These Terms and Conditions (“Terms”) govern the access to and use of RapidHR, including its web applications, mobile applications, APIs, integrations, implementation services, support services, websites, and related software products (collectively, the “Services”), owned, operated, and maintained by RapidData Solutions Private Limited (“RapidData,” “we,” “our,” or “us”).
By accessing, subscribing to, implementing, purchasing, or using RapidHR, the customer (“Customer”) agrees to be legally bound by these Terms. If the individual accepting these Terms does so on behalf of an entity, such individual represents that they have the authority to bind that entity.
1. Company Information
RapidHR is owned and operated by RapidData Solutions Private Limited, having its registered office at A Block, 1st Floor, Tecci Park, 285, Rajiv Gandhi Salai, Kumaran Nagar, ELCOT SEZ, Karapakkam, Chennai, Tamil Nadu – 600119, India. Any contractual, billing, or legal communication may be addressed to RapidData through its official communication channels listed in Section 26 (Contact Information).
2. Eligibility
RapidHR is intended solely for organizational, business, institutional, and professional use. Subscriptions may be purchased only by legally recognized entities, including registered businesses, sole proprietorships, government organizations, educational institutions, and other legally authorized entities with the legal capacity to enter into binding contracts.
RapidHR is not intended for direct personal consumer subscriptions. Individuals accessing RapidHR as employees, administrators, recruiters, applicants, contractors, or authorized representatives must be at least eighteen (18) years of age and must be duly authorized by their respective organization.
3. Service Scope and Sole Discretion over Product Changes
RapidHR provides cloud-based and enterprise workforce management solutions, including but not limited to human resource management, payroll administration, attendance tracking, employee lifecycle management, recruitment and applicant tracking, workflow automation, analytics, reporting, mobile applications, integrations, APIs, implementation services, and support services.
RapidData reserves the right to enhance, modify, discontinue, replace, or upgrade any feature, module, integration, interface, or functionality of RapidHR in accordance with product evolution, security requirements, operational needs, or contractual commitments. RapidData will not materially diminish the core functionality of the Services during a paid subscription term without providing reasonable prior notice.
Sole Discretion of RapidData over Product Changes. All decisions regarding the design, development, roadmap, release schedule, addition, modification, deprecation, removal, replacement, rebranding, or discontinuation of any feature, module, screen, workflow, integration, interface, user-experience element, technology stack, hosting region, or other component of RapidHR shall be made solely and exclusively by RapidData. Such decisions do not require the consent, sign-off, approval, ratification, or concurrence of any Customer, end user, applicant, or other third party. While RapidData may, at its sole discretion, consider Customer feedback, feature requests, or suggestions, RapidData is under no obligation to adopt, implement, prioritise, or act upon any such input. No statement, representation, roadmap, demonstration, marketing communication, or pre-release commitment shall be construed as a binding obligation on RapidData to deliver any specific functionality unless expressly agreed in a written, signed amendment or statement of work referencing this Section 3. The Customer acknowledges that the Services are a multi-tenant, standardised SaaS offering and that RapidData has no obligation to maintain, restore, or replicate any prior version, configuration, or feature for any individual Customer.
4. Subscription Model
RapidHR is offered through annual subscriptions, multi-year enterprise subscriptions, custom enterprise agreements, implementation engagements, and contract-specific service arrangements.
RapidHR pricing may be publicly available through the official pricing page of RapidHR or may be provided through custom quotations, proposals, statements of work, or negotiated enterprise agreements.
Subscription pricing shall remain fixed during the active subscription term unless otherwise expressly agreed in writing. Any pricing changes shall become effective only upon renewal of the applicable subscription term, with at least thirty (30) days’ prior written notice to the Customer.
5. Free Trial and Proof of Concept
RapidData may, at its sole discretion, provide trial access, demonstration environments, or proof-of-concept environments for evaluation purposes. Unless otherwise agreed in writing, free trial access may be provided for a period of fourteen (14) days. Trial environments may contain feature limitations, usage limitations, storage limitations, or temporary configurations.
