Plain-English summary: You own your data. We provide the software. Pay on time, use it legally, and either side can leave with 30 days' notice. Pakistani law governs this agreement.
1. Acceptance of Terms
By accessing or using the Octal HR platform ("Service"), you ("Customer") agree to be bound by these Terms of Service ("Terms"). These Terms form a legally binding agreement between your organisation and Octal HR (Pvt.) Ltd., a company registered in Pakistan ("Octal HR", "we", "us").
If you are entering into these Terms on behalf of an organisation, you represent that you have authority to bind that organisation. If you do not accept these Terms, you may not use the Service.
These Terms should be read alongside our Privacy Policy and Cookie Policy, which are incorporated by reference.
2. The Service
Octal HR provides a cloud-based Human Resource Management System (HRMS) delivered as a Software-as-a-Service (SaaS), including the following modules:
- Payroll processing and payslip generation
- Attendance tracking and shift management
- Leave management and approval workflows
- Employee self-service portal
- Loan and advance management
- Visitor management
- Surveys and employee engagement
- Reports and analytics
- Performance management (when available)
We reserve the right to modify, add, or remove features of the Service at any time. Material changes that reduce functionality will be communicated to Customers at least 30 days in advance.
We target a monthly uptime of 99.5%, excluding scheduled maintenance windows (announced 48 hours in advance). Uptime commitments are detailed in your Subscription Agreement.
3. Accounts & Access
3.1 Registration
To use the Service, you must create an account with accurate, current, and complete information. You are responsible for maintaining the confidentiality of your credentials and for all activities that occur under your account.
3.2 Administrator Responsibility
You designate one or more administrators who are responsible for managing user access, configuring permissions, and ensuring all users within your organisation comply with these Terms.
3.3 User Accounts
Each user (administrator or employee) must have their own account. Sharing login credentials between individuals is not permitted. You must promptly deactivate accounts for employees who leave your organisation.
3.4 Security Obligations
You agree to: use strong passwords; enable two-factor authentication for administrator accounts (where available); notify us immediately at info@octalhr.com if you suspect unauthorised access; and not share API keys publicly.
4. Subscriptions & Payment
4.1 Subscription Plans
Octal HR offers the following plan tiers (current pricing at octalhr.com/pricing.html):
- Starter: Entry plan for small teams, limited to 5 employees
- Growth: Billed monthly or annually per organisation
- Enterprise: Custom pricing with dedicated support
4.2 Billing & Payment
Paid subscriptions are billed in the currency shown at checkout on a monthly or annual basis. Payment is due at the start of each billing period. We accept major debit/credit cards and bank transfers.
If payment fails, we will retry for 7 days before suspending access. You will receive email reminders at each stage. We do not charge late fees.
4.3 Annual Subscriptions
Annual subscriptions are paid upfront and are non-refundable except as stated in Section 4.5. Annual subscribers receive a discount over the monthly equivalent rate as shown on the pricing page.
4.4 Price Changes
We will give existing subscribers at least 60 days' notice before increasing prices. Price increases take effect at your next billing cycle after the notice period.
4.5 Refunds
If you cancel within 14 days of a new annual subscription (not a renewal), we will issue a full refund. After 14 days, no refunds are provided for the current billing period. Monthly subscriptions may be cancelled at any time with effect from the end of the current billing month.
4.6 Taxes
Prices are exclusive of applicable taxes (e.g., VAT, GST, or sales tax). Where applicable, taxes will be shown separately on your invoice.
5. Data Ownership & Portability
5.1 Your Data is Yours
You retain full ownership of all data you upload to or create within the Service ("Customer Data"), including all employee records, payroll data, attendance logs, and reports. We claim no ownership rights over Customer Data.
5.2 Licence to Process
You grant Octal HR a limited, non-exclusive licence to access and process Customer Data solely for the purpose of providing the Service to you.
5.3 Export & Portability
You may export all Customer Data in standard formats (CSV, Excel, PDF) at any time via the Reports module, at no additional cost. We will not hold your data hostage or charge export fees.
5.4 Post-Termination
After subscription cancellation, Customer Data remains accessible in read-only mode for 90 days, giving you time to export. After 90 days, data is permanently and irreversibly deleted from our systems.
