Terms andConditions

These Terms and Conditions ("Terms") are a binding agreement between you and Zenchronity. They govern your use of Zenchronity, our leave management platform, and Zenchronity Calendar, our appointment scheduling product, together with their websites, apps, integrations and API (the "Service").

By accepting these Terms when your organisation is set up, by subscribing, or by using the Service, you agree to them. If you do not agree, do not use the Service.

• "Zenchronity", "we", "us": the legal entity that provides the Service, as named on your invoice.
• "Customer", "you": the organisation that orders or uses the Service, and the person accepting these Terms on its behalf.
• "Users": the people you allow to use the Service, such as employees, managers and administrators, and for Zenchronity Calendar, the host's team.
• "Customer Data": the data you and your Users put into the Service.
• "Subscription": your paid or free plan, for the period and number of Users you ordered.

3.1 The Service is intended for businesses and professionals only. It is not offered to consumers, and consumer protection rules that apply only to consumers do not apply to it.

3.2 The person who accepts these Terms confirms that they are at least 18 years old and authorised to bind the Customer.

4.1 After purchase, or when we accept you into a free plan, we send a link to set up your organisation. Your administrators then invite Users and manage their roles and permissions.

4.2 You are responsible for your Users and everything done under your organisation's accounts, for keeping login credentials and API keys confidential, and for the accuracy of the information you give us. Tell us promptly at security@zenchronity.com if you suspect unauthorised access.

4.3 You must make sure that your Users comply with these Terms.

5.1 The Service includes the features described on our website at the time you use it. Some features depend on third-party services you choose to connect.

5.2 We continuously develop the Service and may add, change or remove features, or change how they work, at any time. If we stop providing the Service altogether, we will tell you at least 30 days in advance and refund any prepaid fees for the period after it ends.

5.3 We may carry out maintenance, which may make the Service temporarily unavailable. Current status and incidents are published on our status page.

6.1 Prices are shown on our website and before checkout. They exclude VAT and other taxes, which are added where applicable. Fees are payable in advance for each Subscription period, through our payment processor.

6.2 Subscriptions renew automatically for the same period at the then-current price unless you cancel before the renewal date.

6.3 If a payment fails or is late, we may suspend access after a reminder until it is paid.

6.4 Fees are non-refundable, including for unused periods, reduced numbers of Users or features you did not use, except where these Terms or the law expressly provide otherwise.

6.5 We may change prices by telling you at least 30 days in advance. New prices apply from your next renewal.

7.1 Our EU campaign offers up to three small companies established in the European Union free use of the Service until December 31, 2026. We choose participants at our discretion.

7.2 Zenchronity Calendar is currently free, within the limits shown in the product.

7.3 We may change, limit or end a free plan by telling you 30 days in advance. A free plan never turns into a paid plan on its own; when it ends, access ends unless you choose a paid plan.

8.1 The Zen AI Assistant is an AI system that answers questions and, when a User asks for it and confirms, can file or cancel that User's own leave requests and, for Users allowed to decide on requests, approve or reject a request. Its answers are generated automatically and may be inaccurate or incomplete, so Users should check important information in the Service.

8.2 The assistant never decides on its own. Every approval or rejection it carries out is requested and confirmed by a person who is authorised to make it, and remains that person's decision. We are not liable for decisions taken on the basis of its answers.

8.3 The assistant is on by default, and your administrators can turn it off for your organisation. How it handles data is explained on our AI page.

Rest scores and burnout signals are calculated from leave data to show how people take time off. They are not a medical, psychological or performance assessment. You must not use them as the sole basis for decisions about a person's employment, and you are responsible for informing your employees about their use.

10.1 When you connect a third-party service, such as Slack, Microsoft, Google or Zoom, you authorise us to exchange with it the data the integration needs. Your use of that service is governed by its own terms, and we are not responsible for it.

10.2 The API may be used only for your own organisation, within its rate limits. We may suspend or revoke API keys that are used in breach of these Terms or that put the Service at risk.

