Terms of service

1. Introduction

These terms and conditions ("terms") govern your use of the PandaHR website, services, and software ("service"). By registering for, accessing, or using the service, you (the "user") agree to be bound by these terms. If you are using the service on behalf of an organisation, you agree to these terms for that organisation and confirm you have the authority to bind that organisation to these terms.

2. Definitions

• "Service" refers to the software solutions and related services provided by PandaHR.
• "User" or "you" means any individual or entity that accesses or uses the service.
• "Content" means any data, information, material, or work that you submit, upload, transmit, or display on or through the service.

3. Use of service

• PandaHR grants you a limited, non-exclusive, non-transferable, and revocable licence to use the service solely for your internal business operations and in accordance with these terms.
• You agree not to use the service for any purpose that is unlawful or prohibited by these terms.
• You are responsible for all activities that occur under your account and for ensuring that all usage of the service complies with these terms.

4. User responsibilities

• You are responsible for maintaining the confidentiality and security of your account information, including usernames and passwords.
• You agree to provide accurate, current, and complete information as required for the use of the service and to maintain and promptly update this information to keep it accurate and current.
• You must ensure that all content provided by you does not infringe upon the rights of others and is not harmful, illegal, threatening, or otherwise objectionable.

5. Intellectual property

• All intellectual property rights in the service, including but not limited to software, documentation, text, graphics, and logos, are owned by PandaHR or its licensors.
• You agree not to copy, modify, create derivative works of, reverse engineer, or decompile the service or any part thereof without prior written consent.

6. Privacy and data protection

• PandaHR is committed to protecting your personal information. Use of your data is governed by our privacy policy.
• You agree to comply with all applicable data protection laws when using the service, including GDPR and other regional regulations.

7. Data retention and deletion

• Inactive accounts (no login or payment activity for six months) will be automatically deleted in line with our security and data retention policy.
• You may request immediate deletion of your account, and all associated data will be permanently removed in compliance with our retention practices.
• Clients are responsible for managing and deleting employee data within their account in compliance with applicable laws. Indefinite retention of employee data is discouraged unless legally justified.

8. Subprocessors

We work with trusted subprocessors to provide our services. These subprocessors are bound by strict data protection agreements to ensure the security and confidentiality of your data. Our subprocessors include:

• AWS: Secure cloud hosting and data storage.
• Sentry: Performance and error logging.
• Mailgun: Email delivery services.

For an up-to-date list of subprocessors, please visit our subprocessors page.

9. Warranties and disclaimers

• The service is provided "as is" without warranties of any kind, including implied warranties of merchantability, fitness for a particular purpose, or non-infringement.
• PandaHR does not guarantee uninterrupted or error-free service.

10. Limitation of liability

• PandaHR's liability is limited to the amount you paid in the 12 months preceding any claim.
• We are not liable for indirect, incidental, or consequential damages, including loss of profits, data, or goodwill.

11. Termination

• We may terminate your access to the service for any breach of these terms or at our discretion with notice.
• Upon termination, your account and associated data will be deleted as outlined in our data retention policies.

12. Governing law

• These terms are governed by the laws of the United Kingdom, without regard to its conflict of laws provisions.

13. Dispute resolution

• Any disputes arising from these terms will be resolved through binding arbitration in accordance with the rules of the Chartered Institute of Arbitrators.
• If arbitration is not applicable, disputes will be subject to the exclusive jurisdiction of the courts of the United Kingdom.

14. Changes to terms

• We may update these terms from time to time. Continued use of the service indicates acceptance of the updated terms.
• We will notify you of significant changes through email or by posting an updated version on our website.