Terms of Service

1. Acceptance of Terms and Eligibility

By accessing or using the Emplora workforce scheduling platform (the "Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you may not access or use the Service.

You may use the Service only if you can form a binding contract with Emplora and are not barred from doing so under applicable law. You must be at least 18 years old, or the age of majority in your jurisdiction, to enter into these Terms. If you accept these Terms on behalf of a business or other organisation, you represent and warrant that you have authority to bind that organisation, and "you" refers to that organisation. You also represent that you, your organisation, and its principals are not subject to sanctions and are not located in a country or territory subject to comprehensive sanctions or embargo (see Section 16).

The Service is intended for business and professional use. By using it you confirm you are acting in the course of a trade, business, or profession and not as a consumer, and that statutory rights which apply only to consumers - including the 14-day right of withdrawal for distance contracts under EU consumer law - do not apply to your subscription. Where mandatory consumer-protection law nonetheless applies to you, nothing in these Terms limits any right you have that cannot be waived under that law.

2. Description of Service

Emplora provides a cloud-based software subscription Service designed to help businesses manage employee schedules, track time-off requests, and handle labour analytics. We reserve the right to modify or discontinue, temporarily or permanently, the Service (or any part thereof) with or without notice.

3. Account Registration and Security

To use certain features of the Service, you must register for an account. You agree to:

• Provide accurate, current, and complete information as prompted by the registration form.
• Maintain the security of your password and identification.
• Accept all responsibility for any and all activities that occur under your account.
• Immediately notify us of any unauthorized use of your account or any other breach of security.

You are responsible for all activity under your account, including the actions of your managers and employees, and for keeping your credentials and any employee PINs or schedule links confidential. To the maximum extent permitted by law, Emplora is not liable for any loss arising from unauthorised use of your account.

4. Fees and Payment

Some features of the Service are billed on a subscription basis ("Paid Subscriptions"). You will be billed in advance on a recurring and periodic basis (such as monthly or annually). Paid Subscriptions renew automatically at the end of each billing period at the then-current price, using the payment method on file, unless you cancel before the renewal date (see Section 5).

A valid payment method is required to process the payment for your Paid Subscription. Emplora offers a Free plan with core features. Paid plans (Starter, Professional, Enterprise) provide additional capabilities and higher limits. You may upgrade or downgrade at any time.

Taxes. Advertised prices are inclusive of any taxes we are required to collect: the price shown is the price you pay. Where local law instead requires you to self-account for tax on cross-border purchases (for example, reverse-charge VAT for business customers in some jurisdictions, or withholding taxes), that obligation remains yours. If our tax-collection obligations change, we will treat the change like any other price change under this Section, with at least 30 days' notice before it affects an active Paid Subscription.

Failed and late payments. If a payment fails, we may retry the charge and may suspend or limit access to paid features until the outstanding amount is paid. Overdue amounts may accrue interest at the statutory rate for late payment in commercial transactions under applicable law.

Changes to pricing. We may change our fees from time to time, for example to reflect changes in our operating or infrastructure costs, third-party or payment-processing fees, new or improved features, applicable taxes, or general market and inflationary conditions. Any price change to an active Paid Subscription takes effect at your next renewal, and we will give you at least 30 days' notice by email or in-app beforehand. If you do not wish to continue at the new price, you may cancel before it takes effect; continued use afterwards constitutes acceptance of the new price.

Changes to plans and the Free plan. We may add, rename, modify, or discontinue any plan, and may change the features or usage limits included in a plan. While we intend to keep a free tier available, we reserve the right to withdraw or materially change the Free plan. If we do, we will give affected users at least 30 days' notice by email or in-app, so you have time to export your data or move to a paid plan before the change takes effect.

Free and beta features. The Free plan and any features we label as beta, preview, or early access are provided "as is" and "as available", may carry usage limits, and may be changed, suspended, or withdrawn at any time. They are excluded from any Service Level commitment, and to the maximum extent permitted by law we have no liability arising from them. You should export any data you wish to keep before a free or beta feature ends.

Free trials. We may offer a free trial of a paid plan (currently a one-time, 30-day trial of Professional per organisation). A free trial requires no payment card and does not automatically convert into a paid subscription. A free trial cannot be cancelled in the usual sense because there is nothing to bill and no card on file: it simply expires at the end of its term, at which point your organisation reverts to the Free plan. You may upgrade to a paid subscription at any time during or after the trial. Trials are provided on the same "as is" / "as available" basis as the Free plan and are excluded from any Service Level commitment.

