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Terms of Service

Last updated: 16 May 2026

NepalHRM is a product of Yoddhalab Pvt. Ltd. (in Nepali: योद्धा ल्याब प्रा. लि.), a private limited company incorporated in Nepal, PAN 619760380, with its registered office at Ward No. 7, Chabahil, Kathmandu Metropolitan City, Kathmandu, Nepal. These Terms of Service (“Terms”) form a legally binding agreement between Yoddhalab Pvt. Ltd. (“NepalHRM,” “we,” “us”) and the company or individual subscribing to or using the NepalHRM service (“Customer,” “you”). By creating an account, signing an order form, downloading the NepalHRM mobile apps, or otherwise using the platform, you agree to these Terms.

These Terms are governed by the law of Nepal, including (without limitation) the Contract Act 2056 (2000), the Electronic Transactions Act 2063 (2008), the Consumer Protection Act 2075 (2018) (where you qualify as a consumer), and the Individual Privacy Act 2075 (2018).

1. Definitions

  • Service / Platform — the NepalHRM web application, mobile apps, APIs, and related services.
  • Account — the workspace created for your organisation, whether paid or on the free Starter (“Startup Program”) tier.
  • Authorised User — any individual your organisation authorises to use the Service.
  • Customer Data — any employee, payroll, attendance, message, or other data uploaded to or generated in the Service.
  • Subscription Fee — the recurring fee payable per the plan you select. NPR 0 on the Starter tier.
  • Order Form — the document (digital or signed) referencing these Terms that records the plan, term, and any negotiated variations.

2. Eligibility and account registration

You must be at least 18 years old and authorised to bind your company. You agree to provide accurate information, keep credentials confidential, and promptly notify us of unauthorised use. You are responsible for every action taken under your Account.

3. Acceptable use

You agree not to:

  • Use the Service for illegal, harmful, or infringing purposes
  • Upload malware or interfere with Service operation
  • Reverse engineer, resell, or white-label the Service without written permission
  • Bypass usage limits, scrape, or systematically extract data
  • Use the Service to send unsolicited commercial communications
  • Upload employee data without a lawful basis under the Labour Act 2074 and Privacy Act 2075
  • Misrepresent your identity, organisation, or authority
  • Use the Service to circumvent Nepali tax, labour, or financial-reporting obligations

4. Startup Program (free Starter tier)

  • Available to registered Nepali businesses or startups with 10 or fewer active employees, self-attested at signup.
  • No minimum commitment, no credit card, and no expiry. You can stop using the Service at any time without owing anything.
  • When your active headcount exceeds 10 employees for two consecutive monthly billing cycles, the Account automatically transitions to the Growth tier on the first day of the third cycle. The first month on Growth is provided at no cost so payroll is not disrupted.
  • We may suspend or terminate Starter Accounts that show clear abuse signals (multiple workspaces to evade the 10-employee cap, automated content generation, etc.) with written notice.
  • All other Sections of these Terms apply to Starter Accounts, except those that explicitly require a paid plan.

5. Subscription, billing, and payments

  • Plans, prices, and billing terms are as listed on our Pricing page or in your Order Form.
  • Fees are billed monthly or annually in advance, in Nepalese Rupees (NPR), exclusive of the 13% Value-Added Tax applicable under the VAT Act 2052. Invoices show VAT separately.
  • Subscriptions auto-renew unless cancelled before the renewal date.
  • Late payments (more than 15 days past due) may result in suspension after a notice period of 7 days; the Account is preserved in read-only state during suspension.
  • We may update pricing with at least 30 days' advance notice before the next renewal.
  • Refunds are governed by our Refund Policy.

6. Service availability and support

  • Target uptime: 99.9% measured monthly, excluding scheduled maintenance, customer-side issues, and Force Majeure events (Section 18).
  • Scheduled maintenance is announced in advance via email and our status page.
  • For paid Accounts, if monthly uptime falls below target, you may claim a service credit against the next invoice on the following scale, which is your sole remedy for missed uptime:
    • 99.0% — 99.89%: 10% credit on the affected month
    • 95.0% — 98.99%: 25% credit on the affected month
    • Below 95.0%: 50% credit on the affected month
    Credits must be requested within 30 days of the affected month, are non-refundable in cash, and do not stack with any other negotiated SLA in your Order Form.
  • Support channels and response times depend on your plan.
  • We may modify or discontinue features with reasonable notice.

7. Customer Data and ownership

  • You own your Customer Data. We claim no rights over it.
  • You grant us a limited, non-exclusive licence to process Customer Data solely to operate and improve the Service for you.
  • You are the data controller under the Privacy Act 2075; we are the data processor acting on your instructions.
  • You are responsible for establishing the legal basis for processing employee personal data — typically the employment contract under the Labour Act 2074.
  • We will not use Customer Data to train artificial-intelligence models or sell it to third parties.

8. Privacy and data protection

Our handling of personal data is described in our Privacy Policy and the Messaging Privacy Notice, with a Data Processing Addendum available on request for customers who require one.

9. Security

We maintain administrative, technical, and physical safeguards consistent with the Privacy Act 2075 as described on our Data Security page. Where we confirm a personal-data breach affecting your Customer Data, we will notify you without undue delay and, where feasible, within 72 hours, in line with our Privacy Policy.

10. Sub-processors

We engage sub-processors (hosting, email, payments, analytics) to provide the Service. The current list and each sub-processor's location is available at privacy@nepalhrm.com. We provide 30 days' advance notice before adding or replacing a sub-processor that handles Customer Data, allowing you to object on reasonable data-protection grounds.

11. Mobile applications — licence

We grant you a limited, non-exclusive, non-transferable, revocable licence to install and use the NepalHRM mobile apps on devices you own or control, solely to access your NepalHRM Account. You may not copy, modify, distribute, sell, or lease any part of the apps.

If you download the app through Apple's App Store, Apple's standard Licensed Application End User License Agreement applies in addition to these Terms. If you download from Google Play, Google's terms apply in addition.

12. Intellectual property

NepalHRM and all associated trademarks, logos, documentation, and software are owned by us. You receive a limited, non-exclusive, non-transferable right to use the Service per these Terms. Nothing grants you rights to our underlying IP.

13. Statutory tools — disclaimer

NepalHRM provides automation to compute and file statutory payroll items (PF, CIT, SSF, eTDS) based on the rules of the Inland Revenue Department, the Karmachari Sanchaya Kosh, the Citizen Investment Trust, and the Social Security Fund as we understand them at the relevant time. We make reasonable commercial efforts to update the platform when those rules change. Final responsibility for the accuracy of any filing, statutory deadline, and reconciliation with the relevant authority rests with you as the employer of record. NepalHRM does not provide, and is not a substitute for, professional legal, tax, or accounting advice.

14. Warranties and disclaimers

We warrant that the Service will perform materially in accordance with its documentation. Beyond that, the Service is provided “as is” and we disclaim all other warranties to the maximum extent permitted by law, including fitness for a particular purpose and non-infringement.

15. Limitation of liability

To the maximum extent permitted by law, our aggregate liability under these Terms, whether in contract, tort (including negligence) or otherwise, will not exceed the greater of (a) the fees paid by you in the 12 months preceding the event giving rise to the claim, or (b) NPR 10,000. We are not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits or loss of data.

Nothing in these Terms limits or excludes any liability that cannot lawfully be limited or excluded under Nepali law, including (without limitation) liability for fraud, fraudulent misrepresentation, wilful misconduct, or gross negligence. Where the Consumer Protection Act 2075 (2018) applies and confers non-excludable rights on you, those rights are unaffected by this Section.

16. Indemnification

You agree to indemnify NepalHRM against third-party claims arising from your Customer Data, your misuse of the Service, or your breach of these Terms. We will defend you against third-party claims that the Service as we provide it infringes Nepali intellectual-property rights, subject to customary conditions (prompt notice, cooperation, and our sole control of the defence and settlement).

17. Term and termination

  • The agreement continues until terminated.
  • You may cancel from your Account settings at any time.
  • We may suspend or terminate for breach, non-payment, or prohibited use.
  • On termination, you may export your data for 30 days; afterwards, it is deleted per our retention schedule (Privacy Policy §8). Standard export formats include JSON (full payload), CSV (per-entity), and PDF (payslips, contracts, audit trail).
  • You may also delete your personal account data at any time via Account & Data Deletion.
  • Sections that by their nature should survive termination (Customer Data ownership, Limitation of Liability, Indemnification, Governing Law, Dispute Resolution) survive.

18. Force majeure

Neither party is liable for delays caused by events beyond reasonable control, including natural disasters (earthquakes, floods, landslides), power outages, internet disruptions, undersea cable failures, government action, public-health emergencies, and Nepal-specific events such as bandhs, hartals, blockades, or other civil unrest. The affected party will notify the other promptly and use reasonable efforts to mitigate.

19. Modifications

We may update these Terms from time to time. Material changes will be notified at least 30 days in advance via email and in-product notice. Continued use after the effective date constitutes acceptance. If you object to a material change, your sole remedy is to terminate the Account before the effective date and request a pro-rata refund of any prepaid fees for the unused term.

20. Governing law and dispute resolution

These Terms are governed by the laws of Nepal, without regard to conflict-of-laws principles. The parties will first attempt to resolve any dispute by good-faith negotiation between authorised representatives for 30 days from written notice.

If the dispute remains unresolved, either party may, at its election:

  • Submit the dispute to binding arbitration under the Arbitration Act 2055 (1999) of Nepal, by a single arbitrator seated in Kathmandu, conducting proceedings in English or Nepali at the parties' convenience; or
  • Commence proceedings in the courts of Kathmandu, Nepal, to whose exclusive jurisdiction both parties submit.

Nothing in this Section prevents a party from seeking interim or injunctive relief from a competent court.

21. Anti-money-laundering and sanctions

You confirm that neither you nor your beneficial owners are subject to economic sanctions imposed by the Government of Nepal, the United Nations, the United States, the European Union, or the United Kingdom, and that you will not use the Service to facilitate money laundering, financing of terrorism, or other unlawful financial activity. We reserve the right to suspend or terminate any Account that we reasonably believe is being used in violation of this Section, in line with the Money Laundering Prevention Act 2064 (2008).

22. Notices and contact

Notices to NepalHRM must be sent in writing to legal@nepalhrm.com or by recorded post to our registered office. Notices to you will be sent to the primary email on your Account; you are responsible for keeping that email current. A notice is deemed given on the date sent by the sender, provided the sender does not receive a bounce or delivery failure.

23. Entire agreement, severability, waiver, assignment

  • Entire agreement. These Terms, together with your Order Form, our Pricing, the Privacy Policy, the Messaging Privacy Notice, the Cookie Policy, the Refund Policy, and any signed addenda, constitute the entire agreement between the parties and supersede all prior understandings on the subject matter.
  • Severability. If any provision of these Terms is held unenforceable by a court of competent jurisdiction, that provision will be enforced to the maximum extent permitted and the remaining provisions will continue in full force.
  • Waiver. A party's failure to enforce any right under these Terms is not a waiver of that right or of any other right. Waivers must be in writing to be effective.
  • Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign or transfer these Terms to an affiliate or in connection with a merger, acquisition, or sale of substantially all of our assets on notice to you.
  • No third-party beneficiaries. These Terms do not confer rights on any third party.