Legal release status: This reference document is not yet effective or available for contractual acceptance.The licensed operator identity has been documented. Operational retention and deletion commitments, provider/AI agreements, international-transfer safeguards and release approval still require verification.
1. Agreement and eligibility
These Terms identify SinarTech HR FZ-LLC as the operator of HR Copilot. SinarTech HR FZ-LLC is a Free Zone Limited Liability Company licensed by Ras Al Khaimah Economic Zone Authority (RAKEZ) under Services Licence No. 47035612. Its licensed address is VUNE2810, Compass Building, Al Hulaila, Al Hulaila Industrial Zone-FZ, Ras Al Khaimah, United Arab Emirates. Contractual and privacy enquiries: info@sinartech.ae.
An organisation's authorised representative agrees to the effective version of these Terms and the Data Processing Addendum (DPA) only through the applicable contractual acceptance process. The Privacy Policy explains personal-data processing and rights; acknowledging it is not blanket consent to optional analytics, mailbox imports, AI uses or international transfers. Those activities require their own applicable lawful basis and choices.
Mandatory transfer terms prevail over inconsistent provisions. For Customer Personal Data, the DPA prevails over conflicting general service terms or orders unless a lawful express agreement provides otherwise. No agreement overrides mandatory law. The Service is for authorised business use; employees joining an employer’s workspace do not thereby accept a subscription contract on its behalf.
2. Service scope and HR information
HR Copilot provides tools for employee administration, HR workflows, task tracking, document preparation, company knowledge, and optional AI-assisted features. The Service and its templates, suggestions and labour-law information are general operational aids. They do not constitute legal, tax, immigration, financial or other regulated professional advice.
Customer must independently review all generated documents, policies, legal interpretations, employment decisions and AI outputs before using them. Customer remains responsible for compliance with employment, privacy, payroll, immigration and recordkeeping obligations.
3. Accounts and access security
Customer is responsible for identifying authorised users, allocating appropriate access, protecting authentication credentials, promptly revoking access for departing personnel, and notifying HR Copilot without undue delay of suspected account compromise.
Customer must not share passwords, bypass access controls, probe the Service for vulnerabilities without written authorisation, upload unlawful material, introduce malware, or misuse the Service to infringe others’ rights.
4. Customer data and privacy responsibilities
The Customer retains its rights in Customer Data and ordinarily determines the purposes and means of processing its employee and workspace records as controller. HR Copilot acts as processor on documented lawful instructions to provide, secure and support the subscribed Service. If the Customer is itself a processor, it must hold the controller’s necessary authority. Statutory roles prevail over contractual labels.
HR Copilot acts separately as controller for its own limited account administration, billing, website, security and business purposes, as explained in the Privacy Policy. It does not claim ownership of Customer Data, sell Customer Personal Data or use it for unrelated advertising.
The Customer must establish a lawful basis, issue required employee notices, authorise its users, respect individuals’ rights and provide accurate, proportionate instructions. Restrict sensitive information to necessary, supported and lawfully authorised uses. Customer responsibilities do not transfer HR Copilot’s own legal obligations or excuse its contribution to an incident.
The DPA and its processing, security, provider, transfer and retention schedules govern service processing. International processing and onward transfers require the safeguards applicable to each activity and jurisdiction; accepting these Terms is not a universal transfer authorisation.
5. Security, breaches and shared responsibility
HR Copilot will maintain technical and organisational safeguards appropriate to the processing and risk, including the measures accurately described in the DPA. No system can guarantee uninterrupted availability or absolute security. A disclaimer does not replace the agreed safeguards or mandatory duties.
Upon becoming aware of a personal-data breach affecting Customer Personal Data, HR Copilot will notify the Customer without delay and within any shorter period required by law. Initial notice will contain available information and will not wait solely for a complete investigation. HR Copilot will provide material updates, take reasonable containment and remediation measures, preserve relevant evidence and assist the Customer with applicable notification duties. Each party retains its own direct legal reporting duties. Notification alone is not an admission of liability.
Each party is responsible for failures within its control and to the extent of its contribution. Customer-controlled credentials, permissions, uploads or integrations do not remove HR Copilot’s own duties. Nothing excludes responsibility or remedies that cannot lawfully be excluded.
6. AI-generated material and automated features
AI-assisted features may send a user’s request and relevant information to the disclosed AI provider. Workspace Assistant can include authorised workspace overview, retrieved knowledge and tool results. Research Chat sends user-supplied conversation text and can use web search when enabled. Gmail classification follows the separately disclosed import and ongoing-synchronisation choices.
AI output may be inaccurate, incomplete or inappropriate. It is a draft for human review, not a legal opinion, employment decision or compliance assurance. Users must minimise sensitive prompt content and validate outputs before acting.
Provider processing, retention and any training restrictions must follow the DPA and accurate feature disclosures. Google-derived data is subject to Google Limited Use restrictions, including the prohibition on using it to develop or improve general-purpose or non-personalised AI models. Private provider data controls and agreements must be verified before final adoption; no zero-retention claim is made.
7. Trial, fees, billing and cancellation
Where offered, the free trial period and subscription prices are shown at signup or checkout. Unless expressly agreed otherwise, a trial does not guarantee continued free access. Fees, payment intervals, tax treatment, renewal mechanics and cancellation terms are those disclosed in the accepted subscription order or checkout. We will not impose undisclosed recurring charges.
Customer may cancel in accordance with the subscription settings and the applicable order. Fees already accrued remain payable. Any statutory refund or cancellation rights remain unaffected. If a payment fails, we may provide a grace period or suspend paid features after appropriate notice, subject to applicable law.
