Terms of Service

Terms of Service- ZenFlowHR

Last updated: 23/06/2026

1. Agreement to terms

These Terms of Service ("Terms") form a legally binding agreement between you and Zenflow Pvt Ltd, governing your access to and use of https://zenflowhr.com, its tenant subdomains (e.g., your-company.zenflowhr.com), our APIs, and our mobile and desktop applications (collectively, the "Platform").

By creating an account, accessing, or using the Platform, you agree to these Terms and to our [Privacy Policy], which is incorporated by reference. If you do not agree, do not use the Platform. This document is an electronic record under the Information Technology Act, 2000 and does not require a physical signature.

2. Definitions

  • "Customer" / "Tenant" — the business or organisation that subscribes to the Platform.
  • "Authorised User" — any individual (e.g., tenant owner, HR admin, manager, employee) the Customer permits to access the Platform under its account.
  • "Subscription" — the paid or trial plan that determines the features and limits available to a Tenant.
  • "Customer Data" — all data, including employee/HR records, that a Customer or its Authorised Users submit to the Platform.

3. Eligibility and accounts

3.1 You must be at least 18 years old and capable of forming a binding contract under the Indian Contract Act, 1872.

3.2 The person who creates a Tenant account warrants that they are authorised to bind the Customer to these Terms.

3.3 You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. Notify us immediately at info@zenflowhr.com of any unauthorised use. We support multi-factor authentication and trusted-device controls; we recommend enabling them.

3.4 Each Tenant operates within its own isolated environment. You may not attempt to access another Tenant's data or environment.

4. The service and subscriptions

4.1 Service. ZenFlowHR provides a cloud-based, multi-tenant HR platform for managing employees, branches, departments, roles, leave, and related HR workflows, subject to your chosen Subscription.

4.2 Trials. We may offer a free trial. At the end of the trial, access to paid features will require a paid Subscription. We may modify or withdraw trial offers at any time.

4.3 Plan limits. Features, user counts, and other limits depend on your Subscription plan. We may change plan compositions on a prospective basis with notice.

4.4 Availability. We aim for high availability but do not guarantee uninterrupted, error-free service. We may perform scheduled or emergency maintenance.

5. Fees, billing, and payments

5.1 Payment gateway. Subscription fees are processed through our payment partner, Razorpay. By subscribing, you also agree to Razorpay's applicable terms. We do not store your full card/UPI/netbanking details.

5.2 Charges & taxes. Fees are stated in Indian Rupees (INR) and are exclusive of applicable taxes (including GST) unless stated otherwise. You are responsible for all applicable taxes.

5.3 Billing cycle & auto-renewal. Subscriptions are billed in advance on a recurring (e.g., monthly/annual) basis and, where applicable, auto-renew until cancelled. You authorise us and Razorpay to charge your selected payment method each cycle.

5.4 Failed payments. If a payment fails, we may suspend or downgrade access until payment is received.

5.5 Refunds & cancellation. Refunds and cancellations are governed by our Refund & Cancellation Policy. Except as required by law or expressly stated there, fees paid are non-refundable.

5.6 Price changes. We may revise fees on a prospective basis. We will give reasonable advance notice; changes take effect at your next renewal.

6. Acceptable use

You agree not to:

  1. Use the Platform for any unlawful, fraudulent, or harmful purpose;
  2. Upload data you have no right to share, or that infringes any third party's rights;
  3. Upload viruses, malware, or harmful code;
  4. Attempt to gain unauthorised access to the Platform, other Tenants' data, or our systems;
  5. Probe, scan, or test the vulnerability of the Platform, or breach security or authentication measures, except under a written authorisation from us;
  6. Reverse-engineer, decompile, or attempt to extract source code, except to the extent permitted by law;
  7. Resell, sublicense, or commercially exploit the Platform without our written consent;
  8. Use the Platform to send unlawful, unsolicited, or spam communications;
  9. Overload or disrupt the Platform (e.g., denial-of-service), or use bots/scrapers beyond documented APIs;
  10. Violate any applicable Indian or other law, including the IT Act, 2000 and rules made thereunder.

We may suspend or terminate access for violations.

7. Customer Data and responsibilities

7.1 Ownership. As between the parties, the Customer owns its Customer Data. The Customer grants ZenFlowHR a limited licence to host, process, and transmit Customer Data solely to provide and support the Platform.

7.2 Data protection roles. For employee/HR data, the Customer is the Data Fiduciary and ZenFlowHR acts as a Data Processor, processing such data only on the Customer's documented instructions, as described in our [Privacy Policy]. The Customer is responsible for obtaining all necessary consents and providing required notices to its employees and other data principals under the Digital Personal Data Protection Act, 2023 and other applicable laws.

7.3 Accuracy & legality. The Customer is responsible for the accuracy, quality, and legality of Customer Data and the means by which it was acquired.

7.4 Authorised Users. The Customer is responsible for its Authorised Users' compliance with these Terms and for managing their roles and permissions.

8. Communications

You consent to receive transactional and service communications from us via email and WhatsApp (e.g., OTPs, invoices, account and security notices) as part of providing the Platform. You may manage marketing communications, where applicable, as described in our [Privacy Policy].

9. Intellectual property

9.1 The Platform, including all software, design, text, graphics, logos, and trademarks ("ZenFlowHR" and related marks), is owned by ZenFlowHR or its licensors and is protected by Indian and international intellectual property laws.

9.2 We grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Platform during your Subscription, solely for your internal business purposes and subject to these Terms.

9.3 Feedback you provide may be used by us to improve the Platform without obligation or compensation to you.

10. Third-party services

The Platform integrates with third-party services (e.g., Razorpay for payments, Meta WhatsApp Business API and email providers for messaging, and cloud hosting). Your use of those services may be subject to their own terms. We are not responsible for third-party services we do not control.

11. Confidentiality

Each party agrees to protect the other's non-public information disclosed in connection with the Platform and to use it only to perform under these Terms, except where disclosure is required by law.

12. Suspension and Termination

12.1 By you. You may cancel your Subscription as described in the Refund & Cancellation Policy. Cancellation stops future renewals; it does not, by itself, entitle you to a refund of prepaid fees except as stated there or required by law.

12.2 By us. We may suspend or terminate access if you (a) breach these Terms, (b) fail to pay fees, (c) use the Platform unlawfully, or (d) create risk or legal exposure for us. Where practicable, we will provide notice.

12.3 Effect of termination. On termination, your right to use the Platform ends. We will make Customer Data available for export for a limited period (as stated in our [Privacy Policy] / Customer Agreement), after which we may delete or anonymise it, subject to legal retention requirements.

13. Disclaimers

The Platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Platform will be uninterrupted, secure, or error-free, or that it constitutes legal, tax, payroll, or HR-compliance advice. You are responsible for verifying that your use meets your statutory obligations.

14. Limitation of liability

To the maximum extent permitted by applicable law:

  • Neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, goodwill, or data;
  • ZenFlowHR's total aggregate liability arising out of or relating to these Terms shall not exceed the total fees paid by the Customer to ZenFlowHR in the [twelve (12) months] immediately preceding the event giving rise to the claim.

Nothing in these Terms limits liability that cannot be excluded under applicable law.

15. Indemnification

You agree to indemnify and hold harmless ZenFlowHR, its directors, employees, and agents from any claims, damages, losses, and expenses (including reasonable legal fees) arising out of (a) your Customer Data, (b) your breach of these Terms or applicable law, or (c) your infringement of any third-party rights.

16. Governing law and dispute resolution

16.1 These Terms are governed by the laws of India.

16.2 Subject to Clause 16.3, the courts at New Delhi shall have exclusive jurisdiction.

16.3 Arbitration (optional). Any dispute arising out of or in connection with these Terms shall be referred to and finally resolved by arbitration under the Arbitration and Conciliation Act, 1996, by a sole arbitrator appointed by ZenFlowHR. The seat and venue of arbitration shall be New Delhi**, India**, and the language shall be English.

17. Changes to these Terms

We may update these Terms from time to time. Material changes will be notified via the Platform or by email, and the "Last updated" date will be revised. Continued use after changes take effect constitutes acceptance.

18. General

18.1 Entire agreement. These Terms, together with the Privacy Policy, Refund & Cancellation Policy, and any Customer Agreement/Order Form, constitute the entire agreement and supersede prior understandings.

18.2 Severability. If any provision is held invalid, the remaining provisions remain in effect.

18.3 Waiver. Failure to enforce any provision is not a waiver.

18.4 Assignment. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.

18.5 Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control.

18.6 Order of precedence. In case of conflict, a signed Customer Agreement/Order Form prevails over these Terms for the matters it covers.

For any query or support, email us: info@zenflowhr.com