Trial environments are provided “AS IS” and “AS AVAILABLE”, without warranty of any kind. RapidData reserves the right to suspend, modify, extend, restrict, or terminate trial environments at any time without liability.
6. Payment Terms
Subscription fees, implementation charges, professional service fees, support fees, and any other applicable charges shall be payable upfront or in accordance with the applicable customer contract, proposal, purchase order, or enterprise agreement.
RapidData may accept payments through authorized payment providers including Stripe, PayPal, Razorpay, direct bank transfers, or any other payment mechanism approved by RapidData. Such payment providers maintain PCI-DSS compliance for the handling of payment-card data; RapidData does not store full payment-card numbers on its own systems.
RapidHR supports multi-currency billing, and all applicable taxes, including GST, VAT, withholding taxes, customs duties, equalisation levy, or other statutory levies, shall be charged separately and shall be payable by the Customer as required under applicable law. Amounts payable under these Terms are exclusive of such taxes.
Failure to make payments in accordance with contractual obligations may result in service restrictions, suspension, or termination as provided under these Terms or the applicable customer agreement, and may attract interest at the rate of one and one-half percent (1.5%) per month, or the highest rate permitted by applicable law, whichever is lower.
7. Subscription Renewal
RapidHR subscriptions are configured for automatic renewal unless the Customer provides written notice of cancellation at least thirty (30) days prior to the renewal date. RapidData will provide written notice of upcoming renewals, and any pricing changes that will apply on renewal, at least thirty (30) days before the renewal date in accordance with applicable automatic-renewal laws.
Renewed subscriptions may continue at existing pricing, revised pricing, promotional pricing, or contractually negotiated pricing, depending on the subscribed plan, commercial arrangement, or renewal agreement.
Continued use of RapidHR after renewal constitutes acceptance of the renewed subscription terms.
8. Refund Policy
Except as expressly required by applicable mandatory law, all payments made to RapidData for RapidHR subscriptions, implementation services, onboarding services, custom development, consulting services, support services, integrations, or any related services are non-refundable unless otherwise expressly agreed in writing by RapidData.
Implementation fees, setup fees, migration fees, customization charges, consulting charges, and professional service fees are non-refundable, except where mandatory consumer-protection or commercial laws expressly provide otherwise.
If a Customer voluntarily cancels an active subscription before the end of the subscription term, no partial refund, prorated refund, service credit, or monetary reimbursement shall be provided. The Customer shall, however, continue to have access to the subscribed services until the expiration of the paid subscription term, subject to compliance with these Terms.
Any billing dispute, invoicing concern, payment discrepancy, or charge-related objection must be submitted in writing within thirty (30) days from the invoice date. Failure to raise such disputes within the prescribed period shall, to the extent permitted by applicable law, constitute acceptance of the invoice and related charges.
9. Customer Responsibilities
The Customer is solely responsible for managing authorized users, protecting credentials, maintaining access controls, ensuring data accuracy, obtaining all required employee, applicant, or other data-subject consents, complying with labour laws, privacy regulations, tax regulations, employment laws, and all other applicable statutory obligations.
The Customer is solely responsible for the legality, accuracy, ownership, integrity, and lawful use of all information uploaded, stored, processed, transmitted, or generated through RapidHR (“Customer Data”), and warrants that it has all rights, consents, and authorizations necessary to upload such Customer Data and to instruct RapidData to process it.
10. Intellectual Property Rights
RapidHR, including its source code, object code, software architecture, interfaces, workflows, APIs, algorithms, trademarks, branding, documentation, content, designs, product configurations, and all related intellectual property rights, shall remain the exclusive property of RapidData Solutions Private Limited. RapidData grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to use the Services during the subscription term solely for the Customer’s internal business purposes and in accordance with these Terms.
All Customer Data, including employee records, applicant records, uploaded documents, organizational records, reports, and business information processed through RapidHR, shall remain the exclusive property of the Customer. The Customer grants RapidData a limited, worldwide, non-exclusive licence to host, copy, transmit, process, and display the Customer Data solely as necessary to provide and improve the Services.
RapidData may collect and use aggregated, de-identified, or anonymised data derived from the operation of the Services for security, analytics, benchmarking, and product-improvement purposes, provided that such data does not identify the Customer or any individual.
No ownership rights in RapidHR are transferred to the Customer under any subscription, implementation, licensing, or service agreement.
11. Restricted Activities
Customers, users, and third parties shall not (i) copy, reproduce, reverse engineer, decompile, disassemble, modify, create derivative works from, sublicense, lease, resell, white-label, distribute, publicly expose, exploit, or commercially misuse RapidHR without prior written authorization from RapidData; (ii) upload malicious software, attempt unauthorized access, perform penetration testing without prior written approval, abuse APIs, share credentials, initiate spam recruitment campaigns, interfere with platform security, or use RapidHR for illegal, fraudulent, unethical, or prohibited purposes; (iii) use RapidHR in violation of applicable export-control laws, economic sanctions, or anti-money-laundering laws; or (iv) use RapidHR to violate the rights of any third party, including intellectual-property and privacy rights.
Unauthorized use may result in immediate suspension, termination, legal action, injunctive relief, damages, and other remedies available under applicable law.
12. Acceptable Use and Compliance with Laws
Each party shall comply with all laws applicable to its performance under these Terms, including data-protection, privacy, anti-bribery, anti-corruption (including the U.S. Foreign Corrupt Practices Act, the U.K. Bribery Act, and the Indian Prevention of Corruption Act), anti-money-laundering, and export-control laws (including U.S. Export Administration Regulations and applicable EU/UK sanctions regimes). Neither party shall offer, promise, or give any improper advantage to any government official or private party in connection with these Terms.
13. Confidentiality
Each party (the “Receiving Party”) shall protect Confidential Information of the other party (the “Disclosing Party”) using the same degree of care it uses for its own confidential information of like importance, but in no event less than reasonable care. Confidential Information includes business, technical, financial, security, product, customer, and personnel information disclosed in connection with these Terms, whether marked confidential or that should reasonably be understood to be confidential.
The Receiving Party shall not use Confidential Information except as necessary to perform its obligations or exercise its rights under these Terms, and shall not disclose Confidential Information except to its employees, affiliates, advisors, and contractors bound by confidentiality obligations no less protective than those set forth herein. Confidentiality obligations shall continue for a period of five (5) years after termination, except that trade secrets shall be protected for so long as they qualify as trade secrets under applicable law.
14. Support Services and Service Availability
RapidData provides standard support through email, ticketing systems, and authorized messaging channels including WhatsApp.
Standard support hours are Monday through Friday from 9:30 AM to 6:30 PM Indian Standard Time, excluding public holidays, unless otherwise agreed in writing.
Enterprise customers may receive twenty-four-hour (24×7) support in accordance with their subscribed service level agreements.
RapidData targets service availability of 99.9% uptime, excluding scheduled maintenance, emergency maintenance, force majeure events, internet disruptions outside RapidData’s control, third-party service failures, and Customer-caused interruptions. Service-credit remedies, where available, are set out in the applicable Service Level Agreement and constitute the Customer’s sole and exclusive remedy for failures to meet uptime targets.
15. Suspension and Termination
RapidData reserves the right to suspend, restrict, disable, or terminate access to RapidHR in cases involving non-payment, contractual breach, security risks, unauthorized activities, illegal conduct, abuse of services, intellectual-property infringement, or violation of these Terms.
Suspension for unpaid invoices shall be governed by the applicable customer contract, commercial agreement, statement of work, or subscription agreement, and will follow at least ten (10) days’ prior written notice and an opportunity to cure, where commercially and legally feasible.
RapidData may terminate services immediately where immediate action is reasonably necessary to protect security, legal compliance, infrastructure integrity, intellectual property, or other legitimate interests. In other cases, RapidData may provide up to thirty (30) days’ notice and an opportunity to cure, where commercially and legally feasible. The Customer may terminate for RapidData’s uncured material breach upon thirty (30) days’ written notice.
