Terms of Service

WeHR is HR, attendance and payroll software provided by [your registered business name], a [proprietorship / LLP / private limited company] at [registered address] (“WeHR”, “we”). These terms apply to the business that signs up (“you”, the customer) and everyone you give a login to. By creating an account you accept these terms on behalf of your business, and confirm you are allowed to do so.

• WeHR keeps employee records, attendance and leave, works out salaries and statutory deductions (PF, ESI, PT, LWF, TDS) and prepares payslips, letters, returns and upload files.
• WeHR prepares statutory files; you check them and file them on the government portals, pay the dues and pay salaries. You are responsible for the details you enter (salaries, attendance, declarations) and for checking each payroll before you pay it.
• WeHR follows the rules as published by the government and updates them when they change, but it is software, not legal, tax or accounting advice.

You decide who gets a login and what each person can do (roles). Keep passwords private and remove logins when people leave. Tell us at [support email, e.g. support@yourdomain.in] straight away if you think a login has been misused.

• New companies get a free trial (currently 14 days). After it, you choose a plan or stay on the Free plan if you have up to 5 active employees.
• Paid plans are charged per active employee per month, billed monthly in advance, plus GST where it applies. Add-ons (such as employee verification) are charged as shown in Settings → Billing and added to your next invoice.
• If an invoice isn’t paid, your account becomes read-only after a 7-day grace period; nothing is deleted. Paying restores it.
• Before the first payment, you give your business’s legal name, type, PAN, GSTIN (if registered), address and billing contact, and the person accepting these terms confirms they are authorised to do so. These details must be true and kept up to date; they are printed on our GST invoices to you. We may check them against government records and ask for proof. We may pause payments, or suspend the account after notice, if they turn out to be false or misleading.
• Fees already paid aren’t refunded for part of a month. We will give at least 30 days’ notice of any price increase.

The data you and your employees put into WeHR belongs to you. You can export all of it at any time (Settings → Company → Export all data). We use it only to provide WeHR to you, as set out in the data processing terms below and our Privacy Policy.

For your employees’ personal data, you are the Data Fiduciary and WeHR is your Data Processor. You are responsible for having a lawful basis for the data you enter (for example, employment) and for giving employees the notices the law requires. WeHR:

• processes the data only to provide WeHR to you and on your instructions given through the software or in writing;
• keeps it confidential and limits access by our staff to what support needs (support access to your account is read-only, time-limited and recorded in your audit log);
• protects it with reasonable security safeguards — encryption in transit, encrypted backups, separation of each company’s data in the database, access controls and logs;
• uses the service providers listed in our Privacy Policy, bound to confidentiality and security, and tells you before adding a provider that handles your employees’ data;
• tells you without delay if we become aware of a personal data breach affecting your data, with the details you need to inform the Data Protection Board and the people affected;
• helps you answer requests from your employees about their data (access, correction, erasure) — employees can also download their own data in My space;
• deletes your data when your account is closed, as described in section 9, unless the law requires us to keep it.

Use WeHR only for lawful HR and payroll purposes and only with data you are entitled to use. Don’t try to break its security, access other customers’ data, copy or resell the software, or overload it (for example with automated traffic beyond normal use).

We work to keep WeHR available and secure, with backups every day, but we can’t promise it will never be interrupted (for example during maintenance, which we try to do outside Indian working hours). Support is by email at [support email, e.g. support@yourdomain.in] and in the app.

• You can close your account at any time in Settings → Company. Your data is permanently deleted 30 days later (you can cancel until then); we email you 2 days before.
• Payroll, attendance and tax records must usually be kept for several years under labour and tax laws — export your data before closing.
• We may suspend or end an account for non-payment (after the grace period) or serious misuse, with notice where possible.
• Our invoices to you are kept as our tax records even after your account is closed.

We are responsible for providing WeHR with reasonable skill and care. To the extent the law allows, our total liability for any claim is limited to the fees you paid us in the 12 months before the claim, and we are not liable for indirect losses (such as lost profit), or for penalties or interest that arise from details you entered or from filings or payments not made on time.

We will tell you by email and in the app at least 30 days before an important change takes effect.

These terms are governed by the laws of India. We will first try to resolve any disagreement by talking; otherwise the courts at [city whose courts handle disputes] have jurisdiction.

[your registered business name], [registered address] · [support email, e.g. support@yourdomain.in]