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Payhawk Free Tools Terms

Last updated 2 November 2026

1. About these Terms

1.1 Payhawk’s Free Tools Terms ("Terms") govern access to and use of the Free Tools provided by Payhawk Limited, a company registered in England and Wales under company number 11747263, whose registered office is at Chancery House, 53-64 Chancery Lane, London WC2A 1QS, United Kingdom ("Payhawk", "we", "us", "our"). For users located in the United States, the Free Tools are provided by Payhawk Inc., and references to "Payhawk" mean Payhawk Inc.

1.2 These Terms form a binding agreement between Payhawk and: (a) the company, firm or other organisation on whose behalf the Free Tools are accessed or used (the "Company"); and (b) the individual who accesses or uses them on the Company's behalf. In these Terms, "you" and "your" refer to the Company and to that individual, as the context requires.

1.3 You accept these Terms by ticking the acceptance box when you create a Free Account, or by accessing or using any Free Tool, whichever happens first. If you do not accept these Terms, you must not use the Free Tools.

1.4 By accepting these Terms on behalf of the Company, you confirm that you are authorised to do so (clauses 3 and 17).

1.5 These Terms apply only to the Free Tools. Payhawk's paid software and payment services are provided only to onboarded customers under Payhawk's Terms & Conditions and related documents (the "Payhawk Customer Terms"). Nothing in these Terms opens a payment account, issues electronic money or provides a payment service.

1.6 If the Company is a Payhawk customer, these Terms apply to its use of the Free Tools in addition to the Payhawk Customer Terms. Data entered into or connected to a Free Tool is governed by these Terms and is not "Company Data" under the Payhawk Customer Terms. The exception is data that a Free Tool reads from the Company's existing Payhawk account, which remains governed by the Payhawk Customer Terms. For matters concerning the Free Tools these Terms prevail; for everything else, the Payhawk Customer Terms prevail.

1.7 How Payhawk handles personal data in connection with the Free Tools is explained in the Payhawk Free Tools Privacy Notice at https://payhawk.com/free-tools-privacy-notice (the "Privacy Notice").

2. Definitions

In these Terms:

  • "Aggregated Data" means data that is aggregated, de-identified or anonymised so that it does not identify the Company or any individual.
  • "Connected Service" means any third-party system, account or service that you connect to a Free Tool, including bank and payment accounts, accounting, ERP and finance systems, software and AI service accounts, and any other service Payhawk supports from time to time.
  • "Credentials" means login details, API keys, access tokens, consents and other authorisations used to access a Connected Service.
  • "Free Account" means an account created to access the Free Tools that require registration.
  • "Free Tools" means the free applications, tools, calculators, benchmarks, comparisons, reports, dashboards, content and related features that Payhawk makes available free of charge from time to time, with or without a Free Account, whether at payhawk.com/apps, apps.payhawk.com, through a Payhawk application programming interface or model context protocol (MCP) server, through any third-party application that supports them, or otherwise, including all updates, changes and new tools.
  • "Input Data" means data and content that you enter, upload or submit into a Free Tool, and data that a Free Tool retrieves from a Connected Service at your request.
  • "Outputs" means the results, figures, benchmarks, comparisons, estimates, recommendations, reports and other information generated by a Free Tool.
  • "Personnel" means the Company's employees, contractors, officers and other individuals whose personal data may be included in Input Data.
  • "Sanctions" means economic or financial sanctions or trade embargoes administered by the United Kingdom, the European Union or its member states, the United Nations or the United States.
  • "Third-Party Provider" means the provider of a Connected Service, and any regulated provider through which Payhawk accesses a Connected Service, such as an account information service provider.

3. Eligibility and authority

3.1 The Free Tools are for business use only. They are not intended for consumers and must not be used for personal, family or household purposes.

3.2 To use the Free Tools, you must:
(a) act on behalf of a Company that is legally established and carrying on business;
(b) be duly authorised by the Company to accept these Terms and to bind the Company to them;
(c) be duly authorised by the Company to enter its Input Data and to connect each Connected Service you connect;
(d) if you register, use a work email address issued by the Company; and
(e) provide true, accurate, current and complete information, and keep it up to date.

