The Unit4 General Terms of Business (GTB) are the master terms for every Unit4 Service. Version 3.5, dated January 2026, is the current English text on the Unit4 terms page, with translations into French, German, Dutch, Swedish and Norwegian.[6] The GTB sit below the Sales Order and above the Service Terms, Product Specifications, Delivery Scope Document and Policies in the order of priority.[1] The Service Terms – SaaS (version 1.3, April 2025) add the licence grant, service levels and use restrictions for software delivered as a service.[3]
Unit4 says it seeks to keep all customers on the same terms. Its FAQ states that changes to standard services, such as support, cloud KPIs or service descriptions, “will not be possible”, because they are delivered consistently to all customers.[5] For a licence manager this means the published text is usually the actual contract, and the Sales Order is where any negotiated differences appear.
Editions
The GTB apply to all Services: SaaS, Success Services, third-party services and legacy software. Each Service also has its own Service Terms on the terms page. SaaS has the SaaS Terms, Success Services and Success Points have their own terms, support is under Support 4U, and AI Features have AI Terms.[6] The AI Terms prevail over the Agreement where they conflict.[7]
What changed from v3.4 to v3.5
A comparison of the April 2025 (v3.4) and January 2026 (v3.5) English texts shows these licensing-relevant changes:[1][2]
| Clause | v3.4 (April 2025) | v3.5 (January 2026) |
|---|---|---|
| Renewal (s.2.2) | Renews for a period equal to the Minimum Term | Renews for successive three-year terms, unless the Sales Order says otherwise |
| Indexation Rate | CPI plus 2%, or 4%, whichever is higher | CPI plus 4%, or 5%, whichever is higher |
| Renewal pricing | No clause | Future charges no less than final-year charges plus CPI plus 4% (s.15.5) |
| Statement of work | Statement of Work | Delivery Scope Document |
| Analytics (s.7.1) | “Analytics and AI”, including machine learning use | Analytics only; AI moved to separate AI Terms |
Catalog: Subscriptions auto-renew for three-year Renewal Terms; Annual indexation of CPI plus 4% or 5%, whichever is higher; GTB v3.4 indexation: CPI plus 2% or 4%, whichever is higher; Charges for a future agreement start at the final-year charges plus CPI plus 4%.
Metrics
The GTB define the units without fixing a single one. Authorised Users are “Users or units of the relevant Volume Metric permitted to Use the Service as set out in the Sales Order”. A Volume Metric is a unit of measure such as FTE employee or type of user. Use covers direct and indirect access, including multiplexing, pooling and API connections.[1] The SaaS Terms grant “a non-exclusive, non-transferable right and licence to permit the agreed number of Authorised Users to Use the Service”.[3] Details are in Unit4 volume metrics and the FTE Employee calculation.
Counting / floors
Term and renewal. The Minimum Term is three years from the Subscription Start Date unless the Sales Order says otherwise. The Subscription Start Date defaults to the first day of the month after the Effective Date.[1] Subscription Services then “automatically renew on expiry of the Minimum Term for successive recurring terms of three (3) years each”.[1] Catalog: Default Minimum Term is three years.
Notice. Either party may terminate on at least 60 calendar days’ written notice, effective only at the end of the Minimum Term or a Renewal Term. Unless Unit4 specifies otherwise, the customer gives notice through a form on Community4U.[1] A missed deadline commits the customer to another three years. Unit4’s 2022 guide described the same model: no termination for convenience during the minimum term, and automatic three-year extensions.[4] Catalog: Termination only at term end with 60 days’ notice.
No partial termination. The customer may not cancel part of a subscription Service, “such as reducing Authorised User numbers during any Minimum Term or Renewal Term or cancelling one subscription Service while retaining others”.[1] If Unit4 terminates for the customer’s breach, the customer owes the uninvoiced charges for the rest of the term.[1] Catalog: No partial termination or reduction of Authorised Users during a term.
Additions. Additional subscriptions may be added at any time at Prevailing Rates, prorated by complete days remaining in the term. They can only terminate on the same date as the existing subscriptions.[1] Every addition therefore inherits the remaining term and cannot be reduced later. Catalog: Add-on subscriptions are prorated and co-terminate.
Pricing over time. Prevailing Rates apply automatically, without notice, when the initial Minimum Term expires, unless the Sales Order fixes charges.[1] Indexation may apply to all items in a Sales Order every year except the first.[1] Unit4 may also raise charges annually to cover foreign-currency processing costs and exchange-rate movements.[1] Catalog: Unit4 may increase charges annually for currency costs.
Invoicing. Unless stated otherwise, subscription charges are invoiced annually in advance from the Subscription Start Date, time and materials monthly in arrears, and fixed-price services on the Sales Order Effective Date. Invoices are due 30 days after issue. Late payment allows Unit4 to charge 12% annual interest, compounded quarterly, and to invoice any discount it applied.[1] Catalog: Subscriptions are invoiced annually in advance.
