Terms of Service

1. The service

HRpotamia is a cloud human resources platform: candidate screening, employee records, document and ID storage with expiry tracking, onboarding, time and attendance, remote check-in, passkey based punching, an employee app, and optional AI assisted features. Each Customer has a separate workspace. We may improve, add or retire features with reasonable notice where a change materially reduces functionality you pay for.

2. Accounts and users

The person who creates the workspace confirms they are authorised to bind the Customer. The Customer decides who receives an account, assigns roles (admin or employee), and is responsible for its users, for keeping credentials confidential, and for removing access promptly when people leave. Accounts are for individuals and must not be shared. You must tell us without delay at the contact address below if you suspect unauthorised access.

3. Trial, plans and payment

New workspaces begin with a free trial of fourteen days. When the trial ends, the workspace becomes read-only (data stays visible and exportable) until a plan is activated. Plans differ by the number of active accounts; every plan includes every module. Fees, currency, invoicing and payment terms are set out in the order form or invoice. Fees are exclusive of taxes, which the Customer pays where applicable. Late amounts may lead to suspension after fourteen days written notice. We may change prices with at least thirty days notice before a renewal.

4. Customer data and ownership

The Customer owns all data it and its users enter into the service, including personal data about its employees and candidates ("Customer Data"). We claim no rights in it beyond what is needed to provide, secure and support the service as described in these Terms and the Privacy Policy. The Customer is the controller of personal data in Customer Data and we act as its processor under the Data Processing Addendum in Section 12. The Customer is responsible for having a lawful basis and for giving any notices required by law to its employees and candidates, including for location data collected on check-in and for passkey based punching.

5. Acceptable use

You must not: use the service for anything unlawful or discriminatory; upload malware or content that infringes the rights of others; attempt to access other workspaces or test security without our written permission; resell or white-label the service without an agreement; use it to monitor people in ways prohibited by the law that applies to you; or use the AI features to make decisions with legal or similarly significant effects on a person without meaningful human review. We may suspend a workspace that breaches this section after notice, or immediately where there is a security risk.

6. AI assisted features

The assistant, document reading and daily briefing are produced by a large language model from the data in your workspace. Outputs can be wrong or incomplete; they are suggestions and drafts to be checked by a person, not advice and not automated decisions. The model only receives data the requesting user is allowed to see. AI providers act as our sub-processors under Section 12 and do not use Customer Data to train their models. You can ask us to switch the AI features off for your workspace.

7. Security

We protect the service with measures appropriate to HR data, described in Annex 2 of the Data Processing Addendum: encryption in transit, isolated workspaces checked on every request, salted password hashing, session controls, lockout after repeated failures, role based access, audit logging and point in time database recovery. The Customer must keep its own devices, networks and accounts secure and configure roles appropriately.

8. Availability and support

The service runs on Cloudflare's global network and we aim for high availability, but we do not guarantee uninterrupted service unless a service level agreement is agreed in writing. Planned maintenance is announced in advance where practical. Support is provided by email at the contact address below during business hours, with reasonable efforts to respond within one business day.

9. Intellectual property

HRpotamia, its software, design, documentation and trademarks belong to HRpotamia and its licensors. The Customer receives a limited, non-exclusive, non-transferable right to use the service for its internal business during the subscription. Feedback you give us may be used to improve the service without obligation.

10. Term, suspension and termination

Subscriptions run for the period in the order form and renew unless either party gives notice before the renewal date. Either party may terminate for a material breach that is not cured within thirty days of written notice. The Customer may delete its workspace at any time from Workspace settings, which permanently removes its records, files and accounts; download a backup first. On termination we make Customer Data available for export for thirty days, after which we delete it as described in the Privacy Policy.

11. Warranties, liability and indemnity

We warrant that the service will perform materially as described. Except as stated, the service is provided as is, and we disclaim implied warranties to the extent permitted by law. Neither party is liable for indirect, consequential, special or punitive damages, or loss of profit, revenue or goodwill. Each party's total liability under these Terms in any twelve month period is limited to the fees paid or payable by the Customer for that period. These limits do not apply to death or personal injury caused by negligence, fraud, breach of confidentiality, or liabilities that cannot be limited by law. The Customer indemnifies us against claims arising from Customer Data or its users' breach of Section 5.

12. Data Processing Addendum

This section is the data processing agreement between the Customer (controller) and us (processor) for personal data in Customer Data, and is intended to meet Article 28 of the EU and UK GDPR and the equivalent requirements of other data protection laws that apply to the Customer.

12.1 Subject matter and duration: processing of employee, candidate and user personal data to provide the service, for the duration of the subscription plus the export and deletion periods. Nature and purpose: hosting, storage, retrieval, display, computation (attendance results, compliance scoring), AI assisted features at the Customer's choice, backup and support. Categories of data subjects: the Customer's employees, candidates, contractors and users. Categories of data: identity and contact details, employment details, identity documents and their numbers and expiry dates, emergency contacts, attendance and request records, device location at check-in, passkey public credentials, and audit data.

12.2 Our obligations: we process personal data only on the Customer's documented instructions (these Terms, the service's features and the Customer's use of them), unless law requires otherwise, in which case we inform the Customer before processing where permitted; we ensure persons authorised to process the data are bound by confidentiality; we implement the measures in Annex 2; we assist the Customer with data subject requests and with its obligations on security, breach notification and impact assessments, taking into account the nature of the processing; we delete or return personal data at the end of the service; and we make available the information needed to demonstrate compliance and allow audits, on reasonable notice, no more than once a year unless required by a supervisory authority, at the Customer's cost.

12.3 Sub-processors: the Customer authorises the sub-processors listed in Annex 1. We will inform the Customer of intended changes at least thirty days in advance, and the Customer may object on reasonable data protection grounds; if we cannot resolve the objection, the Customer may terminate the affected service. We remain responsible for our sub-processors.

12.4 International transfers: data is processed on Cloudflare infrastructure, with primary data stores in a European region and global edge delivery, and by AI and email providers in the United States when those features are used. Where personal data of data subjects in the EU, UK or Switzerland is transferred outside those areas, we rely on the European Commission's Standard Contractual Clauses (2021/914, modules two and three as applicable), the UK International Data Transfer Addendum, and our sub-processors' corresponding commitments. The Customer is responsible for any transfer requirements under its own national law (for example a transfer assessment or registration) and we will cooperate reasonably.

12.5 Personal data breach: we notify the Customer without undue delay, and in any case within seventy-two hours of becoming aware of a breach affecting Customer Data, with the information available at that time, and keep the Customer informed as the investigation progresses.

12.6 Deletion: on termination the Customer may export Customer Data for thirty days; we then delete it from the live service within thirty days and from backups within the provider retention period stated in the Privacy Policy, unless law requires longer retention.

12.7 Precedence: in a conflict between this Section 12 and the rest of these Terms regarding personal data, this Section prevails. The Customer may request a signed copy of this Addendum, including the Standard Contractual Clauses, from the contact address below.

13. Confidentiality

Each party keeps the other's non-public information confidential, uses it only for the purposes of these Terms, and protects it with at least reasonable care, for the term and five years after. This does not apply to information that is public, already known, independently developed, or required to be disclosed by law, in which case the disclosing party gives notice where permitted.

14. Governing law and disputes

These Terms are governed by the laws of England and Wales, without regard to conflict of law rules and excluding the UN Convention on Contracts for the International Sale of Goods. The parties first try to resolve any dispute in good faith between senior representatives within thirty days. Any dispute not resolved that way is finally settled by arbitration under the Rules of the London Court of International Arbitration (LCIA), seated in London, in English, before a single arbitrator. Either party may seek injunctive relief in any competent court to protect its intellectual property or confidential information. Nothing in this section removes mandatory protections that the law of the Customer's country gives it and that cannot be waived by contract.

15. General

We may update these Terms; material changes are notified to workspace admins at least thirty days before they take effect, and continued use after that date is acceptance. Neither party is liable for delay caused by events beyond its reasonable control. These Terms, the order form and the Privacy Policy are the entire agreement. If a provision is unenforceable, the rest remains in force. Notices to us go to the contact address below; notices to the Customer go to its admin email addresses. The Customer may not assign these Terms without our consent, except to a successor of its business.

16. Contact

HRpotamia, Erbil, Kurdistan Region, Iraq. Email: contact.hr@examopotamia.com.

Annex 1: Sub-processors

Cloudflare, Inc. (United States, with global infrastructure): hosting, database, file storage, content delivery, bot protection, email delivery. Data location: primary database and files in Cloudflare's European region; edge processing worldwide.

Anthropic, PBC (United States): the AI assistant, document reading and daily briefing, only when the Customer uses those features. Inputs are the data the requesting user may see. Anthropic does not use API data to train its models and retains it only for the limited period stated in its commercial terms.

Resend, Inc. (United States): transactional email delivery, only if configured as the email provider.

Annex 2: Technical and organisational measures

Access control: separate workspaces with every request checked against the workspace and the user's role; admin and employee roles; manager scope limited to direct reports; no cross-workspace queries.

Authentication: salted PBKDF2 password hashing, minimum password length, lockout after repeated failures, HttpOnly Secure session cookies, sessions expire after thirty days or fourteen days without use, sign-out of all devices on password change, bot protection on sign-up.

Transport and storage: TLS for all connections, HSTS, content security policy; data stored on Cloudflare D1 and R2 with provider-managed encryption at rest; point in time recovery of the database; file type and content checks on upload; private file access only for HR roles.

Integrity: server-sealed attendance punches, single-use passkey challenges, passkey counter checks against cloned credentials, server-side validation of employee writes, immutable audit trail of changes kept up to four hundred days.

Operations: secrets held in the platform secret store, not in code; dependency updates; logging without passwords or raw network addresses (addresses are stored as salted hashes); staff access to production limited to named engineers on a need basis and logged.

Data lifecycle: export of all records by the Customer at any time; deletion of a workspace removes records, files and accounts; sample data flagged and removable in one step.