6. Acceptable Use Policy
You agree not to use the Service to:
- Violate any applicable law or regulation
- Upload false, misleading, or fraudulent employee records
- Infringe the privacy rights of employees by collecting data beyond what is necessary and disclosed
- Attempt to access other customers' data or reverse-engineer the platform
- Transmit malware, viruses, or any malicious code
- Resell, sublicense, or white-label the Service without a written reseller agreement
- Use the Service to process data for individuals who have not consented where consent is required by law
- Overload our infrastructure through automated bulk requests or scraping
We may suspend access immediately if we reasonably believe a serious breach of this policy is occurring.
7. Intellectual Property Rights
The Octal HR platform, including its software, design, trademarks, logos, and documentation, is the exclusive intellectual property of Octal HR (Pvt.) Ltd. These Terms do not transfer any ownership rights to you.
You receive a limited, non-exclusive, non-transferable, revocable licence to use the Service during your subscription period, solely for your internal business operations.
Feedback, suggestions, or ideas you submit to us may be used by Octal HR without obligation or compensation to you.
8. Confidentiality
Both parties agree to keep confidential any non-public information received from the other party ("Confidential Information") and to use it only for the purposes of the Service. This obligation survives termination for a period of 3 years.
Confidential Information does not include information that is: publicly known; independently developed; or required to be disclosed by law (with prompt notice given where permitted).
We treat all Customer Data as Confidential Information. Our employees access Customer Data only when necessary to provide support, and all such access is logged and audited.
9. Warranties & Disclaimers
Octal HR warrants that:
- The Service will substantially conform to its published documentation
- We will implement reasonable security measures as described in our Privacy Policy
- We will not knowingly introduce malware into the platform
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE OR UNINTERRUPTED.
Octal HR is a tool to assist with HR operations. You remain responsible for verifying all payroll calculations, tax filings, and compliance with the labour and employment laws applicable in your jurisdiction.
10. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY PAKISTANI LAW:
- Octal HR will not be liable for indirect, incidental, consequential, special, or punitive damages, including lost profits, loss of data, or business interruption
- Our total cumulative liability arising out of or related to these Terms shall not exceed the amount paid by you to Octal HR in the 12 months preceding the claim
These limitations apply regardless of the theory of liability (contract, tort, negligence, strict liability) and even if we have been advised of the possibility of such damages. Some jurisdictions do not allow certain exclusions, so limitations above apply only to the extent permitted by law.
11. Indemnification
You agree to indemnify, defend, and hold harmless Octal HR and its officers, directors, employees, and agents from any claims, damages, losses, and costs (including reasonable legal fees) arising from:
- Your use of the Service in violation of these Terms
- Customer Data that infringes third-party rights or violates applicable law
- Your failure to obtain required employee consent for data processing
- Any breach of your security obligations under Section 3.4
12. Termination
12.1 By You
You may cancel your subscription at any time from your account settings or by emailing info@octalhr.com. Cancellation takes effect at the end of the current billing period. The 90-day data retention window begins from the cancellation date.
12.2 By Octal HR
We may suspend or terminate your access if:
- Payment is overdue by more than 14 days after notice
- You materially breach these Terms and fail to cure within 14 days of written notice
- We are required to do so by law or court order
- Continuing to provide the Service would expose us to legal liability
Except in cases of serious breach (e.g., illegal activity), we will give 30 days' notice before terminating a paid subscription.
12.3 Effect of Termination
Upon termination: your access licence ends; you must cease all use of the Service; and we will retain your data for 90 days before permanently deleting it (see Section 5.4). Provisions that by their nature should survive will survive, including Sections 5, 7, 8, 10, 11, and 13.
13. Governing Law & Dispute Resolution
These Terms are governed by and construed in accordance with the laws of the Islamic Republic of Pakistan, without regard to conflict-of-law principles.
Any dispute arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation. If unresolved within 30 days, the dispute shall be submitted to the exclusive jurisdiction of the courts of Lahore, Punjab, Pakistan.
For minor billing disputes, you may also contact us directly at info@octalhr.com for an informal resolution.
14. Changes to These Terms
We may update these Terms from time to time. When we make material changes, we will:
- Post the revised Terms with a new "Last Updated" date
- Notify you by email and in-app notification at least 30 days before the changes take effect for paid subscribers
- Require you to accept the new Terms before the effective date to continue using the Service
If you disagree with updated Terms, you may cancel your subscription before the effective date and receive a pro-rated refund for any unused prepaid period.
15. Contact
For questions about these Terms or to request a copy of our Data Processing Agreement: