Cancelling Your Subscription
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Cancelling Your Subscription

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Cancelling a payroll subscription requires more than just stopping a payment; in Ireland, you are legally obligated to retain specific records for a minimum of 6 years after the end of the tax year.

Here is a step-by-step guide to offboarding from Parolla while ensuring you remain compliant with Revenue and WRC (Workplace Relations Commission) requirements.

Phase 1: Data Export (The Retention Period)

Before you hit the cancel button, you must secure your records. Parolla’s privacy policy states they keep data for 7 years, but it is your responsibility as the Data Controller to have these records accessible should your account be closed or anonymized.

1. The “Must-Haves” for 6-Year Retention

For Revenue audits, you need to export and save the following:

  • Payslips: Download a full history of all PDF payslips for all employees.
  • Pay Run Summaries: Export CSV or PDF summaries of every pay run.
  • Gross-to-Net Reports: This is the primary document used in audits to verify tax, USC, and PRSI calculations.
  • Employment Detail Summaries: Ensure you have the end-of-year summaries for all historical years.

2. How to Export from Parolla

  • Individual Reports: Navigate to the Reports tab. Most reports can be exported to Excel (CSV) or PDF.
  • Bulk PDF Download: If you need to download all payslips at once, check the Documents or Payslips section.

Phase 2: The Cancellation Process

Once your data is safely stored in your own secure cloud or local storage:

  1. Log in to your Parolla account.
  2. Navigate to the Billing tab (usually found under Organisation Settings).
  3. Select Cancel Renewal or Cancel Subscription.
  4. Note on Notice: For annual plans, Parolla typically requires notification via email/billing tab at least 4 weeks before the expiry date. For monthly plans, access generally continues until the end of the current paid period.
  5. Final Cessations: If you are closing the business entirely (rather than just switching software), ensure you have used the Cessation Wizard to notify Revenue of the employees’ leaving dates before closing the account.

Phase 3: Compliance Checklist

Record TypeRetention PeriodFormat Recommended
Payroll Details & Payslips6 YearsPDF & CSV
Hours of Work / Leave3 YearsCSV / Timesheet Export
Parental Leave Records8 YearsPDF
Written Terms (Contracts)1 Year post-termPDF