Terms of Service

Effective date: 01 April 2026 | Last updated: 01 April 2026

These Terms of Service (the "Terms") are a binding agreement between Zodeck Technologies Private Limited, a company incorporated in India with CIN U78100TS2024PTC181050 and its registered office at Flat no 501, Mahesh Pride, Shilpa Park, Kondapur ("Zodeck", "we", "us", "our"), and the company, firm or individual that signs up for or uses the Services ("Customer", "you", "your").

By creating an account, clicking "I agree", signing an Order Form or using the Services, you accept these Terms. If you accept on behalf of a company, you confirm that you have authority to bind that company. If you do not agree, do not use the Services.

If you have signed a separate written agreement or Order Form with Zodeck, that document will prevail over these Terms where the two conflict.

1. Definitions

"Services" means the Zodeck AI Workforce OS, including the web app, mobile app, AI features, connections with AI assistants, APIs, the Website at zodeck.com and related Documentation, as described on our pricing page or Order Form.
"Authorised User" means an employee, contractor or other person whom the Customer allows to use the Services under its account.
"Customer Data" means all data, including personal data, that the Customer or its Authorised Users enter into or generate through the Services.
"Order Form" means an online sign-up, quotation, proposal or order document that sets out the Plan, number of Seats, fees and Subscription Term.
"Plan" means the subscription tier and modules the Customer buys, such as Flex, Professional or Enterprise, and any add-ons.
"User" means each employee record managed in the Services during a billing period.
"Subscription Term" means the period stated in the Order Form, including any renewal.
"AI Features" means features that use artificial intelligence to answer questions or prepare and carry out actions in the Services, including through a connected AI Assistant.
"AI Assistant" means a third-party assistant, such as Claude, ChatGPT or Microsoft Copilot, that a user connects to the Services.
"Documentation" means user guides, help articles and other materials we provide that describe the Services.
"Advisory Services" means HR advisory, consulting, HR Health Check, implementation or migration services that Zodeck provides separately from the software subscription.

2. The Services

2.1 Access

Subject to these Terms and payment of fees, Zodeck grants the Customer a non-exclusive, non-transferable, non-sublicensable right for its Authorised Users to access and use the Services for the Customer's internal business purposes during the Subscription Term.

2.2 Plans, modules and add-ons

The modules, features and limits available to the Customer depend on its Plan, as described on our pricing page or Order Form. Some features, such as the mobile app or control through AI Assistants, may be included only in certain Plans or offered as paid add-ons.

2.3 Changes to the Services

We regularly improve the Services and may add, change or remove features. We will not materially reduce the core functionality of a paid plan during the Customer's current Subscription Term. Where a change materially affects the Customer, we will give at least 30 days' notice.

2.4 Beta features

We may offer beta, preview or pilot features. These are provided "as is", may change or be withdrawn at any time, and are not covered by any service level commitment.

2.5 Advisory Services

The free HR Health Check and any HR advisory, consulting, implementation or migration services are governed by these Terms together with any scope document or Order Form for those services. Findings and recommendations from Advisory Services are advisory, and the Customer remains responsible for its own HR and compliance decisions.

3. Accounts and Authorised Users

Eligibility. The Services are for business use. Authorised Users must be at least 18 years old. If the Customer manages personal data of employees or candidates under 18, it must do so in line with section 4.1 and applicable law, including any requirement for verifiable parental consent.
Account information. The Customer must provide accurate account and billing information and keep it up to date.
Roles and permissions. The Customer's administrators decide who can access the Services and what each role can see and do. The Customer is responsible for setting up roles correctly.
Credentials. The Customer must keep login credentials confidential, must not share accounts between people, and must tell us promptly at hr@zodeck.com about any unauthorised access.
Responsibility for users. The Customer is responsible for all activity under its account and for its Authorised Users' compliance with these Terms.

4. Customer Responsibilities

4.1 Employee data and notices

The Customer is the Data Fiduciary for Customer Data under the Digital Personal Data Protection Act, 2025, the rules made under it and other applicable laws. The Customer is responsible for:

giving its employees, candidates and other individuals the notices required by law;
having a valid legal basis, such as consent or a legitimate use, for each purpose it uses the Services for;
informing employees about features that affect them, such as location capture at clock-in, selfie attendance and AI Features; and
handling requests from its employees to exercise their data rights, with our reasonable help.

4.2 Accuracy of setup and inputs

The Customer is responsible for the accuracy of the data, salary structures, statutory settings, leave and attendance policies, tax regimes and other configurations it enters into the Services.

4.3 Payroll and statutory compliance

The Services help the Customer calculate payroll and prepare statutory reports. Unless Zodeck has agreed otherwise in writing, the Customer is responsible for:

reviewing payroll and statutory outputs before disbursing salaries or filing returns;
making payments and filings for PF, ESI, Professional Tax, TDS, Labour Welfare Fund and other dues on time; and
complying with all labour, employment and tax laws that apply to it.

4.4 Approvals

Actions approved by an Authorised User in the Services, including actions prepared by AI Features, are treated as actions of the Customer.

5. Acceptable Use

The Customer and its Authorised Users must not:

use the Services for any unlawful purpose or in breach of any law, including labour, employment, data protection and anti-discrimination laws;
use the Services for unlawful surveillance of employees or to make unlawful or discriminatory employment decisions;
upload data that they do not have the right to upload, or content that is unlawful, defamatory or infringes anyone's rights;
copy, modify, reverse engineer, decompile or create derivative works from the Services, except as allowed by law;
resell, sublicense or provide the Services to third parties, or use them to build a competing product;
access the Services through automated means such as bots or scrapers, except through APIs and integrations we provide;
bypass usage limits, rate limits, security controls or role-based permissions;
upload viruses, malware or other harmful code, or interfere with the Services or their infrastructure;
run load, penetration or vulnerability tests without our written permission; or
use AI Features to generate unlawful, harmful or misleading content.

6. AI Features

6.1 How AI Features work

AI Features let users ask questions and take actions in plain language. AI Features operate within each user's role-based permissions. Actions that change records require approval by an Authorised User.

6.2 Review of outputs

AI outputs may be incomplete or inaccurate. Users must review outputs before relying on or approving them. AI Features do not provide legal, tax, payroll or HR advice.

6.3 Employment decisions

The Customer must not use AI Features to make final decisions about hiring, termination, pay, promotion or performance ratings without meaningful human review.

6.4 Third-party AI Assistants

If the Customer enables connections with AI Assistants, each user's use of an AI Assistant is governed by the terms between that user (or the Customer) and the AI Assistant's provider. Zodeck is not responsible for AI Assistants or how their providers handle data. The Customer decides whether to enable AI Assistant connections and for which roles.

6.5 Fair use and limits

To protect the Services and keep costs predictable, AI Features may be subject to usage credits, rate limits or fair-use limits according to the Customer's Plan. We will tell the Customer before applying limits beyond those in its Plan.

6.6 No training on Customer Data

We do not use Customer Data to train our own or any third party's AI models.

7. Fees, Billing and Taxes

7.1 Fees

Fees are charged per user per month in Indian Rupees, according to the Customer's Plan and Order Form. Fees are billed monthly or annually in advance, as stated in the Order Form. If the number of users increases during a billing period, we will bill the additional users in the next invoice / on a pro-rata basis.

7.2 Taxes

Fees are exclusive of GST and other applicable taxes, which the Customer will pay in addition. The Customer must provide a valid GSTIN to claim input tax credit.

7.3 Payment

Invoices are payable within 7 days of the invoice date, unless the Customer pays by auto-debit or the Order Form says otherwise. Payments are processed by third-party payment gateways, and the Customer agrees to their terms when paying.

7.4 Late payment

If any amount remains unpaid 15 days after its due date, we may suspend the Services after giving the Customer at least 7 days' written notice. Access will be restored once the overdue amount is paid.

7.5 Price changes

We may change our prices with at least 30 days' notice. New prices apply from the Customer's next renewal. Prices locked under an annual plan or a launch or pilot offer will be honoured for the period stated in that offer.

7.6 Free trials, pilots and offers

Free trials and pilots are provided for the period and on the terms we specify. Promotional offers, such as free data migration for eligible early customers, are subject to the specific offer terms, including the migration scope, formats and timelines, have no cash value and cannot be combined unless we say so.

7.7 Refunds

Fees are non-refundable, except where:

Zodeck terminates the Services for its own convenience;
the Customer terminates for Zodeck's uncured material breach under section 8.3; or
a refund is provided under section 14 or section 16, or is required by law.

8. Term, Renewal and Termination

8.1 Term and renewal

Each subscription runs for the Subscription Term and renews automatically for the same period unless either party cancels before the renewal date.

8.2 Cancellation

The Customer may cancel a monthly subscription at any time, effective at the end of the current billing period. Annual subscriptions may be cancelled with effect from the end of the annual term.

8.3 Termination for breach

Either party may terminate the subscription if the other party materially breaches these Terms and does not fix the breach within 30 days of receiving written notice.

8.4 Suspension

We may suspend access immediately, and without prior notice where necessary, if the Customer's use poses a security risk, breaches section 5, may cause legal liability for Zodeck, or if required by law. We will restore access once the issue is resolved.

8.5 Effect of termination

When a subscription ends:

access to the Services ends;
the Customer may export Customer Data in CSV or Excel format for 30 days, after which we will delete or anonymise it as described in our Privacy Policy; and
all fees due up to the date of termination remain payable.

9. Data Protection

Ownership. The Customer owns Customer Data. The Customer grants Zodeck a limited right to host, process and use Customer Data only to provide, secure and support the Services and as the Customer instructs.
Our role. Zodeck processes Customer Data as a Data Processor on behalf of the Customer, in accordance with our Privacy Policy and our Data Processing Addendum (DPA), which forms part of these Terms.
Security. We use reasonable technical and organisational security measures, as described in our Privacy Policy.
Breach notification. We will notify the Customer without undue delay and in any case within 72 hours after becoming aware of a personal data breach affecting Customer Data.
Sub-processors. We use carefully selected service providers to deliver the Services. A list is available on request at hr@zodeck.com.
Usage data. We may use aggregated or de-identified data about how the Services are used to operate and improve them, provided it does not identify the Customer or any individual.

10. Intellectual Property

Zodeck property. Zodeck and its licensors own all rights in the Services, including the software, workflows, AI agents, designs, Documentation, trademarks and logos. Except for the rights expressly granted in these Terms, no rights are transferred to the Customer.
Customer property. The Customer retains all rights in Customer Data and in reports and outputs generated from its Customer Data.
Feedback. If the Customer gives us suggestions or feedback, we may use them freely without any obligation to the Customer.
Publicity. We will not use the Customer's name or logo in our marketing without the Customer's prior consent, which the Customer may withdraw at any time.

11. Confidentiality

Each party will keep the other party's non-public business, technical and financial information confidential, use it only to perform under these Terms, and share it only with employees, advisers and service providers who need to know it and are bound by similar duties. Customer Data is always the Customer's confidential information. A party may disclose confidential information when required by law, after giving the other party notice where legally permitted. These obligations last for five years after termination, and for as long as the law protects trade secrets and personal data.

12. Third-party Products and Integrations

The Services may connect with third-party products, such as biometric devices, banking and accounting systems, sign-in providers and AI Assistants. The Customer's use of those products is governed by their own terms. Zodeck is not responsible for third-party products, their availability or how they handle data.

13. Availability and Support

Availability. We aim to make the Services available 99% of the time in each calendar month, excluding planned maintenance and events outside our reasonable control. We will give at least 24 hours' notice of planned maintenance where possible.
Support. Support is available by email, chat or phone during business hours (9:30 am to 6:30 pm IST, Monday to Saturday).

14. Warranties and Disclaimers

Zodeck warrants that the Services will perform materially in line with the Documentation and that we will provide them with reasonable skill and care. If the Services do not, the Customer's remedy is for us to correct the issue or, if we cannot do so within a reasonable time, to terminate the affected subscription and receive a refund of prepaid fees for the unused period.

Except as stated above, the Services are provided "as is" and "as available". To the extent permitted by law, 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 Services will be uninterrupted or error-free.

Zodeck is not a law firm, chartered accountant or payroll bureau, and the Services do not provide legal, tax or HR advice. Statutory rates and rules change from time to time; we update the Services within a reasonable time, but the Customer must verify that its payroll and compliance settings are correct.

15. Limitation of Liability

To the extent permitted by law:

neither party will be liable for any indirect, incidental, special or consequential loss, or for loss of profits, revenue, business, goodwill or anticipated savings;
each party's total liability arising out of or relating to these Terms will not exceed the fees paid and payable by the Customer to Zodeck in the 12 months before the event giving rise to the claim; and
Zodeck will not be liable for interest, damages or penalties imposed by any authority to the extent they arise from incorrect data or settings provided by the Customer, the Customer's failure to review outputs, or late payment or filing by the Customer.

16. Indemnities

By the Customer. The Customer will defend and indemnify Zodeck against third-party claims arising from Customer Data, the Customer's breach of section 4 or section 5, or the Customer's breach of applicable law, including data protection and employment laws.
By Zodeck. Zodeck will defend and indemnify the Customer against third-party claims that the Services, as provided by Zodeck, infringe that third party's intellectual property rights in India. If such a claim arises, we may modify the Services, obtain a licence, or terminate the affected subscription and refund prepaid fees for the unused period. This does not apply to claims caused by Customer Data, third-party products or use of the Services in breach of these Terms.
Process. The party seeking indemnity must promptly notify the other party, give it control of the defence and settlement, and provide reasonable cooperation.

17. Governing Law and Dispute Resolution

These Terms are governed by the laws of India.
The parties will first try to resolve any dispute in good faith through discussion between senior representatives for 30 days.
If the dispute is not resolved, it will be referred to arbitration by a sole arbitrator appointed by mutual agreement, failing which in accordance with the Arbitration and Conciliation Act, 1996. The seat and venue of arbitration will be Hyderabad, Telangana, and the proceedings will be in English.
Subject to the above, the courts at Hyderabad, Telangana will have exclusive jurisdiction. Either party may seek urgent interim relief from a competent court.

18. General

Changes to these Terms. We may update these Terms from time to time. We will notify Customers of material changes by email or in the app at least 15 days before they take effect. Continued use after that date means acceptance of the updated Terms.
Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control, such as natural disasters, pandemics, government action, power or internet failures, or failures of third-party infrastructure. This does not excuse payment obligations.
Assignment. The Customer may not assign these Terms without our written consent. We may assign these Terms to an affiliate or in connection with a merger, acquisition or sale of assets.
Notices. We will send notices to the email address on the Customer's account. The Customer should send notices to hr@zodeck.com.
Entire agreement. These Terms, together with any Order Form, the Privacy Policy and the Data Processing Addendum, are the entire agreement between the parties about the Services.
Severability and waiver. If any provision is found unenforceable, the rest remain in effect. A failure to enforce a provision is not a waiver.
Relationship. The parties are independent contractors. Nothing in these Terms creates a partnership, agency or employment relationship.
Electronic acceptance. These Terms are an electronic record under the Information Technology Act, 2000 and do not require a physical signature.

19. Contact Us

If you have questions about these Terms, please contact us:

Email: hr@zodeck.com
Phone: +91 7386388859
Address: Flat No. 501, Mahesh Pride, Shilpa Park, Kondapur, Hyderabad, Telangana 500084