Terms of service

This agreement is between Broadmate Global (“we”, “us”) and the organisation that creates an account in HRMS (“you”, “your organisation”). Broadmate Global is a trading name; there is no separate registered entity published at this time. Our contact details are in the last section, and postal correspondence can be arranged by emailing us first.

You accept these terms when you create an organisation, when you sign in, or when you continue to use the software after a change to these terms takes effect. If you are agreeing on behalf of an organisation, you confirm you are authorised to bind it. If you do not accept these terms, do not use the software.

Individual users inside your organisation — your employees, managers and administrators — use the software under your account and under your authority. Their relationship is with you. These terms bind your organisation for everything they do in it.

The person who creates an organisation becomes its Owner. The Owner has the widest access in the account, decides who else gets an account and at what role, and is responsible for keeping that list current — including removing access when somebody leaves.

• Credentials are personal. They must not be shared between people. A shared office-device (kiosk) account is the one deliberate exception, and it exists so that employees can mark attendance from a common device rather than so that staff can share a login.
• You are responsible for what is done through accounts in your organisation, including by people you have given access to, whether or not you intended that use.
• HRMS sends no email at all. There is no automatic password reset link. If an employee, a manager or an administrator is locked out, an administrator senior to them in your organisation issues a new temporary password and hands it over directly. A reset for an Owner or an Admin goes through us instead: the code is generated by the system, shown only in our platform console, and passed to you out of band. That means an administrator can take over an account junior to their own — choose your administrators accordingly.
• Two-factor authentication is available and we recommend it for administrators. Sessions can be revoked individually or all at once. Sign-in attempts are rate limited.
• Tell us promptly at support@broadmate.org if you believe an account has been compromised.

The software can collect data that is sensitive and, in some cases, intrusive: location coordinates and a selfie at an attendance mark, where your organisation has switched those requirements on; a face template derived from an enrolled photograph; PAN and Aadhaar numbers; and bank details. Under the Information Technology Act 2000 and the SPDI Rules 2011, biometric and financial information is sensitive personal data. It is your responsibility, not ours, to handle it lawfully.

• You must have a lawful basis for everything you record about your employees, and you must collect only what you actually need.
• You must tell your own employees what is being collected and why — in particular that attendance marking captures their location and a photograph, and that face verification derives and stores a face template. Do not switch these features on before you have told the people they apply to.
• Face enrolment in HRMS is refused unless a consent record is present: somebody must confirm that the employee has agreed, and the date is stored. That control exists to support your process. It does not replace it, and ticking the box does not by itself make the consent valid or informed.
• You must have your own published privacy notice for your employees, handle their requests about their data, and correct or delete records when you are required to. The software gives you export, deletion and audit tools to do this; using them is your job.
• You must not use the software to record or monitor people who are not employed or engaged by your organisation.

You are also responsible for your own compliance with labour law, payroll law, provident fund and ESI obligations, income tax and professional tax, and any statutory register or return you have to file. You decide the salary structures, attendance rules, leave policy and payroll components you configure, and you are responsible for the figures that come out.

You start with a free trial — 14 days unless we agree otherwise with you in writing — limited to a small number of seats. No card is required for the trial, and we do not ask for payment details to start one.

After the trial, HRMS is paid per employee per month. The price is the one shown on broadmate.org at the time you subscribe, plus any taxes that apply. If we change the published price, the change applies to your organisation from the start of a billing cycle and never retrospectively.

We do not delete your data the moment a trial expires or a payment is missed. The account becomes read-only and your records stay readable in the app. Building the organisation-wide export counts as a change, so it is blocked along with everything else while the account is read-only — ask us and we will restore write access long enough for you to take one, or produce it for you. Your data is not held hostage over a billing question. If an account stays unpaid and unused for a long period, we will contact the Owner before closing it.

Because a free trial is offered before any payment, paid periods are not refundable. Cancelling stops the next billing cycle rather than refunding the current one, and your records stay readable while the account is read-only. Duplicate charges, charges taken after a cancellation, and charges caused by a billing error are refunded.

The full position, including how to ask for a refund and how long it takes, is in our refund policy, which forms part of these terms.

You agree not to do any of the following, and not to let anyone in your account do it.

• Use the software for anything unlawful, or in breach of anyone’s rights.
• Attempt to access data belonging to another organisation, or to any user outside your own organisation, by any means — including guessing identifiers, manipulating requests, or exploiting a defect you have found.
• Run penetration tests, vulnerability scans, load tests or any other security testing against HRMS without our written permission first. If you find a vulnerability by accident, tell us at support@broadmate.org and do not exploit it further.
• Resell, sublicense, rent out or provide the software as a service to third parties, or create accounts on behalf of other organisations, without a written agreement with us.
• Upload malware, or content designed to damage or interfere with the service.
• Copy, decompile or reverse engineer the software, or attempt to extract its source code, except to the extent the law says you may.
• Use automated means to place unreasonable load on the service, or to bypass rate limits.
• Use the attendance, location or face verification features to monitor anyone outside an employment or engagement relationship with your organisation, or to monitor employees outside the working context they were told about.
• Upload data you have no right to upload, or that you were told not to collect.

We do not promise an uptime figure. There is no service level agreement in these terms, and we would rather say so than imply a number we are not committing to. We make reasonable efforts to keep HRMS available and to fix faults promptly.