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

• use the Service for any unlawful, harmful or fraudulent purpose, or to process personal data without a legal basis;
• copy, modify, resell, sublicense or provide the Service to third parties, or build a competing product with it;
• reverse-engineer the Service, or get around its security, limits or access controls;
• test the security of the Service without our written permission;
• upload malware, or content that is illegal or infringes others' rights;
• overload, disrupt or damage the Service or its infrastructure.

We may suspend or end access that breaches this section immediately and without refund.

12.1 You own the Customer Data. You give us a worldwide, non-exclusive licence to host, process, transmit and display it as needed to provide, secure and support the Service.

12.2 You are responsible for the Customer Data: for its accuracy, for having a legal basis to put it into the Service, and for informing your employees and the people who book with you. For personal data, you are the controller and we are your processor under our Data Processing Agreement, which forms part of these Terms.

12.3 We may create anonymised and aggregated statistics about the use of the Service, which identify neither you nor any person, and use them to operate and improve the Service.

12.4 You are responsible for exporting any data you want to keep. After your Subscription ends, you can still ask us for an export for 30 days, as described in section 13.4.

13.1 You may cancel your Subscription at any time, with effect at the end of the period you have paid for.

13.2 We may end your Subscription by telling you at least 30 days in advance, and we will then refund prepaid fees for the period after it ends.

13.3 We may suspend or end your access without refund for non-payment after a reminder, and immediately for a breach of these Terms, a legal requirement, or a risk to the security or integrity of the Service.

13.4 When your Subscription ends, access ends. You may ask for an export of your data within 30 days; after that we delete it as described in the Data Processing Agreement. Sections that by their nature should survive, such as payment, liability and governing law, continue to apply.

To the extent permitted by law, the Service is provided "as is" and "as available". We do not warrant that it will be uninterrupted, error-free or fit for a particular purpose, or that data calculated by it, such as balances, rest scores or AI answers, will be accurate in every case. You remain responsible for your HR decisions and your compliance with employment law.

To the fullest extent permitted by law:

• our total liability arising out of or in connection with the Service is limited to the fees you paid in the 12 months before the event giving rise to the claim, or EUR 100 if you use the Service free of charge;
• we are not liable for indirect, incidental or consequential damages, or for loss of profit, revenue, business, goodwill or data.

These limits do not apply where the law does not allow them to, such as for damage caused intentionally or through gross negligence.

You will compensate us for claims, losses and costs, including reasonable legal fees, arising from the Customer Data, from your or your Users' use of the Service, or from a breach of these Terms by you or your Users.

We are not liable for any delay or failure caused by events beyond our reasonable control, including failures of our providers or of the internet, cyberattacks, power outages, natural disasters, epidemics, war and acts of authorities.

The Service, including its software, design, content and trademarks, belongs to Zenchronity and its licensors. These Terms give you only the right to use the Service during your Subscription. If you send us suggestions or feedback, we may use them freely and without obligation to you.

Each party keeps confidential the non-public information it receives from the other and uses it only for the purposes of these Terms. This does not apply to information that is public, already known to the receiving party, or that must be disclosed by law.

We may change these Terms. We will tell your administrators about material changes at least 30 days before they take effect. If you do not agree, you may cancel before that date; if you continue to use the Service after it, the new Terms apply.

We may send notices to your administrators' email addresses or show them in the Service. You can send notices to legal@zenchronity.com.

22.1 These Terms are governed by Romanian law, and any dispute is resolved by the competent courts of Romania.

22.2 We may transfer these Terms to an affiliated company or to a successor of our business. You may transfer them only with our prior written consent.

22.3 If a provision of these Terms is found invalid, the rest remains in force. A failure or delay in enforcing a right is not a waiver of it.

22.4 These Terms, the Data Processing Agreement and your order form the entire agreement between us about the Service and replace any earlier agreements or understandings. Any terms you propose, such as in a purchase order, do not apply.