Terms of Service

1. Who these terms apply to

Two kinds of people interact with Peoplifi, and these Terms apply differently to each:

• Customers (subscribers): The company that signs up, pays for the subscription, and administers the account. Customers are bound by the full agreement including billing, data processing, indemnity, and service-level clauses.
• End users (employees): Individuals who log in because their employer provisioned an account, run the Desktop Agent, punch in on a biometric device, or use the mobile app. End users are bound by the acceptable-use, privacy, and security clauses only.

If you are accepting these Terms on behalf of an organization, you confirm that you have authority to do so and that the organization is bound to them.

2. Accounts and eligibility

• You must be at least 16 years old to use Peoplifi (or 18 in jurisdictions where the age of majority is higher). The Service is not designed for children.
• You are responsible for keeping your credentials confidential and for all activity under your account. Notify us at contact@peoplifi.com if you suspect unauthorized access.
• Customer admins are responsible for the accuracy of employee records they upload, for deactivating users who leave the organization, and for removing biometric enrollments when an employee offboards.
• One organization equals one tenant. You may not share a single paid seat across multiple people, or create multiple free trials to avoid paying.
• Peoplifi may, at its sole discretion, decline to provide the Service to any individual or entity, and may refuse service to comply with US export-control or sanctions laws (including OFAC restrictions).

3. Subscription plans, trial, and billing

Peoplifi is sold on a per-seat, per-month basis. Current plans published on our pricing page are Starter, Growth, and Business. The plan you choose at checkout (or the plan you were provisioned on) governs your feature limits, storage quotas, and support SLA.

• Free trial. New organizations get a 14-day full-feature trial. No credit card is required to start. At the end of the trial the workspace is either converted to a paid plan or placed in read-only mode.
• Billing cycle. Subscriptions renew automatically each month (or year, if an annual plan was chosen) on the anniversary of activation. Seat counts are recalculated on each renewal based on active users.
• Currency and tax. Invoices are issued in US dollars (or the currency configured for the workspace) and include the applicable sales tax, VAT, or GST when required by law. You are responsible for any tax that you would normally pay on similar services in your jurisdiction.
• Refunds. Fees are non-refundable except where required by law or explicitly agreed in writing. You may cancel at any time; cancellation stops the next renewal but does not trigger a refund of the current period.
• Late payments. If an invoice is unpaid past its due date, we may suspend access to the workspace after notice. Data is retained per Section 10 during suspension. Past-due balances may accrue interest at the lesser of 1.5% per month or the maximum permitted by applicable law.
• Referral credits. Referral rewards (“1 month free”) earned through our referral program are applied as account credits. Credits cannot be redeemed for cash and are voided on abuse (self-referrals, duplicate companies, fraudulent signups).

4. Acceptable use

You agree not to:

• Use Peoplifi to monitor individuals without disclosing the monitoring to them in accordance with applicable employment and privacy law. Customers must tell employees, in writing, that the Desktop Agent captures screenshots and activity metrics. Specific written-notice rules apply in Connecticut, Delaware, New York, and other jurisdictions; complying with them is the customer's responsibility.
• Forge, manipulate, or delete attendance, biometric, or payroll records in ways that misrepresent what actually happened, including in ways intended to mislead any tax, labor, or wage-and-hour authority.
• Reverse engineer, decompile, or extract the source of the Desktop Agent, mobile apps, or the web application, except to the extent that applicable law expressly permits.
• Attempt to bypass rate limits, authentication, RBAC, or multi-tenant isolation (organization scoping, per-tenant storage buckets).
• Send spam, phishing content, or malware through Peoplifi email, announcements, integrations, or referral share channels.
• Upload content that is unlawful, infringing, or that you do not have the right to store in a third-party system (including NDA-bound customer data from other businesses).
• Use Peoplifi to build a competing product or to benchmark it for a competitor.
• Use Peoplifi in any way that would violate the US Computer Fraud and Abuse Act, the EU GDPR, the California Consumer Privacy Act, or any other applicable privacy or computer- misuse law.

5. Desktop Agent, biometric devices, and mobile apps

We grant you a limited, non-exclusive, non-transferable, revocable license to install and run the Peoplifi Desktop Agent, the Peoplifi mobile apps, and to connect compatible biometric devices to your workspace.

• The Desktop Agent captures screenshots at a configurable interval, records active window titles and activity rate, and reports to the Peoplifi API over TLS. It does not capture keystrokes, clipboard contents, or network traffic.
• Customers are responsible for configuring screenshot intervals, retention, blurring, and pause windows in a way that is lawful in their jurisdiction, including any electronic-monitoring notice requirements.
• End users may uninstall the Desktop Agent from their own machine; doing so may prevent activity and working-hours tracking, which could affect payroll calculations.
• Biometric devices enrolled to a workspace are managed by the customer. Peoplifi does not store raw biometric templates on our servers — only hashed punch events, timestamps, device IDs, and user IDs. Customers operating in jurisdictions with biometric privacy laws (such as the Illinois BIPA, Texas CUBI, or Washington H.B. 1493) must obtain any required written employee consent prior to enrollment.

6. Customer data and privacy

When Peoplifi processes employee records, attendance, payroll, or Desktop Agent output for a customer workspace, Peoplifi acts as a service provider / data processor and the customer is the business / data controller. How we handle this data is described in our Privacy Policy and, for EU/UK customers, our GDPR notice.

• Customer responsibility. You must have a lawful basis to upload employee data to Peoplifi, must notify your employees that you use us, and must honor their data-subject and consumer-rights requests with our help.
• DPA. EU, UK, and California customers (and any customer who needs one) may execute our Data Processing Addendum by emailing contact@peoplifi.com. It covers sub-processors, Standard Contractual Clauses, and breach-notification timelines.
• What we never do. We do not sell customer data. We do not use screenshots, activity rates, payroll, or biometric events to train AI models.

7. Intellectual property

Peoplifi and its licensors own all right, title, and interest in the Service, including the software, branding, UI, marketing-site content, documentation, and algorithms. Your subscription grants access — not ownership.

You retain all rights in the data you upload (employee records, payroll, attendance, documents). You grant Peoplifi a limited, worldwide license to host, process, and display that data strictly to deliver the Service to you.

Feedback you send us (feature requests, NPS comments, bug reports) may be used to improve the Service without any obligation or compensation to you.

If you believe content on Peoplifi infringes a US copyright, send a DMCA notice to contact@peoplifi.com with the elements required by 17 U.S.C. § 512(c)(3).

8. Service levels and availability

We target 99.5% monthly uptime for the web app, APIs, and Desktop Agent ingestion endpoints (99.9% on the Business plan). Scheduled maintenance is announced in the in-app banner at least 24 hours in advance when reasonably practicable. Emergency maintenance may occur without notice.

Support is offered over email and in-app chat in English. Response time depends on plan: Starter (next business day), Growth (within 8 business hours), Business (within 4 business hours). Business hours are observed in US Eastern Time, Monday through Friday, excluding US federal holidays.

9. Third-party services

Peoplifi integrates with third-party services that you choose to connect (for example, Slack, payment gateways, Google / Microsoft SSO, Okta, biometric hardware firmware, and accounting tools such as QuickBooks). We are not responsible for the availability, accuracy, or security of those third-party services. Your use of each integration is also governed by that provider's terms.

10. Suspension, termination, and data export

• Customer-initiated cancellation. You can cancel any time from the billing screen. The workspace stays active until the end of the paid period, then moves to a read-only state for 30 days so you can export payroll, attendance, and employee records.
• Deletion. After the 30-day read-only window, the workspace and its data enter a 90-day deletion queue. Backups persist for up to 35 additional days before being overwritten on rotation.
• Suspension by Peoplifi. We may suspend an account for unpaid invoices, material breach of these Terms, security incidents, or a credible report of misuse. We will notify you unless doing so would worsen the incident or be prohibited by law.
• Data export. Customers on any active plan can export employees, attendance, leaves, and payroll to CSV from the admin dashboard at any time. On request we will provide a JSON dump of the full workspace.
• Legal hold. Even after deletion requests, we may retain limited records required by tax or employment law (for example, payroll records under the Fair Labor Standards Act and IRS retention guidelines).

11. Warranties and disclaimers

Peoplifi is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim all implied warranties including merchantability, fitness for a particular purpose, non-infringement, and accuracy of any tax or payroll calculation.

Peoplifi computes federal, state, and local tax withholding, FICA, retirement contributions, and similar figures based on rates and rules supplied by the customer or defaulted from published US, Canadian, UK, or other government tables. Final responsibility for the accuracy of any payroll run, tax filing, or statutory deposit rests with the customer and its accounting professionals.

12. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, consequential, special, exemplary, or punitive damages, including lost profits, lost revenue, lost data, or business interruption. Peoplifi's aggregate liability for any claim arising out of these Terms is capped at the fees you paid us in the twelve months preceding the event giving rise to the claim.

Nothing in these Terms excludes liability that cannot be excluded under applicable law (for example, gross negligence, willful misconduct, or statutory consumer rights where they apply).

13. Indemnification

Customer will defend and indemnify Peoplifi against any claim arising out of (a) customer data uploaded to the Service, (b) the customer's use of the Service in breach of these Terms or of applicable law, including monitoring employees without lawful disclosure, or (c) the customer's handling of employee payroll, tax, wage and hour, or statutory deposits.

14. Changes to the service and these terms

We iterate on Peoplifi continuously. We may add, remove, or change features. For material changes to these Terms we will post an updated version and notify account admins by email or in-app banner at least 14 days before the change takes effect. Continued use after the effective date means you accept the updated Terms.

15. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict-of- law principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Informal resolution first. Before filing a formal claim, both parties agree to try in good faith to resolve any dispute by sending a written notice of the claim to contact@peoplifi.com and attempting a 30-day informal resolution period.

Arbitration. Any dispute that cannot be resolved informally will be resolved by binding individual arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. The seat of arbitration will be New York, New York. Each party waives any right to a jury trial. Each party also waives any right to participate in a class, collective, or representative action; disputes must proceed on an individual basis only. If the class-waiver is held unenforceable, the entire arbitration agreement will be void and the dispute will proceed in court.

Notwithstanding the above, either party may bring a claim for injunctive relief in any court of competent jurisdiction to protect its intellectual-property rights.

16. Contact