Terms & Conditions

ViH HRMS · operated by ViH Research Labs · Effective date: 13 July 2026 · Last updated: 14 July 2026

These Terms & Conditions ("Terms") govern your access to and use of ViH HRMS, our Human Resource Management System available at https://hrms.vihresearchlabs.ai (the "Service"), operated by ViH Research Labs ("ViH", "we", "us", "our"). By signing in to or using the Service you agree to be bound by these Terms and by our Privacy Policy, which is incorporated into these Terms by reference. If you do not agree, do not use the Service.

1. Who may use the Service

• The Service is an internal workplace tool. Access is limited to current employees, interns, co-founders, funders and other persons expressly authorised by ViH ("authorised users").
• You must be at least 18 years old.
• Accounts are created by ViH HR. You may not create an account for, or grant access to, anyone else.
• Your right to use the Service is tied to your engagement with ViH and ends automatically when that engagement ends, or earlier if access is revoked by HR.

2. Accounts and security

• You are responsible for keeping your password and any linked sign-in method (such as your Google account) confidential and secure.
• You are responsible for all activity that occurs under your account. Notify HR immediately if you suspect unauthorised access to your account.
• During account setup you must verify a phone number and email address that belong to you. Providing contact details you do not control is prohibited.
• We may suspend an account at any time to protect the Service, its data or other users.

3. Acceptable use

When using the Service you agree that you will not:

• Access, or attempt to access, data or functions beyond your authorised role — including other users' records, HR-only functions or administrative interfaces;
• Submit false, misleading, forged or altered information or documents (including attendance records, leave justifications, identity or banking documents);
• Probe, scan, disrupt or overload the Service, attempt to bypass authentication, rate limits or verification steps, or introduce malware;
• Scrape, bulk-export or disclose personal data of other users, or use the Service's data for any purpose unrelated to your work at ViH;
• Use the internal chat or AI assistant to harass, abuse or discriminate, or in violation of ViH workplace policies;
• Share your session, lend your account, or use another person's account.

Violations may lead to suspension of access and to disciplinary or legal action under your employment or engagement agreement and applicable law.

4. Your data and responsibilities

• You must keep the personal information in your profile accurate and up to date.
• Documents you upload must be genuine, legible and belong to you.
• Records in the Service (attendance, leave, payroll, audit logs) are business records of ViH. How we handle personal data is described in the Privacy Policy.

5. AI-assisted features

• The Service includes AI features (automatic document checks and an HR assistant chat) powered by third-party AI models.
• AI outputs are assistive only and may be inaccurate or incomplete. They do not by themselves constitute HR decisions; final decisions on document verification, leave, payroll and similar matters are made by authorised ViH staff.
• Do not rely on the AI assistant for legal, tax or medical advice.

6. Third-party sign-in and verification

• Optional Google sign-in and Firebase phone verification are provided by Google and subject to Google's own terms and privacy policy in addition to ours.
• We are not responsible for the availability of third-party services (Google, SMS or email delivery networks). If a third-party verification channel is unavailable, alternative verification may be offered.

7. Intellectual property

• The Service, including its software, design, logos and content (excluding your personal data and documents), is owned by or licensed to ViH Research Labs and is protected by applicable intellectual-property laws.
• You are granted a limited, non-exclusive, non-transferable, revocable licence to use the Service for internal work purposes only.
• You may not copy, modify, distribute, sell, reverse-engineer or create derivative works of the Service except as permitted by law.

8. Availability and changes to the Service

• We aim to keep the Service available during working hours but do not guarantee uninterrupted, error-free operation. Maintenance, updates or events beyond our control may cause downtime.
• We may add, change or remove features of the Service at any time.

9. Disclaimer of warranties

The Service is provided "as is" and "as available". To the maximum extent permitted by law, ViH disclaims all warranties, express or implied, including fitness for a particular purpose, accuracy and non-infringement. Payslips, reports and records generated by the Service are subject to correction in case of clerical or system error.

10. Limitation of liability

To the maximum extent permitted by applicable law, ViH Research Labs shall not be liable for any indirect, incidental, special, consequential or punitive damages, or for loss of data, profits or goodwill, arising out of or relating to your use of (or inability to use) the Service. Nothing in these Terms limits liability that cannot be limited by law, or affects your statutory rights as an employee under applicable labour law or the terms of your employment or engagement agreement.

11. Suspension and termination

• Access may be suspended or terminated when your engagement with ViH ends, when required for security, or in case of breach of these Terms.
• Sections that by their nature should survive termination (including intellectual property, disclaimers, limitation of liability and governing law) survive.
• Retention of records after your access ends is described in the Privacy Policy.

12. Changes to these Terms

We may revise these Terms from time to time. Material changes will be announced through the Service, and the "Last updated" date above will reflect the current version. Your continued use of the Service after a change takes effect constitutes acceptance of the revised Terms.

13. Governing law and disputes

These Terms are governed by the laws of India. Subject to any dispute-resolution provisions in your employment or engagement agreement, the courts having jurisdiction over the registered office of ViH Research Labs shall have exclusive jurisdiction over disputes arising from these Terms or the Service.

14. Contact

ViH Research Labs
Email: contact@vihresearchlabs.ai
Website: https://hrms.vihresearchlabs.ai