8. Service availability, changes and third parties
We aim to make the Service available on a commercially reasonable basis but do not promise continuous availability, a particular uptime percentage or a fixed response time unless expressly agreed in a separate service-level agreement. Maintenance, cybersecurity events, infrastructure failures and causes outside reasonable control may interrupt the Service.
We may update, improve or retire functions, applying reasonable notice where material changes affect paid use. Third-party services, including cloud hosting, email delivery, payment processing and AI providers, may be subject to their own terms. We remain responsible for our own legal and contractual obligations despite our use of providers.
9. Intellectual property and feedback
HR Copilot and its licensors retain intellectual property rights in the Service, software, interface, branding and documentation. Subject to these Terms and payment of applicable fees, Customer receives a limited, non-exclusive, non-transferable right to use the Service internally for authorised business purposes.
Customer grants HR Copilot only the limited rights necessary to host, process, transmit and display Customer Data to deliver the Service. We will not sell Customer Data. Optional product feedback may be used to improve the Service without revealing Customer confidential information.
10. Confidentiality
Each party must use reasonable care to protect non-public business and personal information received from the other party, use it only for permitted purposes, and disclose it only to persons or service providers who need access and are bound by appropriate confidentiality or legal duties. Exceptions apply to information already public without breach, independently developed, lawfully received, or required to be disclosed by law.
11. Warranties and disclaimers
To the fullest extent permitted by applicable law, except for warranties expressly set out in an accepted agreement, the Service is supplied on an “as available” basis. We do not warrant that HR guidance, document templates, AI responses or third-party integrations will be error-free or suitable for every Customer’s specific requirements.
These disclaimers do not affect express written commitments, required security and privacy duties, or consumer and other statutory protections that cannot be lawfully waived.
12. Limitation of liability
To the maximum extent permitted by applicable law, neither party is liable to the other for indirect, incidental, special or consequential losses, or lost profit or business opportunity, arising from use of the Service, except where such exclusion is prohibited by law.
Subject to the mandatory-law exceptions below, each party’s aggregate contractual liability arising out of or related to the Service will not exceed the greater of (a) the subscription fees paid or payable by Customer for the affected Service during the 12 months immediately before the event giving rise to the claim, and (b) AED 1,000. This allocation of risk reflects the subscription pricing and does not replace any separately negotiated liability terms.
Nothing in these Terms excludes or limits liability for fraud, intentional misconduct, obligations that cannot be limited by law, or statutory remedies and data-protection duties to the extent exclusion or limitation is prohibited. In particular, these Terms do not provide blanket immunity for HR Copilot’s own unlawful handling of personal data, breach of mandatory security duties or legally actionable data breaches.
13. Customer misuse and third-party claims
Subject to applicable law, Customer will be responsible for third-party claims to the extent directly caused by Customer’s unlawful Customer Data, unauthorised use of the Service, or Customer’s material breach of these Terms. This does not transfer responsibility for HR Copilot’s own negligence, unlawful conduct, security failures or legal obligations to Customer.
14. Suspension, termination and data return
Suspension must address a genuine security threat, unlawful use or material breach using proportionate measures and notice where practicable. Termination follows the accepted subscription agreement and mandatory law.
An authorised Customer may request secure export or deletion through info@sinartech.ae, including after a subscription expires. The final DPA and verified retention schedule must define the export window, active-system deletion and backup expiry. This proposal does not adopt an unverified number of days or claim that cancellation automatically deletes all records.
Any justified legal hold must be documented, access-restricted and limited to its lawful purpose. Applicable deletion instructions must be reapplied before restored data returns to ordinary use. Customer should retain essential employment documents independently; that does not disclaim HR Copilot’s own security, return or agreed backup duties.
15. Changes to these Terms
We may amend these Terms to reflect legal, security or product changes. Material changes affecting existing subscribers will be notified using reasonable means before taking effect, except where immediate changes are required by law or security. Continued use following a properly notified effective date is subject to applicable law and any consent requirements.
16. Governing law and disputes
Unless another governing law and dispute forum are agreed in writing, these Terms are governed by the applicable laws of the United Arab Emirates, and disputes will be submitted to the competent courts of Dubai, subject to mandatory jurisdiction, consumer-protection and other non-waivable legal rights.
If a provision is invalid or unenforceable, the remaining Terms continue to apply to the extent permitted by law. The parties should first seek to resolve concerns through good-faith correspondence.
17. Notices and contact
Legal notices, privacy, security and data-rights requests may be sent to SinarTech HR FZ-LLC at info@sinartech.ae or addressed to VUNE2810, Compass Building, Al Hulaila, Al Hulaila Industrial Zone-FZ, Ras Al Khaimah, United Arab Emirates. Service enquiries may also use the Contact page. Please verify authority before sending identity documents, employee records or exports.
SinarTech HR FZ-LLC's identity, Services Licence No. 47035612 and licensed address have been checked against the electronic RAKEZ licence dated 30 July 2026 (expiry 29 July 2027). Additional operational evidence—supplier/AI safeguards, international-transfer arrangements, enforceable retention and recovery commitments, and final release authorisation—must still be completed before a binding new version becomes effective. The licence lists Human Resources Consultancy and Recruitment Services. The operator confirms that HR Copilot's HR-related subscription software service is covered by the licensed Human Resources Consultancy activity; this is the operator's scope confirmation, not a separate representation that the licensing authority issued a software-specific approval. Historic versions and actual acceptance evidence must remain identifiable.