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Terms and Conditions

Last Updated: December 15, 2025

These Terms and Conditions govern your use of the umbrella employment services provided by Apex Umbrella Solutions ("Apex", "we", "us", "our"). By registering and using our services, you agree to be bound by these terms.

1. Definitions

  • "Contractor" or "You" – The individual registered with Apex Umbrella
  • "Agency" – The employment agency or intermediary providing assignments
  • "End Client" – The ultimate client for whom services are performed
  • "Assignment" – The work engagement arranged through the Agency
  • "Services" – Umbrella payroll and administration services provided by Apex

2. Employment Relationship

2.1 Employment Status

Upon registration and acceptance, you become an employee of Apex Umbrella Solutions Limited. This is a genuine employment relationship governed by UK employment law.

2.2 Temporary Worker Status

Your employment is on a temporary worker basis. Assignments are obtained through recruitment agencies, and your employment continues between assignments provided you remain engaged with Apex.

2.3 No Guaranteed Hours

We do not guarantee any minimum hours of work. Your working hours depend on assignments obtained through agencies.

3. Registration and Onboarding

3.1 Registration Requirements

To register, you must provide:

  • Valid photo ID (driving licence or passport)
  • Proof of address (dated within 3 months)
  • National Insurance number
  • Bank account details
  • Right to work documentation (UK/EU citizens or valid visa)
  • P45 (if applicable)

3.2 Acceptance

Registration does not guarantee acceptance. We reserve the right to decline registration at our discretion, particularly if:

  • Provided information is incomplete or inaccurate
  • You do not have the right to work in the UK
  • Our compliance checks raise concerns

4. Payroll Processing

4.1 Payment Schedule

Salary payments are processed weekly and paid every Thursday by BACS transfer to your registered bank account.

4.2 Timesheet Submission

  • Timesheets must be submitted by Tuesday 5pm for Thursday payment
  • Late timesheets will be processed the following week
  • Timesheets must be authorized by your agency
  • You are responsible for timesheet accuracy

4.3 PAYE and Deductions

We will deduct from your gross pay:

  • Income Tax (as per your tax code)
  • Employee National Insurance
  • Employer National Insurance (where applicable)
  • Umbrella service fee (£75 per month)
  • Any statutory deductions (student loans, etc.)

4.4 Umbrella Fee

Our service fee is £75 per month, deducted from your gross pay. This fee covers:

  • PAYE payroll processing
  • RTI submissions to HMRC
  • P45/P60 generation
  • Expense processing
  • Insurance cover
  • Customer support

5. Expenses

5.1 Claimable Expenses

You may claim legitimate business expenses including:

  • Business mileage (HMRC approved rate)
  • Overnight accommodation (when required)
  • Subsistence (meals when away from home)
  • Professional fees and subscriptions
  • PPE and work equipment

5.2 Expense Requirements

  • All expenses must be supported by valid receipts
  • Expenses must be wholly, exclusively, and necessarily for business
  • Claims must comply with HMRC guidelines
  • False or fraudulent claims may result in termination

6. Insurance and Benefits

6.1 Included Insurance

All contractors are covered by:

  • Public Liability Insurance (£6 million)
  • Employers' Liability Insurance (£10 million)
  • Professional Indemnity Insurance (£6 million)

6.2 Statutory Benefits

As our employee, you are entitled to:

  • Statutory holiday pay (5.6 weeks annually)
  • Statutory Sick Pay (SSP) when eligible
  • Maternity/Paternity pay (when eligible)
  • Auto-enrolment pension (when thresholds met)

7. Your Obligations

7.1 Contractor Responsibilities

You agree to:

  • Provide accurate and complete information
  • Submit timesheets promptly and accurately
  • Notify us immediately of any changes to personal details
  • Comply with agency and end client requirements
  • Work in accordance with applicable health and safety regulations
  • Maintain professional standards
  • Not engage in fraudulent activity

7.2 Tax and NI Compliance

You must:

  • Inform us of your correct tax code
  • Notify us of other employment or income sources
  • Keep us informed of any HMRC correspondence

8. Termination

8.1 Termination by You

You may terminate your employment with us by providing 1 week's written notice via email to [email protected]

8.2 Termination by Apex

We may terminate your employment with immediate effect if:

  • You commit gross misconduct or fraud
  • You provide false information or documentation
  • You breach these terms materially
  • You remain inactive (no assignments) for 12 consecutive weeks
  • You fail to comply with HMRC or legal requirements

8.3 Final Payment

Upon termination, we will process your final payment including any outstanding holiday pay. Your P45 will be issued within 7 days.

9. Limitation of Liability

9.1 Our Liability

We are liable for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any other liability that cannot be excluded by law

9.2 Excluded Liability

We are not liable for:

  • Loss of income due to assignment termination by agency/client
  • Delays in payment caused by late/incorrect timesheets
  • Tax liabilities arising from incorrect information provided by you
  • Circumstances beyond our reasonable control

10. Disputes and Resolution

10.1 Grievance Procedure

If you have a complaint, contact us at: [email protected]

We will investigate and respond within 10 working days.

10.2 Governing Law

These terms are governed by English law. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Changes to Terms

We may update these terms from time to time. We will notify you of significant changes via email at least 30 days in advance. Continued use of our services after changes constitutes acceptance.

12. General Provisions

12.1 Entire Agreement

These terms, together with your employment contract and our Privacy Policy, constitute the entire agreement between you and Apex.

12.2 Severability

If any provision is found to be unenforceable, the remaining provisions will continue in full force.

12.3 Waiver

Our failure to enforce any right does not constitute a waiver of that right.

13. Contact Information

Apex Umbrella Solutions
Company Number: 16851246
Registered Office: 23 Greenland Court, Sheffield, England, S9 5GD

General Enquiries: [email protected]
Phone: 0330 133 7733
Complaints: [email protected]
Privacy Matters: [email protected]

14. Acceptance

By registering with Apex Umbrella Solutions and using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions and our Privacy Policy.

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