Terms of Service

1. Agreement to Terms

Welcome to Peoplora. These Terms of Service ("Terms") govern your access to and use of the Peoplora platform, including our website, mobile applications, and related services (collectively, the "Services").

By accessing or using our Services, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you may not access or use the Services.

Important: These Terms contain a mandatory arbitration provision that requires the use of arbitration on an individual basis to resolve disputes, rather than jury trials or class actions.

Peoplora is a Software-as-a-Service (SaaS) Human Resource Management System designed for businesses to manage employee lifecycle, attendance, payroll, performance, geolocation-based features, and AI-powered insights.

2. Eligibility

To use Peoplora, you must:

• Be at least 18 years of age
• Have the authority to enter into these Terms on behalf of your organization
• Provide accurate, current, and complete registration information
• Not be prohibited from using the Services under applicable laws
• Not have been previously banned from using Peoplora

If you are using the Services on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

3. Account Registration and Security

3.1 Account Creation

To access most features, you must register for an account by providing:

• Company name and contact information
• Valid email address
• Secure password meeting our security requirements
• Billing information (for paid subscriptions)

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access or security breach
• Ensuring your account information remains accurate and up to date

3.3 Multi-Tenant Architecture

Peoplora operates as a multi-tenant platform. Each company's data is isolated and accessible only to authorized users within that organization. You may not access or attempt to access another company's data.

4. Subscription Plans and Pricing

4.1 Subscription Tiers

Peoplora offers multiple subscription plans with varying features and pricing:

• Basic Plan: Core HR features including employee management, attendance, leave management, and payroll
• Standard Plan: Includes Basic features plus internal communication, visit management, and performance management
• Premium Plan: Includes Standard features plus AI integration, advanced analytics, and knowledge base support

Current pricing is available on our pricing page.

4.2 Per-User Pricing

Pricing is based on the number of active users in your organization. You will be charged monthly or annually (as selected) for each active user with access to the platform.

• Active Users: Users with "Active" status who can log into the system
• Automatic Billing Adjustments: When you add or remove users, your subscription quantity updates automatically
• Proration: Mid-cycle changes are prorated based on the remaining billing period

4.3 Free Trial

We may offer a free trial period (typically 30 days) for new customers. During the trial:

• You have access to Premium plan features
• No payment method is required during the trial period
• At trial end, you must subscribe to continue using the Services
• We reserve the right to modify or cancel free trials at any time

4.4 Payment Terms

Payment is processed through Stripe, our secure payment processor:

• Payments are charged automatically on your billing date
• You must provide valid payment information and keep it current
• All fees are in U.S. dollars unless otherwise specified
• Failed payments may result in service suspension or termination
• You are responsible for all taxes, fees, and charges associated with your subscription

4.5 Price Changes

We reserve the right to change our pricing at any time. We will provide at least 30 days' notice of price increases via email. Continued use of the Services after a price change constitutes acceptance of the new pricing.

5. Refunds and Cancellation

5.1 Cancellation

You may cancel your subscription at any time through your account settings:

• Cancel at Period End: You retain access until the end of your current billing period
• Immediate Cancellation: Access terminates immediately (no refund for unused portion)
• Your data will be retained for 90 days after cancellation, allowing you to reactivate or export data

5.2 Refund Policy

No Refunds: All payments are non-refundable except as required by law or as explicitly stated below:

• If we terminate your account for reasons other than breach of Terms
• If we fail to provide the Services as described and cannot resolve the issue
• Prorated credits for mid-cycle downgrades or user removals

5.3 Termination by Peoplora

We reserve the right to suspend or terminate your account if:

• You violate these Terms
• Payment fails and is not resolved within 7 days
• We detect fraudulent, abusive, or illegal activity
• We discontinue the Services (with 90 days' notice)

6. Acceptable Use Policy

6.1 Permitted Use

You may use the Services only for lawful business purposes related to human resource management.

6.2 Prohibited Conduct

You agree not to:

• Violate any laws, regulations, or third-party rights
• Upload or transmit viruses, malware, or harmful code
• Attempt to gain unauthorized access to any part of the Services
• Reverse engineer, decompile, or disassemble the platform
• Use automated systems (bots, scrapers) without our permission
• Interfere with or disrupt the Services or servers
• Collect or harvest data from other users without consent
• Impersonate any person or entity or misrepresent your affiliation
• Use the Services to store or transmit unlawful, harmful, or offensive content
• Resell, rent, or sublicense access to the Services without permission
• Remove, alter, or obscure any copyright or proprietary notices

6.3 Content Responsibility

You are solely responsible for all content, data, and information uploaded to or processed through the Services ("Customer Data"). You represent that you have all necessary rights to use and share such data.

7. Intellectual Property Rights

7.1 Peoplora's Intellectual Property

The Services, including all software, code, designs, graphics, text, and other materials, are owned by Peoplora and protected by copyright, trademark, and other intellectual property laws.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business purposes.

7.2 Customer Data

You retain all rights to your Customer Data. By using the Services, you grant us a limited license to:

• Store, process, and transmit Customer Data
• Provide features like AI-powered insights and document analysis
• Create de-identified, aggregated data for analytics and service improvement
• Comply with legal obligations

7.3 Feedback

If you provide feedback, suggestions, or ideas about the Services, we may use them without any obligation to you. All feedback becomes our property.

8. Data Privacy and Security

8.1 Data Processing

Our collection and use of personal information is described in our Privacy Policy, which is incorporated into these Terms.

