Terms of Service

1. Agreement

By accessing or using HavaHR (the "Service"), you agree to these Terms of Service on your own behalf and, where applicable, on behalf of the organisation you represent. If you do not agree, do not use the Service.

2. The Service

HavaHR is a cloud-based HR and payroll platform for Malaysian and regional businesses. Features may include employee records, payroll and statutory workflows, leave and attendance (including optional location and face verification where enabled by your organisation), expenses, performance, documents, announcements, billing administration, and related tools. We may add, change, or retire features with reasonable notice where practicable.

The Service is not a substitute for legal, tax, or accounting advice. You remain responsible for compliance with employment law, tax law, and filings with authorities.

3. Eligibility and accounts

• You must provide accurate registration information and keep it up to date.
• You are responsible for safeguarding credentials and for activity under your account. Notify us promptly of suspected unauthorised access.
• Organisations are responsible for inviting users, assigning roles, and ensuring employees are informed about workplace monitoring or data practices (e.g. attendance location, camera use) as required by law and internal policy.
• Do not create or use accounts in a manner that circumvents fair-use or abuse limits.

4. Mobile applications

Mobile apps are part of the Service. App store rules (Apple App Store, Google Play, etc.) also apply to installation and updates. You grant permissions (e.g. camera, location, notifications, photo library) only as needed for features you choose to use.

Push notifications may be used for operational messages your organisation enables. You can disable notifications in device settings, though some alerts may be important for approvals or security.

5. Subscriptions and payment

• Plans, limits, and pricing are described on our website or in your order. Free or trial tiers may change; material reductions to features you rely on will be communicated where reasonable.
• Paid subscriptions are billed as stated at checkout (e.g. monthly or annual) in the currency shown, typically Malaysian Ringgit (RM) unless otherwise specified.
• Payments are processed by Stripe (or another processor we designate). Card and billing data are subject to the processor's terms and security practices.
• Subscriptions renew automatically until cancelled in accordance with the billing settings we provide. You are responsible for cancelling before renewal if you do not wish to continue.
• Refunds, if any, are as stated at purchase or as required by applicable law.

6. Customer data and privacy

You retain ownership of data you or your organisation submit to the Service. You grant HavaHR a licence to host, process, back up, and display that data solely to provide and improve the Service and as described in our Privacy Policy.

You represent that you have the rights and, where required, consents or notices to process personal data of employees and other individuals in the Service, including special-category or sensitive data you choose to store. You will not upload unlawful content or data you are not authorised to share.

7. Acceptable use

You must not:

• Use the Service for any unlawful purpose or to violate third-party rights
• Upload malware, attempt unauthorised access, or probe or stress systems without permission
• Scrape, resell, or commercially exploit the Service except as expressly permitted
• Misrepresent identity, manipulate records, or interfere with other users' use of the Service
• Use automated means to access the Service in a way that impairs stability or breaches rate limits

8. AI-assisted features

Optional features may use third-party AI models to suggest or generate content. Output may be inaccurate or incomplete. You are responsible for reviewing and approving any AI-generated material before reliance or distribution. We do not warrant that AI output meets legal or regulatory requirements for your specific situation.

9. Statutory calculations and filings

We strive to reflect current Malaysian rules (e.g. EPF, SOCSO, EIS, PCB) based on information you provide, but regulations change and interpretations differ. You must verify all calculations, deductions, and submissions to statutory bodies and tax authorities. HavaHR is not liable for errors, penalties, or losses arising from statutory or tax filings.

10. Availability and support

We aim for high availability but do not guarantee uninterrupted or error-free operation. Maintenance, upgrades, third-party outages, or events beyond our reasonable control may affect access. Support channels and response times depend on your plan.

11. Disclaimer

The Service is provided "as is" and "as available" to the fullest extent permitted by law. We disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement except where such disclaimers are prohibited.

12. Limitation of liability

To the maximum extent permitted by Malaysian law, HavaHR and its suppliers will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill, arising from or related to the Service.

Our aggregate liability for claims arising out of or relating to the Service in any twelve-month period is limited to the fees you paid to HavaHR for the Service in that period (or, if none, to RM 100). This does not limit liability that cannot be limited under applicable law (such as death or personal injury caused by negligence where applicable).

13. Indemnity

You will defend and indemnify HavaHR against claims, damages, and costs (including reasonable legal fees) arising from your data, your use of the Service in breach of these Terms, or your violation of law or third-party rights, except to the extent caused by our material breach or gross negligence.

14. Suspension and termination

We may suspend or terminate access for breach of these Terms, non-payment, legal risk, or extended inactivity as permitted by law. You may stop using the Service and cancel subscriptions according to our billing flows.

After termination, we may delete or retain data as described in our Privacy Policy. You should export data you need before closure where we provide export tools.

15. Changes to the Terms

We may modify these Terms. We will post the updated version and revise the "Last updated" date. For material changes, we will provide reasonable notice (e.g. email or in-product notice). Continued use after the effective date constitutes acceptance unless applicable law requires a different process.

16. Governing law

These Terms are governed by the laws of Malaysia. Courts in Malaysia have exclusive jurisdiction, subject to any mandatory rights you may have as a consumer under local law.

17. Contact

For questions about these Terms: legal@havahr.com