3.3 You must not use the Free Tools, and Payhawk may refuse, suspend or close any Free Account, if you or the Company:
(a) are located, incorporated or ordinarily resident in a country or territory subject to comprehensive Sanctions, or are owned or controlled by, or acting for, a person targeted by Sanctions;
(b) are a competitor of Payhawk, or are acting for one, unless Payhawk has agreed otherwise in writing; or
(c) have previously had a Free Account or any agreement with Payhawk closed by Payhawk for breach.

3.4 Payhawk may at any time verify the information you provide, ask you to confirm your authority, and refuse or reverse any registration at its discretion.

4. Free Accounts

4.1 Some Free Tools require a Free Account. Each Free Account belongs to one individual. You must not share your login, transfer your Free Account or let anyone else use it.

4.2 You are responsible for keeping your login details and Credentials secure and for all activity under your Free Account. You must tell Payhawk immediately at security@payhawk.com if you suspect unauthorised access.

4.3 Free Accounts are hosted in a shared environment operated and controlled by Payhawk. A Free Account gives access only to the Free Tools that Payhawk makes available to it. It does not give access to Payhawk's paid products and does not make you or the Company a Payhawk customer.

4.4 Payhawk may let users who appear to belong to the same Company share Outputs with each other, and may make one or more of them administrators. Payhawk may rely on email domains and other information you provide to decide who belongs to the Company. Payhawk is not responsible for sharing decisions made by the Company's users.

4.5 To become a Payhawk customer, the Company must complete Payhawk's onboarding, including customer due diligence, and accept the Payhawk Customer Terms. Payhawk may accept or refuse any application at its discretion. If you ask, Payhawk may carry your login and Input Data over to the Company's customer account.

5. The Free Tools and Payhawk's control

5.1 Payhawk owns, operates and controls the Free Tools and the environment in which they run. Payhawk decides, at its sole discretion and without liability, which Free Tools to offer, to whom, in which countries, on what conditions and for how long.

5.2 Payhawk may at any time, with or without notice:
(a) add, change, suspend, withdraw or discontinue any Free Tool or any part or feature of it;
(b) change the data a Free Tool asks for or the Connected Services it supports;
(c) set, change and enforce usage limits, rate limits and quotas;
(d) restrict access by country, user, Company or any other criterion; and
(e) require extra verification, or acceptance of additional terms, for particular Free Tools.

5.3 Free Tools labelled beta, preview or experimental may be incomplete, contain errors, and change or be withdrawn without notice.

5.4 Payhawk does not promise that the Free Tools will be available at any time, uninterrupted, error-free or secure, or that any Input Data or Outputs will be stored or preserved. No service levels, support or uptime commitments apply.

5.5 Payhawk may monitor use of the Free Tools to operate, secure and improve them, to enforce these Terms and to comply with law.

5.6 Additional terms that Payhawk presents for a particular Free Tool or Connected Service form part of these Terms. If they conflict with these Terms, the additional terms prevail for that Free Tool or Connected Service.

6. Fair use

6.1 You must use the Free Tools fairly, lawfully, in good faith and only for the Company's internal business purpose of understanding and managing its own spending and finance operations.

6.2 You must not, and must not allow or help anyone else to:
(a) copy, scrape, harvest, crawl, extract or collect any part of the Free Tools, Outputs or underlying data, by automated or manual means, including by repeated or systematic queries designed to build or reconstruct benchmarks, prices or datasets;
(b) use robots, scripts or other automated means to access the Free Tools, except through interfaces Payhawk provides for that purpose and within their limits;
(c) use the Free Tools, Outputs or any data derived from them to build, train, benchmark, market or improve a competing product or service, or to analyse Payhawk competitively;
(d) publish, sell, license or otherwise make Outputs or benchmark data available to third parties, except by sharing Outputs within the Company or with its professional advisers who are bound by confidentiality;
(e) reverse engineer, decompile or try to derive the source code, models, algorithms, data sources or methodology of the Free Tools, or try to identify any person or company from Outputs or Aggregated Data;
(f) circumvent, disable or interfere with any security feature, usage limit or access restriction, or test the vulnerability of the Free Tools without Payhawk's prior written consent;
(g) access, or try to access, any data, account or Free Tool not made available to you, including other users' data;
(h) impersonate anyone, misrepresent your identity, role, authority or affiliation, or create accounts by automated means or under false pretences;
(i) enter, upload or connect data that you have no right to share, that infringes anyone's rights, or that is unlawful, harmful, misleading or malicious, including viruses or other harmful code;
(j) enter special categories of personal data, criminal offence data, payment card numbers or government identification numbers, unless a Free Tool expressly asks for them;
(k) connect a Connected Service in breach of its terms, or use Credentials you are not authorised to use;
(l) use the Free Tools in breach of any law, including data protection, competition, Sanctions, export control and anti-money laundering laws; or
(m) overload, disrupt or impair the Free Tools, or use them in a way that harms Payhawk, its customers or other users.

