Terms of Service

By creating an account, signing in, or clicking to accept these terms, you agree to them on behalf of the Customer, and you confirm that you have authority to do so. If you do not agree, do not use Stafrix. These terms are an electronic record under the Information Technology Act, 2000 and are enforceable under section 10A of that Act and the Indian Contract Act, 1872, without a physical signature.

If you and we sign a separate order form or agreement, it prevails over these terms where the two conflict.

• Service: Stafrix, including the website, web app, installable app, APIs and any related support.
• Admins: people the Customer allows to use the Service to manage its account (owners, admins, managers and viewers).
• Employees: the Customer’s workers whose records are kept in the Service, including those who use the employee portal.
• Users: Admins and Employees together.
• Customer Data: all data, including personal data, that the Customer or its Users put into the Service or that the Service creates for them, such as attendance, leave and payroll records.
• Plan: the subscription the Customer is on, with its price and limits.

• The Service is for businesses and other organizations, not for personal or household use. Admins must be at least 18 years old.
• Keep account details accurate, and keep passwords and sign-in codes confidential. You are responsible for everything done through your Users’ accounts.
• Give each person their own account. Shared logins defeat the audit log and role controls.
• Tell us promptly if you suspect unauthorized access to your account.

Stafrix lets Customers record attendance (including check-in from Employees’ phones, limited to a workplace radius and optionally with a selfie), manage shifts, leave, holidays, tasks and announcements, and calculate payroll from rules the Customer configures.

We improve the Service continuously and may add, change or remove features. We will not materially reduce the core functions of your Plan during a paid period without notice. Features marked as beta or preview are offered as they are and may change or end.

As the employer, and as the Data Fiduciary of your Employees’ data under the Digital Personal Data Protection Act, 2023 (the “DPDP Act”), you are responsible for:

• Having a lawful basis for processing your Employees’ data, such as the employment purposes permitted by section 7(i) of the DPDP Act, and obtaining consent where it is needed.
• Giving Employees clear notice of what Stafrix records, including location at check-in and selfies if you turn them on, why, and how they can exercise their rights.
• Setting a reasonable workplace radius, using location and selfies only to verify attendance, and not using Stafrix to monitor people outside working hours or the workplace.
• The accuracy of what you enter: employee details, shifts, pay rules, salaries and deductions.
• Answering your Employees’ requests to access, correct or erase their data, with our help where needed.
• Complying with the labour and employment laws that apply to you, including the Code on Wages, 2019, the Occupational Safety, Health and Working Conditions Code, 2020, the Code on Social Security, 2020, the Industrial Relations Code, 2020, and state Shops and Establishments Acts, including any record-keeping they require.
• Not adding anyone under 18 unless the law permits their employment and you have verifiable consent from a parent or lawful guardian as section 9 of the DPDP Act requires.

Stafrix is a tool. It calculates attendance and pay from the shifts, rules, salaries and deductions you configure, and it shows what each rule changes before you apply it. It is not a payroll bureau, accountant, tax adviser or legal adviser.

• Review payroll results before you pay anyone or rely on them. You are responsible for the amounts you pay.
• You remain responsible for statutory deductions, contributions and filings, including provident fund, ESI, professional tax, TDS and labour welfare fund, and for meeting minimum wage requirements.
• Nothing in the Service is legal, tax or financial advice. Consult a professional for questions about your obligations.

You and your Users must not:

• Use the Service in breach of any law, including data protection, labour, anti-discrimination and privacy laws.
• Upload data you have no right to share, or content that is unlawful, defamatory, obscene or infringes anyone’s rights.
• Record anyone’s location or photo without the notice and lawful basis the law requires.
• Try to access other Customers’ data, probe, scan or test the Service’s security without our written permission, or interfere with its operation.
• Copy, modify, decompile or reverse engineer the Service, except as the law expressly allows.
• Resell, sublicense or provide the Service to third parties, or use it to build a competing product.
• Send spam, or misuse the SMS sign-in feature.

We may remove content or suspend access that breaks these rules, as section 18 explains.

• You own Customer Data. You grant us a limited right to host, process and display it only to provide, secure and support the Service for you.
• You can export your data at any time: payslips as PDF, and attendance and payroll as Excel.
• We may use aggregated information that does not identify you, your Users or any individual, to operate and improve the Service.
• We never sell Customer Data, and never use it for advertising.

For personal data of your Employees and Admins in Customer Data, you are the Data Fiduciary and we are your Data Processor under the DPDP Act (and your processor under the GDPR, where it applies). This section is the contract section 8(2) of the DPDP Act requires. We will:

• Process personal data only to provide the Service and on your documented instructions, which these terms and your use of the Service’s settings record.
• Ensure that our staff with access are bound by confidentiality.
• Maintain the security safeguards described in our Privacy Policy and on our Security page.
• Use only the sub-processors listed in our Privacy Policy, under written terms at least as protective as these, give notice before adding a new one, and let you object on reasonable grounds.
• Notify you without undue delay after becoming aware of a personal data breach affecting your data, with the information you need to meet your own obligations.
• Help you respond to requests from Employees exercising their rights, and to enquiries from the Data Protection Board of India.
• On termination, make your data available for export for 30 days, then delete it within 90 days, except where the law requires us to keep it.
• Provide information reasonably needed to show that we comply with this section.

