Terms & Conditions
Effective Date: Jan 10th, 2026
These Terms of Use (“Terms”) are a legally binding agreement between you (an individual or legal entity, “Customer”, “you” or “your”) and iTensia International Technology LLC (“iTensia“, “we”, “us” or “our”) governing your access to and use of the iTensiaHR software, services, payroll services, and related documentation (collectively, the “Services”). By registering for, accessing, or using the Services, you accept and agree to these Terms. If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization to these Terms.
Definitions
“Account” means your registration and credentials used to access the Services.
“Customer Data” means all electronic data, information and materials provided or submitted by Customer or Customer’s Users in the course of using the Services (including employee payroll and HR data).
“Documentation” means user guides, help documentation, and other instructional materials provided by iTensia for the Services.
“Subscription Term” means the period for which Customer has contracted to receive the Services (monthly, annual, or other agreed period).
“Long‑Term Contract” means any written agreement between Customer and iTensia specifying a subscription term of twenty‑four (24) months or more and that expressly locks pricing and other specified terms for that period.
Scope of Services
2.1 Software and Services Provided. Subject to these Terms and payment of applicable fees, iTensia grants you a limited, non-exclusive, non-transferable right to access and use iTensiaHR as provided in your plan and Documentation. Services may include HR, timeclock, and payroll functionality, onboarding, integrations, reporting, and support as described in your order or Documentation.
2.2 Geographic Availability. The iTensiaHR payroll software product is not offered in the United States. Payroll services (i.e., payroll processing, tax filings, remittances, and related outsourced payroll operations) are available in the United States through iTensia or authorized third‑party service providers. Payroll software functionality may be available in India and the Philippines as described in Documentation and your plan.
2.3 Changes to Services. iTensia reserves the right to modify, suspend, or discontinue any aspect of the Services, in whole or in part, at any time with or without notice. We may introduce new features, discontinue old features, or change technical and performance specifications.
Eligibility; Accounts
3.1 Eligibility. You represent and warrant that you are authorized to use the Services and that your use complies with all applicable laws, including employment, payroll, tax, privacy and data protection laws in your jurisdictions.
3.2 Account Registration. You must provide accurate and complete information to register an Account. You are responsible for maintaining the confidentiality of Account credentials and for all activities that occur under your Account.
3.3 Authorized Users. You may permit your employees and contractors to access the Services as “Authorized Users” under your Account, and you remain responsible for their compliance with these Terms.
License, Restrictions and Ownership
4.1 License. Subject to these Terms and payment of applicable fees, iTensia grants you a limited, non-sublicensable, non-transferable, non-exclusive right to access and use the Services and Documentation during your Subscription Term solely for your internal business operations.
4.2 Restrictions. Customer will not, and will not permit any third party to: (a) copy, modify, create derivative works of, or distribute the Services or Documentation; (b) reverse engineer, decompile, disassemble the Services (except to the extent permitted by mandatory law), or attempt to discover source code; (c) use the Services to provide services to third parties; (d) remove or obscure any proprietary notices; (e) bypass or defeat any technical limitations or security of the Services; or (f) use the Services to store or transmit illegal material.
4.3 Ownership. iTensia and its licensors retain all right, title and interest in and to the Services, software, Documentation, and iTensia’s Confidential Information, including all intellectual property rights. Customer retains ownership of Customer Data, subject to the license to iTensia below.
4.4 License to Customer Data. By submitting Customer Data to the Services, you grant iTensia a worldwide, non-exclusive, royalty-free license to use, copy, store, transmit, and process the Customer Data solely as necessary to provide the Services and as otherwise described in these Terms.
Subscription, Billing, Auto‑Pay, Pricing, Changes and Cancellation
5.1 Subscription Terms. Subscriptions are offered on monthly or annual billing cycles unless otherwise agreed in writing. Subscription terms begin on the Service activation date and continue for the Subscription Term as stated in your order or invoice.