6.3 Payhawk may take any action it considers appropriate in response to an actual or suspected breach of this clause 6, including removing data, limiting use, suspending or closing Free Accounts, blocking IP addresses or networks, and reporting matters to the relevant authorities.

7. Your data, Connected Services and Company consents

7.1 Ownership. As between the Company and Payhawk, the Company keeps its rights in Input Data.

7.2 Licence to Payhawk. The Company grants Payhawk and its affiliates a worldwide, non-exclusive, royalty-free licence to host, store, copy, retrieve, process, analyse, use, adapt and display Input Data, for as long as needed to:
(a) provide, operate, secure and support the Free Tools;
(b) generate Outputs;
(c) improve and develop Payhawk's products and services;
(d) create Aggregated Data;
(e) communicate with you about the Free Tools and, in line with the Privacy Notice and your choices, about Payhawk's products and services; and
(f) comply with law and enforce these Terms.

7.3 Connected Services. When you connect a Connected Service, you authorise Payhawk, and any Third-Party Provider acting for Payhawk, on the Company's behalf, to access that Connected Service using the Credentials you provide, and to retrieve, store and process the data it makes available for the purposes in clause 7.2, subject to clause 7.4. You can disconnect a Connected Service at any time. Payhawk stores Credentials in encrypted form and uses them only to provide the Free Tool for which you gave them.

7.4 Bank and payment accounts. Access to bank and payment accounts is provided through a regulated account information service provider named at the point of connection. You may need to accept that provider's terms and give it your explicit consent. Payhawk uses data obtained this way only to provide the Free Tool you asked for, handles it as described in the Privacy Notice, and does not use it for marketing.

7.5 Company consents and confirmations. The Company:
(a) consents to Payhawk accessing, retrieving, storing and processing Input Data, including data from Connected Services, as described in these Terms and the Privacy Notice;
(b) confirms that it is entitled to provide the Input Data and to authorise access to each Connected Service, and that doing so does not breach any agreement, duty of confidentiality, third-party terms or law;
(c) confirms that it has given all notices to, and obtained all consents, approvals and authorisations from, its Personnel and any other individuals or third parties that are needed for Payhawk to process their data as described in these Terms and the Privacy Notice; and
(d) confirms that it has met any obligation to inform or consult employee representatives, works councils or trade unions before using a Free Tool that shows information about individual Personnel.

7.6 Payhawk's role. Where a Free Tool shows the Company's administrators information about identified Personnel (for example, usage or spend per person), Payhawk processes the personal data needed for that view on the Company's behalf, and clause 8 applies. In all other cases, Payhawk processes personal data as an independent controller, as described in the Privacy Notice.

7.7 Aggregated Data. Payhawk may create Aggregated Data from Input Data and from data about the use of the Free Tools, and may use, disclose and commercialise it for any lawful purpose, including in benchmarks shown to other users. Payhawk owns all rights in Aggregated Data and will not disclose it in a form that identifies you, the Company or any individual.

7.8 Feedback. Payhawk may use any suggestions or feedback you give it freely and without any obligation to you or the Company.

7.9 Retention and deletion. Payhawk keeps and deletes Input Data as described in the Privacy Notice. Payhawk may delete Input Data, Outputs and inactive Free Accounts at any time in line with its retention practices, and has no obligation to store, back up or return any data. You are responsible for keeping copies of anything you need.

