Terms of Service

1. Service provider

HavuHR Oy, Business ID 3149813-9

Lapinlahdenkatu 16, 00180 Helsinki, Finland

Contact person for contractual matters: Susanna Vilkka, susanna.vilkka@havuhr.fi

2. Description of the service

HavuHR provides a cloud-based platform that allows companies to manage personnel data, employee documents, workflows and other HR processes.

The features of the service may include, but are not limited to:

• employee profiles,
• document management,
• workflows and tasks,
• employee handbook, and
• an AI-assisted chatbot.

HavuHR reserves the right to develop and update the service.

3. Customer's obligations

The Customer is responsible for ensuring that:

• the service is used only for the Customer's own benefit and in accordance with these Terms,
• the data entered into the service is lawful,
• the service is used in accordance with applicable law,
• user credentials are not disclosed to outsiders, and
• the service is not misused or used unlawfully.

The Customer is also responsible, as controller, for the processing of its employees' personal data.

4. Users and access rights

The Customer may create user accounts in the service for its employees. The Customer is responsible for ensuring that:

• users use the service in accordance with these Terms, and
• user credentials remain confidential.

The system must always have at least one administrator. The Customer may also grant access to the platform to subcontractors or employees of subsidiaries, but is responsible for their actions.

5. General restrictions

The Customer may not:

• rent or license the service to third parties,
• use the service as part of other products,
• disassemble or reverse engineer the service,
• copy or modify the service,
• remove copyright notices, or
• publicly distribute information about the performance of the service.

6. Data protection and customer data

The Customer retains all rights to the data stored in the service.

HavuHR processes customer data only to provide the service and in accordance with applicable data protection legislation, including the EU General Data Protection Regulation (GDPR). The detailed terms of data processing are defined in a separate data processing agreement (DPA).

The processing of personal data is described in the privacy policy at https://www.havuhr.fi/en/tietosuojaseloste.

7. Ownership

HavuHR owns the service and the Customer is granted only a limited right of use. HavuHR may use feedback provided by the Customer to develop the service.

8. Availability of the service

HavuHR aims to provide the service with as few interruptions as possible. However, the service may experience:

• maintenance breaks,
• technical disruptions, and
• interruptions due to updates.

HavuHR does not guarantee that the service is completely error-free or uninterrupted.

If the Customer and HavuHR have separately agreed on a beta test period in the Service Agreement, the service is provided "as is" during that period. In that case HavuHR does not guarantee the availability, functionality or permanence of features, and the service may contain unfinished features, changes or interruptions.

9. Fees and invoicing

The fees for using the service, the invoicing basis and any other fees related to the service are defined separately in the Service Agreement between the Customer and HavuHR.

10. Limitation of liability

10.1 Unless expressly stated otherwise in these Terms, neither party nor HavuHR's suppliers shall be liable for any indirect, incidental, special or consequential damages, nor for loss of use, loss of data, loss of profit, failure of security mechanisms or business interruption, even if the possibility of such damage was notified in advance.

10.2 The total liability of HavuHR, its suppliers and the Customer arising from or relating to these Terms shall not exceed the amount actually paid by the Customer to HavuHR during the twelve (12) months preceding the claim. If the Customer has paid for the services in advance for a period longer than twelve (12) months, the average payment for the preceding twelve (12) months is used to calculate the maximum liability.

10.3 The above limitations of liability do not apply to claims based on

• (a) gross negligence or wilful misconduct,
• (b) the Customer's breach of the usage restrictions in these Terms,
• (c) the Customer's responsibilities for the lawfulness, accuracy, rights of use, consents or indemnification obligations relating to customer data, or
• (d) breach of confidentiality, provided however that claims relating to the operation or non-operation of the service are not covered by this subsection.

10.4 This section applies regardless of whether the claim is based on contract, tort, negligence, strict liability or any other legal basis. The limitations of liability remain in force even if a limited remedy defined in these Terms fails of its essential purpose.

11. Termination

The Customer may stop using the service at any time in accordance with the contract terms. HavuHR may close the Customer's platform if it has not been used for 6 months. The agreement may be terminated if either party breaches it.

When the agreement ends:

• use of the service ends,
• the Customer's data is deleted in accordance with the DPA, and
• the Customer has the opportunity to download its own data from the service within a reasonable time.

12. Integrations: access and authorisation

• Integrations are optional. Only an administrator authorised by the Customer may connect, configure, pause or disconnect an integration.
• The Customer is responsible for the necessary Microsoft, Slack and Netvisor licences, administrator rights, access rights and organisation-specific approvals.
• The Customer is responsible for ensuring that the identifiers, account details, personnel data, mappings and settings entered into the integration are correct and that there is a lawful basis for processing the data.
• A user may not circumvent access rights, share secrets or use the integration in violation of law, the agreement or third-party terms.

13. Third-party services

The use of integrations is also subject to the terms, privacy practices, availability and organisation-specific settings of Microsoft, Slack and Netvisor. HavuHR does not control third-party service outages, API changes or access decisions. Messages and synchronisations may be delayed or fail due to a disruption, a missing permission, an incorrect setting or incompatible data.

14. Pausing and disconnecting an integration

Pausing an integration stops new operations but may retain connection details for later resumption. Disconnecting removes HavuHR's local connection and the link data described in the privacy policy. Disconnecting does not necessarily delete data that has already been transferred to a third-party service.

15. Integration-specific limitations

Microsoft Teams

In a personal Teams chat, Helmi provides HavuHR usage guidance and answers based on the Customer's employee handbook. The Teams integration does not send workflow or signature reminders, perform tasks or create absence requests. Use requires an active HavuHR user, a HavuHR profile linked to the same Microsoft account, the required modules and access rights, and valid Helmi settings and usage quota. A Helmi answer is indicative and does not replace the employer's official decision or an expert assessment.

Slack

In Slack, the Customer's selected task, signature, summary and Helmi functions may be used. An absence request created in Slack is limited to the employee's own, unambiguous, full-day request. Partial-day requests, Flex absences, multiple periods and requests made on behalf of another person are made in HavuHR. A Slack message or signature link alone does not grant access to HavuHR data; HavuHR verifies the user and their access rights.

Netvisor

The Customer must authorise HavuHR in Netvisor's API resources and ensure the necessary resources, payroll model, workplaces and the exact Number values of pay types. According to Netvisor, the first workday.nv transfer may activate a paid per-employee payroll service. The Customer is responsible for checking Netvisor's commercial settings. The integration does not transfer absence balances, accrual rules, carry-overs or Flex opening balances. Some identity and date-of-birth data may need to be corrected directly in Netvisor.

16. Support

HavuHR supports the deployment and operation of the HavuHR service and integrations, and the data sent or received by HavuHR. Microsoft, Slack and Netvisor are responsible for the user accounts, licences, outages and service-specific settings of their own services. Support instructions and contact details are available at https://www.havuhr.fi/en/tuki.

The Customer must not send passwords, customer secrets, OAuth tokens, API keys, one-time codes or unnecessary personal data in a support request.

17. Changes to the Terms

HavuHR reserves the right to change or update these Terms. Any changes are implemented in compliance with all applicable laws. Customers are notified of material changes in advance in accordance with the Service Agreement. The page always shows the date of the latest update.

18. Governing law

These Terms are governed by the laws of Finland. Any disputes are resolved primarily through negotiation and ultimately in the District Court of Helsinki.