Last updated: 26 August 2026
This page is a public summary of how we intend to work with employer clients. It does not itself create a contract. The signed Master Services Agreement, Service Schedule and data-processing terms take precedence and should be reviewed by a UK solicitor against your facts, insurance and software stack before you rely on them.
They describe a business-to-business service provided by Ravelin Capital Group Ltd (trading as Ravelin), company number 15556240, registered office 50 Essex Street, London, WC2R 3JF, for organisations that employ or engage people through UK PAYE. They are not consumer terms. Workers who are paid on a client payroll are not our clients; their contract is with their employer.
UK payroll sits under several public bodies. It is important we do not pretend to be any of them, or to hold licences we do not hold:
We are not an umbrella company. We do not become the employer of a client’s staff. Using Ravelin does not move PAYE or automatic-enrolment liability onto us.
You are buying administration of the activities listed in your Service Schedule. Typical inclusions, only if scheduled, are:
If an activity is not in the schedule, it is out of scope — including benefits-in-kind / P11D, expenses-policy design, CIS, off-payroll working (IR35) determinations, immigration right-to-work checks, HR advice, and choosing a pension scheme. We will not assume those are included because “payroll firms often do them”.
HMRC’s position is that an employer may appoint an agent to help operate PAYE, but the employer remains responsible for the accuracy of the information, for paying HMRC on time, and for the PAYE system as a whole. The same split applies to automatic enrolment: an administrator can run files; the employer still owns the duty.
In practice that means you must:
Late, missing or wrong source data is the most common cause of FPS errors, underpayments and pension-contribution misses. We will not backdate or refile in a way that would require us to guess facts you have not approved.
We cannot lawfully file RTI for you until HMRC agent authorisation is in place. Until then, filing remains solely yours. Once authorised, we will submit FPS on or before the date people are paid, for the pay frequencies in the schedule, using the software named there. Employer Payment Summaries (EPS), earlier-year updates and other HMRC reports are included only if scheduled.
HMRC systems, planned downtime and validation rules are outside our control. If HMRC rejects a submission because of data you supplied, or because a scheme, tax code or National Insurance number is wrong, you remain responsible for correcting the underlying fact. We will help resubmit once you have approved the correction, subject to cut-off.
We administer payroll-led pension tasks for the qualifying scheme you have already selected. We do not:
Contribution timing follows scheme and TPR rules. If you approve a pay run too late for the contribution cut-off you have given us, we will tell you; we cannot create extra time in the scheme’s calendar.
Each pay frequency has a cut-off for data and a cut-off for approval, set in the calendar. If approval does not arrive, we may, depending on the agreement, either hold the run (which can mean people are paid late — that risk sits with you) or process on the last approved standing data. Same-day FPS, BACS or pension-file recovery after cut-off is not guaranteed. In-year corrections and additional FPS filings are done only on approved instructions.
We will provide scheduled services with reasonable skill and care, using trained operators and the software named in the schedule. We will not file a run we know to be incomplete without flagging it. We will keep an audit trail of approvals. We will not use client payroll data for our own marketing.
Delivery depends on HMRC, pension providers, banks, BACS, software vendors and, where relevant, a previous bureau during switch-in. We are not liable for their outages, rule changes, or delays once we have submitted a correct file in line with the calendar. Force majeure includes those events, as well as internet, hosting and payment-scheme failures outside our reasonable control.
Each party must comply with UK GDPR and the Data Protection Act 2018. For worker data you are the controller and we are the processor. We will process only on your documented instructions, keep the data confidential, use approved sub-processors listed in the data-processing terms, assist with data-subject requests and HMRC/TPR/ICO investigations that relate to the processing we do, and delete or return data at the end of the service except where the law requires a copy to be kept. Security measures and sub-processor names belong in that agreement, not in this summary. See also the Privacy Notice.
You warrant that you have a lawful basis to give us workers’ data, including special-category data needed for statutory sick pay, and that you will not send that data through the public website form.
Each party must keep the other’s confidential information secure, including pay data, tax identifiers and commercial terms, except where disclosure is required by law, a regulator, or professional advisers under a duty of confidence, or is already public without breach.
Fees, VAT, billing frequency, any minimum term, indexation, out-of-scope rates (for example extra FPS, off-cycle payments, parallel runs during a switch, historic rebuilds) and late-payment consequences are in the commercial schedule. We may suspend non-essential work for undisputed sums that remain unpaid after the notice in the agreement. Suspension does not transfer your HMRC or TPR deadlines to us.
The signed agreement will set a liability cap related to fees and will state the professional-indemnity cover we maintain. This website does not set that cap. Nothing in the agreement can exclude liability for death or personal injury caused by negligence, fraud, or any other liability English law does not allow to be limited.
We are not liable for: loss caused by data you supplied late or inaccurately; your failure to fund net pay, HMRC or pension contributions; HMRC penalties that arise from facts you owned; scheme choice; National Minimum Wage underpayment caused by hours or rates you reported; or indirect loss such as lost profit, except as the signed agreement expressly allows. You remain responsible for checking the approval pack.
Onboarding needs parallel-run or data-migration steps only if the schedule says so. You must obtain a usable extract from the outgoing provider. On termination or notice, you must authorise a successor with HMRC, take back filing if there is a gap, and cooperate on a final FPS, pension file and data pack. We will provide a reasonable handover of payroll data then in our possession, at the rates in the schedule if extra work is required. Immediate termination rights (material breach, insolvency) will be in the agreement.
Raise service issues with your named operator first, then in writing to payroll@ravelin.group or 0333 050 0024. A payroll complaint is not a substitute for correcting live RTI: if HMRC or a pension scheme needs a filing, say so immediately. Data-protection complaints may also go to the ICO. Automatic-enrolment concerns may be raised with The Pensions Regulator. Those routes do not make us the employer.
The client agreement is intended to be governed by the law of England and Wales, with the courts of England and Wales having jurisdiction, unless the signed documents say otherwise for a client established in Scotland or Northern Ireland.
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