7.10 Security. Payhawk uses appropriate technical and organisational measures to protect Input Data. No system is completely secure, and Payhawk does not warrant that Input Data will never be accessed without authorisation, lost or corrupted.

8. Data processing on the Company's behalf

8.1 This clause applies only to the processing described in clause 7.6, for which the Company is controller and Payhawk is processor. The subject matter is the provision of the relevant Free Tool view, for as long as the view is available. The personal data consists of names, email addresses, identifiers and usage and spend data of Personnel, who are the data subjects.

8.2 Payhawk will:
(a) process the personal data only on the Company's documented instructions, which are these Terms and the Company's configuration and use of the Free Tool, unless the law requires otherwise;
(b) ensure that everyone authorised to process it is bound by confidentiality;
(c) apply appropriate technical and organisational security measures;
(d) use sub-processors only under written terms giving equivalent protection;
(e) taking into account the nature of the processing, help the Company respond to data subject requests and meet its obligations on security, breach notification, impact assessments and prior consultation;
(f) notify the Company without undue delay after becoming aware of a personal data breach;
(g) delete the personal data when the Company stops using the relevant view or closes its Free Accounts, unless the law requires it to be kept; and
(h) make available the information reasonably needed to demonstrate compliance with this clause 8.

8.3 Any international transfer under this clause 8 is made in line with applicable data protection law, including under standard contractual clauses where required.

8.4 The Company is responsible for the lawfulness of its instructions and for having a lawful basis for the processing.

9. Non-Reliance. Outputs For Information Only.

9.1 Outputs are general information provided for convenience only. They are not financial, investment, accounting, tax, legal, procurement or other professional advice, and they are not an offer or a recommendation to enter into any transaction.

9.2 Outputs may be based on estimates, assumptions, sample data, publicly available information, information you provide, data from Connected Services and Aggregated Data, including anonymised data derived from the activity of Payhawk customers. Benchmarks reflect only the data available to Payhawk and may not represent the market as a whole. Comparisons with third-party products, prices or fees reflect information Payhawk considered reliable on the date stated, which may since have changed.

9.3 Payhawk does not warrant that any Output is accurate, complete, current or fit for any purpose, or that any saving or result shown will be achieved. You are solely responsible for checking Outputs and for any decision or action you take based on them, and you should take professional advice before relying on them.

9.4 Any reference to Payhawk's own products, prices or fees is indicative only. Payhawk's products are available only to eligible businesses in supported countries, subject to onboarding and the Payhawk Customer Terms. The prices and fees that apply are those in the Payhawk Customer Terms and applicable fee schedules at the time.

10. Intellectual property

10.1 Payhawk and its licensors own all intellectual property rights in the Free Tools, the Outputs (other than Input Data contained in them), Aggregated Data, and the underlying software, models, databases, content and methodology, and in the Payhawk name and marks. No rights are granted except as expressly set out in these Terms.

10.2 Subject to these Terms, Payhawk grants the Company a limited, revocable, non-exclusive, non-transferable and non-sublicensable licence, while these Terms are in force, to access and use the Free Tools and to use Outputs for the Company's internal business purposes.

10.3 You must not remove or alter any proprietary notice, or use Payhawk's name, logos or marks without Payhawk's prior written consent.

10.4 Non-public information about the Free Tools, including unreleased features, benchmarks and methodology, is Payhawk's confidential information. You must keep it confidential and use it only to use the Free Tools.

11. Fees

11.1 The Free Tools are currently provided free of charge.

11.2 Payhawk reserves the right, at its discretion, to introduce fees or other charges for: (a) any new Free Tool or feature; and (b) any existing Free Tool or feature that was initially offered free of charge. Payhawk may also set and change the amount, structure and payment terms of those fees.

11.3 Before a fee applies to a Free Tool or feature you already use, Payhawk will give you at least 30 days’ notice, by email or in the Free Tools, stating the fee and the date from which it applies. No fee will be charged unless you have expressly agreed to pay it.

11.4 If Payhawk introduces a fee, you may terminate these Terms, in whole or for the affected Free Tool, and close your Free Account at any time, by notice to Payhawk or by stopping use of the affected Free Tool. You and the Company may do so without any fee, charge, penalty or other liability arising from the introduction of the fee or from the termination. This does not affect rights or liabilities that accrued before termination.

11.5 If you have not agreed to pay a fee by the date from which it applies, Payhawk may stop your access to the affected Free Tool or feature, without liability.

11.6 This clause 11, and not clause 19, governs the introduction of fees.

11.7 Using the Free Tools does not oblige the Company to buy any Payhawk product.

12. Communications

12.1 Payhawk may send you service communications about your Free Account and the Free Tools, such as confirmation emails, security notices and notices of changes to these Terms. These are part of the service and you cannot opt out of them while you have a Free Account.

12.2 Payhawk sends marketing communications only in line with the Privacy Notice and your choices. Accepting these Terms is not consent to marketing. You can opt out at any time through the unsubscribe link or by contacting us.

13. Third-party services

13.1 Connected Services, Third-Party Providers and any third-party application through which you use the Free Tools (including AI assistants) are provided by third parties under their own terms and privacy policies. You are responsible for reviewing and complying with them.

13.2 Payhawk does not control and is not responsible for any third-party service, its availability, security or accuracy, its acts or omissions, or any data you share with it. Your relationship with any third party is solely between you and that third party.

14. Disclaimers

14.1 The Free Tools and Outputs are provided free of charge, "as is" and "as available", with all faults.

14.2 To the maximum extent permitted by law, Payhawk excludes all warranties, conditions, representations and terms, whether express or implied by statute, common law, custom or otherwise, including any implied terms as to satisfactory quality, fitness for a particular purpose, accuracy, non-infringement, availability and the use of reasonable care and skill.

15. Limitation of liability

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

15.2 Subject to clause 15.1 and to the maximum extent permitted by law, Payhawk, its affiliates and their officers, employees, agents, licensors and suppliers have no liability to you, the Company or anyone claiming through either of you, whether in contract, tort (including negligence), breach of statutory duty, misrepresentation, restitution or otherwise, for any loss or damage arising out of or in connection with these Terms, the Free Tools, Outputs, Connected Services or any Third-Party Provider, including any:
(a) loss of profits, revenue, business, savings or anticipated savings, contracts, opportunity or goodwill;
(b) loss, corruption or disclosure of data, Input Data or Credentials;
(c) loss arising from reliance on any Output;
(d) loss arising from the acts or omissions of any Third-Party Provider or Connected Service, or from unauthorised use of Credentials;
(e) business interruption or wasted expenditure; or
(f) indirect, special or consequential loss or damage,
in each case even if the loss was foreseeable or Payhawk was told it might occur.

15.3 You and the Company acknowledge that the Free Tools are provided free of charge, that the exclusions and limitations in this clause 15 are reasonable in that context, and that Payhawk would not provide the Free Tools without them.

16. Indemnity

16.1 The Company will indemnify Payhawk, its affiliates and their officers, employees and agents against all claims, losses, liabilities, damages, fines, penalties, costs and expenses (including reasonable legal fees) arising out of or in connection with:
(a) any breach of these Terms by you or the Company, including clauses 3, 6, 7 and 17;
(b) Input Data, including any claim that it infringes a third party's rights or that Payhawk's processing of it in line with these Terms is unlawful;
(c) any connection of a Connected Service, or use of Credentials, without proper authority or in breach of the Connected Service's terms; and
(d) any claim by Personnel or any other third party relating to the Company's use of the Free Tools.

16.2 If you accepted these Terms without authority to bind the Company, or breached clause 6, you personally give the indemnity in clause 16.1, together with the Company where it is also bound.

17. Warranties

17.1 You warrant, on your own behalf and on behalf of the Company, that:
(a) you are duly authorised by the Company to accept these Terms, to bind the Company to them, to create a Free Account on its behalf, to enter its Input Data and to connect each Connected Service you connect;
(b) the Company is duly organised, validly existing and has full power and capacity to enter into these Terms;
(c) all information you provide is true, accurate, current and complete;
(d) the Company has all rights, consents and authorisations needed to provide Input Data and to grant the licences and consents in these Terms;
(e) your and the Company's use of the Free Tools complies with all applicable laws and third-party terms;
(f) neither you nor the Company is targeted by Sanctions or acting for anyone who is;
(g) neither you nor the Company is a competitor of Payhawk or acting for one, unless Payhawk has agreed otherwise in writing; and
(h) you are acting for business purposes and not as a consumer.

17.2 If you do not have authority to bind the Company, you accept these Terms personally and are personally liable for the obligations they place on the Company.

17.3 You must tell Payhawk promptly if any of these warranties stops being true.

18. Suspension and termination

18.1 You may stop using the Free Tools and close your Free Account at any time by contacting support@payhawk.com.

18.2 Payhawk may, at its sole discretion, at any time, for any reason or no reason, and with or without notice: suspend, restrict or end your or the Company's access to all or any Free Tools; close any Free Account; delete any Input Data or Outputs; or stop offering the Free Tools altogether. Without limiting this, Payhawk may act immediately if it believes that you or the Company have breached these Terms, that your use creates risk or harm for Payhawk or others, or that a law, regulator or Third-Party Provider requires it.

18.3 When access ends:
(a) all rights and licences granted to you and the Company end;
(b) you must stop using the Free Tools, and may keep Outputs only for the Company's internal records;
(c) Payhawk will stop accessing Connected Services and delete the related Credentials; and
(d) Payhawk will delete or anonymise Input Data in line with the Privacy Notice, subject to any legal duty to keep it.

18.4 Payhawk has no liability for any suspension, termination or deletion under this clause 18.

18.5 Clauses 6.2, 7.2, 7.7, 7.8, 9, 10, 14, 15, 16, 17, 18.3 to 18.5, 20, 21 and 22, and any other provision that by its nature should survive, survive termination.

19. Changes to these Terms

19.1 Payhawk may change these Terms at any time by publishing an updated version at http://payhawk.com/free-tools-terms . For material changes, Payhawk will take reasonable steps to tell you, for example by email or in the Free Tools environment, at least 14 days before the change takes effect, unless it is needed sooner for legal, regulatory or security reasons or to reflect a new Free Tool.

19.2 If you or the Company keep using the Free Tools after a change takes effect, you accept the change. If you do not agree, you must stop using the Free Tools and close your Free Account.

20. Sanctions and export controls

You must not use, access or export the Free Tools or Outputs in breach of Sanctions or export control laws, or for the benefit of any person, country or territory targeted by them. Payhawk may block access from any country or territory and take any other action it considers necessary to comply with Sanctions.

21. General

21.1 Entire agreement. These Terms, any additional terms under clause 5.6 and the documents they refer to form the entire agreement between Payhawk, you and the Company about the Free Tools, and replace any earlier understanding about them. You and the Company have not relied on any statement that is not set out in these Terms.

21.2 Assignment. Payhawk may assign, transfer or subcontract any of its rights or obligations under these Terms. You and the Company may not do so without Payhawk's prior written consent.

21.3 Third-party rights. Payhawk's affiliates may enforce clauses 15 and 16. Otherwise, no one other than the parties has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce these Terms.

21.4 Severability. If any provision is found invalid or unenforceable, it applies with the minimum change needed to make it valid, and the rest of these Terms remain in force.

21.5 No waiver. A failure or delay in exercising a right is not a waiver of it.

21.6 Force majeure. Payhawk is not liable for any failure or delay caused by events beyond its reasonable control.

21.7 Notices. Payhawk may give notices by email to the address on your Free Account or by posting them in the Free Tools. You must send notices to Payhawk at legal@payhawk.com.

21.8 Electronic acceptance. These Terms may be accepted electronically, and Payhawk's records of acceptance are evidence of it.

21.9 Language. These Terms are written in English. Any translation is for convenience only, and the English version prevails.

21.10 Relationship. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship.

22. Governing law and jurisdiction

22.1 These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter are governed by the law of England and Wales.

22.2 The courts of England and Wales have exclusive jurisdiction over any such dispute or claim. Payhawk may, however, seek injunctive relief, or protect its intellectual property or confidential information, in any court of competent jurisdiction.