Each party will keep the other’s non-public business, technical and financial information confidential, use it only to perform these terms, and protect it with at least reasonable care. This does not apply to information that is public through no fault of the receiving party, was already known to it, was independently developed, or must be disclosed by law, in which case the disclosing party is told first where the law allows.

AURENTIAL TECH SOLUTIONS and its licensors own the Service, its software, design, documentation and the Stafrix name and marks. These terms give you a non-exclusive, non-transferable right to use the Service for your internal business purposes during your subscription; they do not transfer any ownership. If you send us suggestions, we may use them without obligation to you.

Some features rely on third parties, such as Google for “Sign in with Google” and an SMS provider for sign-in codes. Their own terms apply to your use of them. We are not responsible for services we do not control, but we choose our providers carefully and list those that handle personal data in our Privacy Policy.

We work to keep the Service available and fast, and we schedule maintenance to minimize disruption. We do not promise uninterrupted service unless we agree a service level in writing. Support is available by email at support@stafrix.com.

We will provide the Service with reasonable skill and care, and it will perform materially as described. If it does not, tell us and we will work to fix it; if we cannot within a reasonable time, you may end your subscription and receive a pro-rata refund of prepaid fees for the unused period. This is your remedy for a breach of this warranty.

Apart from that, and to the extent the law allows, the Service is provided “as is” and “as available”, and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be free of errors, or that it will meet requirements we have not agreed in writing.

• Neither party is liable for indirect, incidental, special, consequential or punitive losses, or for loss of profits, revenue, business or goodwill, even if told they were possible.
• Each party’s total liability arising out of these terms in any 12-month period is limited to the fees the Customer paid or owed for the Service in the 12 months before the event giving rise to the claim. During a free trial, our liability is limited to INR 10,000.
• These limits do not apply to a party’s indemnity obligations, a Customer’s obligation to pay fees, breach of confidentiality, or liability that cannot be limited under Indian law, including for fraud or wilful misconduct.

The party seeking indemnity must tell the other promptly, let it control the defence, and cooperate reasonably.

• You may close your account at any time by writing to us. Fees paid for the current period are not refunded unless these terms say otherwise.
• Either party may end the agreement if the other materially breaches it and does not fix the breach within 30 days of written notice.
• We may suspend access immediately, without prior notice, if it is necessary to prevent harm to the Service, other Customers or the public, or to comply with the law. We will restore access as soon as the reason is resolved.
• When the agreement ends, your right to use the Service stops. Your data remains available for export for 30 days and is then deleted, as section 10 explains.
• Sections that by their nature should continue, including those on data, confidentiality, liability, indemnities and disputes, survive termination.

These terms are governed by the laws of India.

If a dispute arises, the parties will first try in good faith to resolve it through senior representatives within 30 days of written notice. If it is not resolved, it will be referred to arbitration by a sole arbitrator appointed by mutual agreement, under the Arbitration and Conciliation Act, 1996. The seat and venue of arbitration will be Udaipur, Rajasthan, and the proceedings will be in English. Subject to this, the courts at Udaipur, Rajasthan have exclusive jurisdiction. Either party may seek urgent interim relief from a competent court.

• Changes to these terms: we may update these terms. For material changes we will give Admins at least 30 days’ notice by email or in the app. Continuing to use the Service after a change takes effect means you accept it.
• Force majeure: neither party is liable for delay or failure caused by events beyond its reasonable control, such as natural disasters, epidemics, war, government action, or failures of public networks or power, other than an obligation to pay.
• Assignment: neither party may transfer these terms without the other’s consent, except to a successor to substantially all of its business, with notice. This includes our transferring the Stafrix business to a company or LLP formed by its proprietor, on the same terms.
• Notices: we send notices to the Admin owner’s email address or in the app. Send notices to us at support@stafrix.com and, for legal notices, also in writing to our registered office.
• Entire agreement: these terms, the Privacy Policy and any signed order form are the whole agreement between us on this subject.
• Severability and waiver: if part of these terms is unenforceable, the rest remains in effect. Not enforcing a right is not a waiver of it.
• Independent parties: the parties are independent contractors. Nothing here creates a partnership, agency or employment relationship.
• Export and sanctions: you will not use the Service in breach of applicable export control or sanctions laws.

AURENTIAL TECH SOLUTIONS, a sole proprietorship
Proprietor: MANAN VYAS
Udyam Registration No. UDYAM-RJ-33-0132904
Udaipur, Rajasthan, India
Email: support@stafrix.com