Terms of Service

These Terms constitute a legally binding agreement between the organization subscribing to JikanHR (the "Customer", "you") and JikanHR ("JikanHR", "we", "us", "our"), currently operated by an individual/sole proprietor based in India and not (yet) a registered company or LLP. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity, in which case "you" refers to that entity.

These Terms apply alongside our Privacy Policy, which is incorporated by reference. Your electronic acceptance at the time of signup constitutes a valid digital signature under the Information Technology Act, 2000.

JikanHR is a cloud-based, multi-tenant Human Resource Management System (HRMS) offering modules including, depending on your subscription plan: Employee Master, Attendance, Leave Management, Expense & Travel Claims, Approval Workflows, Payroll (PF/ESI/PT/TDS), Reports, and a mobile companion app. Each Customer's data is logically isolated from every other Customer ("tenant isolation").

We may add, change, or discontinue individual features over time as the product evolves. We will give reasonable notice before discontinuing a feature that materially reduces the functionality of your active subscription plan.

You may use JikanHR only if:

• You are at least 18 years of age and have the legal capacity to enter into a binding agreement;
• Your organization has a valid, active JikanHR subscription; and
• Your use complies with all applicable Indian laws.

3.1 Account accuracy & security

You must provide accurate, current, and complete information when creating an account, and keep your profile information up to date. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at support@jikanhr.com if you suspect unauthorized access.

3.2 Who creates accounts

Employee accounts within a Customer's organization are created and managed by that organization's HR/Admin users, or by the employee themselves via a secure onboarding invite link sent by HR. Providing false information when creating or completing an account — including during self-service onboarding — is a breach of these Terms.

As between JikanHR and the Customer, the Customer is the Data Controller of all employee and HR data entered into the platform, and JikanHR acts as the Data Processor, processing that data solely to provide the Service and in accordance with the Customer's instructions and our Privacy Policy.

The Customer is responsible for: (a) ensuring it has a lawful basis to collect and process its employees' personal data through JikanHR, including under the Digital Personal Data Protection Act, 2023; (b) the accuracy of data entered into the platform; (c) configuring roles, approval workflows, and access permissions appropriately; and (d) promptly notifying its employees of this Privacy Policy and these Terms where required by law.

You agree not to use JikanHR to:

• Upload false, fraudulent, or misleading HR, payroll, or financial data;
• Attempt to access another organization's (tenant's) data, or any account you are not authorized to access;
• Scrape, crawl, or harvest data from the platform using automated tools outside of our published APIs;
• Reverse-engineer, decompile, or attempt to extract the source code of the platform;
• Upload malware, viruses, or any harmful code;
• Circumvent seat limits, plan restrictions, or security controls; or
• Use the platform for any purpose that violates applicable Indian law.

We reserve the right to suspend or terminate accounts that violate these rules, with notice where reasonably possible.

6.1 Plans & pricing

JikanHR is offered on subscription plans (currently Starter, Growth, and Enterprise) billed per employee seat, subject to each plan's minimum seat count and feature set as published on jikanhr.com/#pricing or as agreed in a signed order form for Growth/Enterprise plans. Prices are quoted in INR and are exclusive of applicable GST unless stated otherwise.

6.2 Payment processing

All subscription payments are processed by Razorpay Software Private Limited, a PCI-DSS Level 1 certified payment gateway. By making a payment, you also agree to Razorpay's Terms of Service. We accept UPI, credit/debit cards, net banking, and other methods Razorpay supports. We never see or store your full card number, CVV, or net-banking password — see our Privacy Policy for details.

6.3 Billing cycle & renewal

Subscriptions are billed monthly or annually, as selected at checkout. Annual plans are billed upfront for the full term. Monthly plans renew automatically at the start of each billing cycle for your then-current seat count, until cancelled. You can change your seat count or billing cycle at any time from your Organization Admin portal; changes take effect from the next billing cycle unless stated otherwise.

6.4 Cancellation

You may cancel your subscription at any time from the Organization Admin portal or by emailing billing@jikanhr.com. Cancellation takes effect at the end of the current billing cycle; you retain access to the Service until then. We do not provide partial-period refunds for early cancellation.

6.5 Refunds

Fees already paid for a billing cycle are non-refundable except: (a) where required by applicable law; (b) where we have materially failed to provide the Service and have not cured that failure within a reasonable period after written notice; or (c) at our sole discretion on a case-by-case basis. Refund requests should be sent to billing@jikanhr.com within 7 days of the charge. Approved refunds are processed back to the original payment method via Razorpay and may take 5–10 business days to reflect, depending on your bank.

6.6 Taxes

Published and quoted prices are exclusive of GST and any other applicable taxes, which will be added at checkout or invoiced separately as required by law.

6.7 Non-payment

If a renewal payment fails or is not made, we may suspend access to the Service after a reasonable grace period and written notice, until payment is received.

All content on JikanHR — including the logo, design, platform code, feature names, and documentation — is owned by or licensed to JikanHR and protected under Indian intellectual property law, including the Copyright Act, 1957 and the Trade Marks Act, 1999. You may not reproduce, distribute, modify, or create derivative works from any part of the platform without our prior written permission.

As between JikanHR and the Customer, the Customer retains all ownership rights to the HR, employee, and business data it enters into the platform ("Customer Data"). You grant JikanHR a non-exclusive, royalty-free licence to host, process, and display Customer Data solely for the purpose of providing the Service to you.

We aim to keep JikanHR available and performant, and perform scheduled maintenance with reasonable advance notice where practical. Specific uptime commitments, if any, are as stated in your plan or a separately agreed order form (for example, Enterprise plans may include an uptime SLA). Support response times follow the SLA tier of your subscription plan, as published on our pricing page.

The Service is provided "as is" and "as available". Except as expressly stated in these Terms or a separately agreed order form, we do not warrant that the Service will be uninterrupted, error-free, or free of defects.

To the maximum extent permitted by applicable law, JikanHR shall not be liable for:

• Indirect, incidental, special, consequential, or punitive damages of any kind;
• Loss of data, profits, business, or goodwill arising from your use of (or inability to use) the Service;
• Decisions made by your organization based on information processed through the Service (for example, payroll, attendance, or approval outcomes), which remain your organization's responsibility; or
• Unauthorized access to your account resulting from your failure to secure your credentials.

Our aggregate liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the total subscription fees paid by your organization to JikanHR in the 12 months preceding the event giving rise to the claim.

You agree to indemnify, defend, and hold harmless JikanHR, its partners, officers, employees, and contractors from and against any claims, damages, losses, expenses, and liabilities (including reasonable legal fees) arising from: (a) your use of the Service in violation of these Terms; (b) your violation of any third party's rights, including your employees' data protection rights; or (c) Customer Data you submit to the platform.

By you: You may cancel your subscription at any time as described in Section 6.4.

By us: We may suspend or terminate your access immediately if you breach these Terms, engage in fraudulent activity, fail to pay subscription fees after notice, or if continued access poses a security risk to other Customers or the platform. We will notify you via email where reasonably possible.

Upon termination, your right to use the Service ceases. We will make Customer Data available for export for a reasonable period following termination (typically 30 days), after which it may be deleted in line with our data retention practices and any applicable legal requirements. Sections covering intellectual property, disclaimers, limitation of liability, indemnification, and governing law survive termination.

These Terms are governed by and construed in accordance with the laws of India, without regard to its conflict of law provisions.

Any dispute arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation between the parties for a period of 30 days. If negotiation fails, disputes shall be submitted to the exclusive jurisdiction of the courts at New Delhi, India. Nothing in this clause prevents either party from seeking interim or emergency injunctive relief from any court of competent jurisdiction.

We may update these Terms at any time. When material changes are made, we will:

• Update the Effective Date at the top of this page;
• Notify registered Organization Admins by email; and
• Display a banner on the platform for at least 7 days.

Continued use of JikanHR after changes become effective constitutes acceptance of the revised Terms. If you do not agree, please discontinue use and cancel your subscription.

For any questions about these Terms, please contact us at hello@jikanhr.com (general) or billing@jikanhr.com (billing & refunds). We aim to respond within 30 days of receipt.