Last updated: 31 October 2026

Terms of Service

These Terms of Service ("Terms") govern your use of HRNexus, a cloud HR, leave and payroll management service provided by Kiviki Group ("we", "us"). By creating an account or using HRNexus, you agree to these Terms on behalf of the organisation you represent ("Customer", "you").

1. The service

HRNexus lets your organisation manage employee records, leave, attendance, payroll data, policies and notifications through a web application at hrnexus.kivikigroup.com. We may improve or change features over time; we will not materially reduce core functionality of a paid subscription without reasonable notice.

2. Accounts

You are responsible for the accuracy of account information, for keeping passwords confidential, and for all activity under your organisation's accounts. Administrators you appoint control which users can access which data. Notify us promptly at support@kivikigroup.com of any unauthorised access.

3. Fees and billing

HRNexus costs a one-time setup fee of US$349 plus US$1 per active employee per month, billed monthly in advance. There is no free tier. Payments are processed by Lemon Squeezy, which acts as Merchant of Record and is the seller of record for your purchase; Lemon Squeezy's terms also apply to the payment transaction. Taxes are calculated at checkout. We may change prices with at least 30 days' notice; changes apply from your next billing period. Refunds are governed by our Refund Policy.

4. Cancellation and suspension

You may cancel at any time; access continues until the end of the paid billing period. If payment fails or remains overdue, we may suspend access after notice. We may also suspend accounts that breach these Terms or threaten the security of the service.

5. Your data

You retain all rights in the data you upload ("Customer Data"), including employee personal data. You instruct us to process Customer Data only to provide the service, as described in our Privacy Policy. For personal data subject to the GDPR or UK GDPR, we act as your processor and you act as controller; you are responsible for having a lawful basis to process your employees' data and for informing them. A data processing agreement is available on request.

6. Acceptable use

You must not use HRNexus to break the law, upload malware, attempt to access other customers' data, probe or overload the service, resell it without permission, or store data you have no right to process.

7. Export and deletion

You can export your data while your account is active. After cancellation we keep Customer Data for up to 30 days so you can retrieve it, then delete it from active systems; backups are overwritten on their normal cycle.

8. Security and availability

We use reasonable technical and organisational measures to protect Customer Data, including encryption in transit, hashed passwords and access controls. We aim for high availability but do not guarantee uninterrupted service; planned maintenance and third-party outages may occur.

9. Intellectual property

We own HRNexus, its software and branding. We grant you a non-exclusive, non-transferable right to use the service during your subscription. Feedback you give may be used to improve the service.

10. Warranties and liability

HRNexus is a tool to support your HR processes; you remain responsible for payroll, tax and employment-law compliance decisions. Except as required by law, the service is provided "as is". To the extent permitted by law, our total liability for any claim is limited to the fees you paid in the 12 months before the claim, and we are not liable for indirect or consequential losses. Nothing in these Terms limits liability that cannot be limited under applicable law, including mandatory consumer rights.

11. Changes to these Terms

We may update these Terms. We will notify administrators of material changes at least 30 days in advance by email or in-app notice. Continued use after the effective date means you accept the updated Terms.

12. Contact

Questions about these Terms: support@kivikigroup.com.