1. Who we are and what these Terms cover
These Terms of Service (“Terms”) are a contract between Hostings House Solutions, LLC, a New York limited liability company that provides Operentra (“we”, “us” or “our”), and the business or organization that creates or uses an Operentra workspace (“Customer” or “you”). They govern your use of Operentra's HR software, including the web app, the employee self-service portal, the public API and this website (together, the “Service”).
2. Your account and users
The Service is for business use. You must be able to form a binding contract, and the information you give when you sign up must be accurate and kept up to date.
- Each workspace belongs to the Customer that created it. The administrators you appoint decide who has access and what each person can do.
- You are responsible for everything done through your workspace's accounts, including by the employees and other users you invite.
- Keep login details secure and use two-factor authentication where it is available. Tell us promptly if you suspect unauthorized access.
- Employees who use the self-service portal do so as your users. You are responsible for giving them any notices and policies your law requires.
3. The Service
Operentra is cloud HR software: employee records, attendance, leave, payroll, recruitment, performance, documents and related tools. The features available to you depend on your plan, as described on our pricing page.
- We improve the Service continually and may change or retire features. If we remove a material feature from your paid plan during your subscription, we will tell you in advance.
- Features marked “coming soon” are not part of the Service until they are released.
- In these Terms, “subscription” includes a lifetime license, which lasts for as long as we provide the Service.
- Some features connect to third-party products you choose to use, such as biometric devices, SMS providers or holiday calendars. Your use of those products is governed by their own terms.
4. Free trial
Unless you redeem a lifetime license when you sign up, a new workspace starts with a 14-day free trial of the plan offered at sign-up. No payment card is required. We may extend a trial at our discretion.
5. Fees and billing
Paid plans are priced per employee, billed monthly or yearly in US dollars, with a minimum number of billed employees per plan. Current prices are on our pricing page, and your billing page shows what you will pay before you confirm. If we have agreed different pricing or billing arrangements with you in writing, those apply instead.
- You are billed for the greater of your number of active employees and your plan's minimum, or for a higher number of seats if you choose to reserve them.
- Subscriptions renew automatically at the end of each billing period until cancelled. Payments are processed by our payment provider, Stripe; we do not store your full card details.
- When your headcount grows beyond the seats you are billed for, your seat count is updated automatically, at least once a day, and the extra seats are charged, prorated for the rest of the current period.
- When you reduce seats, the lower amount applies from your next invoice; the rest of the current period is not refunded or credited.
- When you change plan or billing cycle, the price difference for the rest of the current period is charged, or credited against future invoices, at the time of the change.
- Prices exclude taxes. You are responsible for any sales, use, value-added or similar taxes on your purchase, other than taxes on our income. Where we are required to collect a tax, we will add it to your invoice.
- We may change our prices. A change applies to your subscription from your next renewal that falls at least 30 days after we notify you, and you can cancel before it applies.
6. Cancelling your subscription
You can cancel at any time from your billing page. Cancellation takes effect at the end of the current billing period: you keep full access until then and you will not be charged again. You can undo a cancellation before the period ends. After that, your workspace becomes read-only and your data is kept as described in section 9.
7. Refund policy
If Operentra is not right for you, you can ask for a full refund of the first payment of your first paid subscription within 30 days of that payment. Each customer can receive one refund.
Eligible for a refund
- The first payment of your first paid subscription, requested within 30 days of that payment
Not refundable
- Renewal payments, monthly or yearly
- Charges for added seats, and prorated charges for plan or billing-cycle changes
- Any further refund, once you or a workspace you control has received one
- Lifetime licenses bought through AppSumo or another marketplace, which that marketplace refunds under its own policy
Ask through live chat, WhatsApp or our contact form, naming your workspace and the payment you want refunded
We confirm the refund and return it to the original payment method
Refunds usually reach you within 5 to 10 business days, depending on your bank
A refund ends the subscription it covers; your workspace becomes read-only and your data is kept as described in section 9
8. Your data
You own the data that you and your users put into the Service (“Customer Data”), including employee records. You grant us the rights we need to host, process and display Customer Data in order to provide, secure and support the Service. We use Customer Data only for those purposes, on your instructions and as described in these Terms (including the note to section 9) and our Privacy Policy. We do not sell Customer Data or use it to train AI models, and our AI provider does not use it to train its models. We may use aggregated, de-identified information about how the Service is used to operate and improve it.
- For the personal data of your employees, candidates and other individuals, you decide what is collected and why, and we process it on your behalf.
- You are responsible for having a lawful basis for the data you collect, and for giving any notices and obtaining any consents your law requires, in particular for location data from GPS attendance, national identity numbers and bank details.
- If you connect biometric devices, the Service stores encrypted fingerprint templates so that your devices stay in sync. Before enrolling anyone, you will obtain any written consent or release the law requires (for example, under the Illinois Biometric Information Privacy Act and similar laws in Texas and Washington), publish any retention and destruction schedule the law requires, and delete an individual's templates when the purpose for collecting them ends.
- If we become aware of a security breach affecting Customer Data, we will notify you without undue delay.
- While your workspace is active or read-only, your administrators can export its records in a machine-readable format. While it is active, they can also export or erase an individual employee's personal data on request.
- We use service providers to run the Service, including for hosting, file storage, email delivery, payments and AI processing. They may process Customer Data only to provide their services to us.
- Our staff access your workspace only to provide support you ask for, to investigate a problem, or to keep the Service secure and lawful. We log staff access to workspaces.
- We back up the Service regularly, but you should keep your own exports of any data you cannot afford to lose.
9. Your data after your subscription ends
When a trial ends without a subscription, or a subscription is cancelled or refunded, your workspace becomes read-only. You can still sign in, view your data and export it. If we end your access under section 15, we keep your data for the same period and will provide an export on request, unless the law prevents it.
Your data is kept for at least 90 days from the day the workspace became read-only
Before anything is deleted, we email your billing contacts, normally 14 days and again 3 days in advance
If you subscribe again before deletion, your workspace is restored with all the data it held
After that, the workspace and its data are permanently deleted, except as described in the note below. Encrypted backup copies are kept for a limited period, normally up to 90 more days, and then destroyed
10. AI features
Some features use artificial intelligence, such as scoring and recommendations in Performance. When an AI feature is used, the data it needs is sent to our AI provider to produce the result. AI scoring in Performance is on by default; your administrators can switch it off in Performance settings.
- AI output can be wrong or incomplete. Treat it as a suggestion and review it before relying on it.
- Do not use AI output as the only basis for decisions about hiring, pay, promotion, discipline or dismissal. Those decisions are your responsibility, as is any bias audit, notice or assessment required by law on automated decision-making, such as New York City Local Law 144 or the EU AI Act.
11. Payroll, tax and legal compliance
Operentra calculates pay, deductions, taxes and leave from the rules, rates and settings in your workspace. These are tools to help you run HR. They are not legal, tax or accounting advice.
- Check payroll results, payslips, bank payment files and tax figures before you approve or pay them.
- You remain responsible for complying with employment, payroll, tax and social-security laws, for filing returns, and for paying amounts due to your employees and to authorities.
- We work to keep built-in statutory rates and rules current, but laws change. Confirm that they fit your circumstances.
- Contracts, letters and other documents generated from templates should be reviewed for your jurisdiction before you use them.
- We are not liable for taxes, penalties, interest or amounts owed to employees that result from figures you approved.
12. Acceptable use
You agree not to, and not to allow anyone using your workspace to:
- Use the Service to break any law, or to process personal data without a lawful basis
- Upload malicious code, or access other customers' workspaces or our systems without permission
- Probe, scan or load-test the Service, or bypass its limits or security, without our written permission
- Exceed the public API's rate limits, or share API keys outside your organization
- Send spam or unlawful messages through the Service's email or SMS features
- Resell the Service or run it for third parties, other than for your own group companies where your plan allows it
- Copy or reverse-engineer the Service, or use it to build a competing product, except where the law permits
- Use the Service, or give anyone access to it, in breach of US or other applicable sanctions or export laws. You confirm that you are not located in, or owned or controlled by anyone in, a country or on a list subject to US sanctions
13. Intellectual property and feedback
We own the Service, including its software, design and content. While your subscription or trial is active, and subject to these Terms, we grant you a non-exclusive, non-transferable right to use the Service for your internal business purposes. If you send us suggestions or feedback, we may use them without any obligation to you.
14. Availability and support
We work to keep the Service available and secure, but we do not guarantee that it will be uninterrupted or error-free, and we do not offer uptime credits. We may carry out maintenance, preferably outside normal business hours.
Support channels
Live chat on our website, WhatsApp on +1 844 686 2721, and the contact form at operentra.com/contact.
Onboarding
Guided onboarding on Growth and full implementation support on Enterprise, as described on our pricing page.
15. Suspension and termination
You can stop using the Service at any time by cancelling under section 6. We may suspend or end your access if you materially breach these Terms and do not fix the breach within 14 days of our notice, if you do not pay, or immediately where needed to prevent harm to the Service, other customers or anyone else, or to comply with the law.
16. Disclaimers and limitation of liability
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”. TO THE EXTENT THE LAW ALLOWS, WE DISCLAIM ALL IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.
17. Your responsibility for claims
You will defend and indemnify us against claims by third parties, including your employees and candidates, that arise from Customer Data, from how you collected or used it, or from your use of the Service in breach of these Terms or the law, and you will pay any resulting damages and reasonable costs. This does not apply to the extent a claim results from our own breach of these Terms.
18. Governing law and disputes
These Terms are governed by the laws of the State of New York, without regard to its conflict-of-law rules. The state and federal courts located in the State of New York have exclusive jurisdiction over any dispute arising from them or from the Service, and both parties consent to that jurisdiction.
19. General
- These Terms, together with your plan details and our Privacy Policy, are the entire agreement between us about the Service.
- If you bought access through a marketplace such as AppSumo, that marketplace's terms also apply to your purchase, and these Terms apply to your use of the Service.
- You may not transfer these Terms without our consent. We may transfer them to an affiliate or to a successor to our business, and will notify you if we do.
- If any part of these Terms is found unenforceable, the rest remains in effect. Not enforcing a right is not a waiver of it.
- Neither party is responsible for delays caused by events beyond its reasonable control, other than delays in paying fees.
- We send notices to your workspace's administrators or billing contacts by email. Send notices to us through our contact form and, for legal notices, also by post to the address below.
20. Changes to these Terms
We may update these Terms. For material changes, we will email your workspace's administrators or billing contacts at least 30 days before the changes take effect. If you keep using the Service after that, the updated Terms apply; if you do not agree, you can cancel before they take effect. The date at the top of this page shows when these Terms last changed.