Terms of Service

1. Acceptance of Terms

By registering an organisation or using ADMINFACE ("the Service", "we", "us"), you ("Organisation", "Administrator", "User") agree to be bound by these Terms of Service. If you do not agree, please do not use ADMINFACE.

These terms apply to all users of the service, including organisation administrators, HR managers, and employees granted access by their organisation.

2. Description of Service

ADMINFACE is a web-based HR and office management platform providing the following modules to organisations on the Annual plan and during its 30-day free trial (the Free Forever plan includes the subset described in Section 3):

All modules above are available during the 30-day free trial and on the Annual plan with no feature difference. The Free Forever plan includes payroll, HR, attendance and leave, PF / ESI / PT / TDS statutory calculation, employee self-service and the mobile app, and web clock-in attendance, within the limits set out in Section 3. The one usage-based cost is the optional WhatsApp Bulk Messaging module, whose messages are paid from a prepaid wallet (see Section 4). We reserve the right to add, modify, or retire features with reasonable notice within the application.

3. Plans, Pricing & Advertising

ADMINFACE offers two plans. Every new organisation starts with a 30-day free trial of the Annual plan:

Advertising is not part of the Free Forever plan, the free trial, or the Annual plan. Display ads are shown only to organisations still on the legacy Free Plan during their notice period (see Existing Organisations). For those organisations:

• By using the legacy Free Plan, you agree to the presence of non-intrusive display advertisements within the application interface
• Ads are served in a three-tier priority: (a) a custom platform ad configured by ADMINFACE, (b) approved organisation-submitted ads, or (c) Google AdSense — whichever is applicable
• We do not share any organisational HR data with advertisers
• Google AdSense ads may use cookies based on general browser signals — not your HR data
• Ad networks may place cookies on your device in accordance with their own privacy policies

• The Free Forever plan costs ₹0, has no time limit, needs no card, and shows no ads. It includes payroll, HR, attendance and leave; PF / ESI / PT / TDS statutory calculation; employee self-service and the mobile app; and web clock-in attendance
• Free Forever has these limits: up to 2 active employees, up to 2 departments and 1 shift; 12 months of attendance, leave and payroll history visible in the application (older records are kept, not deleted, and reappear when you subscribe); exports (Excel, PDF, ECR, payslip ZIP) for the current and previous month only; and 100 MB of file storage
• Nothing is ever deleted or deactivated to fit a Free Forever limit. Existing employees and records stay as they are; only adding more is blocked until you subscribe. A full export of your data on request (see Section 8 and our Privacy Policy) is always available on every plan
• Every new organisation receives a 30-day free trial of the Annual plan with all modules and unlimited employees. No card is required at signup and nothing is charged when the trial ends
• The Annual plan costs ₹19,999 per organisation per year, excluding applicable taxes (e.g., GST). It is a flat price: no per-seat fees, all modules, unlimited employees, departments and shifts, full history and unrestricted exports, no ads
• The plan is paid annually in advance through Razorpay (see Section 4)
• The plan is never auto-renewed or auto-charged; renewal is a manual payment. If you pay before your current period ends, the new year is added from your current end date, so no days are lost
• If the trial or a paid year ends without payment, your organisation automatically moves to the Free Forever plan. Modules outside Free Forever are hidden, not deleted: their data is retained and returns when you subscribe to the Annual plan. You may still request a data export or account deletion at any time (see Sections 8 and 14)
• Refund policy: see our dedicated Refund Policy page for full eligibility criteria, non-refundable situations, and the request process
• We will give at least 30 days' notice before a price change applies to your renewal
• We may change what the Free Forever plan includes only with at least 30 days' notice

Organisations that registered before 9 October 2026 on the legacy Free Plan continue under their existing terms (free, all modules, ad-supported) until their cutoff date.

• We will email your organisation's administrator at least 30 days before your cutoff date. The notice states your cutoff date, which is never earlier than 9 November 2026
• Until your cutoff date, your existing terms continue to apply: all modules, ad-supported
• From your cutoff date, your organisation moves to the Free Forever plan (no ads) unless you subscribe to the Annual plan. Modules outside Free Forever are hidden, not deleted, and their data returns when you subscribe
• Nothing is charged automatically — you are only charged once you choose to pay
• You may also export your data and close your account at any time (see Sections 8 and 14)

• Any change to the Annual plan price will be communicated by email to your organisation's administrator and within the application at least 30 days before it applies to your renewal
• Nothing is charged automatically — a renewal only happens when your organisation chooses to pay
• If you do not wish to accept a pricing change, you may continue on the Free Forever plan instead of renewing, or export your data and close your account before it takes effect (see Sections 8 and 14)
• We may change what the Free Forever plan includes only with at least 30 days' notice, given by email to your organisation's administrator and within the application
• A pricing change never changes our data commitments. Section 8 (Data Ownership) and our Privacy Policy apply equally on Free Forever, during the trial, and on every plan

4. Payments & Billing

Payments to ADMINFACE are processed by Razorpay, a PCI-DSS compliant payment gateway, which accepts UPI, debit and credit cards, net banking, and wallets. You pay on Razorpay's secure checkout; ADMINFACE never sees or stores your card number, UPI PIN, or banking credentials. Razorpay processes your payment under its own terms and privacy policy.

How to subscribe to the Annual plan:

• We keep the Razorpay payment and order reference, amount, and date for our accounting and tax records
• If your payment succeeds but the plan does not activate, contact info@adminface.com with your Razorpay payment ID and we will activate it or refund you
• Renewal: pay again from the payment page before or when your plan ends. There is no auto-renewal and nothing is charged automatically; paying early extends from your current end date
• Chargebacks or payments made with a card or account you are not authorised to use are a violation of these Terms and may result in account termination

The optional WhatsApp Bulk Messaging module (Section 17) is the one part of ADMINFACE that uses a prepaid wallet. It is off by default and costs nothing unless your organisation enables it and tops up.

• Your organisation tops up the wallet through Razorpay (₹100 to ₹1,00,000 per top-up)
• Meta charges for WhatsApp messages it delivers, so bulk sends are deducted from the wallet at the per-message price set by ADMINFACE and shown on your wallet in the WhatsApp module
• We may change the per-message price with at least 30 days' notice; the new price applies only to messages sent after it takes effect, never retroactively to messages already sent
• Chat Support (website live chat and the WhatsApp inbox) carries no extra charge and never deducts from the wallet
• Sends stop when the balance runs out; nothing is charged automatically
• Every top-up and deduction is recorded in the wallet's transaction history in your portal
• Wallet top-ups are non-refundable. Unused balance cannot be refunded, withdrawn, or transferred to another organisation, including when you switch WhatsApp off or close your account — so top up only what you expect to use
• If a top-up payment succeeds but the balance is not credited to your wallet, contact info@adminface.com with your Razorpay payment ID and we will credit it

5. Organisation Advertising Programme

Organisations on any plan may submit an ad request to have their banner advertisement displayed to ADMINFACE portal users wherever ads are still shown (currently, portals of organisations on the legacy Free Plan during their notice period, where applicable).

This is a separate, optional service — distinct from your subscription. Ads are not shown in portals on the Free Forever plan, the free trial, or the Annual plan.

• Admins and HR users can submit an ad request via Settings → Advertise in Portal from within your portal
• You provide a banner image (JPG/PNG/WebP/GIF, max 3 MB), a click URL, and contact details
• ADMINFACE reviews the submission within 2 business days and may approve with a start/end date, reject with a reason, or request changes
• Approved ads are shown to users wherever ads are displayed during the approved date range
• Ad pricing, duration, and billing are agreed upon directly with ADMINFACE — contact info@adminface.com for a rate card

• Ads must not contain illegal, misleading, adult, or discriminatory content
• Ads must not impersonate other organisations, brands, or individuals
• Competitive ads (advertising a direct ADMINFACE competitor) may be declined at our discretion
• We reserve the right to remove any approved ad if it is found to violate these policies after approval
• Ads that have been removed for policy violations are not eligible for a refund

6. Account Registration & Organisation Setup

• You must provide accurate information when registering your organisation
• Each organisation receives one administrator account and a unique isolated database
• You are responsible for maintaining the confidentiality of all login credentials
• You are responsible for all activities that occur under your organisation's account
• Notify us immediately of any unauthorised access or breach at info@adminface.com
• One organisation per legal entity is permitted; duplicate registrations for the same entity are not allowed

7. User Roles & Responsibilities

ADMINFACE supports four access levels:

• Super Admin: Platform-level access (ADMINFACE operator only)
• Admin: Full access to all modules within your organisation, including billing and plan management
• HR: Access to employee records, attendance, payroll, leaves, expenses, and can view billing status and submit ad requests
• Employee: Access limited to personal records — own attendance, payslips, leave applications, expenses, and documents

Administrators are solely responsible for ensuring role assignments reflect actual staff responsibilities and comply with applicable employment laws.

8. Data Ownership

You own all data you enter into ADMINFACE. We claim no ownership, licence, or rights over your data beyond what is required to operate the service for you.

Your data is not our product. We do not sell, rent, or trade your organisation's data, and we do not provide it to advertisers for their campaigns or use it as a commercial data product. This holds on the Free Forever plan, during the free trial, on the Annual plan, on the legacy Free Plan, and on any plan we may offer in future. How we collect, process, store, and protect data is set out in full in our Privacy Policy.

You may export your data at any time using the built-in CSV export tools (available in Attendance, Payroll, and Reports modules). You may request full account deletion at any time.

9. Acceptable Use

You agree not to use ADMINFACE to:

• Store, process, or distribute any content that is illegal, defamatory, or infringes third-party rights
• Enter false or fraudulent employee records, attendance data, payroll figures, or expense claims
• Make payments with a card or account you are not authorised to use, or raise fraudulent chargebacks
• Submit ad content that violates the content policy in Section 5
• Attempt unauthorised access to another organisation's data or the platform infrastructure
• Reverse-engineer, decompile, or attempt to extract the platform's source code
• Use automated bots, scripts, or scrapers to extract data at scale
• Resell or sublicence access to ADMINFACE to third parties
• Interfere with or disrupt the platform's infrastructure, servers, or other users
• Upload malware, viruses, or malicious code through document or file upload features

10. Biometric Device Data

• You confirm that you have obtained all necessary consents from employees whose biometric data is captured by connected devices
• You are responsible for compliance with applicable biometric data laws (e.g., IT Act 2000 in India, GDPR in Europe)
• ADMINFACE stores only attendance timestamps and user IDs — raw biometric templates (fingerprint images, face data) are never transmitted to or stored by ADMINFACE

11. Payroll & Financial Data Disclaimer

ADMINFACE provides payroll calculation tools as a convenience. ADMINFACE does not provide tax, legal, or financial advice. Payroll figures, deductions (PF, ESI, TDS), and net salary calculations should be reviewed by a qualified accountant or HR professional before use.

We are not liable for errors in payroll calculations, incorrect statutory deductions, or financial consequences arising from reliance on ADMINFACE-generated payslips without independent verification.

12. Service Availability

We strive to maintain high availability but do not guarantee 100% uptime. ADMINFACE is provided "as is" without warranties of merchantability, fitness for a particular purpose, or uninterrupted availability. We will communicate planned maintenance windows within the application when possible.

13. Limitation of Liability

To the fullest extent permitted by applicable law, ADMINFACE and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of data due to technical failure (maintain your own backups)
• Business disruption caused by service unavailability
• Errors in payroll calculations or financial reports
• Unauthorised access caused by inadequate credential management on your part
• Legal or compliance penalties resulting from incorrect use of HR data
• Delays or failures in payment processing caused by Razorpay, your bank, or your payment method
• Removal of approved ads found to violate the content policy

14. Account Termination

By you: You may delete your organisation account at any time by contacting us. All associated data will be permanently deleted within 30 days.

Annual plan cancellation: There is no auto-renewal. If you do not renew before expiry, your organisation moves to the Free Forever plan; data in modules outside Free Forever is retained (hidden, not deleted) and returns when you subscribe again, and you may still request an export or deletion. No prorated refunds unless covered by our Refund Policy.

By us: We may suspend or terminate access if:

• The account is used for illegal activities
• Repeated violations of these Terms occur
• A fraudulent payment or chargeback is made
• The account is used to attack or harm the platform or other users

We will provide advance notice before termination except in cases of severe abuse. Upon termination, you may request a data export within 14 days.

15. Intellectual Property

The ADMINFACE platform, its interface, code, and branding are the intellectual property of ADMINFACE and its developers. You are granted a non-exclusive, non-transferable licence to use the service for your organisation's internal business operations.

All content you create within ADMINFACE (employee records, payslips, documents) remains your intellectual property. You grant us a limited technical licence to store and serve that content back to your authorised users — nothing more.

Ad creatives you submit through the Organisation Advertising Programme remain your property. By submitting, you grant ADMINFACE a limited, non-exclusive licence to display the ad on the platform during the approved period.

16. Governing Law

These Terms are governed by the laws of India. Any disputes arising from these Terms or your use of ADMINFACE shall be subject to the exclusive jurisdiction of the courts located in the jurisdiction of the service operator.

17. WhatsApp, Chat Support & QR Contacts

The optional WhatsApp Bulk Messaging module lets your organisation send template-based WhatsApp messages using your own Meta Business Account, WhatsApp Business Account, and API credentials, which you connect to ADMINFACE. ADMINFACE acts purely as a technical conduit between your account and Meta's WhatsApp Business Platform. Messages are paid from your organisation's prepaid WhatsApp wallet, as described in Section 4.