Virtualization & partitioning
Not applicable to SaaS. Unit4 retains sole control over the computing platform configuration, technical requirements and update timing. It may change the third-party platform provider on reasonable notice, but may not move the jurisdiction where customer data is stored without the customer’s consent.[3]
Cloud / BYOL
Service levels
The SaaS Terms commit to Service Availability of 99.8% or more per calendar month, measured at the cloud provider’s internet connection points and applying to the Production Environment only. The disaster-recovery targets are an RTO of 12 hours or less and an RPO of one hour or less.[3] Service credits are the sole remedy for missed availability: 10%, 20%, 30% and 40% of the relevant month’s charges for one, two, three, and four or more consecutive missed months. They must be requested within three months.[3] Catalog: 99.8% monthly availability for the Production Environment only.
Use restrictions
The customer may use the Service only for internal business operations and may not use it to provide services to third parties. It may not build a competing service, merge or combine the Service with other software, or use robots or robotic process automation without Unit4’s prior consent.[3] Access is only through each User’s unique account and through interfaces or automated means “expressly approved by Unit4”.[3] Shared service centres serving other legal entities should check that those entities are Affiliates, which may use the Services under the GTB.[1] Catalog: Internal business operations only; no services to third parties; Affiliates may use the Services; rights end when an entity ceases to be an Affiliate.
Fair usage
If the customer’s Use places excessive demands on system resources compared with similar customers, for example by generating an unusually large volume of reports or extracting large volumes of data, Unit4 may disapply the service levels, suspend the Service or charge for excess capacity.[3] Catalog: Excessive resource use can lead to suspension or extra charges.
Exit
On termination and written request, Unit4 provides the last back-up of Customer Data in native database format with attachments. If no request arrives within 30 calendar days of termination, Unit4 may destroy the data.[3] Catalog: Customer data must be requested within 30 days of termination.
Programs
Resellers. If the Services are bought from an Authorised Reseller, the GTB payment clause does not apply and payment follows the Reseller Agreement. The customer may not transfer administration of the subscription without Unit4’s consent. Unit4 may suspend or terminate use if the reseller does not pay or ends its agreement with Unit4.[1] Catalog: Reseller-purchased subscriptions depend on the reseller paying Unit4.
Third parties. Where the customer uses a third party for professional services, Unit4 may increase charges to cover additional effort that party causes.[1]
Contract terms
Assignment. The customer may not transfer, assign, charge, sub-license or sub-contract its rights without Unit4’s prior written consent; Unit4 may.[1] Catalog: No transfer, assignment or sub-licensing without consent.
Changes by Unit4. Unit4 may change a Service to comply with law, or where the change does not materially affect the Service. It may also substitute a materially similar product at no extra charge.[1] It may update Service Terms, Product Specifications and Policies, effective on publication, if the change does not materially degrade the Services or is required by law. Any other change needs a written amendment signed by both parties.[1] Catalog: Unit4 may change or substitute Services and update Service Terms.
Liability and publicity. Unit4’s liability for a Default is capped at the charges paid for the affected Service in the 12 months before the Default. Claims must be notified within 24 months.[1] Unit4 may use the customer’s name and logo to show it is a customer.[1]
Governing law. The Agreement is governed by the law of the jurisdiction where the contracting Unit4 entity is registered, and its courts have exclusive jurisdiction.[1]
Audits and compliance
The audit clause (GTB s.11) has three elements and no cost-sharing or materiality threshold:
- Unit4, or a third-party auditor acting for it, may audit the customer’s Use of any Services on reasonable notice and no more than once a year.
- The customer must cooperate promptly and fully, provide all requested data and respond to information requests “no later than 14 (fourteen) days following such request”.
- If the audit shows Use above the Authorised Users, the customer is liable for underpayments “for the entire period of non-compliance”, priced at Prevailing Rates at the audit date, and Unit4 may invoice those charges.[1]
Unit4’s guide explains the purpose as ensuring the services “are being used in the way agreed to in the contract”.[4] Because Prevailing Rates may exceed the contracted rates, and the period runs back to the start of non-compliance, the exposure can be larger than simply buying more subscriptions. Keep a dated record of the metric count, for example FTEs by category, at each anniversary. Catalog: Annual audit with back-charging for the whole period at Prevailing Rates. See software license audit.
Out of scope
- The French, German, Dutch, Swedish and Norwegian translations, which may contain jurisdictional variations.
- Data protection terms (Data Processing Policy, Details of Processing, Sub-processors, EU Data Act Policy).
- Older framework agreements (2018-2021 General Terms and appendices), except where cited for legacy user types.
- Negotiated Sales Order clauses that override these terms.