Terms of Service

• "Customer" — the organisation (employer) that subscribes to the Service.
• "Administrator" — an individual authorised by the Customer to manage the Customer's account.
• "Authorised User" — any employee or person the Customer permits to use the Service (for example, to clock in or apply for leave).
• "Customer Data" — all data, including personal data of Authorised Users, submitted to or processed by the Service by or on behalf of the Customer.

You must be at least 18 years old to register an account. If you accept these Terms on behalf of a Customer, you represent and warrant that you are authorised to bind that Customer to these Terms.

Where Authorised Users are below 18, the Customer is responsible for obtaining any consent required under applicable Malaysian law, including the Children and Young Persons (Employment) Act 1966 and the Personal Data Protection Act 2010.

StaffE provides cloud-based tools for human resource management, which may include attendance and time tracking (including facial-recognition and geolocation-based clock-in), payroll and Malaysian statutory calculations (EPF, SOCSO, EIS and PCB/MTD), leave management, employee records, documents, recruitment, reporting and notifications.

StaffE provides software tools only. StaffE is not an accountant, tax agent, payroll bureau or legal adviser. The Customer remains solely responsible for the accuracy of its data and for its compliance with the Employment Act 1955, the Income Tax Act 1967, EPF Act 1991, the Employees' Social Security Act 1969, the Employment Insurance System Act 2017 and all other applicable laws. Statutory rates and tables are provided for convenience and may change; the Customer should verify figures before relying on them.

You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account. You must notify us promptly of any unauthorised use.

The Customer is responsible for managing the access rights of its Administrators and Authorised Users and for ensuring they comply with these Terms.

Access to paid features requires a subscription. Fees, billing frequency and included usage are as set out in your order or plan selection. Unless stated otherwise, fees are exclusive of Sales and Service Tax (SST) and any other applicable taxes, which you are responsible for paying.

Unless required by law, fees are non-refundable. We may change fees on reasonable prior notice, effective at the start of your next billing period.

As between the parties, the Customer owns all Customer Data. The Customer grants StaffE a non-exclusive licence to host, process and use Customer Data solely to provide and improve the Service and as permitted by our Privacy Policy.

In respect of personal data of Authorised Users, the Customer is the data user (controller) and StaffE acts as a data processor on the Customer's behalf, processing personal data only on the Customer's documented instructions and in accordance with the Personal Data Protection Act 2010. The Customer is responsible for issuing any required PDPA notices to, and obtaining any required consent from, its Authorised Users.

You agree not to:

• use the Service in violation of any applicable law or third-party right;
• upload unlawful, infringing, or malicious content;
• attempt to gain unauthorised access to, probe, or disrupt the Service or other customers' data;
• reverse engineer, resell, or sublicense the Service except as permitted by law;
• use facial recognition, geolocation, or other monitoring features to process any individual's personal data without a lawful basis and appropriate notice and consent.

The Service, including all software, design, and content (excluding Customer Data), is owned by StaffE or its licensors and is protected by intellectual property laws. No rights are granted except as expressly set out in these Terms.

The Service may integrate with third-party services (for example, Google Calendar, messaging providers such as WhatsApp, email delivery, and cloud hosting). Your use of those services is subject to their own terms, and we are not responsible for them.

We aim to keep the Service available but do not guarantee uninterrupted or error-free operation. The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, to the maximum extent permitted by law.

To the maximum extent permitted by law, StaffE will not be liable for any indirect, incidental, special, consequential or exemplary loss, or for loss of profits, revenue, data, or goodwill.

Our total aggregate liability arising out of or relating to the Service will not exceed the fees paid by the Customer to StaffE in the twelve (12) months preceding the event giving rise to the claim. Nothing in these Terms excludes liability that cannot be excluded under Malaysian law.

The Customer agrees to indemnify and hold StaffE harmless from claims arising out of the Customer Data, the Customer's use of the Service, or the Customer's breach of these Terms or of applicable law (including the PDPA).

You may stop using the Service at any time. We may suspend or terminate access for material breach of these Terms, non-payment, or where required by law.

On termination, the Customer may request export of its Customer Data within thirty (30) days, after which we may delete it in accordance with our Privacy Policy and retention obligations.

Each party will protect the other's confidential information and use it only as needed to perform under these Terms, except where disclosure is required by law.

We may update these Terms from time to time. We will post the updated Terms with a new "Last updated" date and, where changes are material, provide reasonable notice. Continued use of the Service after changes take effect constitutes acceptance.

These Terms are governed by the laws of Malaysia. The parties submit to the exclusive jurisdiction of the courts of Malaysia, without prejudice to any right to seek mediation or arbitration where agreed.

Questions about these Terms may be sent to support@staffe.io.