• You are solely responsible for obtaining valid consent (opt-in) from every recipient before sending them WhatsApp messages, and for complying with Meta's WhatsApp Business Messaging Policy, Meta's Commerce Policy, and all applicable anti-spam, telecom, and data protection laws in the jurisdictions of your recipients
• Message templates you author are submitted to Meta for approval; ADMINFACE does not control, guarantee, or expedite Meta's review or approval decisions
• ADMINFACE honours opt-out replies (e.g. "STOP") received via the webhook by marking that contact unsubscribed within your organisation's contact list, but you remain responsible for maintaining accurate consent records and for immediately ceasing contact with anyone who opts out through any other channel
• We are not liable for message delivery failures, rate limiting, template rejections, or suspension/restriction of your Meta Business Account or WhatsApp Business Account, as these are determined solely by Meta
• Access tokens and any app secret you provide are stored encrypted and used solely to authenticate your outbound API calls to Meta on your organisation's behalf

Chat Support. The optional Chat Support module lets your organisation answer customer chats from a live-chat box on your own website and, if you connect it, your WhatsApp number. It carries no extra charge and does not use the WhatsApp wallet.

• You are responsible for telling your website visitors that the chat is run by your organisation, for the replies your staff send, and for having a lawful basis to keep and use the names, contact details, messages and files visitors share
• Files shared in chats are deleted automatically after 90 days; copy anything you need to keep before then
• You must not use the chat to send unsolicited marketing or unlawful, harmful or infringing content

QR Contacts. The optional QR Contacts module publishes contact pages that anyone who scans or opens a card's link can see, without logging in.

• You decide what each card shows and are responsible for it, including having the consent of every employee or other person whose name, photo, phone number, email or other details you publish
• You must not publish content that is unlawful, misleading, or infringes someone else's rights, including photos, documents, videos and links you add to a card
• Turning a card inactive or deleting it stops its page from showing those details; copies people already saved to their phones are outside our control
• Videos and maps you add are loaded from YouTube, Vimeo or Google Maps under those providers' own terms

18. Hospital Category — Patient Data, Consent & Billing

Organisations that opt into the Hospital category unlock OPD/IPD clinic management features — patient demographics, vitals, diagnosis, prescriptions, uploaded medical documents, and admission/discharge records — together with a separate patient self-service portal. This section applies only to organisations that enable the Hospital category, and only for as long as it remains enabled.

Your organisation is the data controller for patient health data. As with your responsibility for biometric data under Section 10, enabling the Hospital category makes your organisation — not ADMINFACE — the healthcare provider with the direct relationship to the patient, and therefore the data controller for all patient health data entered into the platform. ADMINFACE acts solely as a data processor and technology platform provider, supplying the infrastructure used to record and retrieve that data on your behalf.

• You confirm that you have obtained any patient consent required under applicable law before storing or processing a patient's demographic, vitals, diagnosis, prescription, document, or admission/discharge data on ADMINFACE
• You are solely responsible for your organisation's compliance obligations as a healthcare provider, including applicable medical records, clinical, and data protection requirements in your jurisdiction; ADMINFACE does not verify, audit, or guarantee healthcare-specific compliance on your behalf
• You are responsible for the accuracy of clinical data entered by your staff; ADMINFACE does not review, validate, or provide any clinical, diagnostic, or medical advice

Patient Portal accounts. Patients invited to the patient self-service portal register with their own login credentials, separate from staff/employee accounts, to view their own appointments, records, and bills. In the same spirit as the Acceptable Use terms in Section 9, by using the patient portal a patient agrees to:

• Provide accurate, truthful self-reported information (contact details, medical history forms, and similar)
• Keep their patient portal password confidential and secure, and notify the organisation promptly of any suspected unauthorised access
• Access only their own appointments, records, and bills, and not attempt to access another patient's data

Patient portal accounts are provisioned and managed by the hospital organisation; ADMINFACE provides the platform on which those accounts operate.

Billing & payments. Hospital organisations can record patient invoices and payments within the platform. A static QR code may be displayed to patients as a payment option, with staff manually recording the payment once received.

19. Changes to These Terms

We may update these Terms from time to time. When we do, we will post a notice within the application at least 14 days before the new terms take effect. Continued use of ADMINFACE after the effective date constitutes acceptance of the revised terms.

20. Contact

For questions about these Terms, Annual plan pricing, abuse reports, or account deletion: