1. About us

These terms are issued by SoundHR Ltd, trading as Legally Sound HR, a company registered in England and Wales under company number 11496118, whose register office is at 89 Monument Court, Stevenage SG1 3AE and our operational office is at 180 Borough High Street, London SE1 1LB (“we”, “us”, “our”).

You can contact us at info@legallysoundhr.com. We are not registered for UK VAT. Where VAT is due on a sale to a consumer in the EU, it is included in the price shown.

2. These terms

These terms apply to every purchase of our downloadable template products (the “Products”), including the AI Policy Suite products, made through our Payhip store (the “Store”). Please read them before you buy. By completing a purchase you agree to them.

Some of these terms apply differently depending on whether you buy as a business or as a consumer. You buy as a “business customer” if you buy for the purposes of your trade, business, craft or profession, including as a sole trader. You buy as a “consumer” if you buy wholly or mainly for purposes outside your trade, business, craft or profession. Section 11 applies only to consumers and section 12 only to business customers.

3. The Products

The Products are editable template documents and spreadsheets supplied as digital downloads. The contents of each Product are described on its Store page. We may make minor changes to the content or format of a Product (for example, to reflect changes in law), provided this does not materially reduce what you receive.

The Products are Microsoft Word (.docx) and Excel (.xlsx) files supplied in a zip folder. To use them you need software that can open these formats, such as Microsoft Word and Excel, Google Docs and Sheets, or LibreOffice. The files have no copy protection or other technical restrictions.

The Products are general templates. They are not legal advice and are not tailored to your organisation. They are drafted for organisations in Great Britain; the employment and equality content may not be suitable for Northern Ireland without adaptation. They are not designed for clinical AI.

4. Ordering and price

Prices are shown in pounds sterling on the Store at the time of purchase. No UK VAT is charged. Payment is taken by the Store’s payment provider when you place your order.

Where a launch or promotional price is shown with an end date, that price applies to orders completed before the stated date and time. Our contract with you is formed when the Store confirms your order by email.

To order, choose a Product, enter your details, tick the checkout box and pay. You can review and correct your details before you pay. The contract is in English. We do not keep a separate copy of your contract for you to access: your order confirmation email and these terms, which you can download or print, are your record.

5. Delivery

The Products are delivered by download link, usually immediately after payment, through the Store and by email to the address you provide. If you do not receive your download link, or a file will not open, contact us and we will help.

6. Your licence

When you have paid, we grant you a non-exclusive, non-transferable licence to use the Product for the internal purposes of one organisation (the purchasing organisation and its wholly owned subsidiaries).

You may: copy, edit, adapt, rebrand and reproduce the Product as needed within your organisation, and share your adopted policies with your own staff, workers and contractors.

You may not: resell, sublicense, share, publish or distribute the Product (edited or unedited) to any other organisation or person, including your clients; make it available as a template, download or product; use it to provide services to third parties (consultants and advisers require a separate consultant licence; contact us); or use it to create competing template products.

We (or our licensors) own all intellectual property in the Products. Except for the licence above, no rights are transferred to you. Your adapted policies, once tailored to your organisation, may be used by your organisation for as long as you need them.

In short: the licence permits the purchasing organisation to adapt these materials for its own internal business use. It does not authorise the purchaser to resell, sublicense or commercially distribute the templates to third parties, except under a separate written licence.

If you materially breach this licence, we may end it by notice and you must stop using the Product, except for policies already adopted and issued within your organisation.

7. Updates

For 12 months from the date of purchase, if a change in UK law or in guidance from a UK regulator (such as the Information Commissioner’s Office) means that a Product contains a material inaccuracy, we will make an updated version available to you free of charge.

A change is material if it makes a Product misleading or out of date on a point of substance; we will decide this reasonably and in good faith. Updates are general releases of the Product: we do not update your customised versions. We will email updates, or a link to them, to the email address used for your purchase. Please keep that address up to date with us.

Updates do not extend the 12-month period and do not include new products, new modules or additional services.

8. Upgrades

If you buy the AI at Work – Essential Staff Policy or the AI Policy Starter Pack and, within 30 days of that purchase, wish to upgrade to the Complete AI Policy Suite, email us from your purchase email address. We will give you a discount code for the amount you paid, to use against the Complete AI Policy Suite at its price on the day you upgrade. The code is personal to you, can be used once and cannot be exchanged for cash.

9. Support

Your purchase includes email support for problems downloading, opening or using the files (for example, editing fields or using the spreadsheet). We aim to reply within 2 working days.

Support does not include reviewing or tailoring documents, or advice on your organisation’s circumstances. These services are available separately on a quoted basis.

10. Your responsibilities

You are responsible for reviewing and tailoring the Products to your organisation, deciding which documents apply, implementing them, and taking professional advice where appropriate, particularly for high-risk uses of AI. Using the Products does not by itself make your use of AI lawful.

11. If you are a consumer

Right to cancel: you normally have 14 days to cancel a contract for digital content. However, if you ask for the download to be supplied immediately and acknowledge that you will lose your right to cancel once the download begins, you will not have a right to cancel after supply has started. The Store asks for your consent and acknowledgement at checkout, before supply.

Your legal rights: we must supply digital content that is of satisfactory quality, fit for purpose and as described. If it is faulty, you may be entitled to a repair or replacement or, if that is not possible or not done within a reasonable time, a price reduction or refund. These terms do not affect your legal rights. For detailed information, visit the Citizens Advice website or call 0808 223 1133.

If digital content we supply damages your device or other digital content because we did not use reasonable care and skill, we will repair the damage or pay you compensation.

We are responsible for loss you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill. We are not responsible for business losses: the Products are for organisational use, and if you use them for any business purpose we have no liability for loss of profit, business, business opportunity or business interruption.

12. If you are a business customer

We warrant that each Product will, when delivered, materially correspond with its description on the Store and that we have the right to grant the licence. If a Product does not, tell us within 30 days of purchase and we will, at our option, correct or replace it or refund the price you paid. This is your sole remedy for breach of this warranty.

Except as set out in these terms, all implied terms about the Products are excluded to the extent permitted by law. The Products are templates requiring tailoring and professional judgement, and we do not warrant that they meet your particular requirements or that their use will ensure your compliance with the law.

Subject to the paragraph below, our total liability to you arising out of or in connection with a purchase, whether in contract, tort (including negligence) or otherwise, is limited to the price you paid for the Product. We will not be liable for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.

You confirm that, in buying a Product, you have not relied on any statement, promise or description that is not set out in these terms or on the Product’s Store page. Nothing in this paragraph limits liability for fraud or fraudulent misrepresentation.

Any claim against us arising out of or in connection with a purchase must be brought within 12 months of the date of purchase. This time limit does not apply to liability that cannot be limited or excluded by law.

You agree that these limitations are reasonable, taking into account the price of the Products, their nature as general templates, the availability of professional advice, and the fact that you are responsible for how you use them.

13. Complaints

If you are unhappy with a Product or our service, please email info@legallysoundhr.com. We will acknowledge your complaint within 5 working days and aim to resolve it within 20 working days. If we cannot resolve a complaint from a consumer, we will tell you whether we will use an alternative dispute resolution provider.

14. Your personal data

We use the personal data you provide when buying (such as your name, email address and order details) to supply the Products, provide updates and support, keep records and meet our legal obligations, as explained in the Privacy Notice page of our Store. The Store and its payment providers also process your data under their own privacy notices.

15. General

These terms, together with the Store page for your Product, are the entire agreement between us about your purchase. We may update these terms for future purchases; the version shown when you buy applies to your purchase.

You may not transfer your rights under these terms without our consent. No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

If any part of these terms is found to be unenforceable, the rest remains in effect. If we do not enforce a right straight away, we may still enforce it later.

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you may also bring proceedings in your local courts.

Last updated: 12 October 2026