How we work together.

By accessing or using the Employee Self-Service (ESS) portal ("the Portal"), you confirm that you are an authorized user of a tenant organization or a platform administrator and that you have read, understood, and agree to be bound by these Terms and Conditions.

If you do not agree with any part of these terms, you must discontinue use of the Portal immediately and notify your organization administrator.

These Terms and Conditions apply to all users of the Portal, including Organizational Admins, System Admins, Directors, Managers, Admins, Employees, contractors, and other authorized users. They are to be read in conjunction with the Privacy Policy, which governs how personal data is collected and processed.

The ESS Portal is a tenant-aware operational platform provided for authorized users of configured organizations. It is intended for the following purposes:

Managing rosters, attendance, leave, and on-duty requests; submitting, reviewing, and approving expense claims and asset requests; logging daily tasks against assigned projects; participating in skill evaluation cycles; accessing HR and operational reports; receiving company announcements and Notification Center updates; and maintaining personal ESS preferences such as dashboard layout, appearance, favorite navigation, and recovery-code self-service.

The Portal is made available through the platform and tenant organization. Use of the Portal is a privilege, not a right, and may be withdrawn or restricted according to platform and tenant policy.

By using the Portal, you agree to the following:

Accurate Information: You will provide accurate, truthful, and up-to-date information when submitting attendance records, leave requests, expense claims, task logs, or any other data through the Portal. Submitting false, misleading, or fabricated information is a disciplinary matter and may result in termination of employment.

Credential Security: You are responsible for maintaining the confidentiality of your login credentials, including your password and two-factor authentication device. You must not share your credentials with any other person, including colleagues. If you suspect your account has been compromised, you must report it to the IT team immediately.

Authorised Use Only: You will use the Portal only for its intended business purposes. You will not attempt to access features, data, or routes beyond those permitted by your assigned role. Attempting to circumvent role-based access controls, exploit vulnerabilities, or access another employee's data is strictly prohibited.

Compliance with Policy: Your use of the Portal must comply with all applicable organization policies, including the IT Acceptable Use Policy, HR policies, expense policies, and any other guidelines issued by the relevant tenant organization from time to time.

Reporting Issues: You will promptly report any errors, security vulnerabilities, data discrepancies, or suspected unauthorised access to the IT or HR team. You will not exploit any defect or vulnerability for personal gain or to access unauthorised data.

The Portal includes Settings for user-experience preferences. These preferences may include dashboard widget visibility and order, sidebar favorite navigation, appearance settings, and self-service recovery-code regeneration.

Preferences do not change your employee profile, official HR records, role permissions, approval responsibilities, or administrative security controls. Role-based access always overrides sidebar favorites and saved preferences.

Fixed system notices and required workflow elements, including profile completion prompts, clock-in and clock-out actions, notice period banners, special announcements, and recovery-code warning banners, may not be hidden or bypassed through Settings.

You are responsible for saving newly generated recovery codes securely. Recovery codes are shown only once after regeneration. System Admin-only controls such as resetting another user's 2FA or bypassing 2FA remain separate administrative functions.

The Portal includes an in-app Notification Center for operational updates, approval decisions, employee status changes, holidays, and announcements. Users are expected to review notifications relevant to their role and responsibilities.

Notifications may be targeted to specific users, reporting managers, administrative roles, all active users, or selected departments. Announcement notifications may therefore be company-wide or department-specific.

Notification links are provided as internal guidance to help users reach the relevant Portal page. They do not replace formal HR, finance, or management approvals where separate action is required.

The following activities are strictly prohibited and may result in immediate account suspension, disciplinary action, or legal proceedings:

Submitting false attendance records, fabricated expense receipts, or inaccurate task logs.

Attempting to access, modify, or delete another employee's personal data, attendance records, or leave history.

Sharing login credentials, bypassing 2FA without administrator authorisation, or accessing the Portal from an unauthorised device.

Using automated tools, scripts, bots, or crawlers to access, scrape, or interact with the Portal.

Attempting to reverse-engineer, decompile, or tamper with the Portal's codebase, APIs, or database.

Uploading or transmitting malicious files, code, or content through any Portal feature including receipt uploads, profile photos, or document attachments.

Using the Portal for any purpose that is unlawful, harmful, or contrary to the relevant tenant organization's interests, values, or Code of Conduct.

Sharing Portal content, data, screenshots, or outputs with external parties without prior written approval from a Director or System Administrator.

The Portal is designed to support accurate operational record-keeping. You are solely responsible for the accuracy of all data you submit through the Portal.

Attendance and Rosters: Attendance records are captured at the time of check-in and check-out via the Portal. Roster and shift information may define expected working days, weekly offs, holidays, and assigned shifts for attendance calculation. You must not punch in or out on behalf of another employee, and you must not solicit another person to record attendance on your behalf.

Expenses: Expense claims must be accompanied by valid receipts and submitted only for legitimate business expenses incurred in the course of your employment. Inflated, duplicated, or personal expense claims are a violation of both these Terms and the relevant tenant organization's Expense Policy.

Tasks: Daily task submissions must accurately reflect work performed during the stated period. Submitting tasks for work not performed, or logging hours that were not worked, constitutes a misrepresentation of your work record.

The Organization reserves the right to audit any records submitted through the Portal at any time and to take appropriate action where inaccuracies or fraudulent submissions are identified.

Access to the Portal and its features is governed by a role-based access control system. The following roles are currently defined within the ESS Portal:

Organizational Admin: Platform-level access to create and manage organizations, tenant status, platform maintenance, and tenant System Admin setup.

System Admin: Tenant-level administrative access to modules, settings, and employee data inside their own organization. Responsible for tenant configuration, maintenance bypass, and user management.

Director: Access to approval queues, reports, skill evaluations, and team-level data for their assigned scope.

Manager: Access to team attendance, team roster visibility or updates where enabled, leave approvals, task approvals, on-duty queues, and expense approvals for direct reports.

Admin: Access to expense approvals, asset management, and employee data within their administrative scope.

Employee: Access to personal attendance, leave, on-duty, tasks, expenses, assets, and profile data only.

You are granted access rights corresponding to your designated role as assigned by the Organizational Admin or tenant System Admin. Any attempt to access routes, data, or features outside your permitted scope will be logged and may result in disciplinary action. Role assignments are managed by the IT team and may be updated when your responsibilities change.

The ESS Portal - including its design, codebase, architecture, features, workflows, and content - is the exclusive intellectual property of the ESS platform operator and tenant organization as applicable. All rights are reserved.

You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Portal solely for the internal business purposes described in these Terms. This licence does not grant you any ownership interest in the Portal or its components.

You may not copy, reproduce, distribute, reverse-engineer, modify, adapt, publish, or create derivative works from any part of the Portal without the express prior written consent of the relevant tenant organization.

Data you submit through the Portal (attendance records, expense claims, task logs, etc.) remains under the control of your tenant organization for operational and legal purposes, subject to your rights under the Privacy Policy.

The Organization will make reasonable efforts to maintain the Portal's availability during working hours. However, the Portal may be temporarily unavailable due to scheduled maintenance, updates, technical issues, or circumstances beyond our control.

During scheduled maintenance, the Portal will display a maintenance screen. Organizational Admins retain access during platform maintenance. Tenant System Admins retain access during their own organization maintenance to perform necessary work.

The Organization does not guarantee uninterrupted, error-free access to the Portal and accepts no liability for losses or inconvenience arising from temporary unavailability.

You will be notified of planned maintenance windows through in-Portal announcements where reasonably practicable. Emergency maintenance may be performed without prior notice.

All information accessible through the Portal - including colleague data, payroll information, organisational structure, business processes, and operational reports - is confidential and the exclusive property of the ESS platform operator and tenant organization as applicable

You must not disclose, share, or use any information obtained through the Portal for purposes outside of your legitimate employment duties. This obligation survives the termination of your employment.

You must not take screenshots, exports, or copies of Portal data for personal use or for sharing with parties outside the relevant tenant organization without explicit written authorisation.

Breach of confidentiality obligations may result in disciplinary action up to and including termination of employment, and may give rise to civil or criminal liability under applicable Indian law.

Your Portal access is tied to your employment status at the ESS platform operator and tenant organization as applicable

Upon resignation, termination, or end of contract, your account will be moved to TERMINATED status, which immediately prevents login. Pending approvals or submissions may be completed by an administrator on your behalf.

Upon onboarding, your account is created in ONBOARDING status with access only to the countdown portal. Full access is activated on your joining date when your status changes to ACTIVE.

The Organization reserves the right to suspend, restrict, or terminate Portal access at any time, with or without cause, including but not limited to: suspected misuse, security concerns, disciplinary proceedings, or organisational changes.

Data associated with your account is retained in accordance with the Privacy Policy retention schedule following account termination.

To the fullest extent permitted by applicable law, the ESS platform operator and tenant organization as applicable shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Portal.

The Organization makes no warranties, express or implied, regarding the Portal's accuracy, completeness, reliability, suitability, or availability for any particular purpose.

The Portal is provided "as is" and "as available". You use it at your own risk and judgement. The applicable organization's total liability in connection with these Terms shall not exceed the amount you have paid to access the Portal, which in most cases is zero as it is a tenant-provided service.

This limitation does not apply to claims arising from the relevant tenant organization's gross negligence, wilful misconduct, or fraud.

These Terms and Conditions are governed by and construed in accordance with the laws of India. Any disputes arising out of or in connection with these Terms shall be subject to the jurisdiction defined by the applicable tenant and platform agreements.

In the event of a dispute, the parties agree to first attempt resolution through good-faith internal discussions. If a resolution cannot be reached within 30 days, the matter may be referred to formal legal proceedings.

If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be modified to the minimum extent necessary to make it enforceable. The remaining provisions will continue in full force and effect.

The Organization reserves the right to update, modify, or replace these Terms and Conditions at any time. When material changes are made, the "Last Updated" date at the top of this page will be revised, and an in-Portal announcement may be issued.

Your continued use of the Portal following any update constitutes acceptance of the revised Terms. If you do not agree with the changes, you must discontinue use of the Portal and notify the HR or IT team.

We encourage all users to review these Terms periodically. The most current version will always be available at this URL.