5.2 Auto‑Pay and Renewal. Unless otherwise agreed in a signed Long‑Term Contract, all Subscriptions automatically renew at the then‑current billing cycle at the end of the Subscription Term. By subscribing you authorize iTensia (and payment processors) to charge your designated payment method (credit card, ACH, direct debit or other) on a recurring basis for the Subscription fees and any other charges. You must provide a valid payment method and keep it current.
5.3 Pricing and Changes. All pricing is subject to change by iTensia in its discretion unless you have a signed Long‑Term Contract that expressly locks pricing. For non‑Long‑Term Contracts, iTensia may increase fees and change prices upon notice. For monthly subscriptions, notice of a fee increase will be provided at least thirty (30) days prior to the next renewal. For annual subscriptions, notice will be provided at least sixty (60) days prior to renewal. Billing at the then‑current rates will apply upon renewal unless you cancel before renewal.
5.4 Taxes and Pass‑Throughs. All fees are exclusive of taxes, duties, levies, or similar governmental charges. Customer is responsible for all applicable taxes (other than taxes based on iTensia’s net income). For payroll services in the U.S., India, and the Philippines, certain third‑party charges (taxes, statutory contributions, government remittances) may be billed through your Account or directly by third parties and are your responsibility.
5.5 Failed Payments; Suspension; Interest. If a payment is refused or not made when due, iTensia may suspend access to Services until payment is made. You remain responsible for all fees and collection costs. iTensia may charge late fees, interest on overdue amounts at the lesser of (a) 1.5% per month (18% per annum), or (b) the maximum rate permitted by applicable law, and recover reasonable collection and attorneys’ fees. iTensia may, in its discretion, charge your payment method on file for any unpaid amounts including sums owed because of cancellation under Section 5.7.
5.6 Cancellation and Refunds — General. You may cancel recurring billing by providing written notice as described in Section 5.7. Except as required by applicable law or as expressly provided in a signed agreement, fees are non‑refundable, and iTensia will not pro‑rate refunds for early termination. If iTensia terminates your access for cause, no refund shall be due. If iTensia terminates without cause, iTensia may, in its discretion, refund a pro rata portion of prepaid fees.
Cancellation Policy (Customer‑Initiated)
Methods of Cancellation: To cancel a subscription, Customer must provide written notice via (a) the Account cancellation flow (if available); (b) email to billing@itensiahr.com from an authorized Account contact; or (c) any other method expressly approved by iTensia in writing. Notices must identify the Account name, account ID, subscription plan, and the requested effective cancellation date.
Monthly Subscriptions: Monthly subscriptions may be cancelled by Customer at any time. Cancellation will be effective at the end of the current paid monthly billing period. Once cancellation is confirmed by iTensia, the subscription will not auto‑renew and iTensia will not charge Customer for subsequent billing cycles. No refunds or pro‑rations will be provided for the current month.
Annual Subscriptions: Annual subscriptions may be cancelled by Customer at any time; however, cancellation does not relieve Customer of the obligation to pay all subscription fees through the end of the current annual Subscription Term. Upon receipt of a cancellation notice for an annual subscription, all remaining unpaid fees due for the remainder of the Subscription Term become immediately due and payable and may be immediately charged to the payment method on file. iTensia may, at its election, (a) charge the payment method on file for the remaining balance immediately, or (b) require an agreed‑upon payment arrangement (not to exceed 6 months) provided that iTensia may charge interest as set forth in Section 5.5. Once cancellation is confirmed in accordance with this Section, the subscription will not auto‑renew at the end of the then‑current Subscription Term and iTensia will not charge future recurring fees beyond amounts owed. No refunds or pro‑rations will be provided for the unused portion of prepaid annual fees.
Acceleration on Cancellation: For annual subscriptions, at iTensia’s option, upon Customer cancellation the entire unpaid balance for the remainder of the Subscription Term will accelerate and become immediately due and payable.
Long‑Term Contracts and Other Agreements: If you have a signed Long‑Term Contract or other written agreement that addresses cancellation, termination and refunds, the terms of that agreement control over this Section 5.7.
Effect of Cancellation on Auto‑Pay and Auto‑Renewal: Once cancellation is confirmed by iTensia following compliance with this Section, the subscription (monthly, annual or otherwise) will not auto‑renew and iTensia will not initiate further recurring charges to Customer for future renewal terms, except to collect any amounts that became due as a result of the cancellation (including accelerated balances). Cancellation does not relieve Customer’s obligation to pay any amounts already billed or any amounts that become due under an annual subscription as set forth above.
Customer Responsibilities on Cancellation: Prior to any scheduled termination or the end of any paid period, Customer is responsible for exporting and retaining Customer Data. iTensia may, at its discretion, provide a data export service for a reasonable fee. After any applicable data retention period described in Section 7.4, iTensia may delete Customer Data unless otherwise required by law or agreed in writing.
Payroll Services Specific Terms
6.1 Service Nature. Where payroll services are offered (including in the United States), such services may be provided through iTensia, affiliates, or third-party payroll processors. iTensia will act only as a service provider and will not be responsible for employer obligations that remain with you by law unless explicitly agreed in writing.
6.2 Customer Responsibilities. You are responsible for timely and accurate submission of all payroll-related information (employee data, hours, deductions, tax identifiers). iTensia will rely on the accuracy of information you provide and will not be liable for incorrect payroll calculations, tax filings, penalties, or interest resulting from your inaccurate, incomplete or late submissions.
6.3 Third-Party Providers. For payroll services, iTensia may use third-party providers for tax filing, remittance, and check/ACH processing. iTensia may change third-party providers at any time. iTensia is not liable for third-party acts or omissions beyond its reasonable control.
6.4 Compliance; No Guarantee. iTensia endeavors to provide payroll services that comply with applicable laws, but does not guarantee compliance in all jurisdictions, and is not responsible for your legal or regulatory non-compliance arising from your use of the Services or your business decisions. You acknowledge that payroll and employment law differ by jurisdiction and that you are responsible for obtaining independent advice where necessary.
Data Security, Privacy and Data Protection
7.1 Security Measures. iTensia implements reasonable administrative, physical, and technical safeguards designed to protect Customer Data. You acknowledge that no security is perfect; iTensia disclaims any guarantee of absolute security.
7.2 Data Processing and Cross-Border Transfer. Customer authorizes iTensia to transfer, process and store Customer Data in the United States, India, the Philippines, and any other country where iTensia or its processors operate. Processing will be performed in accordance with applicable data protection laws and iTensia’s privacy policy.
7.3 Customer Obligations. You warrant that you have obtained all necessary consents and lawful bases to submit Employee Data and other personal data to iTensia and permit iTensia to process such data as described herein. You will comply with applicable data protection laws and will provide employees with required notices and rights.
7.4 Data Retention and Deletion. Upon termination or expiration, iTensia may retain Customer Data for a reasonable period for back-up and legal compliance (typically ninety (90) days) and thereafter delete or destroy Customer Data unless otherwise agreed. Export of Customer Data prior to termination is your responsibility; iTensia may provide a data export service for a fee.
Confidentiality
8.1 Definition. “Confidential Information” means non-public information disclosed in connection with the Services that a reasonable person would consider confidential, including Business Data, trade secrets, technical specifications, pricing, and non-public financials. Customer Data is Confidential Information of Customer.
8.2 Obligations. Each party will protect the other’s Confidential Information using at least the same degree of care it uses to protect its own confidential information, but no less than reasonable care, and will not use or disclose such Confidential Information except as necessary to perform under these Terms or as required by law (with notice to the other party where permitted).
8.3 Exclusions. Confidential Information does not include information that is publicly known through no breach, rightfully received from a third party, independently developed without use of the other party’s Confidential Information, or disclosed under legal compulsion with requisite notice.
Support and Service Levels
9.1 Support. iTensia will provide the level of support described in your plan or as outlined in Documentation. Additional or premium support may be provided at additional cost.
9.2 Service Availability. iTensia will use commercially reasonable efforts to make the Services available 24/7, but availability is not guaranteed. Planned maintenance may cause temporary interruptions.
Disclaimer and Warranty Disclaimer
The following disclaimer supplements the Terms of Use, Privacy Policy, and Data Processing Addendum and applies to iTensia International Technology LLC, its affiliates, officers, directors, employees, agents and licensors (collectively, “iTensia”) and to your use of the iTensiaHR application, website, services, content, integrations and any related offerings (collectively, the “Services”). This Disclaimer is intended to be read together with, and does not replace or limit, any other notices or agreements that provide greater protections to iTensia.
No Warranties; “As Is”
The services are provided “as is” and “as available.” To the maximum extent permitted by applicable law, Itensia disclaims all warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. Itensia does not warrant that the services will meet your requirements, be uninterrupted, error-free, secure, or free of malware.
Accuracy and Customer Data
Itensia relies on information provided by customers and third parties. Customers are solely responsible for the accuracy, completeness, timeliness, and lawfulness of all information they or their users submit. Itensia is not responsible for errors or omissions in customer data or for decisions made based on such data.
Payroll, Tax, Legal and Regulatory Compliance
If Itensia or its third-party partners provide payroll or related services, Itensia does not guarantee compliance with tax, labor, employment, or other laws in any jurisdiction. Customers are responsible for determining applicable law and for filing, withholding, remitting taxes, and making statutory reports and contributions, unless otherwise agreed in writing. Itensia is not liable for customers’ failures to comply or for errors by third-party processors or banks.
Third-Party Services and Links
The services may integrate with or link to third-party products, services, websites, or content. These third parties are independent and not controlled by Itensia. Itensia makes no representations or warranties about third-party products and is not responsible for their availability, practices, content, or performance. Use of third-party services is at your own risk.
Availability, Maintenance and Interruptions
Itensia may schedule or perform maintenance or other operations that cause temporary service interruption. Unplanned interruptions may occur due to events outside Itensia’s control. Unless a written SLA states otherwise, Itensia does not guarantee specific uptime or performance levels.
Security and Breaches
Itensia implements reasonable security measures but cannot guarantee prevention of all unauthorized access or data breaches. In the event of a security incident, Itensia will respond and cooperate as required by law and the parties’ agreements but is not liable for losses from events beyond its reasonable control, except as provided under applicable law or in the applicable agreements.
No Professional Advice
Information provided by or through the services (including reports, calculations, or documents) is for general information only and is not a substitute for professional advice (legal, tax, accounting, or other). You should consult appropriate professionals for advice specific to your situation. Itensia disclaims liability for actions taken based on information provided through the services.
Changes, Pricing and Functionality
Itensia may change features, functionality, subprocessors, pricing, or policies. Where no long-term agreement locks terms, such changes may occur upon notice in accordance with the terms. Itensia is not liable for business decisions made in reliance on any particular feature or price.
Export, Backup and Data Loss
You are responsible for exporting and backing up your data. Itensia may provide tools or assistance but is not liable for data loss caused by your failure to export or retain data, or by scheduled or emergency deletion in accordance with the terms or DPA.
Limitation on Remedies
Nothing in this disclaimer is intended to exclude or limit liability that cannot be excluded or limited under applicable law. All remedies and limitations with respect to liability are governed by the terms of use and applicable law.
Injunctive Relief and Enforcement
This disclaimer does not limit Itensia’s right to seek equitable relief (including injunctions) to enforce its intellectual property rights or prevent unauthorized use of its confidential information.
Consumer and Data Protection Rights
Nothing in this disclaimer affects data subject rights or consumer protections under applicable law. Where local law imposes stricter requirements, those requirements will govern.
Severability
If a court or arbitrator finds any provision of this disclaimer unenforceable, the remainder shall remain in effect.
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Questions about this disclaimer or the services: legal@itensiahr.com
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