5. Cancellation and Refunds

You may cancel a Paid Subscription at any time from Settings > Billing. Cancellation takes effect at the end of the current billing period, and you retain access until then. Fees already paid are non-refundable except where required by law. We do not provide pro-rated refunds for partial periods. If you believe you were billed in error, please contact us and we will review it in good faith.

6. Customer Data and Data Processing

You retain all right, title and interest in and to all data (including personal data of your employees) that you or your end users input into the Service ("Customer Data"). You grant Emplora a licence to use, display, and distribute Customer Data solely for the purpose of providing the Service.

For your employees' personal data you are the data controller and Emplora is the data processor. Our processing is governed by our Data Processing Agreement and described in our Privacy Policy, which are incorporated into these Terms by reference.

You are responsible for the Customer Data you and your users input, and you represent and warrant that you have all rights, lawful bases, and, where required, consents and notices necessary for Emplora to process it on your behalf, including any special-category data (such as data relating to health, where you record sickness-related leave). The Service is not intended for the storage of sensitive personal data beyond what its features require, and you must not input special-category or other sensitive data except as needed to use the Service and in compliance with applicable law. Where your workforce includes minors who are lawfully engaged, you are responsible, as controller, for the lawful basis for processing their data and for any work permits, parental consent, or notices required by applicable employment and data-protection law.

Emplora is not a data backup or archival service. While we maintain operational backups, you are responsible for keeping your own records and for exporting any data you wish to retain before your subscription or a plan ends. To the maximum extent permitted by law, we are not liable for any loss of Customer Data, and after the retention periods described in our Privacy Policy your data may be permanently deleted.

Data on plan downgrade. When your plan changes to one with lower limits (for example when a trial of Professional expires, or you cancel a paid subscription), any data above the new plan's limits - such as additional locations, teams, or employees - is not deleted. It is kept and remains visible, but the items above the limit are locked: you can still view and remove them, but you cannot assign new shifts to them until you upgrade again or bring your usage within the limit. If you choose to switch to the Free plan and archive the excess, the archived locations, teams, and employees are removed using the same recoverable soft-deletion as a manual deletion, and (like any deletion) they drop out of historical reports. We do not archive or delete anything automatically on a downgrade; archival happens only when you explicitly choose it.

7. Acceptable Use

Your use of the Service must comply with our Acceptable Use Policy. We may suspend or terminate access for conduct that breaches it.

8. Intellectual Property and Feedback

The Service, including its software, design, and content (excluding Customer Data), is owned by Emplora and protected by intellectual property laws. We grant you a non-exclusive, non-transferable right to use the Service during your subscription. You may not copy, modify, distribute, sell, or lease any part of the Service, except as expressly permitted.

If you send us feedback, suggestions, or ideas about the Service, you grant Emplora a perpetual, irrevocable, worldwide, royalty-free, sublicensable, and transferable licence to use and incorporate them into the Service or any other product or service, without any obligation or compensation to you.

9. Service Levels

Target availability and support response times are described in our Service Level Agreement. Dedicated support and contractual service levels are available on the Enterprise plan.

10. No Professional or Legal Advice

The Service helps you plan schedules and record hours, time off, and related information, but it does not provide legal, tax, accounting, payroll, or human-resources advice. Any calculations, totals, reminders, or templates the Service provides (for example hours worked, or default settings) are for convenience only and may not reflect the laws that apply to you. You are solely responsible for compliance with all employment, wage-and-hour, working-time, break, overtime, leave, and worker-classification laws that apply to your business and your workforce, and for verifying any output of the Service before relying on it. Labels used in the Service such as "employee", "manager", or "team" are for functionality only and do not determine the employment status or classification of any individual.

11. Disclaimer of Warranties

The Service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or completely secure. Some jurisdictions do not allow the exclusion of certain warranties, so some of these exclusions may not apply to you.

12. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall Emplora, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential or punitive damages, including without limitation loss of profits, data, use, goodwill, or other intangible losses, resulting from (i) your access to or use of, or inability to access or use, the Service; (ii) any conduct or content of any third party on the Service; and (iii) unauthorized access, use, or alteration of your transmissions or content.

