These Terms of Service ("Terms") govern your access to and use of the Cosmo-HR software platform and associated services (the "Service") provided by Cosmo-hr ("we", "us", or "our"), a company registered in England and Wales. By accessing or using the Service, you agree to be bound by these Terms.

1. Acceptance of Terms

By creating an account, accessing, or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not use the Service. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

2. Description of Service

Cosmo-HR is a cloud-based Human Resources Management Software (HRMS) platform offering modules including but not limited to: self-service portals, leave management, expense tracking, document management, performance management, hiring, onboarding, timesheet, salary advances, fleet reservation, travel management, training management, and Microsoft Dynamics 365 Business Central integration.

3. Accounts and Access

You must register for an account to use the Service. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at info@cosmo-hr.com if you suspect any unauthorised use of your account. We reserve the right to suspend or terminate accounts that violate these Terms.

4. Subscriptions and Billing

The Service is provided on a subscription basis, billed per active employee per month or per year. Fees are set out on our pricing page and may be updated with reasonable notice. Subscriptions begin on the date of sign-up and continue until cancelled. Annual subscriptions are billed at ten months' price in exchange for twelve months of access (two months free). All fees are exclusive of applicable taxes, which will be added where required by law.

5. Payment

Payment is due monthly or annually, payable automatically by credit card on your billing date. If payment fails, we reserve the right to suspend access to the Service until payment is resolved. All prices are displayed in Euros (EUR) unless otherwise stated.

6. Cancellation and Refund Policy

You may cancel your subscription at any time. Upon cancellation, your account will remain active until the end of the current billing period and no further charges will be made. We do not offer prorated refunds for unused portions of a billing period.

7. Data and Privacy

We process personal data in accordance with our Privacy Policy and applicable data protection law, including the UK GDPR and the Data Protection Act 2018. Your data is stored on Microsoft Azure infrastructure. You retain ownership of all data you submit to the Service. We will not sell your data to third parties. On termination of your subscription, you may request a data export. Data will be deleted from our systems within 90 days of account closure unless legal obligations require us to retain it.

8. Acceptable Use

You agree not to: (a) use the Service for any unlawful purpose; (b) upload malicious code or attempt to gain unauthorised access to our systems; (c) reproduce, sell, or resell any part of the Service without our written consent; (d) use the Service in any way that disrupts or damages the platform or other users' experience.

9. Intellectual Property

All intellectual property in the Service, including software, design, trademarks, and content created by us, remains the exclusive property of Cosmo-hr. Nothing in these Terms transfers any intellectual property rights to you. You are granted a limited, non-exclusive, non-transferable licence to use the Service during your subscription period.

10. Service Availability

We aim to provide reliable access to the Service but do not guarantee uninterrupted availability. We may carry out maintenance, updates, or emergency fixes at any time. We will use reasonable efforts to minimise disruption and, where possible, provide advance notice of planned downtime.

11. Limitation of Liability

To the extent permitted by law, Cosmo-hr shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of revenue, data, or business, arising out of or related to your use of the Service. Our total liability to you for any claim shall not exceed the fees paid by you in the three months preceding the claim.

12. Indemnification

You agree to indemnify and hold harmless Cosmo-hr and its officers, employees, and agents from any claims, liabilities, damages, and costs (including legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

13. Modifications to the Service and Terms

We reserve the right to modify or discontinue the Service or any part of it at any time. We may also update these Terms. We will notify you of material changes by email or via the platform. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

14. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

If you have any questions about these Terms, please contact us at:

Cosmo-hr Regal House Office 7.47c, 70 London Road Twickenham TW1 3QS, London, UK Email: info@cosmo-hr.com Phone: +44 (0) 7385 80 46 36