Terms of Service

These Terms of Service (“Terms”) form an agreement between 365 HR Solutions(“we”, “us”, “our”) and the organisation that creates a workspace or subscribes to our Services (“Customer”, “you”). The “Services” means our web application, mobile applications, APIs and this website.

By creating a workspace, starting a trial or using the Services, you agree to these Terms. If you accept them on behalf of an organisation, you confirm that you have authority to bind it. If you do not agree, do not use the Services.

• You must provide accurate information when you sign up and keep it up to date.
• Your administrators control who is invited to your workspace and what each user can see and do through roles and permissions. You are responsible for all activity under your workspace and its accounts.
• Users must keep their credentials confidential. Tell us promptly at hello@365hrsolutions.com if you suspect unauthorised access.
• You must be at least 18 years old, or the age of majority where you live, to accept these Terms.

We may offer a free trial for a limited period and with limits, such as a maximum number of employees. No payment details are needed to start a trial, and you will not be charged automatically when it ends. Add-ons enabled during a trial switch off when the trial ends unless you subscribe to them. We may change or end trial offers at any time.

• Fees are set out on our pricing page or in a quote we send you. The base plan and some add-ons are charged per active employee, subject to a minimum number of billable employees; other add-ons are charged at a flat rate.
• Subscriptions are billed monthly or yearly in advance, as agreed. Fees are exclusive of taxes, which you are responsible for unless we are required to collect them.
• Changes to plans, add-ons or the number of billable employees are reflected in your next invoice.
• We may change our prices with at least 30 days' notice. Changes take effect from your next billing period.
• If payment is overdue, we may suspend access to paid features after giving you notice.

Fees are non-refundable except where required by law or where we agree otherwise. If you are dissatisfied within the first 30 days of your first paid subscription, contact us and we will work with you to resolve it.

You own all data that you and your users put into the Services (“Customer Data”). You grant us a limited licence to host, process, transmit and display Customer Data only as needed to provide, secure and support the Services, and as described in our Privacy Policy.

You are responsible for the accuracy and legality of Customer Data, and for having a lawful basis to collect it (including employee location data and photographs captured at clock-in), and for giving employees any required notices and obtaining any required consents.

We will not access Customer Data except to provide the Services, prevent or address technical or security problems, respond to your support requests, or as required by law.

You agree not to, and not to allow anyone else to:

• use the Services in breach of any law, including employment, privacy and data-protection laws;
• upload content that is unlawful, infringing, or contains malware;
• attempt to gain unauthorised access to the Services, another Customer's workspace, or our systems;
• interfere with or disrupt the integrity or performance of the Services;
• falsify attendance records, locations or photographs, or help others to do so;
• copy, resell, reverse-engineer or build a competing product from the Services, except where the law permits;
• access the Services by automated means other than the interfaces we provide.

Attendance and location.Geofence checks and GPS positions depend on the accuracy of the user's device and network. We do not guarantee the accuracy of location data.

Payroll. Payroll features calculate payslips from the data and rates you enter. They do not constitute tax, legal or accounting advice, and we do not transfer money. You are responsible for verifying calculations, paying employees and meeting your tax and statutory obligations.

AI features. AI-generated content, such as 1-on-1 briefs, review suggestions and onboarding plans, may be incomplete or inaccurate. It is provided to support your judgement and must not be the sole basis for employment decisions. You are responsible for decisions you make.

We work to keep the Services available and secure, but they may occasionally be unavailable for maintenance, upgrades or reasons outside our control. We provide support by email. We may improve, change or discontinue features; if we remove a material feature you pay for, we will give you reasonable notice.

We own the Services, including all software, designs and content we provide, and all related intellectual property rights. These Terms give you a limited, non-exclusive, non-transferable right to use the Services during your subscription. If you send us feedback, we may use it without obligation to you.

Each party will protect the other's non-public information received in connection with the Services with reasonable care, and use it only to perform under these Terms. This does not apply to information that is public, already known to the recipient, independently developed, or that must be disclosed by law.

• Subscriptions continue for the billing period agreed and renew for the same period unless cancelled. You may cancel at any time by contacting us; cancellation takes effect at the end of the current paid period.
• We may suspend or terminate your access if you materially breach these Terms and do not fix the breach within 14 days of notice, or immediately if needed to prevent harm to the Services or other Customers, or where the law requires.
• After termination, you may request an export of Customer Data within 30 days. After that period we may delete Customer Data, except where we must keep it by law.

Sections that by their nature should survive termination will survive, including fees owed, intellectual property, confidentiality, disclaimers, limitation of liability and governing law.

Except as expressly stated in these Terms, the Services are provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement, and we do not warrant that the Services will be uninterrupted or error-free.

To the fullest extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, goodwill or data, arising out of or relating to these Terms.

Our total liability arising out of or relating to these Terms will not exceed the fees you paid to us for the Services in the 12 months before the event giving rise to the claim.

Nothing in these Terms limits liability that cannot be limited by law, such as liability for fraud or for death or personal injury caused by negligence.

You will defend and indemnify us against third-party claims arising from Customer Data, your breach of these Terms, or your use of the Services in breach of law, including claims by your employees relating to how you collected or used their information.

We may update these Terms from time to time. We will post the updated version on this page and change the “Last updated” date. For significant changes, we will notify Customers by email or through the Services at least 30 days before they take effect. Continuing to use the Services after the changes take effect means you accept them.

These Terms are governed by the laws of the jurisdiction in which 365 HR Solutions has its registered office, without regard to conflict-of-law rules. Before starting formal proceedings, both parties will try in good faith to resolve any dispute through discussion. Any dispute that cannot be resolved will be subject to the exclusive jurisdiction of the courts of that jurisdiction.

These Terms, together with our Privacy Policy and any order or quote you accept, are the entire agreement between us about the Services. If any provision is found unenforceable, the rest remain in effect. Failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition or sale of assets. Neither party is liable for delays caused by events beyond its reasonable control.

Questions about these Terms? Contact: