HAKUHANA

TERMS & CONDITIONS.

Legal

TERMS &
CONDITIONS.

Please read these terms carefully before engaging Hakuhana’s services. By using our services, you agree to be bound by the terms set out below.

Last updated: May 2026

1. ABOUT HAKUHANA

Hakuhana is a UK-based Employer of Record and workforce solutions provider. We are registered in England and Wales. Our registered address and company details are available upon request.

These Terms & Conditions govern the relationship between Hakuhana (“we”, “us”, “our”) and any business or individual (“Client”, “you”) that engages our services.

By entering into a service agreement with Hakuhana, or by using our website or services, you confirm that you have read, understood, and agree to these terms.

2. OUR SERVICES

Hakuhana provides the following services, subject to a separate service agreement:

  • Employer of Record (EOR) — we become the legal employer of workers assigned to your business
  • Payroll management, including PAYE, National Insurance, and pension contributions
  • Employment contracts, statutory rights management, and HR administration
  • Compliance with UK employment law, including the Employment Rights Act and associated legislation
  • Worker wellbeing support and benefits administration
  • Business consultancy services via Hakuhana Club and Business Lifeboat

The specific scope of services will be confirmed in a written service agreement between Hakuhana and the Client.

3. CLIENT OBLIGATIONS

As a Client of Hakuhana, you agree to:

  • Provide accurate and complete information about workers and working arrangements
  • Notify Hakuhana promptly of any changes to working arrangements, hours, or responsibilities
  • Ensure a safe working environment for all Hakuhana-employed workers
  • Not engage directly with workers in a manner that creates additional employment obligations
  • Pay all fees and invoices within the agreed payment terms
  • Comply with all applicable UK laws in relation to the direction of workers

Important:  While Hakuhana holds the legal employment relationship, Clients remain responsible for health and safety at the workplace and for directing workers in a lawful and dignified manner.

4. EMPLOYER OF RECORD

Where Hakuhana acts as Employer of Record:

  • Hakuhana holds the legal employment contract with the worker
  • Hakuhana is responsible for all statutory employment obligations including pay, leave, and rights
  • The Client directs the work but does not hold an employment relationship with the worker
  • Hakuhana will handle all disciplinary and grievance procedures in accordance with UK employment law
  • Any instruction by the Client that would constitute unlawful treatment of a worker may result in immediate suspension of services

Hakuhana reserves the right to decline to act on any Client instruction that we reasonably believe would breach UK employment law or our own ethical standards.

5. FEES & PAYMENT

All fees are agreed in advance and set out in your service agreement. Unless otherwise agreed:

  • Invoices are issued monthly in advance
  • Payment is due within 14 days of invoice date
  • Late payment may result in a suspension of services and interest charges in accordance with the Late Payment of Commercial Debts Act 1998
  • All fees are subject to VAT at the prevailing rate
  • Hakuhana reserves the right to review and adjust fees with 30 days written notice

6. CONFIDENTIALITY

Both parties agree to keep confidential all information received from the other party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information.

This obligation does not apply to information that is publicly available, already known to the receiving party, or required to be disclosed by law.

This confidentiality obligation survives termination of the service agreement for a period of three (3) years.

7. DATA PROTECTION

Hakuhana processes personal data in accordance with UK GDPR and the Data Protection Act 2018. As an Employer of Record, Hakuhana acts as a data controller in respect of worker data.

Clients must ensure that any personal data shared with Hakuhana is shared lawfully and in accordance with their own data protection obligations.

Full details of how we handle personal data are set out in our Privacy Policy.

8. LIABILITY

To the fullest extent permitted by law:

  • Hakuhana’s total liability to any Client shall not exceed the total fees paid by that Client in the three months preceding the claim
  • Hakuhana is not liable for any indirect, consequential, or special losses
  • Hakuhana is not liable for losses arising from a Client’s failure to comply with their own legal obligations
  • Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law

9. TERMINATION

Either party may terminate a service agreement by providing written notice as specified in that agreement (typically 30 days for ongoing services).

Hakuhana may terminate immediately if a Client breaches these terms, fails to pay, or instructs Hakuhana to act unlawfully.

On termination, the Client must settle all outstanding invoices. Any workers employed by Hakuhana on the Client’s behalf will be subject to a separate transition process.

10. GOVERNING LAW

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Hakuhana reserves the right to update these terms at any time. Updated terms will be posted on our website and Clients will be notified of material changes.

11. CONTACT

If you have any questions about these terms, please contact us:

  • Website: hakuhana.com/contact
  • Email: available via our contact page
  • Registered in England and Wales