Terms of Service

1. Introduction

These Terms of Service ("Terms") govern your access to and use of the VYNTRA HRMS platform, including our website, applications, and all related services (collectively, the "Platform"). By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree, you must not use the Platform.

The Platform is owned and operated by VYNTRA ("we," "our," or "us"). These Terms constitute a legally binding agreement between you and VYNTRA.

2. Definitions

• "Account" — The registered account created by a user to access the Platform.
• "Organization" or "Tenant" — A company or entity that subscribes to VYNTRA for managing its workforce.
• "Admin" or "Company Admin" — The individual within an Organization who has administrative control over the tenant account.
• "Employee" — An individual whose data is processed through the Platform by their employer.
• "User" — Any individual who accesses the Platform, including Admins, HR personnel, Managers, and Employees.
• "Content" — All data, text, images, documents, and other materials uploaded or entered into the Platform.
• "Subscription" — The paid plan selected by an Organization for accessing the Platform's features.

3. Account Registration and Security

• To use the Platform, you must register an account with accurate and complete information.
• You are responsible for maintaining the confidentiality of your login credentials.
• You must notify us immediately of any unauthorized access to your account.
• Each account is for a single user. Sharing credentials is prohibited.
• We reserve the right to suspend or terminate accounts that violate these Terms.
• By registering, you confirm that you are at least 18 years of age and legally capable of entering into this agreement.

4. Acceptable Use

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You shall not:

• Use the Platform for any illegal, fraudulent, or harmful purpose.
• Attempt to gain unauthorized access to any part of the Platform, other accounts, or computer systems.
• Interfere with or disrupt the Platform's operation, servers, or networks.
• Use automated tools (bots, scrapers) to access the Platform without our written consent.
• Upload malicious software, viruses, or harmful code.
• Impersonate another person or entity.
• Use the Platform to harass, abuse, or harm other users.
• Reverse engineer, decompile, or disassemble any part of the Platform.
• Sublicense, resell, or redistribute access to the Platform without authorization.

5. Subscription and Payment

• The Platform operates on a subscription basis. Features available depend on the selected plan.
• All fees are as displayed on our pricing page and are exclusive of applicable taxes (GST).
• Payments are processed through Razorpay. By providing payment information, you authorize us to charge the applicable fees.
• Subscriptions auto-renew at the end of each billing cycle unless cancelled before the renewal date.
• Refunds are subject to our refund policy. Generally, fees paid are non-refundable except where required by law.
• We reserve the right to modify pricing with 30 days' notice. Continued use after a price change constitutes acceptance.
• Free trial users must upgrade to a paid plan to continue using the Platform after the trial period ends.

6. Data Ownership and Privacy (DPDP Act & Rules)

• All data entered into the Platform by a tenant organization remains the property of that organization.
• VYNTRA acts as a Data Processor and processes data solely on behalf of and as directed by the tenant organization (the Data Fiduciary).
• Our collection, use, and protection of personal data is governed by our Privacy Policy, which is a standalone notice compliant with Rule 3 of the DPDP Rules, 2025.
• Organizations (Data Fiduciaries) are responsible for obtaining valid, informed, and explicit consent from their employees before processing personal data through the Platform, as required under Section 6 of the DPDP Act.
• Consent must be: (1) Free — not bundled or coerced; (2) Specific — for a defined purpose; (3) Informed — supported by clear notice; (4) Unconditional; (5) Unambiguous — indicated by clear affirmative action (Rule 3, DPDP Rules 2025).
• VYNTRA implements the 7 mandatory security safeguards under Rule 6 of the DPDP Rules, 2025: encryption, access controls, monitoring, backups, 1-year log retention, processor contracts, and technical/organizational measures.
• In the event of a personal data breach, VYNTRA will notify affected Data Principals and the Data Protection Board in accordance with Rule 7 of the DPDP Rules, 2025.
• Users may exercise their data subject rights (access, correction, erasure, grievance redressal, nomination) under Sections 11-14 of the DPDP Act through the Platform's built-in request system. Grievances are resolved within 90 days (Rule 14).
• Cross-border data transfers comply with Section 16 of the DPDP Act and Rule 15 of the DPDP Rules, 2025.
• If designated as a Significant Data Fiduciary, additional obligations under Rule 13 (DPIA, audits, algorithmic risk checks) apply.

7. Employee Consent Obligations

Organizations using the Platform are solely responsible for:

• Obtaining valid, informed, and explicit consent from employees before collecting and processing their personal data.
• Providing clear notice to employees about what data is collected, why, and how it will be used.
• Enabling employees to withdraw consent and exercise their rights under the DPDP Act.
• Ensuring that GPS tracking, photo capture, and other sensitive processing is only conducted with explicit employee consent.
• Not using the Platform to process employee data in violation of the DPDP Act or any other applicable law.

VYNTRA provides the technical mechanisms for consent capture and management, but the legal obligation to obtain valid consent rests with the tenant organization.

8. Intellectual Property

• The Platform, including its software, design, logos, trademarks, and all related intellectual property, is owned by VYNTRA.
• These Terms do not grant you any ownership rights to the Platform or its intellectual property.
• You are granted a limited, non-exclusive, non-transferable license to use the Platform for its intended purpose.
• You may not copy, modify, distribute, or create derivative works based on the Platform without our written consent.

9. Limitation of Liability

• The Platform is provided "as is" and "as available" without warranties of any kind, express or implied.
• We do not warrant that the Platform will be uninterrupted, error-free, or free of harmful components.
• To the maximum extent permitted by law, VYNTRA shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform.
• Our total aggregate liability for any claims arising from these Terms shall not exceed the amount paid by you in the 12 months preceding the claim.
• We are not responsible for the accuracy of data entered by users or for decisions made based on Platform data.

10. Indemnification

You agree to indemnify and hold harmless VYNTRA, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Platform, your violation of these Terms, or your violation of any applicable law.

11. Termination

• Either party may terminate these Terms at any time by providing written notice.
• Upon termination, your right to access the Platform ceases immediately.
• We will retain your data in accordance with our Privacy Policy and applicable law.
• Sections on intellectual property, limitation of liability, indemnification, and governing law survive termination.
• We may suspend or terminate your account immediately if you breach these Terms or engage in fraudulent activity.

12. Governing Law and Dispute Resolution

• These Terms are governed by the laws of India.
• Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts in India.
• Before initiating legal proceedings, parties agree to attempt resolution through good-faith negotiation.
• Data protection complaints may be escalated to the Data Protection Board of India as provided under the DPDP Act.

13. Compliance with Laws

You agree to comply with all applicable laws and regulations, including but not limited to:

• The Digital Personal Data Protection Act, 2023 (DPDP Act)
• The Information Technology Act, 2000
• The Indian Penal Code, 1860 (or Bharatiya Nyaya Sanhita, 2023)
• Applicable labor laws (Factories Act, Shops and Establishments Act, etc.)
• Applicable tax laws (Income Tax Act, GST Act)
• Any other applicable central, state, or local laws

14. Modifications to These Terms

We may modify these Terms at any time. Material changes will be notified through the Platform or via email at least 30 days before taking effect. Your continued use of the Platform after changes become effective constitutes acceptance of the modified Terms.

15. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

16. Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and VYNTRA regarding the use of the Platform and supersede all prior agreements and understandings.

17. Contact Us

For questions about these Terms, please contact us: