Terms of service

1. Agreement

These terms are an agreement between Weird Labs Private Limited (“Weird Labs”, “we”, “us”) and the organisation that creates or buys a ZivoHR workspace (“the customer”, “you”). The person who accepts them for the customer confirms that they may bind it.

If the customer has signed an order form with us, the order form prevails wherever it differs from these terms. Our privacy policy explains how we handle personal data and forms part of these terms.

2. The service

ZivoHR is an HR system. It is a web app at the workspace's own address and mobile apps for iOS and Android. What a workspace can use depends on its plan and on the modules turned on for it. A module outside the plan does not work in that workspace.

3. Accounts

The person who creates a workspace becomes its owner. The customer decides who gets a login and which roles they hold, and is responsible for everything its owners and administrators do in the workspace.

• Each login is for one person. Do not share it.
• Keep passwords secret, and tell us at once if you think an account has been compromised.
• ZivoHR accounts are not for anyone under 18.

4. Your data

Everything the customer and its people put into the workspace is the customer's. We process it only to provide, secure and support the service, on the customer's instructions, as the privacy policy describes. We do not sell it, use it for advertising or use it to train AI models.

Under the Digital Personal Data Protection Act, 2023, the customer is the data fiduciary for the employee and job candidate data it records. The customer is responsible for having the right to record that data, for telling its people about it, and for any consent the law requires.

How the customer can export its data, and how long we keep it, is set out in section 8 of the privacy policy.

5. Acceptable use

You must not, and must not let anyone else:

• use ZivoHR for anything unlawful, or to record data you have no right to hold;
• try to reach another customer's workspace or data, or get around the permissions and plan limits of your own;
• reverse engineer, decompile or copy the service, except as far as the law allows despite this term;
• resell ZivoHR, or provide it to others as a service;
• put excessive automated load on it, or interfere with how it runs;
• upload malicious code, or material you have no right to share.

Security research is welcome if it follows the rules on our security page: test against your own workspace only, and report what you find to us. Research done that way does not breach these terms.

6. Ziva and statutory outputs

Ziva

Ziva answers a person's questions from the records they can already see in ZivoHR. Its answers are written by a language model and can be wrong. Check anything that matters against the records before relying on it.

Ziva can prepare a leave request or an expense claim. Nothing is filed until the person it is for confirms it.

Before anyone uses Ziva, in the web app, in Slack or in another AI tool connected through our MCP endpoint, they must accept how it uses their data. Until they have, Ziva reads none of their records. In Slack, a question asked before then may still reach OpenAI, which can only reply with how to accept. Anyone can withdraw that acceptance at any time with Stop using Ziva in the Ziva panel. That also deletes their Ziva conversation history. They can accept again later. The privacy policy explains both.

Payroll and statutory outputs

ZivoHR calculates pay, deductions, taxes and statutory contributions in India, the UAE and the US. It works from the customer's configuration and data: salary structures, attendance, leave, declarations and the settings the customer chooses. From those it produces payslips, the bank transfer file and statutory files, such as the PF ECR in India, the WPS salary file in the UAE and the W-2 file in the US.

A payroll run passes review and approval inside the workspace before it is processed. ZivoHR does not pay salaries, and it does not file anything with any authority. The customer reviews every output, makes the payments and filings, and remains responsible for complying with employment, tax and social security law.

7. Fees

• A free trial, 14 days on our standard plans, asks for no card or payment details. Nothing is charged when it ends. To move to a paid plan, write to hello@zivohr.com.
• Paid plans cost what the plan or the order form says. A one-off setup fee applies only where the plan or order includes one, and is invoiced separately.
• Subscription fees are invoiced at the end of each billing period, monthly or yearly, for the period just closed. Each invoice shows its due date, and you can pay it online through Razorpay.
• A paid subscription renews for another period of the same length at the end of each period, until it is cancelled. The workspace's owner cancels by emailing hello@zivohr.com.
• Fees exclude taxes. GST is added where it applies and shown on the tax invoice.
• Cancellation and refunds are covered by our cancellation and refunds policy.

8. Suspension and termination

Suspension

We may suspend a workspace:

• if an invoice is still unpaid 14 days after we have written to the workspace's billing contacts about it; or
• at once, if its use breaches section 5 in a way that threatens the service, its security or other customers.

Suspension is separate from a workspace closing at the end of its paid period. A suspended workspace's modules stop working, and its data is kept. If we suspend for a breach of section 5, nobody can sign in until the suspension is lifted. We lift the suspension when the cause is resolved. If it is not resolved, we may end the agreement by writing to the workspace's owners; the workspace is then erased 90 days later, and we email its billing contacts 7 days before.

When a workspace ends

When the paid period ends, the workspace becomes read-only for 90 days. It is not locked. Everyone in it can still sign in and read what is there. Owners can run every export and see the subscription and its invoices. Employees can view and download their own payslips. The final invoice can still be paid, and anyone can withdraw their Ziva consent. Every other change is refused.

When the workspace closes, we email its billing contacts the date it will be erased, what stays available until then and how to reactivate it. We email them again 7 days before erasure.

To reactivate the workspace before it is erased, write to hello@zivohr.com. A reactivated workspace works as it did before.

Ninety days after the workspace closes, and never sooner than 7 days after that reminder, it is erased. If the owner asks us in writing, we erase it sooner. Erasure removes every record belonging to the workspace and every file it uploaded. It cannot be undone and an erased workspace cannot be restored.

When a trial ends without a paid plan, its modules stop working and its data is kept. We email its billing contacts 7 days before erasure. Ninety days after the trial ended, the workspace is erased, unless it has moved to a paid plan.

Exports stay available while the workspace is read-only. The CSV exports in the app are listed in section 8 of the privacy policy. For a complete export before erasure, write to hello@zivohr.com.

Issued tax invoices are kept after erasure, detached from the workspace, until 31 March of the eighth financial year after the one they were issued in, as Indian tax and company law requires. Then they are deleted.

Fees already owed, and sections 4, 10, 11 and 12, survive the end of the agreement.

9. Availability and changes

We make reasonable efforts to keep ZivoHR available. We tell workspace owners about planned maintenance in advance where we can. Unless an order form says otherwise, we do not promise a particular uptime.

We improve the product continually, so features change. We will not remove a module you are paying for during a billing period.

10. Warranties

We provide the service with reasonable skill and care, and as these terms describe. Beyond what these terms expressly promise, the service is provided as is. To the extent the law allows, we make no other promise, express or implied, including that it will be uninterrupted, free of errors or fit for a particular purpose.

11. Liability

• Neither party is liable to the other for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings.
• Our total liability under these terms is capped at the fees the customer paid us in the 12 months before the event that gave rise to the claim.
• These limits do not reduce the customer's duty to pay fees it owes.
• Nothing in these terms limits liability for fraud, or any liability that the law does not allow to be limited.

12. Law and courts

These terms are governed by the laws of India. The courts at Mumbai have exclusive jurisdiction over any dispute arising from them.

13. Changes to these terms

The date at the top of this page is the date these terms last changed. If we make a material change, we email the owners of every workspace at least 30 days before it takes effect. If you do not accept the change, you can cancel before it does.

14. Contact

Weird Labs Private Limited
3/6 Soni Bunglow, Mathuradas Road, Kandivali West, Mumbai, Maharashtra 400067, India
Email: hello@weirdlabs.in
Phone: +91 9930 225287

We send notices under these terms to the workspace's owners. Invoices, payment reminders and notices about closure and erasure go to its billing contacts. Questions about personal data go to the Grievance Officer named in the privacy policy.