Terms and Conditions

These Terms and Conditions ("Terms") form a contractual agreement between e-HR ("Provider", "we", "our") and the individual or legal entity that creates an account or uses the e-HR platform ("Client", "you"). The Terms govern access to and use of the SaaS platform for HR management, time tracking, leave, and payroll available at e-hr.ro ("Platform", "Service"), including the web application, the administration interface, the kiosk time-tracking terminal, any associated API, and the public blog and help center sections.

By checking the acceptance box, creating an account, or simply using the Platform, you confirm that you have read, understood, and agree to be bound by these Terms, as well as by the Privacy Policy and the GDPR Compliance page, which form an integral part of this agreement. If you do not agree with any of the provisions below, you must not create an account and must not use the Platform.

If you accept these Terms on behalf of a company or other legal entity, you represent and warrant that you have the legal authority to bind that entity, in which case "Client" or "you" refers to that entity.

"Platform" means the e-HR SaaS service, available at e-hr.ro, together with all modules, features, mobile/kiosk applications, and related services.

"Provider" or "e-HR" means the entity that operates and makes the Platform available.

"Client" or "Company" means the legal entity (employer) that registers a company account and for which the Service is provided.

"User" means any person authorized by the Client to access the Platform under its account, regardless of role (account owner, administrator, manager, employee).

"Account" means the dedicated workspace for a Company within the Platform, logically isolated from the accounts of other clients (multi-tenant architecture).

"Kiosk Terminal" means the interface or device through which employees record their attendance using a personal PIN code or other identification means provided by the Platform.

"Employee Data" means the personal and professional data concerning the Client's employees, collaborators, or candidates, entered, uploaded, or generated in the Platform (for example identification data, attendance, payroll, leave, documents).

"Content" or "Data" means any information, file, document, or material uploaded, stored, or generated through the Platform by the Client or its Users.

"Subscription" means the pricing plan chosen by the Client, which determines the available features and usage limits (for example the number of active employees).

"Business Day" means any day other than Saturday, Sunday, or a legal holiday in Romania.

To create an account, you must be at least 18 years old and have full legal capacity to enter into binding contracts, or, if acting on behalf of a company, the authority to represent it.

You agree to provide accurate, complete, and up-to-date registration and billing information and to keep it current throughout your use of the Platform.

Each Company should hold a single active account on the Platform, unless otherwise agreed in writing with e-HR (for example for groups of companies).

The Company account is managed by a primary user (account owner), who may invite administrators, managers, and employees and assign them specific roles and permissions within the Platform. The Client is responsible for correctly configuring roles and for the actions of all its Users.

Each User is responsible for keeping their authentication credentials (password, kiosk PIN code) confidential and for all activities carried out under that account. Kiosk PIN codes assigned to an employee are deemed a valid means of identifying that employee for the clock-in/out operations performed with that code.

You will notify us immediately, at [email protected], of any unauthorized use of an account, loss of a PIN code, or other suspected security breach.

We reserve the right to suspend or close, temporarily or permanently, any account that violates these Terms, is used fraudulently, or poses security risks to the Platform or other clients, notifying the Client in advance where reasonably possible.

The Platform is a multi-tenant SaaS solution offering tools for human resources management, depending on the modules included in the Client's chosen Subscription.

We reserve the right to add, modify, suspend, or remove Platform features, provided such changes do not substantially reduce the essential features of the Client's paid plan without reasonable prior notice.

The Platform offers several subscription plans, with different features, user/employee limits, and prices, detailed on our website. The chosen plan determines the scope of the Service provided to the Client.

New clients may benefit from a free trial period (currently 7 days), with no payment obligation. At the end of the trial period, if you have not chosen a paid plan or cancelled your account, access to certain features may be limited until a subscription is activated.

You may upgrade or downgrade your plan at any time from your account; the change takes effect according to the applicable billing rules (for example proration or application from the next billing cycle).

Exceeding the limits of the current plan (for example the number of active employees) may require an upgrade to a higher plan to continue unrestricted use of the Platform.

Payments for subscriptions are processed through a specialized third-party payment processor (Stripe). e-HR does not directly store your full card details.

Prices are generally expressed in EUR or RON, as displayed at the time of purchase, and include VAT where applicable under Romanian law.

Payment is made in advance for the entire billing period chosen (monthly or annual), and tax invoices are issued electronically and made available in your account.

Subscriptions renew automatically at the end of each billing period by charging the registered payment method, unless you cancel the subscription before the renewal date.

In case of a failed payment, we will notify you and grant a reasonable cure period; failing remediation, we reserve the right to suspend access to paid features, without affecting any payment obligations already due.

You may cancel your subscription at any time from your account settings or by contacting support. Cancellation takes effect at the end of the current billing period; access to paid features continues until then, without refunding amounts already paid for that period.

As a general rule, we do not issue refunds for already billed subscription periods, except as expressly required by Romanian consumer protection law or where necessary for legal compliance.

Cancelling during the free trial period does not incur any charge.

You have the right to use the Platform exclusively for lawful purposes related to managing your own human resources activity, within the limits of the chosen subscription plan and in compliance with applicable law, including labor law and data protection law.

With respect to Employee Data entered into the Platform, the Client acts as the data controller, and e-HR acts as the data processor, processing such data solely on the Client's documented instructions, for the purpose of providing the Service and in compliance with the General Data Protection Regulation (GDPR).

The Client is responsible for the lawfulness of entering Employee Data into the Platform, including having an appropriate legal basis, informing employees, and, where applicable, obtaining their consent, in accordance with labor law and GDPR.

Upon request, e-HR may enter into a Data Processing Agreement (DPA) with the Client detailing the parties' obligations as controller and processor, respectively.

How e-HR collects and processes the Client's and Users' own data (for example account and billing data) is described in detail in the Privacy Policy and the GDPR Compliance page, which form an integral part of these Terms.

All intellectual property rights in the Platform, including the source code, architecture, design, trademarks, logos, and content created by e-HR, belong to e-HR or its licensors. These Terms do not transfer any ownership rights in the Platform to the Client, only a limited, non-exclusive, non-transferable right of use for the duration of the Subscription.

The Client retains all rights to the Content and Employee Data uploaded to the Platform. The Client grants e-HR a limited, non-exclusive license to host, process, and display such data solely for the purpose of providing the Service.

Any suggestion, idea, or feedback voluntarily submitted by the Client regarding the Platform may be used by e-HR to improve the Service, with no obligation of compensation.

These providers act, as applicable, as sub-processors and are contractually bound to confidentiality and security requirements similar to those undertaken by e-HR. The updated list of sub-processors is available upon request at [email protected].

We make reasonable efforts to keep the Platform available and functional, but we do not guarantee uninterrupted or error-free operation. We reserve the right to perform scheduled maintenance, notifying Clients in advance whenever possible.

Technical support is available at [email protected]; response times may vary depending on the chosen subscription plan.

We perform periodic backups of Data, but we recommend that the Client regularly export its own essential data using the export features available in the Platform.

The Platform is provided "as is" and "as available", without express or implied warranties, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement of third-party rights.

To the extent permitted by law, e-HR's total liability to the Client, arising out of or in connection with these Terms, is limited to the amounts actually paid by the Client for the Service in the 12 months preceding the event giving rise to the claim.

e-HR will not be liable for indirect, incidental, special, punitive, or consequential damages (including loss of profits, data, or goodwill) resulting from the use or inability to use the Platform.

The above limitations do not apply to damages caused intentionally or by gross negligence, to personal injury or death, or in other situations where applicable law does not permit the limitation or exclusion of liability.

These Terms take effect upon account creation and remain in effect throughout the Client's use of the Platform and the duration of the active Subscription.

The Client may terminate use of the Service at any time by cancelling the subscription from the account settings or by contacting support.

e-HR may suspend or terminate the Client's access to the Platform in case of breach of these Terms, repeated non-payment, an extended period of account inactivity, or where required by law, with reasonable prior notice, except in urgent situations concerning the security of the Platform.

Upon termination, the Client's access to the Platform is stopped. The Client will have a reasonable period (typically 30 days) to export its Data, after which such data may be deleted or anonymized, except where retention is required by law.

The Client may not assign or transfer its rights or obligations under these Terms without the prior written consent of e-HR. e-HR may assign these Terms in connection with a merger, acquisition, or sale of assets, upon notice to the Client.

If any provision of these Terms is found invalid or unenforceable by a competent court, the remaining provisions will remain in full force and effect, and the affected provision will be interpreted to reflect as closely as possible the parties' original intent.

The failure of a party to exercise any right under these Terms does not constitute a waiver of that right.

These Terms, together with the Privacy Policy, the GDPR Compliance page, and any specific order or agreement signed by the parties, constitute the entire agreement between the Client and e-HR regarding use of the Platform and supersede any prior understandings on the subject.

Official notices to the Client are sent to the email address associated with the account or posted within the Platform; notices to e-HR are sent to [email protected].

These Terms may be made available in other languages solely to facilitate understanding. In case of any inconsistency between versions, the Romanian version prevails.