• Maintenance happens. Where we expect it to interrupt use, we try to schedule it outside common Indian working hours and to give notice to Owners in advance. Urgent security work may be done without notice.
• The service depends on infrastructure we do not control — hosting, networks, certificate authorities, and your own connectivity and devices. Outages caused by those are outside our control.
• During an incident we will tell you what we know, what is affected and what we are doing. If an incident affects personal data held in your organisation, we will inform you as your processor, promptly and with the detail you need to meet your own obligations as Data Fiduciary. We will not report on your behalf.
• Support is by email at support@broadmate.org and by phone on +91 96080 60350. We do not promise a response time.

• Access is time-limited. The support session is carried by a separate cookie, hrms_impersonation, which lasts 30 minutes and cannot be renewed. When it expires, access ends.
• A reason must be stated before access starts. It is recorded with the session.
• Every change made is written to your own organisation’s audit log. The entry is recorded against the account we were acting as, and carries our email address and the reason we gave alongside it, so you can tell which entries were ours and which were your own people’s. You can read that log yourself at any time.
• We use this access to diagnose and fix problems. We do not use it to browse your data for any other purpose.

If you would prefer us not to use this access on a particular matter, say so and we will work from the information you can send us instead. That will usually make the problem slower to solve.

Your organisation’s data is yours. We hold it to run the service for you. We do not sell it, we do not use it to train machine-learning models, and we do not use it for advertising.

• Export. An Owner or administrator can export the organisation’s records as an encrypted archive, and an employee can export their own record. The archive is not literally everything: encrypted columns — statutory identifiers, bank details and authentication secrets — are written as “[redacted]”, uploaded files appear as metadata rather than as their contents, and the audit log is capped at its most recent entries. Generated export files are deleted 48 hours after they are created; generate a fresh one whenever you need it.
• Deletion. Documents can be deleted through a request-and-approval flow. Face enrolment can be removed, which deletes the stored face template with it. Attendance selfies, and the coordinates, IP address and device details attached to attendance records, are deleted automatically on a schedule. The details are in the privacy policy.
• After the account closes. When the Owner asks us in writing to close the account, we delete the organisation’s data from the live system. That is not reversible, so take your export first. Where a law requires us to keep something for a period, we keep only that, and only for as long as required.
• Sub-processors. Only two services outside our own servers are involved, and only in specific circumstances: OpenRouter, if your organisation uses the optional AI features, and Supabase Storage, where the deployment stores uploaded files there. What is sent to each, and what is deliberately not sent, is set out in the privacy policy.

By using HRMS you instruct us to process your employees’ personal data for the purpose of providing the service to you, and we process it only on those instructions and as the law requires.

We own HRMS — the software, its interface, its documentation and its name. For as long as your account is in good standing, we grant you a non-exclusive, non-transferable, revocable licence to use it for your organisation’s own internal HR, attendance, leave and payroll purposes. Nothing else is granted, by implication or otherwise.

If you send us feedback or a suggestion, we may use it to improve the product without owing you anything for it. That does not give us any right to your data.

Software has defects and this software will have them too. We provide HRMS with reasonable skill and care, but we do not warrant that it will be uninterrupted, error-free, or that its output will be correct for your circumstances. You are responsible for checking payroll figures, statutory calculations and generated documents before you act on them.

• We are not liable for indirect or consequential loss, for loss of profit, revenue, business, goodwill or anticipated savings, or for penalties or interest imposed on you by an authority.
• We are not liable for loss caused by your own configuration, by data you entered incorrectly, by access you gave to someone who misused it, or by your failure to tell your employees what you were collecting.
• Our total liability to you for all claims arising in any twelve-month period is limited to the fees you actually paid us for HRMS in the twelve months before the claim arose. If you are on a free trial and have paid nothing, that limit is nil.

Nothing in these terms excludes or limits any liability that cannot lawfully be excluded or limited — including liability for fraud or fraudulent misrepresentation, for death or personal injury caused by negligence, and any liability that falls on us as a Data Processor under the Digital Personal Data Protection Act 2023 or under section 43A of the Information Technology Act 2000.

You may stop using HRMS at any time. To cancel a subscription, or to close the account entirely, tell us at support@broadmate.org. Cancelling stops the next billing cycle; the current period runs to its end.

We may suspend or terminate an account:

• for non-payment, after telling the Owner;
• for a breach of the acceptable use section, immediately where the breach is serious or puts other organisations at risk, and otherwise after we have asked you to put it right;
• where we are required to by law, or where continuing would put us in breach of the law;
• if we discontinue HRMS entirely, in which case we will give you reasonable notice and a period to export your data.

Suspension for non-payment is the read-only state described above: people can still sign in and read their records. A suspension we impose for a serious breach, or because the law requires it, is different — it closes sign-in for everyone in the organisation, and you would have to ask us for your data rather than take it yourself. Sections that by their nature should survive — your obligations as Data Fiduciary for what you collected, intellectual property, liability, and governing law — survive termination.

We may change these terms — because the product changes, or the law does. The version date is shown at the top of this page and changes when the substance changes, not for a typographical correction.

For a material change we will give notice to Owners inside the product before it takes effect, ordinarily at least 14 days in advance. Continuing to use HRMS after the change takes effect means you accept the new terms. If you do not accept them, cancel before the effective date and take your export.

These terms are governed by the laws of India. The courts of India have exclusive jurisdiction over any dispute arising out of them or out of your use of HRMS.

Before starting proceedings, please raise the matter with us in writing. Most disagreements are billing or access questions and are settled by an email.

For anything about these terms, your subscription, or a complaint, contact us. Complaints, including those under the Consumer Protection (E-Commerce) Rules 2020, reach the same place and are answered by a person.

If you are an employee of an organisation that uses HRMS and your question is about your own record — your attendance, your salary, your documents, or your face enrolment — ask your employer first. They control that data. We cannot change it for them.