Paper Trails Terms of Service

The short answer: our last Terms of Service were written for a different company in a different time. Since then, the services we offer have grown, the platforms we use have evolved, payroll and tax compliance has gotten more complex, and data privacy law has changed significantly. The new Terms reflect what Paper Trails actually does today and what each side is responsible for in a modern payroll and HR services relationship.

Clickwrap is the same kind of agreement you accept whenever you update your phone or sign in to a software platform — you review the terms and click to accept. It's legally enforceable, it's easy for you, and it gives both of us a clean record of acceptance. Rather than asking every client to print, sign, scan, and return a paper agreement, we're using clickwrap to roll the new Terms out efficiently across our entire client base.

Yes. The new Terms govern the relationship going forward, so accepting them is required to continue using Paper Trails' services. We've tried to make the process as painless as possible — most clients should be able to review and accept in just a few minutes.

Here's a plain-English summary of the most important areas. The full Terms of Service are linked on this page and control in the event of any difference between this summary and the agreement itself.

• The "Quote" defines your services and fees. The Terms refer throughout to a "Quote" — the document that lists which services you've signed up for and what they cost.
• Data accuracy is a shared responsibility. You're responsible for making sure the information you give us (employee data, hours, deductions, classifications, tax jurisdictions, etc.) is complete and accurate. We process based on what's on file at the time we run the service.
• Fees and how they can change. We can adjust fees no more than once per calendar year with at least 30 days' written notice.
• Privacy and data protection. We've expanded the privacy section to align with current data protection laws, define how we handle Personal Information, and describe what happens in the event of a security breach.
• Use of AI. We disclose that we use AI tools to help with administrative tasks. We do not feed Personal Information into AI tools that train on customer data.

This is the most common question we expect to get, and it's an important one.

The new Terms of Service refer throughout to "the Quote" — the document that defines which services you've engaged Paper Trails to provide and the fees for those services. Most of our long-tenured clients do not have a recent, accurate, fully executed Quote on file, simply because the relationship has been running smoothly for years and the original paperwork predates our current systems.

For purposes of these Terms, your "Quote" is your most recent payroll invoice which is available in the isolved Report Archive.

That invoice reflects the services you're currently receiving and the fees you're currently paying, which is exactly what the Quote is intended to capture. If you want to verify what's there, you can find your most recent invoice by logging into isolved and navigating to Reporting → Report Archive, then looking for your most recent Paper Trails invoice. If you can't locate it or want help interpreting it, give us a call and we'll walk you through it.

If at any point in the future you add or remove services, we'll document that change with you, and that documentation will become your updated Quote going forward.

No. Accepting the updated Terms does not change your current fees. Any future fee change still requires at least 30 days' written notice, no more than once per calendar year, and you have the right to terminate before any increase takes effect.

No. The services you receive today continue exactly as they are. The Terms describe the service categories Paper Trails offers (Payroll, Tax Filing & Payment, Time & Attendance, HR Services, Benefits Management, etc.), but only the services reflected on your Quote — i.e., your most recent invoice — apply to you.

Reach out before you accept. Email us at payroll@papertrails.com or give us a call at 207-721-8575. We'd much rather answer a question up front than have you click through with a concern unresolved. Our attorney has been deeply involved in this update, and we're happy to explain the reasoning behind any specific provision.

You'll get a confirmation that the Terms are accepted and on file. Nothing about your day-to-day service changes — the same team, the same processes, the same direct phone access. The only thing that changes is that we now share an up-to-date, modern agreement that protects both of us.