Terms of Service

These Terms of Service ("Terms") form a legally binding agreement between you (the "Customer" or "User") and the operator of KaiHub ("we", "us", "our", "KaiHub"). By creating an account, starting a trial, making a payment, or otherwise accessing 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 full authority to bind that organisation to these Terms and that your organisation agrees to be bound by them.

If you do not agree to these Terms, you must not access or use the service.

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 where immediate action may be required without prior notice.

We may introduce, modify, or remove features as part of normal product development. Feature availability does not constitute a contractual commitment beyond what is expressly stated in these Terms or your current plan description at the time of purchase.

• You must provide accurate and complete information when registering and keep it up to date.
• You are responsible for maintaining the security and confidentiality of your account credentials.
• You must notify us immediately at contact@kaihub.app if you suspect unauthorised access to your account.
• One account per subscribing individual or organisation. Credentials must not be shared with or transferred to others outside your organisation.
• Automated access to the service — including scripted sign-ups, bulk API usage, or bot-driven interactions — requires prior written approval from KaiHub.
• We reserve the right to suspend or close accounts that provide false registration information.

The licence granted under these Terms is personal, non-transferable, and limited to your own internal management and organisational use. You agree not to use KaiHub in any of the following ways:

Commercial resale and bureau use

• Reselling or sublicensing access — You may not resell, sublicense, white-label, or otherwise transfer access to the service to any third party without a separate written agreement with KaiHub.
• Managed service and bureau use — You may not use your KaiHub account to provide services to multiple separate client organisations (e.g. as an HR consultant, people analytics bureau, or managed service provider) without a separate commercial agreement. Each subscribing organisation must have its own account.
• Agency or multi-client use — Using a single subscription to manage the workforce data of entities that are not under your direct employment or organisational control is prohibited unless explicitly agreed in writing.

Platform abuse and technical misuse

• Attempting to circumvent, bypass, or exploit platform usage limits — including workspace, agent, or API usage caps — whether through technical means or policy workarounds.
• Creating workspaces, agents, or data records in an automated, scripted, or bulk manner without prior written consent.
• Uploading malicious code, viruses, or attempting to compromise, probe, or disrupt our infrastructure, databases, or third-party services we rely on.
• Scraping, reverse-engineering, decompiling, or creating derivative works of the platform, its codebase, or its AI-generated outputs.
• Accessing or attempting to access data belonging to other KaiHub customers or areas of the platform not intended for your account.

Content and data misuse

• Storing or processing personal data in violation of applicable data protection laws (including GDPR and any national implementing legislation).
• Using the platform to record, store, or process information in a way that harasses, defames, unlawfully discriminates against, or otherwise harms individuals.
• Violating any applicable law or regulation in connection with your use of the service.

Enforcement

We reserve the right to investigate suspected violations and, at our sole discretion, to immediately suspend or permanently terminate any account found to be in breach of these restrictions — without prior notice, without liability, and without refund for any remaining subscription period. Termination under this section does not affect any other rights or remedies available to us.

Where we have reasonable grounds to believe that use of the platform constitutes fraud, unlawful activity, or systematic circumvention of platform limits for commercial gain at our expense, we reserve the right to pursue recovery of costs and damages.

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

By using the service, you grant us a limited, non-exclusive, non-transferable 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 10). 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 to active subscribers.

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 applicable consumer protection 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.

KaiHub provides infrastructure for recording, visualising, and analysing performance data. The platform does not make recommendations that constitute professional advice of any kind — including but not limited to legal advice, HR advice, employment advice, financial advice, or management consulting.

All management and business decisions made using, informed by, or derived from data or analysis generated by the platform — including but not limited to hiring, dismissal, redundancy, demotion, promotion, salary adjustment, disciplinary action, performance improvement plans, team restructuring, resource allocation, budget decisions, or any other operational or strategic business decision — are made entirely at your own discretion and at your sole risk.

KaiHub accepts no responsibility whatsoever for any business outcome, commercial loss, loss of revenue, loss of profit, reputational damage, employment dispute, tribunal claim, legal proceeding, regulatory sanction, or any other direct, indirect, or consequential harm arising from decisions made using the platform, whether or not such decisions were informed by AI-generated analysis, platform data, KPI metrics, appraisal reports, or any other feature of the service.

This limitation applies regardless of whether KaiHub was advised of the possibility of such outcomes and regardless of the theory of liability (contract, tort, negligence, or otherwise). You acknowledge that you are the accountable decision-maker in your organisation and that no feature of this platform transfers, reduces, or mitigates that accountability.

If you are subject to regulatory requirements governing how performance data is used in employment decisions (including but not limited to EU employment law, GDPR automated decision-making provisions under Article 22, or equivalent national legislation), you are solely responsible for ensuring your use of the platform complies with those requirements.

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 for any purpose whatsoever.

Business outcomes specifically: We make no warranty, representation, or guarantee — express or implied — that use of KaiHub will improve team performance, business results, employee retention, or any other operational or commercial outcome. Results depend entirely on how the platform is used, the quality of data entered, and the decisions made by the subscribing manager or organisation.

To the maximum extent permitted by law, our total aggregate liability to you for any and all claims arising under or related to these Terms — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — shall not exceed the greater of: (a) the total subscription fees paid by you in the 12 months immediately preceding the event giving rise to the claim, or (b) €100.

We shall not be liable under any circumstances for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to:

• Loss of profits, revenue, or anticipated savings
• Loss of business, contracts, or commercial opportunity
• Loss or corruption of data
• Reputational damage or harm to goodwill
• Employment tribunal costs, HR claims, or regulatory fines arising from decisions made using the platform
• Any loss arising from your reliance on AI-generated analysis, reports, or recommendations

These limitations apply even if we have been advised of the possibility of such damages and regardless of the theory of liability. Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability; in such cases, our liability is limited to the greatest extent permitted by applicable law.

You agree to indemnify, defend, and hold harmless KaiHub and its operators, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising from or relating to:

• Your use of or access to the service
• Your violation of any provision of these Terms
• Your violation of any applicable law, regulation, or third-party right
• Your use of AI-generated analysis or platform data in any employment, HR, or business decision
• Any employment dispute, tribunal claim, or regulatory proceeding arising from how you used data generated or processed by the platform
• Your use of the platform to provide services to third-party clients in breach of Section 4

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 dispute arising out of or in connection with these Terms — including any question regarding their existence, validity, or termination — shall be subject to the exclusive jurisdiction of the courts of that jurisdiction, unless mandatory consumer protection law in your jurisdiction provides otherwise.

We may update these Terms from time to time. We will notify active subscribers 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 of updated Terms constitutes your acceptance of those changes. If you do not agree to the changes, you must cancel your subscription before the effective date.

If any provision of these Terms is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. The remaining provisions shall continue in full force and effect.

These Terms, together with our Privacy Policy, constitute the entire agreement between you and KaiHub with respect to the service and supersede all prior agreements, representations, and understandings, whether oral or written.

For legal enquiries, abuse reports, or to request a Data Processing Agreement:

Email: contact@kaihub.app