Terms & Conditions of Service

1. Introduction

Welcome to KCGH HRM Hub ("Platform", "Software", "Service", or "System"). KCGH HRM Hub is a commercial, enterprise-grade Human Resource Management System designed to streamline organizational workflows, including employee data management, time & attendance tracking, shift scheduling, payroll processing, leave administration, loan workflows, performance metrics, and enterprise reporting.

These Terms & Conditions ("Terms") constitute a legally binding agreement between the subscribing Organization/Employer ("Company", "Client", "Customer") and individual authorized end-users ("Users", "Employees", "Administrators") who access or interact with KCGH HRM Hub. By logging in, registering, installing the mobile application, or utilizing any features of the Service, you signify that you have read, understood, and agreed to be bound by these Terms.

2. Definitions

3. User Eligibility

Access to KCGH HRM Hub is restricted strictly to authorized individuals under the following eligibility criteria:

• Employment Status: You must maintain an active, valid employment, contractual, or official administrative relationship with a subscribing Company.
• Legal Capacity: You must be of legal working age in your jurisdiction and possess the legal authority to enter into contractual obligations.
• Authorized Credentials: Access is permitted solely through unique login credentials provisioned or approved by your Company’s System Administrator.
• Revocation of Access: Upon termination of employment or withdrawal of authorization by the Company, your right to access the Service terminates immediately.

4. User Accounts & Security

Users and Company Administrators are responsible for safeguarding account access credentials:

Note: The Platform supports multi-factor authentication (MFA) and OAuth2 Passport tokens. The Company reserves the right to suspend or lock accounts exhibiting suspicious activity or repeated failed login attempts.

5. Acceptable Use Policy

Users must adhere to ethical practices. The following activities are strictly prohibited and constitute grounds for immediate account suspension, legal action, and employment disciplinary proceedings:

6. Attendance Rules & Tracking Policies

KCGH HRM Hub provides multi-modal time and attendance capture technologies. Use of these features is governed by the following rules:

Attendance Corrections: Employees may submit formal Attendance Correction Requests via the Platform for missed punches or technical glitches. All correction requests are subject to approval by authorized Line Managers or HR Administrators.

7. Payroll Disclaimer & Responsibilities

KCGH HRM Hub includes automated payroll calculation engines that compute gross salary, allowances, overtime pay, statutory deductions (Provident Fund/PF, ESI, Professional Tax, TDS/Income Tax), and net payout values based on data provided by the Company.

8. Leave Management Guidelines

• Leave Accrual & Allocation: Leave entitlements (Casual Leave, Sick Leave, Earned Leave, Time Leave/Permission) are configured according to the Company’s internal HR policy.
• Approval Authority: Submission of a leave request does not guarantee approval. Leaves become effective only upon formal approval by the designated Reporting Manager or HR Department.
• Time-Leave / Permission Limits: Short-duration time leaves (permissions) are subject to policy constraints (e.g. maximum 3 hours per request). Unapproved absences will be categorized as Leave Without Pay (LWP) or Loss of Pay (LOP).

9. Loan & Advance Salary Management

Where enabled by the Company, employees may apply for salary advances or employee loans through the Platform:

1. Discretionary Approval: Loan approval is entirely at the discretion of Company Management and subject to eligibility, tenure, and credit criteria.
2. Repayment via Payroll: Approved loan principal and interest installments will be automatically deducted from monthly salary payouts as per agreed EMI schedules.
3. Separation Settlement: In the event of employee resignation or termination, any outstanding loan balance will be recovered in full from the final settlement (FnF) payout.

12. Data Ownership & Processing Roles

KCGH HRM Hub operates under a clear legal division of data ownership in accordance with global data protection frameworks (including the Indian Digital Personal Data Protection Act / DPDP and GDPR guidelines):

• Company Control (Data Fiduciary / Controller): The subscribing Company owns all workforce records, attendance logs, payroll details, uploaded employment documents, and administrative configurations.
• Software Role (Data Processor): KCGH HRM Hub acts as a Data Processor, processing workforce information strictly under the instructions of the Company to deliver HRMS operations.
• Personal Rights: Employees retain individual statutory identity rights, with entitlement to view, verify, and request corrections to their personal profile data via established HR channels.

13. Intellectual Property Rights

All right, title, and interest in and to KCGH HRM Hub—including software code, system design, database architecture, user interface elements, mobile application packages, APIs, algorithms, documentation, trademarks, and logos—are the exclusive intellectual property of KCGH HRM Hub. Nothing in these Terms grants Users or Companies any ownership rights to the underlying software technology.

14. Integration with Third-Party Services

The Platform may integrate with third-party software providers to facilitate seamless operations:

Third-party services operate under their respective terms and privacy policies. KCGH HRM Hub is not responsible for external downtime or service interruptions caused by third-party providers.

15. System Availability & Maintenance

While KCGH HRM Hub strives to maintain 99.9% operational uptime, access to the Service may be occasionally interrupted for scheduled system upgrades, server maintenance, security patches, or emergency repairs. Advance notice will be provided for routine maintenance wherever practicable.

16. Technical Security Controls

KCGH HRM Hub implements enterprise-grade technical safeguards to protect workforce data:

17. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, KCGH HRM HUB AND ITS AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA LOSS, BUSINESS INTERRUPTION, OR PAYROLL ERRORS RESULTING FROM THE USE OR INABILITY TO USE THE SERVICE. OUR TOTAL AGGREGATE LIABILITY SHALL BE LIMITED TO THE SUBSCRIPTION FEES PAID BY THE COMPANY IN THE THREE (3) MONTHS PRECEDING THE CLAIM.

18. Indemnification

The Company and Users agree to defend, indemnify, and hold harmless KCGH HRM Hub, its directors, officers, and employees from any claims, damages, liabilities, or expenses arising from fraudulent attendance submissions, unlawful data collection by the Company, breach of these Terms, or violation of third-party privacy rights.

19. Suspension & Termination

We reserve the right to suspend or terminate access to the Platform immediately without prior notice if a User or Company engages in security violations, software piracy, fraudulent attendance manipulation, or non-payment of subscription fees.

20. Changes to Terms

We may update these Terms from time to time to reflect technological enhancements, statutory policy modifications, or feature updates. Material changes will be communicated via system notices or email. Continued use of KCGH HRM Hub after such modifications constitutes acceptance of the updated Terms.

21. Governing Law & Jurisdiction

These Terms shall be governed by, construed, and enforced in accordance with the laws of the Republic of India. Any dispute, legal action, or proceeding arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the competent courts located in Tamil Nadu, India.

22. Contact Information

For legal inquiries, terms clarification, or official notices, please contact our legal desk: