Terms of Service

These Terms of Service ("Terms") form a binding agreement between you (the "Customer" or "User") and the operator of KaiHub ("we", "us", "our"). By creating an account or using the service, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

If you are using KaiHub on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.

KaiHub is a cloud-based performance management platform that allows managers to track team KPIs, conduct appraisals, manage tasks, and analyse workforce performance over time. The platform includes AI-powered analysis features described in Section 7.

We reserve the right to modify, suspend, or discontinue any part of the service with reasonable notice, except in cases of urgent security or legal necessity.

• You must provide accurate and complete information when registering.
• You are responsible for maintaining the security of your account credentials.
• You must notify us immediately if you suspect unauthorised access to your account.
• One account per person. You may not share your login credentials with others.
• Accounts are for human users. Automated access requires prior written approval.

You agree not to use KaiHub to:

• Store or process data in violation of applicable data protection laws (including GDPR)
• Violate any applicable law or regulation
• Upload malicious code, viruses, or attempt to compromise our infrastructure
• Scrape, reverse-engineer, or create derivative works of the platform
• Use the service to harass, defame, or discriminate against individuals
• Resell or sublicense access to the service without written consent

We reserve the right to suspend or terminate accounts that violate these restrictions, without liability and without refund for unused subscription time.

You own your data. All team performance information, agent records, KPI data, and related content you enter into KaiHub remains your intellectual property.

By using the service, you grant us a limited, non-exclusive licence to store, process, and display your data solely for the purpose of operating the platform on your behalf. This includes transmitting relevant portions of your data to our AI service provider (Anthropic) solely for the purpose of generating AI analysis reports, as described in Section 7.

Upon account termination, you may export your data before the deletion window expires (see Section 9). We do not claim any ownership over the data your organisation generates.

Trial period

New accounts receive a 14-day free trial with full access to all features, including AI analysis. No payment method is required during the trial. At the end of the trial period, you must subscribe to continue using the service.

Paid subscriptions

Subscription fees are charged in advance, either monthly or annually depending on your chosen plan. All prices are listed on the pricing page and are subject to change with 30 days' notice.

Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods, except where required by law.

Failed payments

If a payment fails, we will make reasonable attempts to notify you and retry the charge. Access may be restricted if a payment remains outstanding for more than 7 days. We will not delete your data during a payment failure grace period of 30 days.

What the AI features do

KaiHub includes AI-powered analysis that automatically generates written performance summaries, identifies trends, and provides recommendations based on KPI data, appraisal information, and activity records stored in your workspace. These reports are generated for individual agents, teams, and account-wide views on a monthly and annual basis.

How AI analysis is generated

To produce AI analysis, relevant performance data from your workspace — including agent names, KPI metrics, targets, scores, appraisal summaries, and task records — is transmitted to Anthropic, Inc. ("Anthropic"), our AI service provider. Anthropic processes this data to generate natural-language analysis reports, which are then stored in your workspace and displayed within the application.

Anthropic acts as a sub-processor of your data under our agreement with them. Your data is used solely for inference (generating responses) and is not used to train Anthropic's models. Please refer to Anthropic's privacy policy for full details of their data handling practices.

Limitations and accuracy

AI-generated analysis is produced by a large language model interpreting structured performance data. By its nature, this process involves significant limitations:

• The AI may misinterpret data, draw incorrect conclusions, or present information with unwarranted confidence.
• Analysis is based solely on the data entered into the platform. Incomplete, inaccurate, or missing data will produce unreliable analysis.
• The AI may fail to account for context, external factors, or nuances that a human manager would recognise.
• AI language models can occasionally produce outputs that are plausible-sounding but factually incorrect ("hallucinations").
• Numerical summaries in AI reports are derived from platform data but may contain rounding errors or aggregation discrepancies.

Your responsibilities when using AI features

You agree that:

• AI analysis reports are advisory only and do not constitute formal performance evaluations.
• You will not rely solely on AI-generated content for employment decisions, disciplinary proceedings, or formal reviews without independent human assessment.
• You are responsible for ensuring that the use of AI-assisted performance analysis complies with applicable employment laws, data protection regulations, and any internal HR policies in your organisation.
• You will inform affected employees if AI-generated reports are used as part of any performance management process, where required by law.

Availability

AI features are provided as part of the subscription and are subject to the same availability terms as the rest of the service. We may modify, limit, or discontinue AI analysis features with reasonable notice. AI analysis generation is subject to third-party service availability and may occasionally be delayed or unavailable.

If you are subject to the EU General Data Protection Regulation (GDPR), KaiHub acts as a Data Processor on your behalf when you store personal data about your employees or team members. You act as the Data Controller and are responsible for ensuring you have a lawful basis for processing that personal data — including when that data is transmitted to AI sub-processors for analysis generation.

When using AI features, you are responsible for ensuring that the processing of your employees' personal data by AI systems is covered by an appropriate legal basis under GDPR (such as legitimate interests or explicit consent, as applicable).

If you require a Data Processing Agreement (DPA) for GDPR compliance, please contact us at contact@kaihub.app. We will provide a standard DPA upon request.

We will treat the content of your workspace as confidential. We will not disclose your data to third parties except as described in our Privacy Policy (sub-processors including Anthropic for AI features, legal obligations) or at your explicit request.

Our personnel access your data only as described in the Privacy Policy (Section 5). Where technically feasible, support access is logged.

Either party may terminate the agreement at any time. Upon termination:

• Your access to the platform ends immediately (or at the end of the paid period for voluntary cancellations)
• You have 30 days to export your data before permanent deletion
• After 30 days, all your workspace data — including stored AI analysis reports — is permanently deleted from our systems
• Billing records are retained for up to 7 years as required by law

What the data export includes

You can download a complete export of your workspace at any time from Settings → Data Export. The export is a ZIP archive containing the following CSV files:

• agents.csv — agent profiles, roles and team assignments
• hierarchy.csv — your organisation structure and node paths
• metrics.csv — KPI and soft goal definitions including targets and weights
• kpi-logs.csv — all logged KPI values per agent per entry date
• journal-events.csv — manager journal notes and the event timeline
• appraisals.csv — all appraisal reports, scores and written summaries
• tasks.csv — one-off tasks, due dates and statuses
• recurring-tasks.csv — recurring task schedules and completion history
• ai-analyses-index.csv — index of all AI reports (subject, period, status, model)
• ai-analyses/*.txt — full text of each AI-generated report as an individual plain-text file

We recommend downloading this export before cancelling your subscription. The export is generated on demand and reflects your data at the moment of download.

KaiHub, its design, source code, and all features are the exclusive intellectual property of the operator. These Terms do not grant you any rights to our intellectual property beyond what is required to use the service as described.

AI-generated analysis reports produced using your workspace data are considered output data and are owned by you, subject to any applicable terms from our AI service providers.

Feedback and suggestions you submit may be used by us to improve the service without compensation or attribution.

The service is provided "as is" and "as available". To the fullest extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the service will be uninterrupted, error-free, or that data loss will never occur. We strongly recommend maintaining your own backups of critical data.

AI features specifically: We make no warranty that AI-generated analysis will be accurate, complete, current, or suitable for any particular purpose. The AI analysis feature is provided as a productivity aid only. We expressly disclaim any liability arising from reliance on AI-generated content.

To the maximum extent permitted by law, our total liability to you for any claim arising under or related to these Terms shall not exceed the greater of: (a) the total fees paid by you in the 12 months preceding the claim, or (b) €100.

We shall not be liable for any indirect, incidental, special, consequential, or exemplary damages, including but not limited to loss of profits, data, or business opportunity, even if we have been advised of the possibility of such damages.

This limitation expressly applies to any claim arising from the use of, or reliance on, AI-generated analysis reports.

You agree to indemnify, defend, and hold harmless KaiHub and its operators from any claim, loss, or expense (including legal fees) arising from: your use of the service, your violation of these Terms, your violation of any applicable law or third-party rights, or your use of AI-generated analysis in employment or HR decisions.

These Terms are governed by the laws of the jurisdiction in which the operator is established, without regard to its conflict of law provisions. Any disputes shall be resolved exclusively in the courts of that jurisdiction.

We may update these Terms from time to time. We will notify you of material changes by email and/or a notice within the platform at least 14 days before the changes take effect. Continued use of the service after the effective date constitutes acceptance of the updated Terms.

For legal enquiries or to request a Data Processing Agreement:

Email: contact@kaihub.app