Terms of service

Effective 14 October 2026. Last updated 14 October 2026.

1. The service

Vyom HRM provides software, delivered online, for managing employee records, attendance and leave, payroll and statutory compliance, recruitment and onboarding, expenses, performance and related HR work ("the service"). It is offered to businesses, and to payroll bureaus that run it for their own clients. It is not offered to consumers for personal use.

We may improve, change or retire features from time to time. We will not remove a feature that is material to a paid plan during the period you have paid for without giving you at least 30 days' notice.

2. Accounts and access

• You must give accurate details when you sign up and keep them current, including a billing contact.
• You decide who in your organisation gets access and at what level. You are responsible for what is done through your users' accounts, for keeping passwords and sign-in devices secure, and for telling us promptly at support@keenminds.in if you suspect an account has been misused.
• Employees invited by you to the self-service portal use it under your account and these terms.

3. Free trial

New workspaces may start with a free trial for the period shown at sign-up. No payment is taken for the trial. At the end of it the workspace continues only on a paid plan; if you do not choose one, access is paused and your data is kept as described in section 11.

4. Fees and payment

• Fees are as set out in the plan you choose at sign-up, in your order form, or on the invoice we issue, and are quoted in Indian rupees. Goods and Services Tax (GST) and any other applicable taxes are charged in addition, as shown on the invoice.
• Invoices are payable by the due date shown on them. You can pay online through the payment link on the invoice — by UPI, debit or credit card, net banking or wallet, as offered by our payment gateway — or by bank transfer to the account printed on the invoice.
• Online payments are processed by our payment gateway partners (such as Cashfree Payments). Your card, UPI and bank details are entered on, and handled by, the gateway under its own terms and the PCI-DSS standard. We do not receive or store your full card number, CVV, UPI PIN or net-banking password.
• If an invoice is overdue we will remind you. If it remains unpaid 15 days after the due date we may, after giving you at least 7 days' written notice, restrict the workspace to read-only access until it is paid. We will not delete your data for non-payment except as described in section 11.
• We may change our prices for future billing periods by giving you at least 30 days' notice. A change does not affect a period you have already paid for.
• Cancellations and refunds are governed by our refund and cancellation policy, which forms part of these terms.

5. Your data

The data you and your users put into Vyom HRM — including the personal data of your employees, candidates and contractors — is your data ("customer data"). You remain the data fiduciary for it under the Digital Personal Data Protection Act, 2023, and we process it only on your behalf, to provide the service, as described in our privacy policy.

• You are responsible for having a lawful basis to collect and upload customer data, for giving your employees any notice the law requires, and for the accuracy of what you enter.
• We will not sell customer data, use it to advertise, or use it for any purpose other than providing, securing and supporting the service, and complying with the law.
• You can export your data at any time while your workspace is active.

6. Payroll, tax and statutory output

Vyom HRM calculates salaries, deductions, tax and statutory contributions, and prepares returns and challans, from the data, settings and rules you configure. These calculations are tools to help you; they are not legal, tax or accounting advice. You remain responsible for checking payroll before you approve it, for the statutory rules and rates applied to your organisation, and for the filings and payments you make to authorities. Where we publish statutory rule updates we take care to get them right, but you should confirm that they apply to you.

7. Acceptable use

You agree not to, and not to let anyone else:

• use the service for anything unlawful, or to store data you have no right to hold;
• try to reach data or workspaces that are not yours, probe or bypass security (other than as set out in our security policy), or interfere with the service;
• upload malicious code, or send spam or unsolicited messages through the service's email or WhatsApp features;
• resell or sub-license the service, except as a payroll bureau under an agreement with us;
• copy, reverse-engineer or build a competing product from the service.

8. Third-party services

Some features connect to services run by others — payment gateways, banks and payout providers, email and WhatsApp delivery, e-signature, attendance devices, accounting systems and AI providers. Where you turn such a feature on, your use of the third-party service is also subject to that provider's terms, and we are not responsible for its availability or acts.

9. Availability and support

We aim to keep the service available at all times, apart from planned maintenance, which we try to do outside Indian business hours and announce in advance where it is significant. Support is available by email at support@keenminds.in on working days. We back up customer data regularly.

10. Intellectual property and confidentiality

Keenminds owns the service, the software, and the Vyom HRM name and brand. You get a non-exclusive, non-transferable right to use the service for your organisation's internal business purposes while your subscription lasts. Each party will keep the other's confidential information confidential and use it only for the purposes of this agreement. Suggestions you give us may be used freely to improve the service.

11. Cancellation, termination and your data afterwards

• You may cancel your subscription at any time as described in the refund and cancellation policy.
• We may suspend or end your access if you materially breach these terms and do not put it right within 15 days of our notice, or straight away where that is needed to stop harm to the service, other customers or anyone's data, or where the law requires it.
• After your subscription ends we keep your workspace data for 30 days so you can export it, then delete it from the live service. Backups that contain it are overwritten in the ordinary course within a further 90 days. Records we must keep by law — such as our invoices to you — are kept for as long as the law requires.

12. Warranties and liability

We will provide the service with reasonable skill and care. Apart from that, and to the extent the law allows, the service is provided "as is", without other warranties, express or implied.

Neither party is liable to the other for indirect or consequential loss, or for loss of profits, revenue or goodwill. Except for your obligation to pay fees, a party's breach of confidentiality, or liability that cannot be limited by law, each party's total liability under this agreement is limited to the fees paid or payable by you to us for the service in the 12 months before the event giving rise to the claim.

You will indemnify us against claims by third parties arising from customer data you had no right to upload or from your breach of section 7.

13. Events outside our control

Neither party is responsible for a delay or failure caused by events beyond its reasonable control, such as natural disasters, failures of the internet or of power, or acts of government, provided it tells the other party and does what it reasonably can to limit the effect.

14. Changes to these terms

We may update these terms. If a change materially affects you we will tell you by email or in the product at least 30 days before it takes effect. Continuing to use the service after that date means you accept the updated terms.

15. Law and disputes

These terms are governed by the laws of India. The parties will first try to resolve any dispute in good faith by discussion. Failing that, the courts at [[TO FILL: city for jurisdiction]], India, have exclusive jurisdiction.

16. Contact

Keenminds Technologies Private Limited, [[TO FILL: registered office address]].
Email support@keenminds.in · Phone [[TO FILL: support phone number]].
More ways to reach us are on our contact page.