Legal

Terms of Service

Last updated: May 2026  ·  Please read carefully before using RubanHR

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer", "you", or "your") and Ruban Softwares ("we", "us", or "our"), the operator of RubanHR ("Service"). By registering for or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. The Service

RubanHR is a cloud-based Human Resource and Payroll Management Software-as-a-Service (SaaS) platform. It provides modules for employee management, attendance, leave management, payroll processing (including PF/ESI/PT/TDS compliance), performance reviews, recruitment, and related functions.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will make commercially reasonable efforts to notify you of material changes via email or in-app notification.

2. Account Registration & Access

  • You must provide accurate, complete, and current information during registration.
  • You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.
  • You must notify us immediately of any unauthorized use of your account at support@rubansoftwares.com.
  • Each subscription covers one company (tenant). Using the Service to manage multiple unrelated companies under one account is prohibited.
  • You must be at least 18 years of age and authorized to act on behalf of your organization to register.

3. Plans, Pricing & Billing

3.1 Subscription Plans

RubanHR is offered in the following tiers: Free, Starter, Professional, and Enterprise. Feature availability is determined by your active plan as described on the pricing page. Plan limits (employee seats, user accounts, storage) are enforced at the system level.

3.2 Free Trial

New registrations receive a 14-day Professional plan trial. No payment method is required during the trial. At the end of the trial, the account automatically downgrades to the Free plan unless a paid subscription is activated.

3.3 Payment

  • Paid subscriptions are billed monthly or annually in advance.
  • All payments are processed by Razorpay. By providing payment information you authorize us to charge the applicable fees.
  • Prices are listed in Indian Rupees (INR) and are exclusive of applicable GST unless stated otherwise.
  • We reserve the right to change pricing with 30 days' advance notice via email. Continued use after the notice period constitutes acceptance of the new pricing.

3.4 Failed Payments & Downgrade

If a payment fails, we will attempt to notify you by email. Accounts with unpaid dues enter a grace period. If payment is not received within 7 days of the due date, the account is automatically downgraded to the Free plan. Data is retained for 90 days post-downgrade to allow reactivation.

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable law
  • Enter false, misleading, or fraudulent employee or company data
  • Attempt to gain unauthorized access to the Service, other accounts, or our infrastructure
  • Reverse-engineer, decompile, or attempt to extract the source code of the Service
  • Use the Service to develop a competing product
  • Transmit malware, spam, or any harmful content via the Service
  • Exceed API rate limits or attempt to circumvent plan-based feature gating

5. Data & Privacy

Our collection and use of your data is governed by our Privacy Policy, incorporated herein by reference. You grant us a limited, non-exclusive, royalty-free license to process your data solely to provide the Service.

You retain ownership of all data you enter into the platform. We do not claim intellectual property rights over your employee records, payroll data, or documents.

6. Intellectual Property

The RubanHR platform, software, design, and documentation are the exclusive property of Ruban Softwares and are protected under applicable intellectual property laws. You are granted a limited, non-transferable, non-sublicensable license to use the Service during your subscription term solely for your internal business operations.

7. Uptime & Support

We target 99.5% monthly uptime for the Service, excluding scheduled maintenance windows (announced with at least 24 hours' notice). Support is provided via email at support@rubansoftwares.com. Response times vary by plan tier.

The Service is provided on an "as is" basis. We do not warrant that it will be error-free, uninterrupted, or that results obtained from its use will be accurate or reliable.

8. Limitation of Liability

To the maximum extent permitted by applicable law:

  • Ruban Softwares shall not be liable for any indirect, incidental, special, consequential, or punitive damages
  • Our total cumulative liability arising out of or related to these Terms shall not exceed the fees paid by you in the 3 months immediately preceding the claim
  • We are not liable for payroll calculation errors caused by incorrect data entered by your HR team, or for failure to comply with statutory requirements due to misconfigured statutory settings

Some jurisdictions do not permit exclusion of certain warranties or limitation of liability; in such cases, our liability is limited to the greatest extent permitted by law.

9. Indemnification

You agree to indemnify, defend, and hold harmless Ruban Softwares, its directors, employees, and agents from and against any claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or third-party right; (d) any data you enter into the platform.

10. Termination

Either party may terminate the agreement with 30 days' written notice. We may terminate or suspend your account immediately and without notice if you breach these Terms or if we are required to do so by law. Upon termination, your right to use the Service ceases. Data export is available for 30 days post-termination; after that, data is permanently deleted per our Privacy Policy.

11. Governing Law & Disputes

These Terms are governed by the laws of India, specifically the Indian Contract Act, 1872 and the Information Technology Act, 2000. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Chennai, Tamil Nadu, India. Both parties agree to attempt good-faith resolution before initiating legal proceedings.

12. Modifications to Terms

We may update these Terms from time to time. We will provide at least 14 days' notice of material changes via email or in-app notification. Your continued use of the Service after the effective date of any changes constitutes acceptance of the revised Terms.

13. Contact

For questions about these Terms, contact us at: