Terms of Use

Okanlaw HR (“Okanlaw HR,” “we,” “us,” or “our”) is a cloud-based human resources and customer relationship management (CRM) platform designed to help organisations manage their employees, leaves, payroll, activities, and client relationships in one place.

If you have questions about who operates this Service or need to identify the data controller for your jurisdiction, please contact us at [email protected].

By accessing or using the Okanlaw HR platform (the “Service”), you confirm that you:

• are at least 18 years of age;
• have the legal authority to enter into a binding contract on behalf of yourself or the organisation you represent;
• have read, understood, and agree to be bound by these Terms of Use and our Privacy Policy; and
• agree to comply with all applicable local, national, and international laws and regulations.

If you do not agree with any part of these Terms, you must not create an account or use the Service.

Okanlaw HR provides a subscription-based software-as-a-service (SaaS) platform that includes, but is not limited to, the following features:

• Employee Management: employee profiles, onboarding, org charts, and document storage.
• Leave & Attendance Management: leave request workflows, approval chains, leave balance tracking, and holiday calendars.
• Payroll & Advances: salary records, advance requests, and payroll reporting.
• CRM & Contacts: contact management, pipeline stages, activity tracking, and deal management.
• Calendar Integration: synchronisation with Google Calendar for scheduling, meetings, and reminders.
• Notifications: email and browser push notifications for key workflow events.
• Reporting & Analytics: HR and CRM dashboards and exportable reports.

We reserve the right to modify, suspend, or discontinue any feature of the Service at any time with reasonable notice where possible.

To use the Service, you must create an account with a valid work email address and a secure password. You agree to:

• provide accurate, complete, and up-to-date registration information;
• maintain the confidentiality of your account credentials and not share them with others;
• notify us immediately at [email protected] if you suspect any unauthorised access to your account;
• accept responsibility for all activities that occur under your account; and
• not create more than one account per person without our prior written consent.

Workspace administrators (“Admins”) may invite additional users (“Members”) to their workspace. Admins are responsible for ensuring that all Members comply with these Terms.

We offer a 14-day free trial for new workspaces. During the trial period:

• No payment information is required to start the trial.
• You will have access to the full feature set of the plan you selected.
• We will remind you before your trial period ends.
• If you do not add a valid payment method and subscribe before the trial expires, your access to the Service will be restricted or suspended.
• We reserve the right to modify or discontinue the trial offering at any time without notice.

Each organisation is entitled to one free trial. Creating multiple accounts to exploit additional trials is a violation of these Terms.

6.1 Subscription Plans

Following the trial period, continued use of the Service requires an active paid subscription. We currently offer:

• Monthly Plan: billed at $4.99 per seat per month.
• Yearly Plan: billed at $3.99 per seat per month, invoiced annually.

Pricing is per “seat,” meaning per active user account within your workspace. Pricing is subject to change with at least 30 days’ notice.

6.2 Payment Processing

All payments are processed by Stripe, Inc., a third-party payment processor. By subscribing, you agree to Stripe’s Terms of Service. We do not store your full credit card details on our servers.

6.3 Renewals & Cancellation

Subscriptions renew automatically at the end of each billing cycle unless cancelled. You may cancel your subscription at any time from your billing settings. Cancellation takes effect at the end of the current billing period; you will not receive a prorated refund for unused time unless required by applicable law.

6.4 Failed Payments

If a payment fails, we will attempt to notify you by email. If payment is not resolved within a reasonable period, we reserve the right to suspend or downgrade your account until the outstanding balance is cleared.

6.5 Taxes

Prices displayed are exclusive of any applicable taxes (including VAT, GST, or similar). You are responsible for all applicable taxes in your jurisdiction.

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

• use the Service in any way that violates applicable local, national, or international law or regulation;
• upload, transmit, or store any content that is unlawful, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, or otherwise objectionable;
• impersonate any person or entity, or misrepresent your affiliation with any person or entity;
• attempt to gain unauthorised access to any portion of the Service, other user accounts, or connected systems;
• use automated tools (bots, scrapers, crawlers) to extract data from the Service without our express written permission;
• reverse-engineer, decompile, disassemble, or otherwise attempt to discover the source code of the Service;
• introduce viruses, trojans, worms, or other malicious or harmful software;
• transmit unsolicited commercial messages or engage in spamming through the Service;
• use the Service to process data of individuals under 16 years of age without appropriate legal basis; or
• sublicense, resell, or commercialise the Service without our prior written consent.

Violation of this Acceptable Use Policy may result in immediate suspension or termination of your account.

8.1 Your Content

You retain all ownership rights to the data, files, employee records, and other content you upload or create within the Service (“User Content”). By uploading User Content, you grant us a limited, non-exclusive, royalty-free licence to store, process, and display that content solely for the purpose of providing the Service to you.

8.2 Data Processing

Where you use the Service to process personal data of third parties (e.g., your employees), you act as the data controller and we act as the data processor. Our collection and use of personal data is governed by our Privacy Policy. For enterprise data processing agreements (DPA), please contact us.

8.3 Data Portability & Export

You may export your data at any time using the export features within the Service. Upon termination, you have 30 days to request an export of your data before it is permanently deleted from our systems.

8.4 Content Accuracy

You are solely responsible for the accuracy, completeness, and legality of all User Content you submit. We do not verify the accuracy of employee records or other data entered by you.

The Service, including its software, design, interfaces, logos, trademarks, and all underlying technology, is and remains the exclusive property of Okanlaw HR and its licensors. Nothing in these Terms grants you any right, title, or interest in or to the Service except the limited right to use it as described herein.

You may not copy, modify, distribute, sell, or lease any part of the Service or the underlying software, nor may you reverse-engineer or attempt to extract source code, except as permitted by law or with our express written consent.

Feedback, suggestions, or improvement ideas you provide to us may be used by us freely without obligation or compensation to you.

The Service integrates with third-party services including, but not limited to:

• Google Workspace (Google LLC): for Google Calendar synchronisation, Google Meet link generation, and email integration. Use of Google services is subject to Google’s Terms of Service and Privacy Policy.
• Stripe, Inc.: for payment processing. Your financial data is handled by Stripe directly.
• Firebase / Google Cloud (Google LLC): for infrastructure, authentication, and database services.

We are not responsible for the availability, accuracy, or practices of any third-party service. Links to third-party websites or services are provided for convenience only and do not constitute our endorsement.

Each party agrees to keep confidential any non-public information disclosed by the other party in connection with the Service that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and circumstances of disclosure.

This obligation does not apply to information that: (a) is or becomes publicly known through no breach of this obligation; (b) was rightfully known before disclosure; (c) is independently developed without use of confidential information; or (d) must be disclosed by law or regulation, provided the disclosing party provides reasonable prior notice where legally permitted.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or free of viruses or other harmful components. We do not warrant that any defects will be corrected or that the Service will meet your specific requirements.

The Service is not intended to provide legal, financial, employment, or HR compliance advice. You are solely responsible for ensuring your use of the Service complies with applicable employment laws and regulations in your jurisdiction.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL OKANLAW HR, ITS DIRECTORS, EMPLOYEES, PARTNERS, AGENTS, SUPPLIERS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF PROFITS, DATA, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE.

IN NO EVENT SHALL OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID TO US IN THE 12 MONTHS PRECEDING THE CLAIM OR (B) ONE HUNDRED US DOLLARS ($100).

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN WARRANTIES OR LIABILITY, SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU IN FULL.

You agree to defend, indemnify, and hold harmless Okanlaw HR and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or in any way connected with: (a) your access to or use of the Service; (b) your violation of these Terms; (c) your violation of any third-party right, including intellectual property or privacy rights; or (d) any claim that your User Content caused damage to a third party.

15.1 Termination by You

You may terminate your account at any time by cancelling your subscription and deleting your workspace from the account settings. Cancellation will take effect at the end of the current billing period.

15.2 Termination by Us

We reserve the right to suspend or terminate your account immediately, without prior notice or liability, for any reason, including if you breach these Terms, engage in fraudulent activity, or fail to pay applicable fees.

15.3 Effect of Termination

Upon termination, your right to use the Service will immediately cease. Sections 8 (User Content), 9 (Intellectual Property), 12 (Disclaimers), 13 (Limitation of Liability), 14 (Indemnification), and 17 (Governing Law) survive termination.

Following termination, we will retain your data for up to 30 days to allow for data export requests, after which it will be permanently deleted from our active systems (subject to our legal retention obligations).

We may update these Terms from time to time. When we make material changes, we will notify you by email or by displaying a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes.

If you do not agree with the revised Terms, you must stop using the Service and cancel your subscription before the effective date.

These Terms are governed by and construed in accordance with applicable law. Any disputes arising from these Terms or the Service shall first be attempted to be resolved through good-faith negotiation between the parties.

If a dispute cannot be resolved through negotiation within 30 days, both parties agree to submit to the exclusive jurisdiction of the courts competent to hear the matter. If you are located in the European Union, you may also submit a complaint to your local data protection authority or use the EU Online Dispute Resolution platform.

Nothing in this section prevents either party from seeking emergency injunctive or other equitable relief from a court of competent jurisdiction.

If you have any questions, concerns, or requests regarding these Terms of Use, please contact us:

For privacy-specific requests (data access, deletion, or correction), please see our Privacy Policy.