8.2 Data Controller and Processor

For employee data you upload to Peoplora:

• Your Organization is the data controller
• Peoplora acts as a data processor
• You are responsible for obtaining necessary consents and complying with data protection laws

8.3 Security Measures

We implement industry-standard security measures including:

• Data encryption in transit (TLS/SSL) and at rest (AES-256)
• Role-based access controls
• Multi-factor authentication
• Regular security audits and penetration testing
• Data isolation in multi-tenant architecture
• Automated backups and disaster recovery

8.4 Data Breach Notification

In the event of a data breach affecting your Customer Data, we will notify you within 72 hours of discovery and provide information about the incident.

9. Geolocation Services

9.1 Geolocation Features

Peoplora offers geolocation-based features through our mobile application and web app, including:

• Location-verified attendance clock-in/clock-out
• Geofence-based presence detection and automatic time tracking
• Remote work location verification
• Location-aware HR analytics and reporting

9.2 User Consent Requirements

Geolocation features require explicit user consent:

• Mobile App: Users must grant location permissions through their device settings. Background location access may be requested for geofence features
• Web App: Users must grant browser location permissions when prompted
• Users may revoke location permissions at any time through their device or browser settings

9.3 Organization Responsibilities

If you enable geolocation features for your organization, you agree to:

• Inform employees about location tracking and its purposes
• Obtain any legally required consents from employees before enabling location-based features
• Comply with all applicable privacy and labor laws regarding employee location monitoring
• Configure geolocation features in accordance with your internal policies and employee agreements
• Use location data only for legitimate HR and business purposes

9.4 Limitations and Disclaimers

Regarding geolocation services:

• Location accuracy depends on device capabilities, GPS signal strength, and environmental factors
• We do not guarantee 100% accuracy of location data
• Geolocation features may be unavailable in areas with poor GPS coverage or when device location services are disabled
• You are responsible for verifying the appropriateness of location-based decisions

9.5 Prohibited Uses of Geolocation

You agree not to use geolocation features to:

• Track employees outside of work hours without their consent
• Discriminate against employees based on location data
• Violate employee privacy rights or applicable laws
• Monitor employees in ways not disclosed to them
• Share location data with unauthorized parties

10. Third-Party Services and Integrations

Peoplora integrates with third-party services, including:

• Stytch: Authentication and user management
• Stripe: Payment processing and subscription management
• OpenAI: AI-powered features and document analysis
• Cloud Infrastructure: Hosting and data storage

These third-party services are governed by their own terms and privacy policies. We are not responsible for their practices or any issues arising from their services.

By using Peoplora, you agree to be bound by the terms of these third-party services to the extent necessary for platform functionality.

11. Warranties and Disclaimers

11.1 Service Availability

We strive to provide reliable service but do not guarantee:

• Uninterrupted or error-free access
• That the Services will meet your specific requirements
• That defects will be corrected within a specific timeframe
• Any specific uptime percentage or service level

11.2 Disclaimer of Warranties

11.3 AI Features Disclaimer

AI-powered features (including document analysis and automated responses) are provided for informational purposes only. Results may not be accurate or complete. You should independently verify any AI-generated content before relying on it.

12. Limitation of Liability

Some jurisdictions do not allow limitations on implied warranties or exclusion of certain damages. In such jurisdictions, the above limitations may not apply to you.

13. Indemnification

You agree to indemnify, defend, and hold harmless Peoplora, its affiliates, officers, directors, employees, and agents from any claims, losses, damages, liabilities, and expenses (including attorneys' fees) arising from:

• Your use or misuse of the Services
• Your violation of these Terms
• Your Customer Data or content you upload
• Your violation of any law or rights of a third party
• Your employees' or authorized users' actions

We reserve the right to assume exclusive defense and control of any matter subject to indemnification, at your expense.

14. Dispute Resolution and Arbitration

14.1 Informal Resolution

Before filing a claim, you agree to contact us at legal@peoplora.com to attempt to resolve the dispute informally. We will attempt to resolve disputes in good faith for 60 days.

14.2 Binding Arbitration

If informal resolution fails, you agree that any dispute arising from these Terms will be resolved through binding arbitration rather than in court, except:

• Small claims court matters
• Injunctive relief for intellectual property infringement

Arbitration will be conducted under the rules of the American Arbitration Association (AAA). The arbitrator's decision is final and binding.

14.3 Class Action Waiver

YOU AGREE TO BRING CLAIMS ONLY ON AN INDIVIDUAL BASIS, not as part of a class action or representative proceeding. You waive any right to participate in a class action lawsuit or class-wide arbitration.

15. Governing Law and Jurisdiction

These Terms are governed by the laws of Canada and the Province of Ontario, without regard to conflict of law principles. For disputes not subject to arbitration, you agree to submit to the exclusive jurisdiction of the courts of the Province of Ontario, Canada.

16. Changes to Terms

We may update these Terms at any time. Material changes will be communicated via:

• Email notification to your registered address
• Prominent notice on the platform
• Updated "Last Updated" date at the top

Continued use of the Services after changes become effective constitutes acceptance. If you do not agree to changes, you must stop using the Services and cancel your account.

For material changes affecting your rights, we will provide at least 30 days' notice before they take effect.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Policy and any supplemental agreements, constitute the entire agreement between you and Peoplora.

17.2 Severability

If any provision is found unenforceable, the remaining provisions remain in full effect.

17.3 No Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right.

17.4 Assignment

You may not assign these Terms without our written consent. We may assign these Terms without restriction.

17.5 Force Majeure

We are not liable for delays or failures due to events beyond our reasonable control (natural disasters, war, pandemic, etc.).

17.6 Export Compliance

You agree to comply with all applicable export and import laws and regulations, including those of Canada and the United States. You represent that you are not located in, under the control of, or a national of any country subject to Canadian or U.S. export restrictions or sanctions.

17.7 Survival

Sections that by their nature should survive termination (including warranties, liability limitations, indemnification, and dispute resolution) will remain in effect after termination.

18. Contact Information

For questions about these Terms, please contact us: