Terms of Service

These terms are the agreement between you and us about your use of StaffVertex: our website, our web application, and our desktop apps for Windows and macOS. We call all of that "the service".

By creating an account, signing in, installing the desktop app, or using the service in any other way, you accept these terms and our Privacy Policy. If you do not accept them, please do not use the service.

If you are accepting on behalf of a company or other organization, you confirm that you are authorised to bind it, and "you" in these terms means that organization.

1. Who You Are Contracting With

StaffVertex is operated by Alphinex Solutions (Private) Limited, a private limited company incorporated in Pakistan under company registration number 0315829, registered with the Securities and Exchange Commission of Pakistan (SECP), with its registered office at Ali Arcade, 6th Road, Rawalpindi, Punjab, Pakistan.

"We", "us" and "our" mean that company. StaffVertex is its product name.

2. Eligibility

To use StaffVertex you must:

• Be at least 16 years old.
• Be able to enter into a binding contract where you live.
• Not be barred from using the service under any law that applies to you or to us, including trade sanctions and export controls.

3. Accounts and Security

• One personal account per person.
• Give us accurate information when you register and keep it up to date.
• Keep your password to yourself. You are responsible for what happens under your account.
• Tell us at once at security@staffvertex.com if you think someone else has got in.
• We may refuse service or close an account where we need to in order to protect the service or other users.

We do not currently offer two-factor sign-in. Please use a strong password that you do not use anywhere else.

4. Organizations, Roles and Invitations

StaffVertex is organised around organizations. Every user belongs to one or more organizations, and each organization is run by its administrators.

• Administrators control who is a member, what each member can see and do, how time tracking works, and which of the monitoring features in Section 7 are switched on.
• Members join by invitation. Accepting an invitation means agreeing to take part under the settings the organization has chosen.
• The organization is responsible for its members' personal information and for having a lawful reason to collect it. We process it on the organization's behalf. This split is explained in our Privacy Policy.
• The organization's administrators are responsible for billing, and for what other administrators do.

5. Subscriptions and Billing

• Free plan. We offer a free plan with limited features. It is provided as it is, and we may change or withdraw it.
• Trials. Some paid plans offer a free trial. The length of the trial, and whether a payment card is required to start it, are shown on the pricing page and again at checkout before you commit. Where a card is required, the subscription begins automatically when the trial ends unless you cancel first. A trial is available once per organization.
• Paid plans. Paid plans are billed monthly or yearly through Stripe, our payment processor. Current prices are on the pricing page.
• Seats. Where a plan is priced per user, your charge reflects the number of billable members in your organization. Adding members during a period may increase what you pay.
• Renewal. Subscriptions renew automatically at the end of each billing period until you cancel. Cancel from your account settings before the renewal date.
• Refunds. Your first paid purchase is covered by a 14-day money-back guarantee. Renewals are not covered by that guarantee, and time you have already used is not refundable. How renewals are actually handled, and what happens to your data, are set out in our Refund Policy.
• Price changes. We may change prices, and will give you at least 30 days' notice before your next billing date. If you do not accept a new price, cancel before it takes effect.
• Taxes. Prices exclude taxes and duties. Any that apply are yours to pay.
• Failed payments. If a payment fails, we will try again and let you know. If it stays unpaid we may downgrade or suspend the account after a reasonable grace period.
• Downgrading to the free plan ends the paid subscription immediately and any unused time on it is lost. This is set out in the Refund Policy, and you are asked to confirm it before it happens.

6. Acceptable Use

You agree not to misuse the service, and to make sure nobody in your organization does either. In short: no unlawful use, no breaking or bypassing our security, no scraping or reselling, no malware, no impersonation, no infringing content, and no using our monitoring features to watch people unlawfully.

The full list, and what happens if you breach it, is in our Acceptable Use Policy, which forms part of these terms.

7. Using the Monitoring Features

StaffVertex includes optional features that record screenshots, keyboard and mouse activity levels, the applications and window titles in use, the websites visited in a browser, and idle time. Administrators choose whether to switch any of these on.

Watching people at work is regulated, and the rules differ in every country and in many individual states and provinces. If you switch any monitoring feature on, you must:

• Have a lawful basis for it everywhere your members work. That may include European and UK data protection law, California privacy law, state employee-monitoring statutes in the United States, and the employment and data protection laws of Pakistan and of your own country.
• Tell the affected people in writing, in advance, what is being recorded, how long it is kept, who can see it, and what it will be used for.
• Obtain and keep a record of their consent wherever the law requires consent.
• Restrict access to the recorded data to people who genuinely need it, and never use it for unlawful surveillance, harassment or discrimination.
• Switch the features off for anyone whose local law does not permit them.

We supply the tools; you decide how they are used and you are responsible for that decision. Nothing on this page or anywhere else on our site is legal advice. If you are unsure whether monitoring is permitted where your people work, take legal advice before switching it on.

8. Your Data

• Everything you put into StaffVertex stays yours. We call it "your data".
• You give us permission to host, copy, process, transmit and display your data for the sole purpose of providing and maintaining the service for you. That permission ends when your data is deleted.
• We do not sell your data, share it with advertisers, or use it to train artificial intelligence models.
• You are responsible for your data being lawful and accurate, and for having the right to put it into the service, including any personal information about your members and any details they add about other people.
• Getting a copy. There is no self-service export in the app at present. Email support@staffvertex.com and we will prepare a copy of your data for you.
• How we handle your data, and how long we keep it, is set out in our Privacy Policy.

9. Our Intellectual Property

The StaffVertex software, interface, design, branding, logos and documentation belong to us and our licensors. We grant you a limited, non-exclusive, non-transferable licence to use the service in line with these terms and your subscription, for as long as it lasts. Everything not expressly granted is reserved.

10. Feedback

If you send us ideas or suggestions for improving StaffVertex, we may use them freely and without owing you anything. We are not asking you to send confidential information, and please do not.

11. Availability and Changes

• We work to keep StaffVertex available and reliable, but we do not guarantee any particular level of uptime and we do not offer service credits. If that changes we will say so here.
• We will give advance notice of planned maintenance where it is practical to do so. Urgent work to protect the service may happen without notice.
• We improve the service continuously, so features may be added, changed or removed. We will not make a significant reduction to a paid plan's features without telling you first.

12. The Desktop App

• The desktop app works offline: it records your work locally in an encrypted database and syncs when you are back online.
• It updates itself. We support recent versions, and older versions may stop working once they fall out of support. We warn you inside the app before that happens, so please let it update.
• It needs the permissions your operating system asks for in order to capture screenshots or measure activity. Denying them will stop those features working.

13. Support

Email us at support@staffvertex.com, use the chat window on our site, or browse the help centre. We usually reply within one business day. That is what we aim for, not a guarantee, and it is the same on every plan.

14. Third-Party Services

StaffVertex runs on services provided by other companies for payments, hosting, storage, email, chat and anti-abuse protection. They are listed by name in our Privacy Policy. Their own terms apply to the parts they provide. If you connect StaffVertex to another product yourself, your use of that product is between you and them.

15. Suspension and Termination

• By you. Cancel at any time from your account settings. Cancellation takes effect at the end of the current billing period unless you downgrade to the free plan, which takes effect immediately.
• By us. We may suspend or end your access for a serious breach of these terms or the Acceptable Use Policy, for non-payment after 14 days' notice, for fraud, or where the law requires it. Where the problem can be fixed, we will normally tell you and give you a chance to fix it first.
• What happens then. Your right to use the service ends. You have 30 days to ask us for a copy of your data. After that we delete it in line with our retention periods, apart from billing records, which we must keep for 6 years.
• What survives. The sections on intellectual property, your data, disclaimers, liability, indemnity and governing law continue to apply after the agreement ends.

16. Warranty Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE", WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT AND ACCURACY. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE OR SECURE, OR THAT ANY DEFECT WILL BE CORRECTED. YOU ARE RESPONSIBLE FOR KEEPING YOUR OWN COPIES OF ANYTHING YOU CANNOT AFFORD TO LOSE.

Nothing in these terms excludes any liability that cannot lawfully be excluded, and if you deal with us as a consumer you keep every right your local law gives you.

17. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, NEITHER WE NOR OUR DIRECTORS, EMPLOYEES OR AGENTS ARE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE OR EXEMPLARY LOSS, INCLUDING LOST PROFITS, LOST REVENUE, LOST DATA OR LOST GOODWILL, ARISING OUT OF OR CONNECTED WITH THE SERVICE, WHETHER IN CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, EVEN IF WE WERE TOLD SUCH LOSS WAS POSSIBLE.

OUR TOTAL LIABILITY UNDER OR IN CONNECTION WITH THESE TERMS WILL NOT EXCEED THE GREATER OF (A) WHAT YOU PAID US IN THE TWELVE MONTHS BEFORE THE EVENT THAT GAVE RISE TO THE CLAIM, OR (B) ONE HUNDRED UNITED STATES DOLLARS.

18. Indemnification

You agree to defend and indemnify us, and our directors, employees and agents, against any claim, liability, loss or expense (including reasonable legal fees) arising from (a) your breach of these terms or the Acceptable Use Policy, (b) your organization's use of the service in breach of any law (including any employment, labour, privacy or surveillance law engaged by your use of the monitoring features), and (c) the data you put into the service.

19. Governing Law and Disputes

These terms are governed by the laws of the Islamic Republic of Pakistan, without regard to conflict-of-law rules. The courts of Rawalpindi and the Islamabad Capital Territory have exclusive jurisdiction over any dispute, subject to the step below.

Talk to us first. Before starting any claim, please email legal@staffvertex.com and give us 30 days to sort it out with you. Most problems are solved this way. Either of us can still go straight to court for urgent relief over intellectual property or unauthorised use of the service.

If you are a consumer, this section does not take away the right to bring a claim in the courts of the country where you live, if your law gives you that right.

20. Events Outside Our Control

Neither of us is liable for failing to perform because of something genuinely outside our reasonable control: natural disasters, war, terrorism, civil unrest, industrial action, epidemics, power or internet failures, government action, or the failure of a supplier we depend on. Payment obligations already incurred still stand.

21. Changes to These Terms

We may update these terms as the service, our business or the law changes.

Significant changes. If a change materially affects your rights or obligations (fees, billing, how we handle data, liability, or dispute resolution), we will email the address on your account at least 30 days before it takes effect, show a notice in the app, and update the dates at the top of this page.

Minor changes (clarifications, corrections, tidying) take effect when posted.

If you disagree, cancel before the change takes effect and stop using the service. Continuing to use it afterwards means you accept the new terms. Questions go to legal@staffvertex.com.

22. General

• The whole agreement. These terms, together with the Privacy Policy, Cookie Policy, Acceptable Use Policy, Refund Policy and any plan-specific terms, are the entire agreement between us about the service.
• If part fails. If any provision is held invalid, the rest continues in force.
• No waiver. If we do not enforce something straight away, we have not given up the right to enforce it later.
• Transfer. You may not transfer this agreement without our written consent. We may transfer it to a company in the same group, or to a buyer of the business.
• No third parties. Nobody outside this agreement gets rights under it.
• Language. The English version of these terms is the one that governs.

23. Contact Us

Questions about these terms:

Alphinex Solutions (Private) Limited is registered in Pakistan under company registration number 0315829.