Terms of Service

1. Definitions

“System” or “Service”: the SmartHR HR platform available on this site. “Subscriber” or “Company”: the entity that created an account. “User”: anyone signing in with an account belonging to the company. “Provider”: the operator and owner of the system.

2. Account and subscription

• The subscriber creates an account with accurate, up-to-date information and is responsible for its accuracy.
• The service starts with a 14-day free trial with all features, after which the subscriber chooses a plan to continue.
• The subscriber is responsible for keeping credentials confidential and for all activity on the account, and must notify the provider immediately upon suspecting unauthorised access.
• The account may not be shared with another company or made available to anyone outside the subscriber’s staff.

3. Fees, payment and renewal

• Fees follow the chosen plan: a monthly base fee plus a fee for each employee beyond the number included in the plan.
• Published prices exclude VAT, which is added at the statutory rate (15%).
• The subscription renews automatically at the end of each cycle unless cancelled before the renewal date.
• If payment is late the subscriber is notified, and the provider may restrict adding new data until payment, without deleting existing data.
• Amounts paid for a current cycle are non-refundable unless required by law or a written agreement.

4. Use of the system

• The subscriber shall use the system only for lawful purposes related to managing its own human resources.
• Attempting to breach or disrupt the system, access another company’s data, or run security tests without written permission is prohibited.
• Reselling, leasing or making the service available to third parties without a written agreement is prohibited.

5. Data and ownership

• The company’s and employees’ data belong to the subscriber; the provider uses them only to operate and technically improve the service.
• The subscriber may request a copy of its data or its deletion after the subscription ends, per the privacy policy.
• The subscriber is responsible for the lawfulness of collecting and entering employee data and for informing employees under the Personal Data Protection Law.

6. Automated legal calculations

The system provides supporting calculations (such as end-of-service, leave and GOSI) based on the Saudi Labor Law and applicable regulations. These are for administrative organisation and estimation; they are neither a legal opinion nor legal advice. Final responsibility for amounts and obligations remains with the subscriber, and a specialist should be consulted in disputes or special cases.

7. Service availability

The provider makes reasonable efforts to keep the service running; it may pause temporarily for maintenance or for reasons beyond control. Scheduled maintenance is announced in advance where possible.

8. Limitation of liability

The provider is not liable for indirect damages or loss of profit. In all cases liability shall not exceed the total paid by the subscriber during the twelve months preceding the event.

9. Suspension and termination

• The subscriber may terminate at any time and retains access until the end of the paid cycle.
• The provider may suspend the account upon a material breach after notifying the subscriber and allowing a reasonable cure period, unless the breach is grave.
• The subscriber has 30 days after termination to export its data before deletion.

10. Changes to these terms

These terms may be updated; material changes are notified a reasonable time before they take effect. Continued use after the new version takes effect constitutes acceptance.

11. Governing law

These terms are governed by the laws of the Kingdom of Saudi Arabia, and Saudi courts have jurisdiction over any dispute arising from them.