Effective date: 31 October 2025

1. Introduction and Acceptance of Terms

These Terms and Conditions (the “Terms”) govern your access to and use of StaffSense’s website and services. StaffSense ("we," "us," or "our") offers an employee‑observation platform designed for human‑resources teams. By registering for an account, starting a free trial or otherwise using the StaffSense platform, you acknowledge that you have read, understood and agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Services.

2. Description of the Services

StaffSense provides a software platform that monitors publicly available information about employees across platforms such as GitHub, personal portfolio websites and search engines. The platform uses automated monitoring and alerting to help human‑resources teams identify employees who may be updating their public profiles or creating new repositories or portfolio pages. StaffSense’s system sends alerts that keep users informed about employee activities and offers analytics to support retention strategies. These outputs are for informational purposes only and are intended to complement, not replace, human judgment. StaffSense only monitors information that is publicly accessible on the internet and does not track private communications.

3. Eligibility and Account Registration

You must be at least 18 years old and have the legal capacity to enter into contracts to use the Services. You may need to create an account to access certain features. You agree to provide accurate, current and complete information during registration and to keep your account information updated. StaffSense offers a 14‑day free trial that does not require a credit card. After the trial period, continued use of the Services requires a paid subscription.

4. Subscriptions, Fees and Renewal

If you subscribe to a paid plan after the free trial, you agree to pay all applicable fees. The exact amount of charges is dependent on the number of employees created ($2 per employee per month) and number of custom pages ($0,5 per custom page per month above the limit of 5 per employee). Your card will be debited at the beginning end of each billing cycle. All charges are non‑refundable except where required by law. StaffSense may change its fees or subscription offerings with prior notice. Unless you cancel before the end of the current billing cycle, your subscription will automatically renew at the then‑current rates.

5. User Responsibilities

1. Lawful Use: You agree to use the Services only for lawful purposes. You must not use the platform to violate any laws or regulations, including data‑protection, employment, discrimination or surveillance laws.
2. Compliance with Employee‑Monitoring Laws: The platform monitors public data only, but applicable laws may require you to obtain employees’ consent or provide notice before monitoring. You are solely responsible for complying with labour‑law and privacy‑law obligations when using StaffSense.
3. Prohibited Conduct: You must not (a) scrape, decompile or reverse‑engineer any part of the Services; (b) bypass any security measures or access the Services using automated tools other than those provided; (c) use the Services to harass, discriminate against or make high‑impact decisions about individuals; or (d) use the platform to violate GitHub, search‑engine or third‑party terms of service.
4. Account Security: You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account. Notify us immediately of any unauthorised use of your account.
5. Independent Judgment: Insights, risk scores or recommendations generated by the platform should not be the sole basis for employment actions (such as hiring, promotion or termination). You agree to independently assess any information provided and to comply with all applicable employment‑law requirements, including avoiding discriminatory decision‑making.

6. Data and Privacy

1. Data Protection Compliance: Staffsense platform is compliant with U.S. and GDPR data‑protection regulations. However, you are responsible for ensuring that your use of the Services complies with applicable laws in your jurisdiction.
2. User Data: To provide the Services, we may collect limited information, such as your company name, contact details, billing information and an anonymized list of employees to monitor. We handle personal data according to our Privacy Policy (accessible on the website). By using the Services, you consent to the collection and processing of your data as described in the Privacy Policy.
3. Security: StaffSense implements reasonable technical and organisational measures to protect data from unauthorised access or disclosure. However, no system is completely secure, and we cannot guarantee absolute security.
4. Data Retention and Deletion: We retain data only as long as necessary to provide and improve the Services or as required by law. Upon account cancellation, we will delete or anonymise your data within a reasonable period, subject to any legal obligations to retain certain information.

7. Intellectual Property

All content, software, logos, text, graphics and materials on the StaffSense website and platform are owned by StaffSense or its licensors and are protected by intellectual‑property laws. You receive a limited, non‑exclusive, non‑transferable licence to access and use the Services for internal business purposes. You must not copy, reproduce, distribute, modify or create derivative works based on the Services without our prior written consent.

8. Disclaimer of Warranties

The Services are provided “as is” and “as available.” StaffSense makes no warranties, express or implied, including warranties of merchantability, fitness for a particular purpose or non‑infringement. While the platform provides alerts and insights, StaffSense does not guarantee that any monitoring results are complete, up to date or error‑free, nor that use of the Services will prevent employee turnover or achieve any particular outcome. Outputs are intended to support, not replace, your human judgment. Your decision to act on any alert or insight is at your own risk.

9. Limitation of Liability

To the maximum extent permitted by law, StaffSense and its directors, employees and affiliates shall not be liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, business opportunities or data arising out of or in connection with your use of the Services. Our total liability for any claim arising under these Terms will not exceed the amount paid by you for the Services during the 3 months preceding the claim.

10. Indemnification

You agree to indemnify, defend and hold harmless StaffSense and its affiliates from and against any claims, liabilities, damages, losses and expenses (including reasonable attorneys’ fees) arising from or related to (a) your use of the Services; (b) your violation of these Terms; or (c) your violation of any law or rights of a third party.

11. Suspension and Termination

We may suspend or terminate your access to the Services at any time, with or without notice, if we believe you have violated these Terms or if your use of the Services could create legal liability for us. You may cancel your subscription and close your account at any time through your account settings or by contacting us. Upon termination, your right to use the Services will immediately cease, and we may delete or deactivate your account and all related data.

12. Modifications to the Services and Terms

We are continually improving our platform and may modify or discontinue certain features. We reserve the right to update these Terms at any time. If we make material changes, we will provide notice (e.g., via email or on our website). By continuing to use the Services after the changes take effect, you agree to the revised Terms.

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Republic of Poland and applicable European Union regulations, without regard to conflict‑of‑law principles. Any disputes arising out of or related to these Terms or the Services shall be resolved in the courts of Warsaw, Poland, unless mandatory law provides otherwise. You agree to submit to the personal jurisdiction of these courts.

14. General Provisions

• Entire Agreement: These Terms constitute the entire agreement between you and StaffSense regarding the Services and supersede any prior agreements.
• Severability: If any provision is found to be unenforceable, the remaining provisions will remain in full force and effect.
• Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.
• No Waiver: Our failure to enforce any provision of these Terms will not be deemed a waiver of that provision or any other provision.

15. Contact Information

If you have questions or concerns about these Terms, please contact us:

• Email: contact@staffsense.com
• Telephone: +48 789 243 519
• Address: Plac Bankowy 2, 00-095 Warsaw, Poland

Thank you for choosing StaffSense and for taking the time to read our Terms and Conditions.