Terms & Conditions

By accessing yoursafedocs.com, using the Workforce Operations Health Check, the Compliance Calculator, or any other tools on the website, or by registering for and using the SafeDocs platform at app.yoursafedocs.com, you agree to these Terms & Conditions in full.

If you are accessing the platform on behalf of a business, you confirm that you have the authority to bind that business to these terms. References to "you" or "your" in these terms apply to both the individual user and, where applicable, the business on whose behalf you act.

SafeDocs is a cloud-based workforce operating platform designed for small and medium businesses operating in Saint Lucia and the Eastern Caribbean. It provides tools for employee records management, payroll calculation, HR document generation, compliance monitoring, leave administration, forms and workflows, management reporting, and shift scheduling, depending on the subscription plan held.

The SafeDocs website (yoursafedocs.com) provides publicly accessible tools including the Compliance Calculator and Workforce Operations Health Check, as well as information about the platform, pricing, and resources.

The platform is a tool to support your business operations. It does not constitute legal advice, accounting advice, or professional HR consultancy. You remain responsible for your own compliance with all applicable laws and regulations.

To register for a SafeDocs platform account, you must:

• Be at least 18 years of age
• Be a legally registered business or a director, officer, or authorised representative of one
• Have the authority to enter into a binding agreement on behalf of the business
• Provide accurate and complete information during registration

SafeDocs reserves the right to refuse or terminate access where eligibility requirements are not met or where false information has been provided.

Each business operates as a separate tenant within the platform. Your workspace is isolated from all other tenants: no other business can access your data and you cannot access theirs.

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Ensuring that team members you invite to your workspace understand and comply with these terms
• Notifying us immediately at businessautopilot@yoursafedocs.com if you suspect unauthorised access

Do not share your account credentials with anyone outside your business. SafeDocs will never ask you for your password.

Plans

SafeDocs is offered on three paid subscription tiers: Starter SME, Pro SME, and Advanced. The features available under each plan are set out on the pricing page at yoursafedocs.com and in your account settings. Features not included in your plan are not accessible.

Billing

Subscriptions are billed in Eastern Caribbean Dollars (XCD) on the cycle applicable to your chosen plan. All fees are stated inclusive or exclusive of applicable taxes as displayed at the point of purchase.

Standalone modules

Individual platform modules, such as Payroll, Scheduling, or Leave Management, may be available as add-ons outside the standard plan tiers, at separately agreed pricing. Standalone module access is confirmed in writing at activation and forms part of your subscription agreement from that date.

Free trial

SafeDocs may offer a free trial period to new Subscribers at its discretion. Trial scope, duration, and any conditions are confirmed in writing at account setup. No payment obligation arises from a trial. If a subscription is not activated before the trial expires, the account is suspended and data is retained for 30 days before deletion.

Upgrades and downgrades

You may upgrade your plan at any time. Downgrades take effect at the end of the current billing cycle. Downgrading may result in loss of access to features and data associated with the higher tier. You are responsible for exporting any data you wish to retain before downgrading.

Refunds

Subscription fees are non-refundable except where required by applicable law or where SafeDocs has failed to provide the contracted service. Requests for exceptional refund consideration should be directed to businessautopilot@yoursafedocs.com.

Free tools

The Compliance Calculator and Workforce Operations Health Check on yoursafedocs.com are free to use without registration and are not subject to subscription billing.

You agree to use SafeDocs only for lawful purposes and in accordance with these terms. You must not:

• Use the platform to process data for any business or purpose other than your own registered business
• Attempt to access another tenant's data or circumvent tenant isolation controls
• Upload or input false, misleading, or fraudulent data
• Use the platform to generate documents you are not authorised to issue
• Reverse engineer, decompile, or attempt to extract the source code of the platform
• Use automated tools to scrape, crawl, or extract data from the platform
• Resell, sublicense, or provide access to the platform to third parties not registered as users in your workspace
• Attempt to interfere with the availability or integrity of the service

Breach of these conditions may result in immediate suspension or termination of your account without refund.

The SafeDocs platform, including its code, design, content, document templates, compliance logic, and all related intellectual property, is owned by SafeDocs and protected under applicable law. These terms do not transfer any intellectual property rights to you.

You retain ownership of all data you input into the platform: employee records, payroll data, business information, and documents you generate using your own business details. SafeDocs does not claim ownership of your business data.

You grant SafeDocs a limited licence to store, process, and display your data solely for the purpose of providing the platform service to you.

Toolkit files purchased through our toolkit store or accessed through the platform are licensed for your business use only and may not be resold, redistributed, or shared outside your organisation.

Our collection and use of personal data is governed by our Privacy Policy, which forms part of these terms.

Where you use the platform to manage employee records, you are the data controller for your employees' personal information. SafeDocs acts as a data processor on your behalf. You are responsible for having a lawful basis to process employee data and for informing your employees appropriately.

You are responsible for the accuracy of all data you input. SafeDocs is not responsible for errors resulting from inaccurate, incomplete, or outdated information entered by you or your team.

The SafeDocs payroll engine calculates gross pay, NIC contributions, PAYE estimates, and net pay based on the inputs you provide and the rates applicable under Saint Lucia law at the time of each calculation.

You acknowledge that:

• Payroll calculations are only as accurate as the data you input. SafeDocs is not responsible for errors resulting from incorrect pay rates, hours, or employee details entered by you.
• PAYE estimates are indicative calculations based on current Inland Revenue Department bands. The platform does not substitute for formal tax advice or direct IRD guidance.
• You remain solely responsible for the accuracy of all payroll submissions to the NIC Corporation and the Inland Revenue Department, for the timely remittance of statutory contributions, and for any penalties arising from non-compliance.
• Confirmed payroll runs are permanently locked after confirmation and cannot be edited. It is your responsibility to review payroll carefully before confirming.

The compliance monitoring features of the platform are provided as operational guidance tools. They do not constitute legal advice, and SafeDocs does not warrant that use of the platform guarantees compliance with all applicable laws and regulations.

SafeDocs aims to provide a reliable and consistently available platform. However, we do not guarantee uninterrupted access. Scheduled maintenance, third-party infrastructure issues, or events outside our control may result in temporary unavailability.

We maintain documented service level commitments covering platform availability, incident response, and support. These form part of your subscription agreement and are available to active subscribers on request.

We reserve the right to modify, suspend, or discontinue any feature of the platform with reasonable notice. Where a feature central to your subscription plan is discontinued, we will communicate this as far in advance as possible and consider appropriate remedy on a case-by-case basis.

To the maximum extent permitted by applicable law, SafeDocs and its owner shall not be liable for:

• Indirect, incidental, special, or consequential losses arising from your use of or inability to use the platform
• Loss of business, revenue, profits, data, or goodwill
• Losses arising from errors in data you have entered into the platform
• Penalties, fines, or assessments imposed by the NIC Corporation, Inland Revenue Department, or any other authority as a result of your payroll or compliance practices
• Losses arising from the actions of your team members within your workspace
• Losses arising from events outside our reasonable control, including infrastructure failures by third-party service providers

Where liability cannot be excluded by law, our total liability to you for any claim arising out of or in connection with these terms or the service shall not exceed the total subscription fees paid by you in the three months immediately preceding the event giving rise to the claim.

You agree to indemnify and hold SafeDocs and its owner harmless from any claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your use of the platform in breach of these terms
• Your violation of any applicable law or regulation
• Any claim by a third party, including your employees, arising from data you have entered into the platform or documents you have generated using the platform
• Unauthorised access to your account resulting from your failure to maintain account security

By you

You may cancel your subscription at any time by contacting us at businessautopilot@yoursafedocs.com. Cancellation takes effect at the end of the current billing cycle. You retain access to the platform until that date.

By SafeDocs

We reserve the right to suspend or terminate your account immediately and without refund if:

• You breach these terms in a material way
• You use the platform for unlawful purposes
• Payment of subscription fees fails and is not resolved within 14 days of notification
• We determine that continued access poses a risk to the security or integrity of the platform or other tenants

Effect of termination

On termination, your access to the platform will cease. Your data will be retained for 12 months following termination in accordance with our Privacy Policy, after which it will be permanently deleted. We strongly recommend exporting your data before termination takes effect.

SafeDocs may update these Terms & Conditions from time to time. The current version is always available at yoursafedocs.com/terms. The effective date at the top reflects when the current version was published.

For material changes, we will notify active platform subscribers by email at least 14 days before the changes take effect. Continued use of the platform after that date constitutes acceptance of the updated terms.

We may add, modify, or remove platform features at any time. Where a change significantly affects a core feature of your subscription plan, we will provide reasonable advance notice.

These Terms & Conditions are governed by and construed in accordance with the laws of Saint Lucia. Any dispute arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of Saint Lucia.

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

For questions about these terms or any aspect of your use of SafeDocs: