Terms of Service

About these terms

These Terms of Service (the “Terms”) are an agreement between you — the business using HankHR — and {LEGAL ENTITY NAME} (“HankHR”, “we”, or “us”). By creating an account or using HankHR, you agree to these Terms on behalf of your organisation, and you confirm you’re authorised to do so. If you don’t agree, please don’t use the service.

A note on this draft. HankHR is a new company, and a few details below — our registered legal entity, our governing law, and where disputes would be handled — are still being finalised as we set up operations. Those spots are marked with placeholders. This document is being reviewed by qualified legal counsel and shouldn’t be relied on as final legal advice; where anything here conflicts with the law that applies to you, the law controls. If something in here matters to your business, email us and we’ll talk it through.

What HankHR does — and what it doesn’t

HankHR is HR and payroll software for teams in the United States (all 50 states and the District of Columbia), Malaysia, and Singapore. It helps you keep a directory of your people, manage leave and time, calculate pay, and produce payslips, bank payment files, and filing-ready statutory reports.

It’s important to be clear about the boundaries, because they decide who’s responsible for what:

• HankHR calculates; it doesn’t move money. We don’t hold, receive, or transfer your funds, and we don’t originate direct deposits or bank transfers. HankHR produces a bank payment file that you upload through your own bank to pay your people. The final click is always yours.
• HankHR prepares filings; it doesn’t file them. We generate filing-ready statutory reports, but we don’t submit anything to any tax authority or statutory body on your behalf. You — or your accountant or tax agent — make the actual submissions and remittances.
• HankHR is a tool, not a professional adviser. It doesn’t replace your accountant, tax agent, or lawyer, and using it doesn’t create a professional-adviser relationship. You’re responsible for reviewing the numbers before you rely on them.

Your account

HankHR is built for businesses, not consumers. To use it, you need to be able to enter a binding contract and to act for your organisation. You’re responsible for:

• Keeping your login credentials confidential, and taking reasonable measures — strong passwords, and multi-factor authentication where it’s available — to protect your account;
• Everything that happens under your account, including the actions of the users and administrators you invite;
• Telling us promptly at hello@hankhr.co if you suspect any unauthorised access or a security problem.

You control who in your organisation has access and what they can do, and removing access when someone leaves is up to you.

Acceptable use

When you use HankHR, you agree that you won’t:

• Use the service for anything unlawful, or to store or process data you don’t have the right to;
• Copy, scrape, harvest, or systematically extract data or content from the service by automated means, except through features or APIs we provide for that purpose;
• Reverse-engineer, decompile, or try to derive the source code of the software, except to the narrow extent the law expressly allows;
• Resell, sublicense, or pass the service off as your own, or use it to build a competing product;
• Probe, scan, or test the security of the service without our written permission, or interfere with its normal operation;
• Upload malware, or attempt to gain unauthorised access to other organisations’ data or accounts.

You’re responsible for everyone you let into your account, and for the personal data of your employees and job candidates that you put into HankHR — including having a lawful basis to process it. See our Privacy Policy for how we handle that data on your behalf.

Your responsibilities

HankHR gives you the tools; the decisions and the compliance stay with you. In particular, you’re responsible for:

• Accurate data. Salaries, hours, bank details, statutory numbers, and employee records are only as good as what’s entered — and your results depend on them.
• Verifying statutory figures. Review the contributions, deductions, and taxes HankHR calculates before each pay run, and confirm they’re right for your situation.
• Final remittance and filing. Paying your employees, remitting statutory amounts, and submitting filings to the relevant authorities are yours to do. HankHR prepares them; it doesn’t send them.
• Lawful employment practices. You’re responsible for complying with the employment, tax, wage-and-hour, and anti-discrimination laws that apply to your business and your people.

Optional AI hiring tools

If you use our optional AI hiring features, they’re assistive only — for example, parsing résumés and summarising candidates to help you screen. They don’t make hiring decisions, and you shouldn’t treat their output as one. Every hiring decision remains yours, along with responsibility for complying with anti-discrimination and employment law — including, where they apply, the EEOC’s guidance and rules such as New York City’s Local Law 144 on automated employment decision tools. Any notices, bias audits, or candidate consents those laws require are your responsibility.

Statutory calculations and rates

HankHR calculates the statutory items that apply in each country we support, using published rates from official sources:

• United States — federal and state income tax withholding, FICA (Social Security and Medicare), FUTA, state unemployment insurance (SUI), and state disability and paid-leave programmes (SDI / PFML).
• Malaysia — EPF, SOCSO, EIS, PCB (monthly tax deduction), and the HRD Corp levy.
• Singapore — CPF, SDL, self-help group (SHG) contributions, and IR8A income reporting.

These rates and thresholds are effective-dated: we track when each rule changes and apply the version in force for the period you’re running. We make reasonable efforts to keep this data current and correct, but statutory rules change often and vary by circumstance. You are responsible for verifying the figures before you remit or file, and HankHR is not liable for interest, penalties, or other consequences of submissions you control — including late, missing, or incorrect filings and payments.

