Terms of Service

Last updated: 4 July 2026

These Terms of Service (the “Terms”) govern access to and use of the Hexense HR platform (the “Service”), provided by Hexense Tech OÜ, a private limited company registered in the Republic of Estonia, registry code 17371031, with its registered address at Gonsiori tn 29, Kesklinna linnaosa, 10147 Tallinn, Harju maakond, Estonia (“Hexense”, “we”, “us”). By creating an account, creating an organization, or using the Service, you agree to these Terms.

1. The Service

Hexense HR is a multi-tenant HR platform offering leave management, policies and acknowledgements, an employee directory and org chart, profiles and onboarding, documents and electronic signatures, expenses, payroll records, announcements, surveys, and related features. Features available to you depend on your organization’s subscription plan.

2. Accounts and organizations

• The Service is provided to organizations (each a “Customer”). Individuals use the Service as members of a Customer’s organization under roles assigned by the Customer (employee, manager, or admin).
• The person who creates an organization represents that they are authorized to bind the Customer to these Terms.
• You must provide accurate account information and keep your credentials confidential. You are responsible for activity under your account. Notify us promptly of any suspected unauthorized use.
• The Service is intended for business use by persons aged 16 or over.

3. Customer data and responsibilities

• The Customer retains all rights to the data its members submit to the Service (“Customer Data”), including employee records, leave data, documents, payroll records, and survey responses.
• For personal data contained in Customer Data, the Customer is the controller and Hexense is the processor. Processing is governed by our Data Processing Agreement, which forms part of these Terms.
• The Customer is responsible for the lawfulness of the Customer Data it processes through the Service, including having a legal basis to process its employees’ personal data and complying with local employment and payroll law. Hexense HR provides record-keeping tooling; it does not provide legal, tax, or payroll-compliance advice.
• The Customer’s admins control member access, roles, and data within their organization, including inviting and removing members.

4. Acceptable use

You must not, and must not permit anyone to:

• use the Service in violation of applicable law;
• attempt to access data of another organization or another user beyond your authorized role;
• probe, scan, or test the vulnerability of the Service, or breach or circumvent its authentication or security measures, except pursuant to a coordinated disclosure agreed with us in writing;
• upload malicious code, or use the Service to store or transmit unlawful material;
• resell, sublicense, or provide the Service to third parties outside your organization, or use it to build a competing product;
• impose an unreasonable load on the Service’s infrastructure (including automated scraping or bulk API abuse).

We may suspend access that we reasonably believe violates this section, with notice where practicable.

5. Plans, fees, and billing

• Paid plans are billed in advance on a subscription basis via our payment provider, Stripe. Prices, plan features, and limits are shown in the Service’s billing pages.
• Fees are exclusive of VAT and other applicable taxes, which will be added where required.
• Subscriptions renew automatically until cancelled. Cancellation takes effect at the end of the current billing period; fees already paid are non-refundable except where required by law.
• If fees remain unpaid after reasonable notice, we may downgrade the organization to the free plan or suspend paid features.
• We may change prices with at least 30 days’ notice.

6. Electronic signatures

The Service includes functionality for acknowledging policies and signing documents electronically. The Customer is responsible for determining whether such electronic signatures satisfy the formal requirements applicable to a given document type in its jurisdiction (for example, documents requiring qualified electronic signatures or notarization).

7. Intellectual property

• Hexense retains all rights in the Service, its software, and its branding. We grant the Customer a limited, non-exclusive, non-transferable right to use the Service for its internal business purposes during the subscription term.
• You may give us feedback about the Service; we may use it without restriction or obligation.

8. Confidentiality

Each party will protect the other’s confidential information with at least reasonable care, use it only to perform under these Terms, and not disclose it except to personnel and advisors who need it and are bound by confidentiality obligations, or where disclosure is required by law.

9. Security and data protection

We implement technical and organizational measures appropriate to the sensitivity of HR data, including tenant isolation enforced at the database layer, encryption in transit and at rest, role-based access control, and audit logging. Details of our processing of personal data are set out in the Privacy Policy and the Data Processing Agreement.

10. Availability and support

We aim for high availability but do not guarantee uninterrupted operation. We may perform maintenance, and we may modify features of the Service, provided we do not materially reduce the core functionality of a paid plan during a paid term without notice.

11. Warranties and disclaimer

The Service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be error-free or that it satisfies any specific legal or regulatory requirement applicable to the Customer.

12. Limitation of liability

• Neither party is liable for indirect or consequential damages, including lost profits, loss of business, or loss of data (other than a party’s obligation to restore data under the DPA).
• Each party’s total aggregate liability arising out of or relating to these Terms is limited to the fees paid or payable by the Customer in the 12 months preceding the event giving rise to the claim.
• Nothing in these Terms excludes or limits liability for intentional misconduct or gross negligence, or any liability that cannot be excluded under applicable law.

13. Indemnity

The Customer will indemnify Hexense against third-party claims arising from Customer Data or the Customer’s use of the Service in violation of these Terms or applicable law, except to the extent caused by Hexense’s breach of these Terms.

14. Term, suspension, and termination

• These Terms apply from first use of the Service and continue until the Customer’s organization is deleted or these Terms are terminated.
• Either party may terminate for material breach not cured within 30 days of written notice.
• On termination, the Customer’s admins may export Customer Data using the Service’s export and reporting features. After a 30-day grace period, we will delete Customer Data in accordance with the DPA, except where retention is required by law.

15. Changes to these Terms

We may update these Terms. For material changes we will give at least 30 days’ notice via the Service or email. Continued use after the effective date constitutes acceptance; if the Customer does not agree, it may terminate before the change takes effect.

16. Governing law and venue

These Terms are governed by the laws of the Republic of Estonia, excluding its conflict-of-law rules. Disputes are subject to the exclusive jurisdiction of Harju County Court (Harju Maakohus), Estonia, unless mandatory law provides otherwise.

17. Contact

Hexense Tech OÜ · Gonsiori tn 29, Kesklinna linnaosa, 10147 Tallinn, Harju maakond, Estonia · legal@hex-tech.xyz