Terms of Service

1. Acceptance

These Terms of Service ("Terms") govern your use of the HRFlowTech platform operated by IGEARS TECHNOLOGY LIMITED ("HRFlowTech", "we", "us"). By accessing the web application at hrflowtech.com or installing or using the HRFlowTech mobile app, you agree to be bound by these Terms. If you do not agree, do not use the Service.

2. Definitions

• Service — the HRFlowTech web SaaS application and the companion mobile app, together with their APIs and supporting infrastructure.
• Tenant — the employer organisation that has subscribed to HRFlowTech and provisioned a workspace.
• User — an individual employee, manager, HR administrator, or other person granted access to a Tenant workspace.
• Tenant Data — all data submitted to or generated within a Tenant workspace, including employee records, attendance, leave, and payroll data.

3. Accounts

• User accounts are provisioned by the Tenant. You receive access only because your employer (the Tenant) has granted it. The Tenant administrator can suspend or remove your account at any time.
• You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us immediately at [email protected] if you suspect unauthorised access.
• You must keep your contact information accurate.

4. Licence

Subject to these Terms and the Tenant's subscription remaining in good standing, HRFlowTech grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for legitimate HR self-service and administration on behalf of the Tenant. The licence is per-seat and may not be sublicensed or resold.

5. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose or in violation of applicable law;
• Scrape, crawl, or extract data by automated means without our written consent;
• Reverse-engineer, decompile, or attempt to derive source code, except to the extent expressly permitted by law;
• Probe, scan, or test the vulnerability of the Service except under a written disclosure agreement;
• Misuse the AI Assistant — including attempts to bypass safety filters, extract personal data of other staff, generate restricted content (CSAM, sexual content, hate, self-harm, illegal-activity instructions), or use it for purposes outside HR self-service;
• Impersonate another person or misrepresent your relationship with any organisation;
• Upload viruses, malware, or any code intended to interfere with the Service.

6. AI features

• The Service includes a generative AI Assistant. Outputs are produced by a language model and may be inaccurate, incomplete, or out of date.
• You must independently verify any AI output before acting on it. Do not approve leave, finalise payroll, or take any consequential HR action solely on the basis of an AI response.
• To the maximum extent permitted by law, HRFlowTech is not liable for decisions made on AI output alone. Detailed safety information is set out in the AI Use & Safety Policy, which forms part of these Terms.

7. Intellectual property

• HRFlowTech retains all right, title, and interest in the Service, including the source code, designs, trademarks, and documentation.
• Tenant Data is owned by the Tenant. The Tenant grants HRFlowTech a limited licence to host, transmit, display, and process Tenant Data solely to operate the Service.
• Feedback you provide may be used by HRFlowTech to improve the Service, without obligation to you.

8. Subscription & payment

The mobile app is free to download. Use of the Service requires a Tenant subscription. Web subscription fees are billed to the Tenant via Stripe. Fees are non-refundable except where required by law.

9. Termination & suspension

• You may stop using the Service at any time. Tenant administrators may close their workspace by contacting [email protected].
• We may suspend or terminate access if you breach these Terms, if required by law, or if continued use poses a security risk. We will give reasonable notice where practicable.
• Sections that by their nature should survive termination (IP, limitation of liability, indemnity, governing law) survive.

10. Warranties & disclaimer

The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, statutory, or otherwise, including merchantability, fitness for a particular purpose, and non-infringement, except to the extent such disclaimers are not permitted by law.

11. Limitation of liability

To the maximum extent permitted by law, HRFlowTech's total aggregate liability for all claims arising out of or relating to the Service is limited to the fees paid by the Tenant for the Service in the 12 months preceding the event giving rise to the claim. HRFlowTech is not liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or for loss of profits, revenue, data, or goodwill.

12. Indemnity

You agree to indemnify and hold harmless HRFlowTech, its affiliates, and their respective officers, directors, employees, and agents from claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from your use of the Service in violation of these Terms or applicable law.

13. Copyright & takedown

If you believe content on the Service infringes your copyright, send a notice to [email protected] with: identification of the work, the location of the alleged infringement, your contact information, a good-faith statement, an accuracy/authority statement, and your signature. We will respond consistent with applicable law (including the US DMCA where relevant).

14. Governing law & disputes

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 or formation, are governed by and construed in accordance with the laws of the Province of Alberta and the federal laws of Canada applicable therein, without regard to conflict-of-law principles. The parties submit to the exclusive jurisdiction of the courts of Alberta sitting in Edmonton for the resolution of any such disputes. Nothing in this clause limits any non-waivable consumer rights granted to you by the law of the country in which you reside.

15. Changes

We may update these Terms. The "Last updated" date reflects the most recent revision. Material changes will be announced through the app and to Tenant administrators at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

16. Contact

IGEARS TECHNOLOGY LIMITED
Legal: [email protected]
Privacy: [email protected]