⚠️ Important: By creating an account or using PinHR in any way, you confirm that you have read, understood, and agree to these Terms & Conditions. If you do not agree, do not use our services.
1 Acceptance of Terms
These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("Customer", "User", or "Organization") and SGC Infoways ("SGC Infoways", "we", "us", or "our"), a company incorporated under the Companies Act, 2013, with its registered office in Bhubaneswar, Odisha, India.
These Terms govern your access to and use of PinHR's software-as-a-service platform, including all associated features, mobile applications, APIs, and support services (collectively, the "Service").
If you are accepting on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.
2 Account Registration & Responsibilities
To access PinHR services, you must register for an account. By registering, you agree to:
- Provide accurate, current, and complete registration information
- Maintain the security and confidentiality of your login credentials
- Immediately notify us of any unauthorized access or security breach
- Take full responsibility for all activities conducted under your account
- Not share account credentials with unauthorized third parties
PinHR reserves the right to suspend or terminate accounts that show signs of unauthorized access, fraudulent activity, or Terms violations.
Administrator Responsibilities
The account administrator is responsible for managing user access, configuring permissions, and ensuring all users within their organization comply with these Terms. The administrator is the primary point of contact for billing, compliance, and data management matters.
3 License to Use
Subject to your compliance with these Terms and payment of applicable fees, PinHR grants you a limited, non-exclusive, non-transferable, non-sublicensable license to:
- Access and use the PinHR platform for your internal business HR operations
- Upload, process, and manage employee data through the platform
- Generate reports, payslips, and compliance filings for your organization
- Access our API according to the limits specified in your subscription plan
This license does not include the right to resell, redistribute, sublicense, or create derivative works based on PinHR's software or services.
4 Prohibited Uses
You agree not to use PinHR for any of the following purposes:
- Violating any applicable local, state, national, or international laws or regulations
- Uploading false, misleading, or fraudulent employee records
- Attempting to gain unauthorized access to PinHR systems or other user accounts
- Reverse engineering, decompiling, or disassembling any part of the platform
- Introducing malware, viruses, or malicious code into the platform
- Conducting load testing or vulnerability assessments without written permission
- Using automated bots or scrapers to extract data from the platform
- Circumventing any usage limits, security controls, or access restrictions
- Using the service to process data on behalf of competitors of PinHR
Violations may result in immediate account suspension, legal action, and reporting to relevant authorities without prior notice.
5 Payment Terms & Billing
Subscription Fees
PinHR operates on a subscription model. Fees are charged based on your selected plan and employee count, billed monthly or annually in advance.
- All prices are in Indian Rupees (INR) and exclusive of applicable taxes (GST)
- Subscription fees are non-refundable except as described in our Refund Policy
- Annual plans are charged upfront and may qualify for discounted rates
- Usage overages (exceeding employee limits) will be billed at the end of the billing cycle
Payment Failure
If your payment fails, we will notify you and provide a 7-day grace period to update your payment method. After the grace period, your account may be downgraded or suspended. Data is retained for 30 days after suspension before being permanently deleted.
Price Changes
PinHR reserves the right to modify subscription fees with 30 days' advance notice. Continued use after the notice period constitutes acceptance of the new pricing.
6 Data Ownership & Processing
You retain full ownership of all employee data, organizational data, and content you upload to PinHR ("Customer Data"). PinHR acts as a data processor on your behalf.
- You are responsible for the accuracy and legality of Customer Data
- You grant PinHR a limited license to process Customer Data solely to provide the Service
- PinHR will not access Customer Data except for support purposes with your authorization
- Upon termination, you may export your data. After 90 days, data is permanently deleted.
You represent that you have obtained all necessary consents from employees to collect, store, and process their personal data using PinHR, in accordance with applicable data protection laws.
7 Intellectual Property
PinHR and its licensors own all rights, title, and interest in and to the Service, including all software, algorithms, interfaces, designs, documentation, and trademarks ("PinHR IP"). These Terms do not transfer any ownership rights to you.
You may not copy, modify, distribute, sell, or lease any part of PinHR IP. The PinHR name, logo, and product names are trademarks of SGC Infoways. and may not be used without prior written permission.
Feedback and suggestions you provide may be used by PinHR without any obligation to compensate you, as we continuously improve the platform.
8 Limitation of Liability
To the maximum extent permitted by applicable law, PinHR shall not be liable for:
- Indirect, incidental, special, consequential, or punitive damages
- Loss of profits, revenue, data, business, or goodwill
- Errors in payroll calculations resulting from incorrect data input by the user
- Service interruptions caused by factors beyond our reasonable control (force majeure)
- Unauthorized access due to failure of the customer's own security measures
- Actions or omissions of third-party integrations and services
In no event shall PinHR's total aggregate liability exceed the amount paid by you in the 12 months preceding the event giving rise to the claim.
Statutory Compliance Disclaimer: While PinHR automates compliance calculations, ultimate responsibility for accurate statutory filings (PF, ESI, TDS, PT) rests with the customer organization. We recommend periodic review by a qualified CA or HR professional.
9 Indemnification
You agree to indemnify, defend, and hold harmless PinHR, its officers, directors, employees, agents, and partners from and against any claims, damages, losses, liabilities, costs, and expenses (including legal fees) arising out of or related to:
- Your use or misuse of the Service in violation of these Terms
- Your Customer Data, including any infringement of third-party rights
- Your violation of any applicable law or regulation
- False or misleading information provided during registration or use
10 Termination
Termination by You
You may cancel your subscription at any time through the account settings. Cancellation takes effect at the end of the current billing period. No partial refunds will be issued unless specified in our Refund Policy.
Termination by PinHR
PinHR may terminate or suspend your account immediately, without prior notice or liability, if you breach these Terms. In the event of termination for cause, no refund will be issued.
Effect of Termination
- Access to the platform is revoked immediately upon termination
- You may export your data within 30 days of termination notice
- After 90 days, all Customer Data is permanently and irreversibly deleted
- Provisions related to IP, indemnity, and dispute resolution survive termination
11 Dispute Resolution
In the event of any dispute arising out of or relating to these Terms or the Service, the parties shall first attempt to resolve the matter through good-faith negotiation for a period of 30 days.
If negotiation fails, disputes shall be submitted to binding arbitration conducted under the Arbitration and Conciliation Act, 1996, in Bhubaneswar, Odisha, India. The arbitration shall be conducted in English by a single arbitrator mutually agreed upon by both parties.
These Terms shall be governed by the laws of India. The courts of Bhubaneswar, Odisha shall have exclusive jurisdiction for any matters not subject to arbitration.
12 General Provisions
- Entire Agreement: These Terms, along with our Privacy Policy and Refund Policy, constitute the entire agreement between you and PinHR.
- Severability: If any provision is found unenforceable, the remaining provisions continue in full force.
- Waiver: Failure to enforce any right does not constitute a waiver of future enforcement.
- Assignment: You may not assign your rights under these Terms without PinHR's prior written consent.
- Force Majeure: Neither party is liable for delays caused by circumstances beyond reasonable control.
- Updates: We may update these Terms periodically. Continued use constitutes acceptance.
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