TERMS OF SERVICE

Effective Date: November 22, 2025

I. Introduction

By accessing or using the HR Zen website, web application, mobile application, and related services (collectively, the “Services”) provided by HR Zen (“HR Zen”, “we”, “our”, or “us”), you acknowledge that you have read, understood, and agree to be bound by these Terms of Service (the “Terms” or this “Agreement”).

If you do not agree to these Terms, you must not access or use the Services.

II. Use of the Services

You agree to use the Services only in accordance with:

These Terms;
Our Privacy Policy and any other applicable policies; and
All applicable laws and regulations.

We may, at our sole discretion, suspend or terminate your access to the Services (or any part thereof) if we believe you have violated these Terms, our policies, or any applicable law, or if we are investigating suspected misuse.

III. Your HR Zen Account

Certain features of the Services require a user account.

You agree to:

Provide accurate, current, and complete information when creating or updating your account;
Maintain the confidentiality of your username and password; and
Be responsible for all activities that occur under your account.

IV. Customer Responsibilities and Employee Data

The Services allow Customers and their authorized Users to upload, store, and process HR-related data, including personal data of employees and other staff.

Customers are responsible for ensuring that they have obtained all required consents and provided all required notices to their employees and other data subjects before submission of their personal data to the Services.

As a Customer, you further acknowledge and agree that:

You are responsible for the accuracy, quality, and legality of the data you provide to the Services;
You have the necessary rights, permissions, and lawful basis to process and submit such data to HR Zen;
You remain solely responsible for your compliance with labor, tax, social security, and other applicable employment-related laws and regulations; and
HR Zen provides software tools to facilitate HR processes, but does not provide legal, tax, or employment advice and is not responsible for your compliance obligations as an employer.

Users should direct any questions about how their employer uses HR Zen to their employer or their applicable HR personnel.

V. License and Access

Subject to these Terms and timely payment of fees, HR Zen grants you a limited, non-exclusive, non-transferable, non-sublicensable license to access and use the Services solely for internal business operations.

Restrictions include but are not limited to copying or modifying Software, reverse engineering, circumventing limits, unlawful use, reselling, or competing with HR Zen.

VI. Privacy and Data Protection

We are committed to protecting personal data processed through the Services. Our Privacy Policy describes how we collect, use, store, disclose, and protect personal data, including employee data processed on behalf of Customers.

By using the Services, you acknowledge that you have read and understood our Privacy Policy and agree that personal data will be processed in accordance with it, as well as with applicable data protection and privacy laws.

VII. Intellectual Property

Unless otherwise stated, all content, software, interfaces, designs, logos, trademarks, and other materials displayed on or made available through the Services (collectively, the “HR Zen Content”) are owned by HR Zen or its licensors and are protected by intellectual property and other laws.

Nothing in the Services grants you any rights to use HR Zen Content except as necessary to use the Services in accordance with these Terms. You may not copy, modify, distribute, sell, lease, reverse engineer, or create derivative works based on any part of the Services or HR Zen Content unless we give you express written permission or such use is permitted by law.

VIII. Marketing

We may send you product announcements, updates, newsletters, or other marketing communications where permitted by law and, where required, with your consent.

You may opt out of marketing communications at any time by following any opt-out instructions included in our communications or contacting us at the email address provided in the “Contact Us” section below.

HR Zen retains the right to send important service-related notices such as for account security, changes to these Terms, or payroll and HR notifications relevant to your use of the Services.

IX. Changes to the Services

We are continuously improving and developing the Services. We may add, modify, or remove features, functionalities, or components of the Services from time to time.

If we discontinue a material feature or the Services in whole or in part, we will make reasonable efforts, where practicable, to provide prior notice and allow Customers a reasonable opportunity to export their data.

X. Warranties and Disclaimers

To the fullest extent permitted by law, HR Zen:

Makes no express or implied warranties about accuracy, completeness, reliability, timeliness, or fitness for a particular purpose;
Does not warrant that the Services will be uninterrupted, error-free, secure, or that defects will be corrected; and,
Does not warrant that the Services or downloadable files are free of viruses, malware, or other harmful components.

You are responsible for implementing appropriate security protections and safeguards when using the Services.

XI. Limitation of Liability

HR Zen is not responsible for the Customer’s failure to comply with applicable laws and regulations.

The Services are tools to support HR processes and do not replace your independent legal and compliance obligations as an employer or organization.

Further, to the fullest extent permitted by law, in no event shall HR Zen, its directors, officers, employees, agents, or affiliates be liable for any:

Indirect, incidental, consequential, special, exemplary, or punitive damages;
Loss of profits, revenue, business, data, or goodwill; or
Damages related to business interruption

arising out of or in connection with your use of, or inability to use, the Services, even if we have been advised of the possibility of such damages.

To the fullest extent permitted by law, the aggregate liability of HR Zen to the Customer, if any, for such circumstances shall not exceed the amount the latter paid to use the Services.

XII. Indemnity

To the extent permitted by law, you agree to indemnify, defend, and hold harmless HR Zen and its directors, officers, employees, and agents from any claims, liabilities, damages, losses, and expenses arising out of or related to:

Your breach of these Terms or any applicable law;
Your misuse of the Services; or,
Any User Content or data you submit to the Services.

XIII. Policy Changes

We may update these Terms from time to time. Customers and Users shall be duly notified prior to such changes. Your continued use of the Services after any changes take effect constitutes your acceptance of the revised Terms.

XIV. About This Agreement

These Terms are the entire agreement between you and HR Zen regarding your access to and use of the Services, except where a separate written agreement exists between HR Zen and your organization. In case of conflict, written agreements prevail over conflicting subject matter.

If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force and effect. HR Zen’s failure to enforce any right or provision is not a waiver of that right or provision.

XV. Governing Law

These Terms and any dispute arising out of or relating to them or the Services are governed by the laws of the Republic of the Philippines, without regard to conflict of law principles.

Any such disputes shall be submitted to the competent courts of Cebu City, Philippines, to the exclusion of any other venue, without prejudice to any mandatory provisions of applicable law.

XVI. Contact Us

If you have any questions or concerns about these Terms or the Services, you may reach us through:

HR Zen Corporation
123B One Paseo, Ma. Luisa Road, Banilad, Cebu City, Cebu 6000
support@hrzen.com