Terms of Service

1. About These Terms

These terms apply to use of KaryaQ websites, pilot conversations, product previews, and any KaryaQ service access made available through the website or a direct pilot invitation. KaryaQ only publishes contact and operator details that are accurate for the current stage.

If an organization signs a separate order form, pilot agreement, data processing agreement, enterprise contract, or written service agreement with KaryaQ, that signed agreement controls if it conflicts with these website terms.

2. Accounts and Authority

You may use KaryaQ only if you have authority to do so for yourself or the organization you represent. Administrators are responsible for inviting the right users, assigning appropriate roles, removing access when no longer needed, and protecting credentials. You must notify KaryaQ promptly if you suspect unauthorized access.

3. Customer Responsibilities

• Configure roles, sites, retention, access, and location features lawfully and proportionately.
• Give workers and administrators clear notices about how KaryaQ is used.
• Maintain accurate account assignments, offboarding, permissions, and administrator controls.
• Use KaryaQ outputs as operational evidence, not as a substitute for human judgment where employment, disciplinary, payroll, or legal consequences may follow.
• Comply with employment, works council, collective bargaining, payroll, tax, health and safety, and data protection duties that apply to the customer organization.

4. Acceptable Use

• Do not use KaryaQ for unlawful worker surveillance, hidden monitoring, harassment, discrimination, retaliation, or any purpose unrelated to legitimate workforce operations.
• Do not upload malware, attempt unauthorized access, bypass access controls, probe systems without permission, scrape the service, or interfere with platform availability.
• Do not falsify workforce records, impersonate another person, manipulate evidence, or encourage users to submit inaccurate time, task, approval, location, or dispute data.
• Do not upload content that infringes intellectual property, violates confidentiality duties, or contains sensitive personal data unless the customer has a lawful basis and the feature is intended for that data.

5. Pilot and Preview Access

• Pilot access may be limited, experimental, changed, paused, or withdrawn while the product is being developed.
• Pilot feedback may be used to improve KaryaQ, but KaryaQ will not publish confidential pilot details without permission.
• Pilot features may not yet include every enterprise control, integration, retention setting, or support workflow expected in a production deployment.
• Pilot participants should avoid submitting unnecessary employee personal data until the correct data processing agreement and pilot scope are confirmed.

6. Data, Privacy, and Processing Terms

KaryaQ's handling of personal data is described in the Privacy Policy. For customer-controlled workforce data, KaryaQ normally acts as processor and the customer organization acts as controller. A production or structured pilot deployment that includes employee data should be covered by a data processing agreement with subject matter, duration, categories of data, security measures, sub-processor rules, audit support, deletion/return rules, and assistance obligations.

7. Evidence Integrity

KaryaQ is designed to help create clearer records of work events and operational decisions. Users must not falsify, backdate, manipulate, or delete records in a misleading way. Evidence views, logs, location checks, and workflow history are tools for review and explanation. They do not remove the need for human review, context, due process, and applicable employment-law steps.

8. Location Features

Location-related features must be used only for legitimate, transparent, proportionate workforce purposes. Customers are responsible for deciding whether a location feature is lawful in their workplace, whether worker notices or consultations are needed, and whether a feature should be disabled for a specific role, site, jurisdiction, or employment context.

9. Customer Content

Customer organizations and users retain their rights in the data and content they submit. They grant KaryaQ the limited rights needed to host, process, transmit, secure, back up, display, and otherwise provide the service. KaryaQ does not claim ownership of customer workforce records.

10. KaryaQ Intellectual Property

KaryaQ owns or licenses the product, software, design, workflow logic, documentation, branding, and related intellectual property. These terms do not grant a transfer of ownership. You may not copy, resell, reverse engineer, or build a competing service using non-public KaryaQ materials except where law expressly allows it.

11. Availability and Changes

KaryaQ aims to provide a reliable service, but availability can be affected by maintenance, development changes, incidents, third-party services, or pilot-stage limitations. KaryaQ may add, change, suspend, or remove features, especially during pilot and preview phases.

12. Third-Party Services

KaryaQ may integrate with hosting, analytics, communication, authentication, support, app-store, payment, payroll, HR, or infrastructure services. Third-party services may have their own terms. KaryaQ is not responsible for customer-selected third-party systems outside KaryaQ's control.

13. Confidentiality

Non-public product, security, pilot, business, technical, employee, and customer information should be treated as confidential. Each party should protect confidential information with reasonable care and use it only for the purpose for which it was shared.

14. Disclaimers

KaryaQ provides operational software and does not provide legal, payroll, tax, employment, works council, or compliance advice. Customers remain responsible for decisions made from their data and for validating that their configuration fits their legal and operational requirements.

15. Liability

Liability limits should be set in the applicable signed agreement. For website and pilot access without a signed agreement, KaryaQ excludes indirect, incidental, special, consequential, and punitive damages to the maximum extent permitted by law. Nothing in these terms limits liability where it cannot legally be limited, including liability for intentional misconduct, gross negligence, death or personal injury caused by negligence, or mandatory consumer rights where applicable.

16. Suspension and Termination

KaryaQ may suspend or terminate access if there is a security risk, unlawful use, breach of these terms, non-payment under a separate agreement, or conduct that could harm KaryaQ, users, workers, customers, or the service. Data deletion, export, and return will follow the applicable agreement, privacy notice, retention settings, and legal requirements.

17. Governing Law and Disputes

The final governing law and forum should match KaryaQ's legal entity and signed customer agreements. Until those details are finalized, disputes should first be raised directly with KaryaQ so the parties can try to resolve them in good faith. Mandatory rights under applicable law remain unaffected.

18. Changes to These Terms

KaryaQ may update these terms as the product, pilot program, or legal requirements change. Material changes will be communicated by updating this page and, where appropriate, by notifying affected customers or users through the service or other reasonable channels.

19. Contact

For questions about these terms, pilot access, data processing, or production agreements, contact KaryaQ through the contact page.