Terms of Service

These Terms of Service apply to the use of the Kavena workforce management platform and the Kavena website. By creating or using a Kavena workspace, or by allowing your users to do so, you agree to these terms. If a separate written agreement is signed between you and Kavena, that agreement takes precedence where it conflicts with these terms.

Kavena is currently operated by its independent developer as a freelance software service. It is not incorporated as a company, corporation or other separate legal entity at this time. References to “Kavena”, “we”, “us” and “our” refer to the software platform and its independent operator. Business contact is by email at admin@kavena.app.

Kavena is a workforce management platform that assists with attendance and time tracking, employee scheduling, HR and employee records, leave management and payroll preparation, including kiosk clock-in options and reporting or export tools.

Features available to you depend on the modules enabled for your workspace and on the configuration you choose.

A customer workspace is created for your organisation. You are responsible for the accuracy of your account information, for keeping access credentials secure, and for all activity that takes place under your workspace. Tell us promptly if you believe an account has been compromised.

You may allow employees, managers and administrators to use Kavena on your behalf. You are responsible for assigning appropriate roles and permissions, for removing access when a person leaves or changes role, and for the actions of your users.

• Use Kavena in compliance with the laws that apply to your business and workforce
• Ensure the data you enter is accurate and lawfully collected
• Configure schedules, policies and payroll rules correctly for your organisation
• Review outputs — including payroll exports — before relying on them
• Maintain the devices, network and hardware you use with Kavena

Workforce data you enter into Kavena remains yours. We process it to provide the configured service, keep tenant data isolated per the application’s architecture, and do not use it for advertising. Our handling of personal information is described in the Privacy Policy.

Kiosk authentication can be configured to use a PIN or an employee code. You are responsible for issuing these credentials individually, for discouraging sharing, and for changing them where appropriate.

Optional fingerprint verification with supported reader hardware is available but is not required to use Kavena, and each customer decides whether to enable it. Before enabling biometric functionality you are responsible for providing any employee notices and obtaining any consent or other legal authorisation required in your jurisdiction. Where biometric data is processed, we apply reasonable technical safeguards.

You agree not to:

• Use Kavena for unlawful purposes or to infringe the rights of others
• Attempt to access another customer’s workspace or data
• Probe, scan or interfere with the security or integrity of the service
• Reverse engineer, resell or provide the service to third parties without agreement
• Upload malicious code or content that is unlawful or abusive
• Falsify attendance records or use the service to circumvent employment law

We aim to keep Kavena available and performing well, and to carry out maintenance and updates with as little disruption as possible. Maintenance windows, third-party infrastructure incidents and factors outside our control may still affect availability. Unless separately agreed in writing, no specific uptime level is guaranteed.

Some attendance functions are designed to keep working when a device is temporarily offline. Punches captured in that state synchronize once connectivity is restored, so records may appear in the application with a delay. You should verify attendance data for periods where devices were offline before closing a payroll period.

Kavena’s calculations follow the settings you configure — schedules, break rules, overtime and payable clock-in policies, leave policies, holiday calendars, pay frequency and export templates. You are responsible for reviewing that configuration and confirming it reflects your contracts and local rules.

Kavena assists with attendance, scheduling, HR, leave and payroll preparation. It does not replace professional legal, tax, accounting, payroll-provider or employment-law advice.

Outputs depend on the configuration and the data supplied. You remain responsible for reviewing payroll exports, hours and business rules before submitting them to a payroll provider or making payments.

Authorised administrators can correct punches and related records. Such changes are recorded with the author, timestamp and, where provided, a reason. You should not attempt to disable, alter or circumvent these audit records, as they support the integrity of your attendance and payroll data.

Kavena relies on managed cloud infrastructure and may use additional providers for functions such as transactional email or optional AI-assisted features, and may connect to systems you choose to integrate. Those services operate under their own terms, and we are not responsible for their availability or for content and systems you choose to connect.

Fees, billing cycles and payment terms apply only where separately agreed in writing between you and Kavena. Where no such agreement exists, no fees are charged for the arrangement in place, and no obligation to pay arises from these terms alone.

The Kavena platform, its software, design, branding and documentation remain the property of Kavena and its operator. You receive a limited, non-exclusive, non-transferable right to use the service for your internal business purposes during your use of it. Your workforce data remains yours.

Each party may learn non-public information about the other through the use of Kavena. Both parties agree to keep such information confidential, to use it only for the purpose of the service, and to protect it with reasonable care — except where disclosure is required by law.

You are responsible for determining what employee data you may lawfully collect and use, for providing required notices to your workforce, and for handling requests from your employees. We are responsible for processing workspace data to deliver the service and for applying reasonable safeguards. Formal legal roles under a specific data protection framework may depend on jurisdiction and contract and should be confirmed in a written agreement where required.

We may suspend or limit access where there is a security risk, unlawful use, a material breach of these terms, or a requirement imposed on us — with notice where reasonably possible. You may stop using Kavena at any time. On termination, we can make workspace data available for export or delete it on request, subject to applicable retention obligations.

Kavena is provided on an “as is” and “as available” basis. To the extent permitted by law, we do not give implied warranties of merchantability, fitness for a particular purpose or non-infringement. No software service can guarantee uninterrupted availability or absolute security, and we do not warrant that the service will be error-free or that outputs will meet every legal requirement applicable to your business.

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential losses, or for loss of profits, revenue or data. Where any fees have been agreed and paid, our total aggregate liability is limited to the amounts paid for the service in the twelve months before the event giving rise to the claim; where no fees apply, our liability is limited to the maximum extent permitted by law. Nothing here excludes liability that cannot lawfully be excluded.

You agree to be responsible for third-party claims that arise directly from your unlawful use of the service, from data you enter without the right to do so, or from enabling optional features — such as biometric verification — without the notices or authorisation required in your jurisdiction. We will notify you promptly of any such claim and cooperate reasonably in its handling.

The governing law and dispute-resolution forum for these terms are to be confirmed in a written agreement between the parties, pending legal review. Until then, both parties agree to first attempt to resolve any dispute in good faith through direct discussion, and mandatory consumer or employment protections in the user’s jurisdiction remain unaffected.

We may update these terms as the platform develops or as legal requirements change. The “Last updated” date reflects the current version, and material changes will be communicated through the usual business contact channels. Continued use after an update means you accept the revised terms.

Questions about these terms can be sent to admin@kavena.app.

See also our Privacy Policy.