16. Data Export and Post-Termination Access
Upon expiration or termination of a subscription, the Customer may export Customer Data during the post-termination retention period, subject to payment compliance and account verification. Customer Data may be exported in commonly used, machine-readable formats (such as CSV, JSON, or PDF, as applicable to the data type).
Unless otherwise contractually agreed, Customer Data may be retained for up to ninety (90) days following termination before permanent deletion or irreversible anonymisation, in accordance with RapidHR’s Privacy Policy.
RapidData shall not be liable for data loss resulting from the Customer’s failure to export data within the retention period.
17. Data Processing, Security, and Compliance
RapidData acknowledges that, in connection with the provision of RapidHR services, RapidData Solutions Private Limited acts primarily as a data processor or service provider, while the subscribing Customer remains the lawful data controller and sole owner of all Customer, employee, applicant, organizational, and operational data processed through RapidHR. Where required by applicable law, the parties shall execute a separate Data Processing Agreement (DPA) incorporating the EU Standard Contractual Clauses (Decision 2021/914), the UK International Data Transfer Addendum, and equivalent transfer mechanisms.
RapidData shall process Customer Data solely for the purpose of providing contracted services, fulfilling documented Customer instructions, maintaining platform security, complying with applicable legal obligations, and supporting authorized business operations.
RapidData shall implement commercially reasonable administrative, technical, and organizational safeguards designed to protect Customer Data against unauthorized access, disclosure, alteration, destruction, misuse, accidental loss, or unlawful processing. Such safeguards may include encryption in transit (TLS 1.2 or higher) and at rest (AES-256), role-based access controls, multi-factor authentication, audit logging, vulnerability monitoring, infrastructure security controls, backup management, and access restrictions, aligned with ISO/IEC 27001 and SOC 2 frameworks.
RapidData may engage authorized subprocessors, infrastructure providers, payment processors, compliance providers, or other service partners, including Amazon Web Services, Microsoft, Stripe, PayPal, Razorpay, and other approved service providers, solely for the purpose of delivering RapidHR services. RapidData maintains a current list of subprocessors at https://www.rapidhr.com/subprocessors and will provide reasonable advance notice of new or replacement subprocessors. Such subprocessors shall be contractually obligated to maintain confidentiality and security obligations no less protective than those in these Terms.
Where RapidHR operates using multi-region infrastructure, Customer Data may be transferred to, stored in, or processed in jurisdictions outside India. RapidData shall implement appropriate safeguards for such cross-border data transfers in accordance with applicable contractual obligations and data-protection requirements, including SCCs, the UK IDTA, and adequacy decisions.
In the event of a confirmed personal data breach affecting Customer Data, RapidData shall notify the affected Customer without undue delay, and in any event within seventy-two (72) hours of becoming aware of the breach, where commercially and legally feasible, to enable the Customer to comply with its own breach-notification obligations.
Customers may request security questionnaires, compliance documentation (including SOC 2 Type II reports under NDA), audit cooperation, or security reviews, subject to applicable contractual terms, confidentiality obligations, operational feasibility, and any mutually agreed commercial arrangements. Where a Customer reasonably requires an on-site audit, the parties will agree on a reasonable scope, schedule, and cost-allocation in advance.
Upon termination or expiration of services, Customer Data may be retained for up to ninety (90) days to facilitate export, migration, recovery, compliance, or dispute resolution. Upon expiration of the retention period, such Customer Data shall be permanently deleted or irreversibly anonymized, unless otherwise required by applicable law, regulatory obligations, or written Customer instructions.
18. Service Levels and Support Commitments
RapidData shall use commercially reasonable efforts to maintain RapidHR service availability at a target uptime of 99.9%, excluding scheduled maintenance, emergency maintenance, force majeure events, internet service disruptions, infrastructure failures outside RapidData’s control, third-party service-provider interruptions, and Customer-caused service disruptions.
RapidData shall provide customer support through authorized communication channels, including email, ticketing systems, and approved messaging channels such as WhatsApp. Standard support services shall be available from Monday through Friday between 9:30 AM and 6:30 PM Indian Standard Time, excluding public holidays, unless otherwise agreed in writing. Enterprise customers may receive twenty-four-hour support in accordance with their subscribed support plans or service agreements.
RapidData shall use commercially reasonable efforts to respond to support requests based on the severity classification assigned by RapidData’s support team. Critical incidents affecting production availability, security, or major business operations shall receive an initial response target of approximately two (2) hours. High-priority incidents affecting significant functionality shall receive an initial response target of approximately four (4) hours. Medium-priority incidents shall receive an initial response target of approximately eight (8) hours. Low-priority requests, general inquiries, enhancements, or non-critical operational issues shall receive an initial response target of approximately twenty-four to forty-eight (24–48) hours.
RapidData may perform scheduled maintenance, infrastructure upgrades, security updates, or platform optimizations as reasonably necessary for service reliability, performance, and security. Where commercially feasible, customers shall receive prior notice of scheduled maintenance approximately twenty-four to forty-eight (24–48) hours in advance.
Response times, restoration timelines, escalation handling, dedicated support resources, custom reporting obligations, service credits, or enhanced operational commitments may vary based on the Customer’s subscribed plan, enterprise agreement, statement of work, or separately executed service level agreement.
19. Warranties and Disclaimers
RapidData warrants that (i) it has the legal authority to enter into and perform these Terms; (ii) the Services will perform materially in accordance with their published documentation; and (iii) RapidData will not knowingly introduce malicious code into the Services.
EXCEPT AS EXPRESSLY SET FORTH IN THESE TERMS, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” AND, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, RAPIDDATA DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. RAPIDDATA DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE.
20. Limitation of Liability
Except for the Excluded Claims (defined below), to the maximum extent permitted by applicable law, the total aggregate liability of either party arising out of or related to RapidHR, these Terms, or any related service, whether arising in contract, tort, negligence, statutory liability, or otherwise, shall not exceed the total fees paid or payable by the Customer under the applicable subscription term during the twelve (12) months immediately preceding the event giving rise to the claim.
Under no circumstances shall either party be liable for indirect, incidental, consequential, punitive, exemplary, or special damages, including loss of profits, loss of revenue, loss of goodwill, loss of data, business interruption, or loss of business opportunity, even if advised of the possibility of such damages.
Excluded Claims. The limitations and exclusions set forth in this Section 20 shall not apply to: (i) a party’s indemnification obligations under Section 21; (ii) breach of confidentiality obligations under Section 13; (iii) infringement or misappropriation of the other party’s intellectual-property rights; (iv) the Customer’s payment obligations; (v) liability arising from a party’s gross negligence, wilful misconduct, or fraud; and (vi) any liability that cannot be excluded or limited under applicable mandatory law (such as death or personal injury caused by negligence).
21. Indemnification
By the Customer. The Customer shall defend, indemnify, and hold harmless RapidData, its directors, officers, employees, affiliates, contractors, and licensors against any third-party claims, liabilities, damages, losses, penalties, costs, or expenses (including reasonable attorneys’ fees) arising from (i) the Customer’s misuse of RapidHR; (ii) violation of these Terms; (iii) violation of applicable law; (iv) infringement of third-party rights; or (v) unlawful processing or upload of Customer Data.
By RapidData. RapidData shall defend, indemnify, and hold harmless the Customer against any third-party claim alleging that the Customer’s use of the Services in accordance with these Terms infringes such third party’s intellectual-property rights, and shall pay damages and costs finally awarded against the Customer (or agreed in settlement). RapidData’s obligations shall not apply to claims arising from (a) Customer Data; (b) modifications to the Services not made by RapidData; (c) combination of the Services with non-RapidData products where the infringement would not have occurred but for such combination; or (d) use of the Services in violation of these Terms or applicable law. If the Services are or are likely to be the subject of an infringement claim, RapidData may, at its option, (i) procure the right for the Customer to continue using the Services; (ii) modify the Services to be non-infringing; or (iii) terminate the affected portion of the Services and refund pre-paid, unused fees. This Section 21 states each party’s sole and exclusive remedy for infringement claims.
The indemnified party shall (i) promptly notify the indemnifying party of the claim; (ii) grant the indemnifying party sole control of the defence and settlement (provided that no settlement that imposes liability or admits fault on the indemnified party may be entered without its prior written consent); and (iii) provide reasonable cooperation, at the indemnifying party’s expense.
22. Force Majeure
Neither party shall be liable for any delay, interruption, degradation, suspension, or failure in performance (other than payment obligations) caused by events beyond its reasonable control, including natural disasters, floods, earthquakes, fires, pandemics, epidemics, labour disputes, cyberattacks, internet outages, infrastructure failures, government restrictions, acts of war, civil unrest, utility disruptions, or failures of third-party service providers. The affected party shall use reasonable efforts to mitigate the effect of the force-majeure event.
23. Governing Law and Dispute Resolution
These Terms shall be governed by and construed in accordance with the laws of India, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods shall not apply.
The parties shall first attempt to resolve any dispute, controversy, claim, or proceeding arising out of or relating to RapidHR or these Terms (a “Dispute”) through good-faith negotiation. If the Dispute is not resolved within thirty (30) days, either party may submit the Dispute to binding arbitration administered by the Mumbai Centre for International Arbitration (MCIA) under its Arbitration Rules in force at the time of the reference. The seat of arbitration shall be Chennai, India. The language of arbitration shall be English. The arbitral tribunal shall consist of one (1) arbitrator (or three (3) where the Dispute exceeds USD 1,000,000).
Notwithstanding the foregoing, either party may seek interim or injunctive relief in the competent courts located in Chennai, Tamil Nadu, India, to protect its intellectual-property rights or confidential information.
24. General Provisions
Entire Agreement. These Terms, together with any executed order form, statement of work, Data Processing Agreement, and Privacy Policy, constitute the entire agreement between the parties and supersede all prior or contemporaneous agreements, proposals, or representations, whether written or oral.
Severability. If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect, and the invalid provision shall be reformed only to the minimum extent necessary to make it enforceable.
No Waiver. A party’s failure to enforce any provision of these Terms shall not constitute a waiver of that or any other provision.
Assignment. Neither party may assign these Terms without the other party’s prior written consent, except that RapidData may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets, upon written notice to the Customer.
Independent Contractors. The parties are independent contractors. These Terms do not create any agency, partnership, joint venture, or employment relationship between the parties.
Notices. Legal notices to RapidData shall be sent in writing to legal@rapiddata.com and to the registered office address. Notices to the Customer shall be sent to the email address designated in the Customer’s account or order form.
Publicity. Neither party shall use the other party’s name, logo, or trademarks without prior written consent, except that RapidData may identify the Customer as a customer in its standard customer lists and on its website, subject to the Customer’s reasonable trademark guidelines.
Survival. The following sections shall survive any expiration or termination of these Terms: 6 (Payment), 8 (Refund), 9 (Customer Responsibilities), 10 (Intellectual Property), 12 (Compliance with Laws), 13 (Confidentiality), 16 (Data Export), 17 (Data Processing), 19 (Warranties), 20 (Limitation of Liability), 21 (Indemnification), 23 (Governing Law and Dispute Resolution), 24 (General), and 26 (Contact).
Counterparts and Electronic Signature. These Terms may be executed in counterparts, including by electronic signature, each of which shall be deemed an original.
RapidData reserves the right to modify, revise, replace, update, or amend these Terms at any time to reflect legal, operational, technological, commercial, or product changes. Material changes will be notified to Customers through RapidHR websites, in-product notifications, customer portals, or other official communication channels at least thirty (30) days before the effective date. Continued use of RapidHR after such updates constitutes acceptance of the revised Terms.
26. Contact Information
Any contractual, legal, billing, compliance, or dispute-related communication may be directed to:
Legal & Compliance Office
RapidData Solutions Private Limited
A Block, 1st Floor, Tecci Park, 285, Rajiv Gandhi Salai, Kumaran Nagar, ELCOT SEZ, Karapakkam, Chennai, Tamil Nadu – 600119, India
Email: legal@rapiddata.com