Terms of service

DRAFT — to be reviewed by a lawyer before publication. These terms are a starting point for a business-to-business SaaS agreement for customers in India and the UAE / GCC. Items in [square brackets] must be completed. It is not legal advice.

Last updated: [date]

1. Agreement

These terms are an agreement between [legal entity name], [registered address] (“HashBook”, “we”) and the business that subscribes to HashBook (“Customer”, “you”). By accepting an invitation, signing an order form or using the service, you agree to these terms on behalf of your business. If an order form conflicts with these terms, the order form wins.

2. The service

HashBook is a web application for CRM, quotations, projects, tasks, HR, attendance, recruitment, payroll, accounts, reports and related features, provided at app.hashbook.one (“the Service”). Features included depend on your plan. We may improve and change the Service; we will not materially reduce the core features of your paid plan during a paid period without notice.

3. Accounts and users

• We open your workspace and invite your owner. Your owner controls users, roles and access.
• You are responsible for everything done under your users’ accounts, for keeping passwords secret, and for removing access for people who leave.
• We recommend two-step verification for all users with financial, payroll or HR access.

4. Plans, trial, fees and payment

• Your plan, price, limits (users, storage, companies, branches) and add-ons are set out in your order or under Settings → Subscription.
• A free trial may be offered. At the end of the trial, the Service continues only on a paid plan.
• We invoice in advance for the period you choose. Fees exclude GST / VAT, which is added where applicable.
• Late payment: we send reminders before the paid-until date. After it, you keep access for the grace period ([7] days), then the workspace is read-only for [14] days, then put on hold. Paying restores access. We do not delete data for late payment during this period.
• Fees are non-refundable except where these terms or the law say otherwise. [Lawyer to review.]

5. Your data

• You own your data. We process it only to provide, secure, back up and support the Service, as your processor, under our Privacy policy and [Data Processing Addendum — to be prepared].
• You are responsible for having a lawful basis (for example, notice and consent under the DPDP Act, or a lawful basis under the UAE PDPL) for the personal data you put into HashBook, including that of your employees, candidates, leads and customers, and for answering their requests. HashBook gives you tools to do this (Settings → Privacy requests).
• Our staff do not access your records unless your owner grants support access.
• You can export your data at any time while your account is active and for [30] days after it ends. After that we delete it from live systems, and from backups within the backup retention period.

6. Acceptable use

You will not: break the law; upload malware; try to access other customers’ data or bypass security or plan limits; overload or attack the Service; resell it without our written agreement; or use it to send spam or unlawful messages (including WhatsApp and email messages without the recipient’s consent).

7. Tax, payroll and legal figures

HashBook includes tax rates, statutory payroll rules and leave rules as a starting point. They are not professional advice. You must have them reviewed by your chartered accountant, tax adviser or HR / legal adviser, and you are responsible for your filings, payments and compliance.

8. Third-party services

If you connect services such as your email provider, Meta, Google Ads, IndiaMART or WhatsApp, your use of them is governed by their terms. We are not responsible for them.

9. Availability and support

We aim for high availability but do not guarantee the Service will be uninterrupted. We may carry out maintenance, ideally outside business hours in India and the Gulf. Support is by email at support@hashbook.one. [Add service levels if offered.]

10. Security

We use reasonable technical and organisational measures to protect the Service, described in our Privacy policy. We will notify you without undue delay of a personal data breach affecting your data, and as required by law.

11. Confidentiality

Each party keeps the other’s confidential information confidential and uses it only for this agreement.

12. Intellectual property

We own the Service, its software and branding. You own your data. You give us the rights needed to host and process your data to provide the Service. Feedback you give us may be used to improve HashBook.

13. Warranties and liability

• The Service is provided “as is” to the extent the law allows. [Lawyer to review.]
• Neither party is liable for indirect or consequential losses, lost profits or lost data beyond restoring from our latest backup.
• Our total liability in any 12 months is limited to the fees you paid us in those 12 months. [Lawyer to review caps and exclusions.]
• Nothing limits liability that cannot be limited by law.

14. Term, suspension and termination

• The agreement runs for your subscription period and renews as agreed.
• Either party may end it with [30] days’ written notice, or immediately for a serious breach not fixed within [15] days.
• We may suspend access for non-payment (as in section 4), security risks or serious breach of section 6.
• On termination, section 5 (data export and deletion) applies.

15. Changes to these terms

We may update these terms. We will tell account owners by email at least [30] days before material changes take effect.

16. Governing law and disputes

[India: laws of India; courts at [Kochi / city].] [For UAE customers: lawyer to advise on governing law, e.g. UAE federal law with courts or arbitration in Dubai / Abu Dhabi.] The parties will first try to settle disputes by good-faith discussion for [30] days.

17. Contact

[legal entity name], [registered address] — support@hashbook.one