To the maximum extent permitted by applicable law, the total aggregate liability of Emplora and the parties listed above, for all claims arising out of or relating to these Terms or the Service, will not exceed the total fees you paid to Emplora for the Service in the twelve (12) months immediately before the event giving rise to the liability. Where you use the Service on a free plan and have paid no fees, our total aggregate liability will not exceed one hundred euros (EUR 100).

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for gross negligence or wilful misconduct.

13. Indemnification

You agree to defend, indemnify, and hold harmless Emplora and its directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, and reasonable expenses (including legal fees) arising out of or related to: (a) Customer Data, including any claim that it infringes a third party's rights or was processed without a lawful basis or required consent; (b) your or your users' breach of these Terms or the Acceptable Use Policy; (c) your use of the Service in violation of applicable law, including employment or data-protection law; or (d) a claim brought by any of your employees or other end users relating to your use of the Service. We will notify you of any such claim and may, at our option, participate in its defence with counsel of our choice.

14. Confidentiality

Each party may have access to the other's confidential information in connection with the Service. "Confidential Information" means non-public information disclosed by one party that is marked as, or would reasonably be understood to be, confidential, including Emplora's non-public technical and security information and your non-public business information. Customer Data is your Confidential Information. Each party will use the other's Confidential Information only to perform under these Terms, protect it with at least reasonable care, and not disclose it except to personnel and advisers who need it and are bound by similar obligations. These obligations do not apply to information that is or becomes public through no fault of the receiving party, was already known to it, is independently developed, or is rightfully received from a third party, and do not prevent a disclosure required by law (with notice where lawful).

15. Force Majeure

Neither party will be liable for any delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, including acts of God, natural disasters, epidemic or pandemic, war, terrorism, civil unrest, strikes or labour disputes, government action, and failures or delays of utilities, hosting providers, telecommunications, or the public internet.

16. Export Control and Sanctions

You must comply with all applicable export-control and economic-sanctions laws, including those of the European Union, the United Nations, the United States, and any other applicable jurisdiction. You represent that you, your organisation, and its principals are not the target of any such sanctions and are not located in or ordinarily resident in a country or territory subject to comprehensive sanctions or embargo, and that you will not use the Service in violation of these laws.

17. Term, Termination and Survival

These Terms apply for as long as you use the Service. We may suspend or terminate your account for a material breach of these Terms or the Acceptable Use Policy, giving notice where reasonably practicable, or immediately where required to protect the Service, other users, or to comply with law. You may terminate at any time by cancelling your subscription and ceasing use.

Upon termination your right to use the Service ceases. You are responsible for exporting any data you wish to keep before termination; after termination we handle your data in accordance with the retention periods in our Privacy Policy(including deletion on request via Settings > Privacy).

The following sections survive termination: Fees and Payment (for amounts owed), Customer Data and Data Processing, Intellectual Property and Feedback, No Professional or Legal Advice, Disclaimer of Warranties, Limitation of Liability, Indemnification, Confidentiality, Export Control and Sanctions, Governing Law and Dispute Resolution, and General, together with any other provision that by its nature should survive.

18. Governing Law and Dispute Resolution

The Service is offered worldwide. These Terms, and any dispute arising out of or relating to them or the Service, are governed by the laws of the Republic of Bulgaria, without regard to its conflict-of-law provisions, regardless of where you or your organisation are located. The competent courts of Sofia, Bulgaria have exclusive jurisdiction, except that either party may seek injunctive or other urgent relief to protect its intellectual property, confidential information, or data in any court of competent jurisdiction. This is subject to any mandatory local-law rights you cannot waive. The parties will first attempt to resolve any dispute in good faith.

19. Changes to These Terms

We may update these Terms from time to time. When we make material changes we will update the "Last updated" date and, where appropriate, notify you by email or an in-app notice. Continued use of the Service after changes take effect constitutes acceptance.

20. General

These Terms, together with the Acceptable Use Policy, Privacy Policy, Data Processing Agreement, and Service Level Agreement referenced in them, are the entire agreement between you and Emplora regarding the Service and supersede any prior agreements. If any provision is held unenforceable, it will be limited or removed to the minimum extent necessary and the remaining provisions will stay in effect. Our failure to enforce a provision is not a waiver of it. You may not assign or transfer these Terms without our prior written consent; we may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets. Nothing in these Terms creates a partnership, agency, or employment relationship between the parties. We may give you notices by email or in-app. Emplora may identify you as a customer and use your name and logo in its customer lists and marketing materials; you may opt out by contacting us.

21. Contact Us

If you have any questions about these Terms, please contact us.