Terms of service

These terms are an agreement between Ovrilo Systems ("we", "us") and the company or organisation that signs up for a workspace ("you", "the customer"). By creating a workspace or using Ovrilo, you agree to them on behalf of that company, and confirm you're allowed to.

1. The service

Ovrilo is time and attendance software: clocking in and out, timecards, rosters, time off, pay run preparation and payroll exports. Each customer gets its own workspace at its own address, with its own database.

We may improve and change the service. If we remove something you rely on, we'll tell you in advance where we reasonably can.

2. Your account and your people

• You decide who gets access to your workspace and what each person can do. You're responsible for what happens under your users' sign-ins.
• Keep passwords and Clock Station PINs private, and tell us straight away if you think someone has got in who shouldn't have.
• You're responsible for the information you put into Ovrilo, including employee details, and for having a lawful basis to collect it and share it with us. Our data-processing statement explains how we handle it for you.
• Sensitive information (health details such as medical certificates, and biometric identification at time clocks) needs a stronger basis under the Data Protection Act: an employee's written consent, or a right or duty you have under employment law. Deciding that, and telling your staff, is your responsibility. Only collect it when you need it.

3. Hours and pay

Ovrilo works out hours from the punches, rosters and rules you set up. It does not calculate tax, NIS, NHT, Education Tax or other statutory deductions, and it is not a payroll system. You're responsible for checking hours before you pay people and for complying with employment and wage law. Pay Runs, sign-offs and "Why these hours?" are there to help you check.

4. Fair use

You agree not to: break the law using Ovrilo; try to get into another customer's workspace or our systems; probe, scan or load-test the service without our written permission; resell the service without an agreement with us; or upload malicious code.

5. Plans, invoices and payment

• Prices are in the quote you accept or in your agreement with us. A package includes a number of employee seats; more are added in packs. Modules and connected time clocks can be added.
• Accepting a quote creates your workspace on the plan it describes. If we give you a free trial instead, the workspace needs a plan to keep working when it ends; Clock Station punching keeps working during a grace period.
• Plan changes you ask for take effect from your next invoice.
• We invoice monthly in advance. Invoices are due within the number of days shown on them. Prices are exclusive of GCT, which we'll add if and when we're registered for it.
• If an invoice is overdue, we may limit the workspace to read-only after the grace period, but we will not stop recording punches because of a late payment.
• Prices may change with at least 30 days' notice. Invoices already issued don't change.
• On-site work (installing the connector and time clocks, and training) is quoted separately.

6. Support

Support is by WhatsApp and remote help during the hours on our website. With your permission, our staff can step in to your workspace to help you; every step-in is recorded and shown to your workspace owner.

7. Your data

Your data is yours. We use it only to provide the service to you, as set out in our privacy notice and data-processing statement.

• You can export your hours, timecards and reports at any time.
• If you close your workspace, you can ask for an export first. We keep the data for 90 days after closing (in case you change your mind), then delete the workspace's database, files, backups and encryption keys.
• Invoices and payment records are kept as long as the law requires.

8. Availability

We aim to keep Ovrilo available at all times and take nightly backups, but we don't promise it will be uninterrupted or error-free. We'll tell you about planned maintenance in advance where we can.

9. Liability

The service is provided as is. To the extent the law allows, we aren't liable for indirect or consequential loss (such as lost profits or wages paid on unchecked hours), and our total liability in any 12 months is limited to what you paid us in those 12 months. Nothing here limits liability that can't be limited by law.

10. Ending the agreement

You can stop at any time by telling us; you pay to the end of the month you're in. We can end the agreement if you seriously breach these terms and don't put it right within 14 days of us telling you, or straight away if continuing would break the law.

11. Changes to these terms

We may update these terms. We'll tell workspace owners at least 30 days before a change that affects them takes effect. The date at the top shows the current version.

12. Law

These terms are governed by the laws of Jamaica, and the courts of Jamaica have jurisdiction.

Contact

Ovrilo Systems, [registered address]. Email legal@ovrilosystems.com for legal notices, or WhatsApp +1 (876) 792-4637. Privacy questions go to dpo@ovrilosystems.com.