment is refunded or disputed), your records stay in your account and you can still view and download them, but reminders stop and you can't add staff until you choose a plan again.

Employee data you add to Gaffer

When you add your staff's details, you are the controller of that personal data and we act as your processor under UK GDPR Article 28. These terms are our contract for that processing. You must have a lawful basis to record it and tell your staff (our staff privacy notice template helps). Some of it is special category data: sickness absence and fit-note dates are health data, and right to work details can reveal nationality or immigration status, so you also need a condition for processing it, usually your obligations as an employer.

• What, why and for how long. The staff records you enter (names, roles, contact emails, start dates, contract and pay details, dates of birth, right to work check details, sickness absence and fit-note dates, training records and notes), the documents you upload, and your staff's policy acknowledgements (when each policy was sent, first opened and confirmed, with the IP address and browser used to confirm). We process them only to provide Gaffer to you, for as long as you keep them in your account.
• Your instructions. We process this data only on your documented instructions (these terms and the way you use your account), including for any transfer outside the UK, unless the law requires otherwise, in which case we'll tell you first if the law allows. We'll tell you straight away if we think an instruction breaks data protection law.
• Confidentiality and security. Everyone who can access the data is bound by confidentiality, and we protect it with appropriate technical and organisational measures (UK GDPR Article 32), including encrypted connections, access limited to your account's owner and managers, and backups.
• Sub-processors. You give us general permission to use the sub-processors named in our privacy policy (the company that hosts our servers and, if we use one, our off-site backup company). We'll tell you by email before we add or replace one, so you can object; if we can't resolve your objection, you can close your account. Each sub-processor is bound by the same data protection obligations as we are, and we remain responsible to you for its work.
• Helping you. We'll help you respond to your staff's data rights requests, and help you meet your duties on security, breach notification, data protection impact assessments and consulting the ICO, taking into account what we process and the information we have.
• Breaches. We'll tell you without undue delay after becoming aware of a personal data breach affecting this data, with the information you need to meet your own obligations.
• At the end. When you delete a record or close your account we delete the data that goes with it straight away (it leaves our backups within 14 days), unless the law requires us to keep it. You can download a full export of your data yourself first, on any plan or none.
• Information and audits. We'll give you the information you reasonably need to show that these obligations are met, and allow for and contribute to audits and inspections by you or an auditor you appoint, on reasonable notice.

Information, not advice

Gaffer calculates dates and amounts from the information you enter and the rules published on GOV.UK and by Acas. Check important decisions, especially dismissals, with Acas or a qualified adviser. Gaffer is designed for employers in England, Scotland and Wales; employment law in Northern Ireland is different.

Cancellations and refunds

See our refunds & cancellation policy.

Our liability

We're responsible for loss or damage you suffer that is a foreseeable result of us breaking these terms or failing to use reasonable care and skill. We're not responsible for loss that wasn't foreseeable. Nothing limits our liability for death or personal injury caused by negligence, fraud, or anything else that can't legally be limited. If you use Gaffer for business purposes, our total liability to you in any 12-month period is limited to the amount you paid us in that period, and we're not liable for lost profit, revenue or business opportunity.

Not legal or professional advice

Gaffer provides software, templates and general information to help you organise your obligations. It isn't legal, financial or professional advice and doesn't replace a qualified adviser for your specific situation.

Complaints

If something's gone wrong, email hello@gafferhr.co.uk and we'll aim to resolve it within 14 days.

Law

These terms are governed by the law of England and Wales. If you live in Scotland or Northern Ireland you can also bring proceedings in your local courts.