Fees, billing, and trials

How pricing works

HankHR is one plan with everything included, priced per active employee per month. The per-employee rate falls automatically as your team grows (volume tiers), and there’s a monthly minimum — currently $99 in the United States, RM 99 in Malaysia, and S$99 in Singapore. The current per-employee rates, tiers, and minimum are always shown on our pricing page.

You can pay monthly, or annually for the price of ten months — two months free. Fees are exclusive of any taxes (such as sales tax, GST, or SST), which we’ll add where we’re required to.

Free trial

New accounts start with a 30-day free trial. No card is required to begin, and we won’t charge you unless you choose to continue and add a payment method.

Payment

When paid billing launches, payments will be processed by Stripe, our payment provider, under their terms — HankHR doesn’t store your full card details. Fees are billed in advance for each period. If a payment fails or falls overdue, we may suspend the service after giving you notice and a chance to put it right.

Refunds and price changes

Fees are non-refundable, including for partial months and unused time, except where the law requires otherwise. We may change our prices, but we’ll give you reasonable advance notice, and a change won’t take effect until your next billing period.

Your data

Your data is yours. The employee records, payroll data, documents, and everything else you put into HankHR belong to you, not us. We use it to provide and improve the service for you, and to do the things described in our Privacy Policy — which covers how we collect, store, protect, and share data, and the providers who help us run the service.

You can export your data at any time while your account is active, in common formats, with no exit interview. We don’t sell your data, and we don’t use your employees’ personal data for our own purposes.

Intellectual property

HankHR — the software, the design, the brand, and everything we’ve built to deliver the service — belongs to us and our licensors. These Terms give you a limited, non-exclusive, non-transferable right to use HankHR for your business while your account is in good standing; they don’t transfer any ownership to you.

If you send us feedback or suggestions, we’re grateful — and you agree we can use them to improve HankHR, with no obligation to you.

Third-party services

HankHR works with other services to do its job — for example, Schedaddle for time and attendance, BoldSign for e-signatures, and Stripe for payments — and it runs on infrastructure providers that host and operate the platform. When you use a feature that connects to one of these, that provider’s own terms and privacy practices apply to their part of it. We choose our providers carefully, but we’re not responsible for services we don’t control. Our Privacy Policy lists the providers that process data on our behalf.

Disclaimers

We work hard to make HankHR accurate, reliable, and available — but we provide it “as is” and “as available”, without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We don’t warrant that the service will be uninterrupted or error-free, or that every calculation will be correct for your specific circumstances.

HankHR is not accounting, tax, or legal advice. For advice about your particular situation, please speak with a qualified accountant, tax agent, or lawyer.

Limitation of liability

To the fullest extent the law allows, HankHR will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, arising out of or relating to your use of the service — even if we’ve been told such damages were possible.

Our total liability for any claim arising out of or relating to these Terms or the service is capped at the total fees you paid us in the twelve months before the event that gave rise to the claim. Some jurisdictions don’t allow certain limitations, so parts of this section may not apply to you.

Indemnity

You agree to defend and indemnify HankHR against third-party claims arising from your data, your use of the service, or your employment and business practices — including claims from your employees or job candidates, and claims that you didn’t have the right to process data you put into HankHR.

For our part, we’ll defend and indemnify you against third-party claims that the HankHR software itself infringes their intellectual property rights, as long as you’re using the service as intended and tell us promptly. Each side’s indemnity is subject to the limitation of liability above.

Term and termination

These Terms apply for as long as you use HankHR. You can cancel at any time from your account settings or by contacting us; cancellation takes effect at the end of your current billing period, and — as above — earlier fees aren’t refunded.

We may suspend or terminate your access if you materially breach these Terms (including non-payment after notice) or if we’re required to by law. Where it’s reasonable to, we’ll give you notice and a chance to put things right first.

After termination, we’ll give you a window of at least 30 days to export your data before we delete it, except where we’re required to keep certain records — such as statutory payroll records — for longer. The parts of these Terms that by their nature should outlast the relationship, such as fees owed, intellectual property, disclaimers, limitation of liability, and indemnity, will survive termination.

Changes to the service and these terms

HankHR evolves. We may add, change, or remove features, and now and then we’ll need to update these Terms. When we make a material change to the Terms, we’ll let you know — by email or in the app — before it takes effect. If you keep using HankHR after that, you’re accepting the updated Terms; if you don’t agree, you can cancel.

Governing law and disputes

HankHR is operated by {LEGAL ENTITY NAME}, and these Terms are governed by the laws of {GOVERNING JURISDICTION}, without regard to conflict-of-laws rules. Any dispute we can’t resolve informally will be subject to the courts of that jurisdiction.

Before starting any formal proceeding, we ask that you contact us first so we can try to sort things out directly — most issues can be resolved with a conversation.

Contact

Questions about these Terms? Email us at hello@hankhr.co. For anything about privacy or your data, see our Privacy Policy.