Terms of Service

Version v2.0 · Last updated: 12 May 2026 · Provider: StafFixHR Strategies & Software Services ("StafFixHR", "we", "us"), Vadodara, Gujarat, India.

These Terms of Service ("Terms") form a binding agreement between you (the "Client") and StaffixHR governing access to and use of the SaaS portal at staffixhr.com, related APIs, mobile apps, dashboards, documentation, and any professional services we provide (collectively, the "Service"). By signing up, signing in, paying for a plan, or otherwise using the Service, you agree to these Terms, the Privacy Policy, the Data Processing Agreement, and the Payment Terms. If you do not agree, you must not use the Service.

1. Definitions

• Client — the organisation that signs up for a plan.
• Authorised User — an individual the Client grants access (HR admin, manager, employee).
• Client Data — all data, content, files, and personal data uploaded or generated by the Client or its Authorised Users on the Service.
• Service Tier — "Self-Serve" (Client operates HR on the Service) or "Managed" (StaffixHR operates HR on the Client's behalf).
• Subscription Term — the recurring period (monthly or annual) selected at signup.

2. Eligibility & account integrity

• You must be an authorised representative of the Client, at least 18 years old, and able to enter contracts under the laws of the Client's jurisdiction.
• Each user account is for one individual. Credential sharing is prohibited and constitutes material breach.
• You will notify us within 24 hours of any actual or suspected credential compromise or unauthorised access.
• You are responsible for all activity under accounts you create, including data uploaded by your Authorised Users.

3. Service tiers

3.1 Self-Serve. StaffixHR provides the Service as software-only. The Client operates HR using the Service. StaffixHR does not access Client Data except (a) for system operations (backups, performance, security), (b) with the Client's explicit, time-limited consent granted through the Service's Data Access Control feature, or (c) as required by law.

3.2 Managed. StaffixHR operates HR functions (payroll, statutory filings, advisory) on the Client's behalf. StaffixHR will access Client Data as necessary to deliver the engagement; all access is audit-logged. Scope of services is set out in the order form / SOW for that engagement.

Changes between tiers require written consent of both parties and may trigger pricing adjustments.

4. Fees, payment, refunds

Fees are set out in the order form, on /pricing, or in the in-product checkout. See the Payment Terms for billing cycles, late payment, refund eligibility, taxes (GST/VAT/sales tax), currency, and payment-method-specific terms.

5. Free trial

• If a free trial is offered, it lasts the period stated at signup. The Client must convert to a paid plan to continue using the Service after the trial.
• We may modify or terminate trial offers at any time.
• Client Data created during a trial is retained for 30 days after trial expiry; after that we may delete it.

6. Acceptable use

The Client and Authorised Users must not:

• Use the Service for any unlawful, infringing, harmful, or deceptive purpose.
• Upload malware, viruses, ransomware, or any code intended to disrupt the Service.
• Reverse-engineer, decompile, or attempt to extract source code, except to the extent permitted by mandatory law.
• Probe, scan, or test the vulnerability of the Service except under a written authorisation from StaffixHR.
• Resell, sublicense, or white-label the Service without a written reseller agreement.
• Use the Service to process data the Client has no lawful right to process.
• Train any AI/ML model on Service outputs other than for the Client's internal HR purposes.
• Send unsolicited communications to employees via the Service in violation of local anti-spam laws.

We may suspend or terminate accounts for material breach without notice.

7. Client Data & data ownership

• The Client owns all Client Data. We claim no ownership and will not sell, rent, or use Client Data for advertising or AI training.
• The Client grants StaffixHR a limited licence to host, transmit, process, and back up Client Data as necessary to provide the Service.
• The Client is responsible for the lawfulness, accuracy, and legality of Client Data, including obtaining lawful basis (consent or another GDPR/equivalent ground) from employees whose personal data is uploaded.
• Processing of personal data is governed by the Data Processing Agreement.

8. Confidentiality

Each party will protect the other's confidential information with the same care it uses for its own, and not less than a reasonable standard. Confidentiality survives termination for 5 years (or perpetually for trade secrets and personal data).

9. Intellectual property

StaffixHR retains all IP rights in the Service, its software, documentation, branding, and any templates we ship. We grant the Client a worldwide, non-exclusive, non-transferable, revocable right to use the Service during the Subscription Term, solely for the Client's internal HR operations.

10. Service-level commitment

• Uptime target: 99.5% monthly availability, excluding planned maintenance announced at least 48 hours in advance and force-majeure events.
• Planned maintenance windows: typically Saturday 23:00 – Sunday 01:00 IST.
• Credits: If monthly uptime falls below 99.0%, the Client is entitled to a 5% service credit on the affected month's fee on written request within 30 days. Service credits are the sole remedy for unplanned downtime.

11. Security

We maintain commercially reasonable technical and organisational measures including: bcrypt password hashing, JWT-based access controls, role-based authorisation, encrypted-at-rest object storage (Cloudflare R2), TLS 1.2+ in transit, daily database backups, audit logging of mutations, and time-limited platform access grants for support. Security incidents materially affecting Client Data are notified to the Client within 72 hours.

12. Term & termination

• The Subscription Term renews automatically each month or year until cancelled. Cancellation takes effect at the end of the current paid period.
• Either party may terminate for material breach with 30 days' written notice (10 days for non-payment).
• Upon termination, the Client's Service access ceases. Client Data is retained for 30 days for export, then deleted from active systems within 90 days (backups within 365 days).

13. Suspension

We may suspend access immediately if (a) the Client's payment is overdue by more than 14 days, (b) we receive a credible legal order, (c) we reasonably believe the Service is being misused or is causing risk to other clients, or (d) the Client breaches Section 6.

14. Warranties & disclaimers

Each party represents it has authority to enter these Terms. Beyond that, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". To the maximum extent permitted by law, we disclaim all implied warranties of merchantability, fitness for a particular purpose, non-infringement, and accuracy of data. StaffixHR does not guarantee that the Service will be uninterrupted, error-free, or meet every regulatory requirement applicable to the Client.

15. Limitation of liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, lost profits, lost revenue, lost data, or business interruption, even if advised of the possibility.

Each party's total aggregate liability arising out of or related to these Terms is capped at the fees the Client paid StaffixHR in the 12 months preceding the event giving rise to the claim. This cap does not apply to (a) breach of confidentiality, (b) breach of data-protection obligations resulting in regulatory fines, (c) gross negligence or wilful misconduct, or (d) the Client's payment obligations.

16. Indemnification

The Client will indemnify, defend, and hold StaffixHR harmless from third-party claims arising out of (a) Client Data, (b) the Client's violation of law, (c) the Client's breach of these Terms, or (d) employment disputes between the Client and its employees. StaffixHR will indemnify the Client against third-party IP claims that the Service infringes a valid patent, copyright, or trademark, subject to standard limits and carve-outs.

17. Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control: natural disaster, war, terrorism, labour unrest, government order, internet/utility outage, cyber-attack on a critical upstream provider, or pandemic restrictions.

18. Governing law & dispute resolution (Vadodara exclusive)

Governing law. These Terms, and any non-contractual obligations arising out of or in connection with them, are governed exclusively by the laws of the Republic of India, without regard to conflict-of-laws principles.

Exclusive jurisdiction. The Client irrevocably agrees that the courts at Vadodara, Gujarat, India shall have sole and exclusive jurisdiction over any suit, action, or proceeding arising out of, related to, or in connection with these Terms, the Service, or any payment made for the Service, regardless of the Client's domicile, place of business, nationality, or where the Service was accessed.

Arbitration. Before any court action (other than for urgent injunctive relief), the parties shall attempt good-faith negotiation and then refer the dispute to arbitration under the Arbitration and Conciliation Act, 1996. Seat and venue of arbitration: Vadodara, Gujarat, India. Single arbitrator, appointed by mutual agreement (failing which by the Vadodara District Court). Language: English. Arbitral award is final, binding, and enforceable in any competent jurisdiction.

Waiver of forum and jury. The Client waives any objection to Vadodara as a forum (including forum non conveniens), any right to a jury trial, and any right to participate in a class action against StaffixHR.

Mandatory consumer rights. Nothing in this section derogates from non-waivable consumer-protection rights that a natural-person Client may have under the mandatory laws of their place of habitual residence (e.g. EU/UK consumer law), to the extent those rights cannot be contracted out of.

19. Changes to these Terms

We may update these Terms for legal, security, or product reasons. Material changes will be notified by email and posted in-product 30 days before they take effect. Continued use after the effective date constitutes acceptance. Each version is version-pinned; we store the version each Authorised User agreed to.

20. Notices

• To StaffixHR: legal@staffixhr.com, with a copy to hr@staffixhr.com.
• To Client: the primary admin email on file.

21. Miscellaneous

• Entire agreement: these Terms + Privacy Policy + DPA + Payment Terms + any signed order form/SOW are the entire agreement.
• Severability: if any clause is held invalid, the rest stands.
• Waiver: failure to enforce a clause is not a waiver.
• Assignment: neither party may assign without consent, except to a successor in a merger or sale of substantially all assets.

Disclaimer: This document is a best-practice draft and does not constitute legal advice. Before relying on it for material commercial commitments — particularly with enterprise EU or US customers — please have it reviewed by qualified counsel in the relevant jurisdiction.