Terms of Service

1. The Service

BIMHR is a cloud-hosted, multi-tenant human-resources platform delivered “as a service” over the internet. The Service is licensed by module — Core HR, Workforce, and Payroll — with Compliance included free with Core HR or available as a standalone product. Functionality available to you depends on the modules your organisation has purchased and your subscription status. We may improve, update, or discontinue individual features; if we discontinue a paid module entirely, we will offer a pro-rata refund for the unused portion of your current billing cycle.

2. Accounts and registration

You must provide accurate, current registration information, including your legal company name, employer tax identification numbers, and a working email address. You are responsible for safeguarding the credentials of every user you invite, for configuring roles appropriately, and for all activity that occurs under your organisation’s account. You must be at least 18 years old to register. One organisation or legal entity per account; each account is a separate tenant whose data is isolated by row-level security.

3. Free trial

We offer a 14-day free trial of one module — Core HR (which includes the bundled Compliance module) or Compliance on its own — to new organisations. No credit card is required for a trial. The following conditions apply:

• The trial starts when your account is provisioned and ends 14 calendar days later.
• Only the module you selected for trial (and its bundled entitlements) is unlocked during the trial.
• Nothing is charged automatically at trial end. If you do not purchase a plan, module access pauses and your data is retained for 90 days, after which it may be permanently deleted.
• We may decline or revoke a trial at any time if we detect abuse — including repeated trials from the same organisation, automated or fraudulent sign-ups, or use of the trial to process production payroll for entities that have no intention of subscribing.

4. Subscriptions, billing periods, and renewals

Paid plans are priced per module in Barbados dollars (BBD) and cover up to 50 employees per module; a flat per-employee monthly rate applies beyond 50. A multi-module discount applies when two or more paid modules are on the same subscription. You choose a billing period at purchase:

• Monthly — invoiced every month, cancel before the next cycle renews.
• Quarterly — invoiced every 3 months at the price of 2.5 months (2 weeks free).
• Yearly — invoiced every 12 months at the price of 10 months (2 months free).

Subscriptions renew automatically at the end of each billing period for the same period unless you cancel before the renewal date. We invoice in advance; invoices are payable within 14 days by bank transfer or the payment link provided. Late amounts more than 30 days overdue may result in suspension of module access until the account is settled. Statutory taxes (such as VAT where applicable) are added where required by law. We may change prices at renewal with at least 30 days’ notice; your price for the current billing period will not change.

5. Software licence grant

Subject to payment and compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence, for the duration of your subscription, to access and use the Service for your internal business purposes, for the number of employees and modules you have paid for. This licence is the entirety of what we sell — the software itself is never downloaded, installed, or owned by you. You may not:

• copy, resell, sublicense, rent, lease, or redistribute the Service or any part of it;
• reverse-engineer, decompile, or attempt to extract source code, except where permitted by law;
• circumvent usage limits, access controls, geofencing, or other technical enforcement mechanisms;
• use the Service to build a competing product or to provide a bureau/outsourced-HR service to third parties without a written reseller agreement;
• upload unlawful content, malware, or material that infringes others’ rights.

All intellectual property in the Service — software, tax-engine logic, templates, branding, and documentation — remains the exclusive property of BIMHR and its licensors. Feedback you give us may be used freely to improve the Service without obligation or attribution.

6. Your data

You retain all rights to the data you and your employees store in the Service (“Tenant Data”). We process Tenant Data only to provide the Service, to prevent abuse, and as required by law — we never sell it. You control your Tenant Data: you may export it at any time from the Service, and you may request permanent deletion within 30 days of termination. We maintain technical and organisational measures including encryption in transit and at rest, row-level tenant isolation, immutable audit logging, and least-privilege access controls. Our handling of personal data is detailed in the Privacy Policy.

7. Acceptable use

You will not use the Service to violate any applicable law — including employment, tax, data-protection, and sanctions law — or to harass, surveil unlawfully, or discriminate against individuals. You are responsible for the lawfulness of your use of employee data, including biometric-style clock-in verification and GPS/geofence attendance monitoring, and must inform and, where required, obtain consent from your employees for such monitoring. We may suspend access immediately for unlawful use, security threats, or non-payment, with notice where practicable.

8. Availability, support, and third-party services

We target 99.5% monthly availability of the core Service and provide email and in-app support. Planned maintenance is announced in advance where possible. The Service depends on third-party infrastructure (cloud hosting, email delivery, and similar); brief outages caused by those providers are outside our direct control, but we will work to restore service and keep you informed. Features you enable that integrate with third parties (for example email delivery) are also subject to those providers’ terms.

9. Termination

You may cancel at any time from your Plan & Billing page or by contacting support; cancellation stops the next renewal and your subscription remains active until the end of the paid period. We may terminate for material breach that remains uncured 14 days after written notice, or immediately for unlawful use or security risk. On termination: your licence ends, access pauses, and you may export Tenant Data for 30 days, after which we delete it per our retention schedule — except records we must retain by law.

10. Disclaimers

Except as expressly stated, the Service is provided “as is” without warranties of any kind, whether express, implied, or statutory — including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, and we do not warrant that calculated statutory deductions will always reflect retroactive changes in law; you remain responsible for reviewing outputs before paying employees and filing with authorities.

11. Limitation of liability

To the maximum extent permitted by law: (a) neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or goodwill; and (b) each party’s total aggregate liability arising out of or relating to the Service is capped at the amounts you paid us in the 12 months preceding the claim. Nothing in these Terms limits liability that cannot be limited by law (including for death or personal injury caused by negligence, or fraud). You are responsible for payroll amounts, remittances, and filings you make based on Service outputs — always verify before submitting.

12. Indemnity

You agree to indemnify us against third-party claims arising from your use of Tenant Data, your employment practices, your statutory filings, or your breach of these Terms. We will defend you against third-party claims that the Service, as provided by us, infringes their intellectual property, and will pay damages finally awarded or agreed in settlement, provided you notify us promptly and cooperate reasonably.

13. Governing law and disputes

These Terms are governed by the laws of Barbados, without regard to conflict-of-law rules. The parties will first attempt to resolve any dispute in good-faith negotiation for 30 days. Unresolved disputes are subject to the exclusive jurisdiction of the courts of Barbados. Nothing here prevents either party from seeking urgent injunctive relief. If any provision is unenforceable, the remainder stays in force.

14. Changes to these Terms

We may update these Terms from time to time. Material changes will be announced in-app or by email at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms. The current version is always available at this page.