Terms of Service

1. Description of Service

2. Eligibility

You must be at least 18 years old and authorized to represent a business or organization to create an account and use the Service. By using VanaHR, you represent that you have the authority to enter into this agreement on behalf of your organization.

3. Account Responsibility

You are responsible for:

• maintaining the security of your account
• keeping login credentials confidential
• ensuring that only authorized individuals access your account

You agree to notify VanaHR immediately if you believe your account has been compromised.

4. Customer Data

Customers may upload employee information and documentation including, but not limited to:

• onboarding forms
• employee contact information
• tax documentation
• policy acknowledgements
• compliance records

The customer retains full ownership of all data uploaded to the platform. VanaHR acts as a data processor for this information and will store and process it only for the purpose of providing the Service. Customers are responsible for ensuring that the data they upload is accurate and that they have the legal right to store and process that information.

5. Compliance Disclaimer

VanaHR provides tools that help businesses organize employee documentation and track compliance-related reminders. However:

• VanaHR does not verify the accuracy or legality of uploaded documents
• VanaHR does not guarantee compliance with employment laws
• VanaHR does not act as a legal advisor or compliance authority

Customers are solely responsible for ensuring that their business complies with applicable employment, labor, immigration, and tax regulations.

6. Acceptable Use

You agree not to use the Service to:

• upload illegal or fraudulent content
• store unrelated personal data not connected to your business operations
• attempt to hack, disrupt, or reverse engineer the platform
• distribute malware or harmful code
• use the platform in violation of any applicable law

VanaHR reserves the right to suspend accounts that violate these rules.

7. Subscription and Payment

Some features of the Service require a paid subscription. By subscribing, you agree to:

• pay the subscription fees associated with your selected plan
• provide accurate billing information
• authorize automatic recurring payments where applicable

Subscriptions renew automatically unless canceled before the renewal date. VanaHR reserves the right to change pricing with reasonable notice.

8. Data Retention and Deletion

Customers may export their data from the platform at any time. If a subscription is canceled:

• account data will remain accessible for a limited period
• after that period, VanaHR may permanently delete stored data

Customers are responsible for maintaining copies of legally required employee documentation in accordance with applicable retention laws.

9. Security

VanaHR uses commercially reasonable technical and organizational measures to protect stored data. However, no system can guarantee absolute security, and VanaHR cannot ensure that unauthorized access will never occur.

10. Limitation of Liability

To the maximum extent permitted by law, VanaHR shall not be liable for any indirect, incidental, special, or consequential damages arising from the use of the Service. This includes, but is not limited to:

• compliance violations
• regulatory penalties
• employment disputes
• data loss

Use of the Service is at the customer’s own risk.

11. Intellectual Property

All software, content, branding, and technology associated with the VanaHR platform are the property of VanaHR, LLC. Customers may not reproduce, copy, or distribute any part of the platform without written permission.

12. Termination

VanaHR may suspend or terminate access to the Service if a user violates these Terms. Customers may cancel their subscription at any time according to the cancellation terms provided within the platform.

13. Changes to Terms

VanaHR may update these Terms periodically. If significant changes are made, users will be notified through the platform or by email. Continued use of the Service after changes constitutes acceptance of the updated Terms.

14. Governing Law

These Terms shall be governed by the laws of the State of Colorado, without regard to conflict of law principles.

15. Contact

If you have questions about these Terms, you may contact: