Terms and Conditions

Effective Date: March 27, 2026  |  Last Updated: March 27, 2026

1. Introduction

These Terms and Conditions ("Terms") govern your access to and use of GrooveHR, a cloud-based HR management software platform available at groovehr.com ("Platform", "we", "our", "us").

By accessing or using GrooveHR, you agree to be bound by these Terms along with our Privacy Policy and any other policies published on the Platform.

If you do not agree with these Terms, you must not use the Platform.

2. About GrooveHR

GrooveHR is a Software-as-a-Service (SaaS) platform that provides tools for:

  • Employee management
  • Attendance tracking (including biometric device integration)
  • Payroll processing with statutory compliance (PF, ESI, PT, TDS)
  • Leave management
  • HR document generation
  • HR analytics and reporting

3. Eligibility

By using this Platform, you confirm that:

  • You are at least 18 years of age
  • You are authorized to represent your organization (if registering on behalf of a company)
  • You will use the Platform in compliance with all applicable laws, including the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023

4. User Accounts

To access certain features, you must create an account. By doing so:

  • You are responsible for maintaining the confidentiality of your login credentials
  • You agree to provide accurate and complete information during registration
  • You are responsible for all activities that occur under your account
  • You must notify us immediately at support@groovehr.com if you suspect any unauthorized use of your account

5. Free Trial

GrooveHR may offer a free trial period for new registrations. During the trial:

  • You will have access to features as specified on the registration page
  • At the end of the trial period, your account will be suspended unless you subscribe to a paid plan
  • Data entered during the trial will be retained for 30 days after trial expiry, after which it may be permanently deleted
  • We reserve the right to modify or discontinue the free trial at any time without prior notice

6. Subscription & Payments

GrooveHR offers paid subscription plans billed on a monthly or annual basis.

  • Fees are billed in advance based on the selected plan and number of employees
  • All payments are processed through our payment partner (Razorpay) and are subject to their terms
  • Subscription fees are non-refundable once paid, except where required by applicable law
  • We may revise pricing with at least 30 days' prior written notice via email
  • Failure to pay within 7 days of the due date may result in suspension of services; continued non-payment beyond 30 days may result in account termination

7. Refund Policy

GrooveHR generally does not offer refunds for subscription fees already paid. However:

  • If you experience a service outage exceeding 72 continuous hours due to a fault on our end, you may request a pro-rata credit for the downtime period
  • Refund requests must be submitted within 15 days of the billing date to support@groovehr.com
  • Refunds, if approved, will be processed within 10 business days to the original payment method

8. Acceptable Use

You agree not to:

  • Use the Platform for any unlawful purpose or in violation of any applicable law
  • Attempt to gain unauthorized access to the system, other user accounts, or our servers
  • Upload malicious code, viruses, or any harmful content
  • Interfere with system security, integrity, or performance
  • Use the Platform to store or transmit data that you do not have the right to collect or process
  • Scrape, crawl, or use automated tools to access the Platform without prior written permission
  • Sublicense, resell, or redistribute access to the Platform without authorization

9. Data Responsibility

GrooveHR acts as a data processor for employee data entered into the Platform. The client organization is the data controller and is responsible for:

  • Obtaining all necessary consents from employees before uploading their data (including sensitive personal data such as Aadhaar, PAN, and bank details)
  • Ensuring the accuracy and legality of data entered into the Platform
  • Complying with all applicable data protection laws, including the Digital Personal Data Protection Act, 2023

For details on how we handle data, please refer to our Privacy Policy.

10. Account Termination & Data Export

Either party may terminate the subscription at any time by providing written notice.

  • Upon termination, you will retain read-only access for 15 days to export your data
  • You may request a full data export in CSV/Excel format by emailing support@groovehr.com
  • After the 15-day grace period, all tenant data (employee records, attendance, salary, documents) will be permanently deleted from our servers
  • We reserve the right to suspend or terminate accounts immediately for violation of these Terms, fraudulent activity, or non-payment exceeding 30 days

11. Intellectual Property

All rights, title, and interest in the Platform — including software, source code, design, branding, logos, and content — are owned by GrooveHR and protected under applicable intellectual property laws.

You may not:

  • Copy, reproduce, or distribute the software or any part of the Platform
  • Modify, adapt, or reverse engineer the Platform
  • Use GrooveHR branding, logos, or trademarks without prior written permission
  • Use the Platform for resale or redistribution without a written agreement

Data you upload to the Platform remains your property. GrooveHR does not claim ownership over your employee data, documents, or business information.

12. Third-Party Services

GrooveHR may integrate with third-party services, including:

  • Payment gateways (Razorpay)
  • Email delivery providers
  • Cloud hosting and storage providers

We are not responsible for the availability, security, or policies of third-party services. Your use of such services is subject to their respective terms and conditions.

13. Service Availability & Uptime

We strive to maintain 99.5% uptime for the Platform, excluding planned maintenance windows.

  • Planned maintenance will be communicated at least 24 hours in advance via email or in-app notification
  • We do not guarantee uninterrupted or error-free access at all times
  • We shall not be liable for downtime caused by factors beyond our control, including internet outages, hosting provider failures, or force majeure events

14. Indemnification

You agree to indemnify and hold harmless GrooveHR, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

  • Your use of the Platform in violation of these Terms
  • Your breach of any applicable law or third-party rights
  • Any data uploaded by you or your organization that is inaccurate, unlawful, or violates employee consent
  • Any unauthorized access to your account resulting from your failure to protect your credentials

15. Limitation of Liability

To the maximum extent permitted by applicable law:

  • GrooveHR shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from the use of the Platform
  • Our total liability for any claim related to the service shall not exceed the amount you paid to GrooveHR in the 12 months preceding the claim
  • GrooveHR is not liable for any loss of data, revenue, or business opportunity arising from service interruptions

16. Disclaimer of Warranties

The Platform is provided on an "as is" and "as available" basis. GrooveHR makes no warranties, express or implied, regarding:

  • The accuracy or completeness of salary calculations, statutory deductions, or tax computations — these should always be verified by a qualified professional
  • Fitness for a particular purpose or merchantability
  • Uninterrupted or error-free operation

17. Changes to Terms

We may update these Terms from time to time. When we do:

  • We will update the "Last Updated" date at the top of this page
  • For material changes, we will notify you via email at least 15 days before the changes take effect
  • Continued use of the Platform after changes take effect constitutes acceptance of the updated Terms
  • If you do not agree with the updated Terms, you may terminate your subscription before the effective date

18. Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of India.

  • Any disputes arising from these Terms shall first be attempted to be resolved through good-faith negotiation
  • If unresolved within 30 days, disputes shall be subject to binding arbitration under the Arbitration and Conciliation Act, 1996, with the seat of arbitration in New Delhi
  • The courts of New Delhi shall have exclusive jurisdiction for any matters not subject to arbitration

19. Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

20. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and GrooveHR regarding the use of the Platform, and supersede all prior agreements, understandings, or communications.

21. Contact Information

For any questions regarding these Terms, please contact:

GrooveHR
Website: groovehr.com
Email: support@groovehr.com