Terms & Conditions

Last Updated: Date

NitoHR is a software platform for human resources management. It brings employee management, attendance, leave and payroll together so businesses can run everyday HR work in one place. These terms describe what you can expect from NitoHR, and what we expect from you.

By accessing or using NitoHR, you agree to these terms. If you're accepting these terms on behalf of a company, you confirm that you have the authority to do so. If you don't agree with these terms, please don't use the platform.

A few terms are used throughout this document. Their meanings are set out below.

When you register for a NitoHR account, you agree to provide information that is accurate and up to date, and to keep it that way. If your details change — a new company email, a different administrator — update them in the account.

You're responsible for keeping your login details confidential. Choose a strong password, don't share it, and let us know promptly if you believe your account has been accessed without your permission. The security of the account depends on how well those credentials are protected.

You're responsible for activity that happens through your account. If someone else on your team uses the account with your credentials, that activity is treated as yours. Granting access to the right people, and removing it when roles change, is part of keeping an account secure.

NitoHR is a business tool. It's meant to be used for managing your company's HR work, and the sections below describe what that includes — and what it doesn't.

NitoHR provides the platform. The company decides how it's used, what rules it applies and what data goes into it. That means the customer is responsible for:

How attendance works in NitoHR depends on the rules your company configures. Working days, shift timings, grace periods, holidays and attendance methods are all set by the customer, and the attendance records you see reflect those settings.

Depending on how your company has configured NitoHR, attendance may be recorded using GPS, office network, or other methods the company enables. Which methods are used is a decision the company makes.

Missing or incorrect punches — a check-in without a check-out, a day that doesn't match what actually happened — may require review before they're treated as final. NitoHR surfaces these for regularization, but resolving them is part of the review process.

Customers are responsible for reviewing attendance records before relying on them — for payroll, for reporting or for any other purpose.

NitoHR provides payroll calculation and record-management functionality based on information and rules configured by the customer. This includes salaries, attendance-based deductions, leave, overtime and other inputs the company has set up.

NitoHR is a software tool for these calculations. It doesn't provide payroll, tax or legal advice, and it doesn't decide what should be paid.

Customers remain responsible for reviewing payroll before payment and for their applicable legal, tax and employment obligations. This includes making sure the underlying data is correct, that the rules match what applies to your business, and that any payments made are accurate and lawful.

NitoHR is provided on a subscription basis. The applicable pricing is set out on our pricing page or in your agreement with us, and may vary by plan and by the features included.

Subscriptions are billed on a recurring basis — monthly or annually, depending on the plan you choose. The billing period is stated when you subscribe.

Pricing is based on the number of active employees in your company. Employees marked inactive don't count toward billing.

Payment is due in advance of each billing period. If payment isn't received, access to the service may be suspended as described in Account Suspension / Termination.

Fees are exclusive of any applicable taxes unless stated otherwise. You're responsible for any taxes that apply to your subscription.

NitoHR offers a free trial so you can use the product before subscribing. The duration of the trial is stated when you sign up. Insert trial duration if you want it stated explicitly here.

Free trials are typically available to new customers. We may limit eligibility to prevent misuse of the trial offer.

When the trial ends, you can choose a paid plan to continue using NitoHR. If you don't subscribe, access to the account is limited or suspended. You'll receive notice before that happens, and you can export your data during the notice period.

Access to NitoHR may be suspended or terminated in the following circumstances:

Where practical, we'll give notice before suspending an account so you have time to resolve the issue or export your data. Where suspension is needed urgently to protect the platform or its users, we may act immediately and explain afterwards.

The data your company submits to NitoHR belongs to your company. That includes employee records, attendance, leave and payroll information. We don't claim ownership of that data, and we don't use it for our own purposes beyond operating the service.

We process customer data to operate NitoHR — hosting, backing up, calculating payroll, generating reports, sending notifications, and providing support when you ask for it. That's the scope of our use.

When an account is closed, data is handled as described in our Privacy Policy — in line with the agreement in place with your company and any applicable legal retention requirements. Where possible, we give notice so you can export what you need before the account is closed.

NitoHR owns or licenses the intellectual property that makes up the platform. This includes:

Your subscription gives you a right to use the platform as described in these terms. It doesn't transfer ownership of any of the above, and it doesn't give you the right to copy, modify, resell or reverse-engineer the platform.

Third-party services may be used to operate parts of the platform. This typically includes hosting and infrastructure, and services used to send transactional emails such as notifications, approvals and password resets.

Where third-party providers are used, they're selected to meet the operational needs of the platform. Specific providers are listed in our Privacy Policy. If a provider changes, the policy is updated.

We aim to keep NitoHR available and reliable, and we carry out maintenance to keep it that way. Some maintenance is routine and won't be noticeable. Other maintenance may require a brief interruption, and where we can, we'll schedule it outside normal business hours and let you know in advance.

We don't promise 100% uptime. Occasional interruptions can happen — for scheduled maintenance, for urgent fixes, or for reasons outside our control such as network outages. If you need a formal availability commitment, that would be set out in a separate agreement with us.

NitoHR is a software platform. It provides tools for managing employees, attendance, leave and payroll. It doesn't provide legal, tax, accounting or employment advice, and using it doesn't replace the professional advice your business may need.

Customers should review attendance, leave and payroll results before relying on them. The platform surfaces information based on data and rules configured by the customer — reviewing that information before acting on it is part of the responsibility that comes with using the platform.

To the extent permitted by applicable law, NitoHR is provided on an "as is" and "as available" basis, without warranties of any kind beyond those that cannot legally be excluded.

To the extent permitted by applicable law, NitoHR's liability under or in connection with these terms is limited in accordance with the law governing your agreement with us.

In general terms, this means that NitoHR is not liable for indirect or consequential losses, and that any direct liability is limited to the fees paid for the service over a specified period. The exact scope of these limitations depends on the governing law and the specific agreement in place.

To the extent permitted by applicable law, you agree to indemnify NitoHR against claims, losses or expenses arising from:

• Misuse of the platform — use that breaches these terms or applicable law.
• Customer-provided data — claims arising from data your company has entered into NitoHR, including where required consents weren't obtained.
• Configuration and use decisions — claims arising from how your company has configured or used the platform.

Adapt this clause to your applicable law and agreement.

NitoHR is a product that continues to evolve. We may add, improve, update or retire features as the platform develops — for example, to respond to how customers use the product, to improve reliability, or to meet new requirements.

Where a change materially affects how you use the service, we'll communicate it in advance through the platform or by email so you have time to plan. We won't make changes that materially reduce the core functionality of a paid plan without notice.

We may update these terms from time to time. When we do, the Last Updated date at the top of this page changes, and updated terms are published here.

For material changes, we'll notify companies through the platform or by email before the change takes effect, giving reasonable notice so you can review the updated terms. Continuing to use NitoHR after the effective date means you accept the updated terms.

These terms are governed by the laws of the jurisdiction set out in your agreement with NitoHR, and any disputes are subject to the exclusive jurisdiction of the courts of that jurisdiction.

For legal questions about these terms, get in touch:

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