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 free of charge to all registered organisations:

All modules above are available to both Free and Ad-Free Plan subscribers with no feature difference. We reserve the right to add, modify, or retire features with reasonable notice within the application.

3. Plans, Pricing & Advertising

ADMINFACE offers two plans:

• By using the 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 Ad-Free Plan costs ₹9,999 per organisation per year, excluding applicable taxes (e.g., GST)
• The plan is billed annually in advance via UPI payment (see Section 4)
• If the plan is not renewed, the organisation automatically reverts to the Free Plan (ads return); no data is lost
• Refund policy: see our dedicated Refund Policy page for full eligibility criteria, non-refundable situations, and the request process
• We reserve the right to update the Ad-Free Plan price with 30 days' notice before renewal

4. UPI Payment & Ad-Free Billing

ADMINFACE accepts payment for the Ad-Free Plan exclusively via UPI (Unified Payments Interface), the standard Indian payment rail operated by NPCI. No credit card, international payment gateway, or subscription billing is required.

How to subscribe to the Ad-Free Plan:

• We store only the UTR reference number and an optional screenshot you upload — we never access your UPI PIN or bank account credentials
• The 12-month period begins from the date of approval, not the date of payment submission
• If a UTR cannot be verified (incorrect number, payment not received), we will notify you within 2 business days to resubmit
• Fraudulent UTR submissions are a violation of these Terms and may result in account termination
• Renewal: submit a new upgrade request before your current plan expires. There is no auto-renewal

5. Organisation Advertising Programme

Organisations on any plan may submit an ad request to have their banner advertisement displayed to all ADMINFACE portal users across the platform (including other organisations' portals, where applicable).

This is a separate, optional service — distinct from the Ad-Free Plan. Advertising in the portal and removing ads from your own portal are independent features.

• 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 across the platform 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.

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
• Submit fraudulent UTR numbers or fabricated payment screenshots for the Ad-Free Plan
• 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 in Ad-Free Plan activation caused by incorrect UTR submission
• 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.

Ad-Free Plan cancellation: There is no auto-renewal. If you do not submit a new upgrade request before expiry, the plan reverts to Free automatically. No prorated refunds unless covered by Section 4.

By us: We may suspend or terminate access if:

• The account is used for illegal activities
• Repeated violations of these Terms occur
• A fraudulent UTR number or payment screenshot is submitted
• 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 Bulk Messaging

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.

• 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

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, Ad-Free Plan pricing, abuse reports, or account deletion: