Terms & Conditions

Last Updated: September 2026

Welcome to HR Khata.

These Terms & Conditions explain the rules for accessing and using HR Khata, including our website, web application, mobile applications, software features, and related services.

HR Khata is a cloud based Human Resource Management, Attendance, and Payroll Software designed to help businesses manage employees, attendance, leave, payroll, and related HR activities.

By creating an account, accessing, or using HR Khata, you agree to these Terms & Conditions. If you do not agree with these terms, please do not use the service.

1. Definitions

In these Terms:

“HR Khata”, “we”, “us”, or “our” means HR Khata and the entity operating the HR Khata service.

“Customer”, “Company”, or “Organization” means the business or organization that subscribes to or uses HR Khata.

“User” means an individual authorized by a Customer to access HR Khata.

“Employee” means a person whose employment, attendance, payroll, or other HR information is managed through HR Khata.

“Services” means the HR Khata website, software, web application, mobile applications, features, support, and related services provided by us.

“Customer Data” means information submitted, uploaded, or entered into HR Khata by or on behalf of the Customer, including employee and payroll information.

2. Acceptance of These Terms

By registering for an account, accessing the HR Khata website, using the application, or using any HR Khata service, you confirm that you have read and understood these Terms & Conditions.

If you are using HR Khata on behalf of a company or organization, you confirm that you have the authority to accept these Terms on behalf of that organization.

3. Eligibility and Authority

HR Khata is primarily a business service.

The person creating an organizational account must have the authority to represent the organization or have permission from an authorized representative.

Customers are responsible for:

• Providing accurate registration information
• Keeping company information up to date
• Making sure authorized users have appropriate access
• Ensuring users comply with these Terms
• Making sure the organization has the necessary rights and permissions to process employee information through HR Khata

4. Account Registration and Security

Customers and users must provide accurate information when creating an account.

Users are responsible for keeping their login credentials confidential and should not share passwords with unauthorized persons.

Customers should immediately notify HR Khata if they believe:

• An account has been accessed without authorization
• A password has been compromised
• An unauthorized person has gained access to the account
• There has been any other security incident involving their HR Khata account

Customers are responsible for activity performed through their authorized accounts unless the activity resulted from a security issue that was reported to HR Khata.

5. Customer Data and Ownership

The Customer retains ownership of the information it enters or uploads into HR Khata.

This may include:

• Employee records
• Attendance information
• Leave records
• Payroll information
• Salary information
• Tax and statutory information
• Documents
• Reports
• Other business information

HR Khata does not claim ownership of Customer Data.

The Customer gives HR Khata permission to host, process, transmit, store, and otherwise use Customer Data only as necessary to provide, maintain, secure, support, and improve the Services, or as otherwise permitted by these Terms and our Privacy Policy.

Customers are responsible for ensuring that they have the necessary rights, permissions, notices, and lawful basis to collect and process information through HR Khata.

6. Employee Information

HR Khata allows organizations to manage employee information through the platform.

The organization using HR Khata is generally responsible for deciding:

• What employee information is collected
• Why the information is collected
• Who can access the information
• How long the information should be retained
• What legal or employment requirements apply

HR Khata provides the technology for managing this information and processes it as necessary to provide the Services.

Employees who have questions about records maintained by their employer should normally contact their employer or HR administrator first.

Our Privacy Policy explains how HR Khata handles personal information.

7. Permitted Use

HR Khata provides customers with a limited, non-exclusive, non-transferable right to use the Services for legitimate internal business and HR purposes during their active subscription or agreed service period.

Customers and users must not:

• Use HR Khata for unlawful activities
• Attempt to gain unauthorized access to another account
• Access information belonging to another organization without permission
• Reverse engineer or decompile the software
• Copy, reproduce, sell, resell, or distribute the software without written permission
• Modify or create unauthorized versions of the platform
• Introduce malware, viruses, or harmful code
• Attempt to bypass security controls
• Interfere with the normal operation of HR Khata
• Use automated methods to abuse or overload the platform
• Use HR Khata to store or transmit content that violates applicable laws
• Use the platform to infringe another person’s intellectual property, privacy, or other rights

8. Customer Responsibilities

Customers are responsible for the information they enter into HR Khata and for the actions of their authorized users.

Customers should:

• Keep employee information accurate
• Review payroll calculations before processing salary payments
• Review tax and statutory calculations before submission
• Maintain appropriate employee access permissions
• Remove access for employees who leave the organization
• Maintain copies of important business records where appropriate
• Keep account and administrator information up to date
• Use HR Khata in accordance with applicable laws

HR Khata provides software tools to assist with payroll and HR management. Customers remain responsible for final payroll decisions, employee records, tax filings, statutory submissions, and compliance obligations.

9. Payroll, Tax, and Statutory Calculations

HR Khata may provide calculations and reports relating to salary, tax, provident fund, Social Security Fund, Citizen Investment Trust, attendance, leave, overtime, and other payroll related matters.

These tools are provided to help customers manage their payroll processes.

Customers are responsible for reviewing calculations and confirming that the information used is accurate and appropriate for their organization.

HR Khata does not replace the professional advice of an accountant, tax professional, lawyer, or other qualified advisor.

Where laws, tax rates, contribution rules, or government requirements change, customers are responsible for reviewing their payroll settings and ensuring that their submissions meet current requirements.

10. Subscription and Fees

Some HR Khata services may require a paid subscription.

Customers agree to:

• Pay the applicable subscription or service fees
• Provide accurate billing information
• Pay invoices within the agreed payment period
• Use the subscription according to the selected plan

Pricing, features, user limits, billing periods, and other commercial terms may vary depending on the plan selected.

Where a customer purchases a service through a separate quotation, proposal, invoice, or agreement, those commercial terms may also apply.

11. Payments and Refunds

Payments must be made using the payment method or process provided by HR Khata.

Unless otherwise agreed in writing or required by applicable law, subscription and service fees are non-refundable after the applicable service period has started.

If a payment fails or remains overdue, HR Khata may contact the Customer and may restrict or suspend access until the outstanding amount is resolved.

Any refund or credit provided by HR Khata will be handled according to the applicable subscription or commercial agreement.

12. Free Trials and Demonstrations

HR Khata may provide demonstrations, trials, test accounts, or limited access to certain features.

Trial or demonstration accounts may have limitations on:

• Features
• Number of users
• Data storage
• Duration
• Support
• Data retention

Unless otherwise agreed, HR Khata may remove trial or demonstration data after the trial period ends.

Customers should not use a trial account as the only storage location for important business records.

13. Service Availability

We aim to provide a reliable and secure service, but we cannot guarantee that HR Khata will always be available without interruption.

The service may occasionally be unavailable because of:

• Scheduled maintenance
• Emergency maintenance
• Software updates
• Hosting or infrastructure problems
• Internet or telecommunications failures
• Security incidents
• Third party service failures
• Government or regulatory actions
• Natural disasters
• Other circumstances outside our reasonable control

Where practical, we will try to provide advance notice of planned maintenance that may significantly affect the service.

14. Changes to the Service

HR Khata may add, modify, improve, replace, or remove features from time to time.

Changes may be required because of:

• Technology improvements
• Security requirements
• Customer needs
• Changes in laws or regulations
• Changes to third party services
• Operational requirements

We will make reasonable efforts to maintain the core functionality of the service.

If a significant change materially affects a paid service, we may provide reasonable notice where appropriate.

15. Data Security and Privacy

We take reasonable measures to protect Customer Data against unauthorized access, loss, misuse, alteration, and disclosure.

Our approach to personal information, employee information, cookies, security, data retention, and data requests is explained in our Privacy Policy and Cookies Policy.

The Customer is responsible for maintaining appropriate account security and access controls.

No internet based service can guarantee that data will always remain completely secure.

16. Data Backup and Recovery

HR Khata may maintain backups to support service reliability and disaster recovery.

Backups are intended to help restore the service after certain technical failures. They should not be treated as a replacement for the Customer’s own business record keeping or legal record retention requirements.

Customers should maintain copies of records where they are legally or operationally required to do so.

17. Data Export and Account Closure

Customers may request an export of their Customer Data when closing their account, subject to the capabilities of the platform and any applicable commercial terms.

After account termination, Customer Data may remain available for a limited period to allow the Customer to complete necessary export or closure activities.

Unless a longer retention period is required by law or otherwise agreed, HR Khata may delete Customer Data after the applicable account closure period.

Our Privacy Policy provides additional information about data retention and deletion.

18. Account Suspension

HR Khata may temporarily suspend an account when reasonably necessary to:

• Protect the security of the platform
• Prevent unauthorized access
• Investigate suspected misuse
• Address serious violations of these Terms
• Respond to unlawful activity
• Recover unpaid subscription fees
• Protect other customers or the HR Khata infrastructure

Where appropriate, we will try to notify the Customer before or after suspension and explain the reason.

If suspension is caused by a security or legal issue, immediate action may be required.

19. Termination

A Customer may stop using HR Khata according to the terms of its subscription or commercial agreement.

HR Khata may terminate or restrict an account if:

• The Customer materially violates these Terms
• Subscription fees remain unpaid
• The account is used for unlawful activities
• The Customer attempts to compromise the security of the platform
• Continued access creates a significant risk to HR Khata or other customers

Termination does not remove obligations that should reasonably continue after termination, including payment obligations, confidentiality, intellectual property rights, and applicable legal requirements.

20. Intellectual Property

HR Khata and its licensors retain all rights, title, and interest in:

• HR Khata software
• Website and application design
• Source code
• Features and functionality
• Logos and trademarks
• Text and visual content
• Documentation
• Platform technology
• Other intellectual property belonging to HR Khata

These Terms do not transfer ownership of HR Khata’s intellectual property to the Customer.

Customers may use the platform only according to the rights granted under these Terms.

21. Customer Feedback

If a Customer provides suggestions, ideas, comments, or feedback about HR Khata, we may use that feedback to improve our services.

Providing feedback does not transfer ownership of the Customer’s confidential information or Customer Data to HR Khata.

22. Confidentiality

Each party should protect confidential information received from the other party and should not disclose it to unauthorized persons.

Confidential information may include non-public business information, technical information, security information, pricing information, employee information, and other information that is reasonably understood to be confidential.

This obligation does not apply to information that:

• Is publicly available without a breach of these Terms
• Was already lawfully known
• Is received lawfully from another source
• Is independently developed
• Must be disclosed by law or a valid legal order

23. Third Party Services

HR Khata may use or integrate with third party services such as:

• Payment providers
• SMS providers
• Email services
• Cloud infrastructure
• Biometric attendance devices
• Accounting systems
• Communication tools
• Other business software

Third party services may have their own terms and privacy policies.

HR Khata is not responsible for services that are operated independently by third parties, including their availability, security, or data handling practices.

Customers are responsible for reviewing the terms of any third party service they choose to connect with HR Khata.

24. Government and Statutory Services

HR Khata may provide features that help organizations prepare information for tax, payroll, banking, SSF, CIT, Provident Fund, or other statutory processes.

The Customer remains responsible for reviewing and approving information before it is submitted to a bank, government authority, statutory organization, or other third party.

HR Khata is an independent private software platform and is not a government organization or government agency.

Unless expressly stated otherwise, HR Khata is not affiliated with, endorsed by, or operated by the Government of Nepal or any government or statutory authority.

25. Disclaimer

HR Khata is provided as a software service to assist with HR, attendance, and payroll management.

We make reasonable efforts to keep information and calculations accurate, but we do not guarantee that:

• The service will always be error-free
• Every calculation will be suitable for every organization
• Information will always be complete or current
• The service will meet every organization’s specific requirements
• The platform will always be available

Customers are responsible for reviewing important information before relying on it for salary payments, tax filings, statutory submissions, employment decisions, or other business purposes.

26. Limitation of Liability

To the maximum extent permitted by applicable law, HR Khata will not be responsible for indirect, incidental, special, consequential, or punitive losses arising from the use of the Services.

This may include loss of profits, business interruption, or loss resulting from inaccurate information supplied by the Customer or actions taken by users.

Nothing in these Terms is intended to exclude liability that cannot legally be excluded under applicable law.

27. Indemnification

To the extent permitted by applicable law, the Customer agrees to protect and compensate HR Khata for claims, losses, liabilities, damages, and reasonable expenses arising from:

• Misuse of the Services
• Violation of these Terms
• Violation of applicable law
• Unauthorized use of Customer Data
• Infringement of another person’s rights
• Actions of the Customer’s authorized users

This section does not apply to the extent that a claim is caused by HR Khata’s own unlawful conduct or intentional wrongdoing.

28. Force Majeure

HR Khata will not be responsible for delays or failure to perform obligations caused by circumstances outside our reasonable control.

These circumstances may include natural disasters, war, civil unrest, government action, major internet failures, power failures, widespread cyber incidents, telecommunications failures, or failures of critical third party infrastructure.

29. Changes to These Terms

We may update these Terms from time to time.

When changes are made, we will update the “Last Updated” date at the top of this page.

For significant changes, we may provide notice through the HR Khata platform, website, email, or other reasonable communication method where appropriate.

Continued use of HR Khata after the updated Terms become effective means that the Customer and users accept the revised Terms.

30. Governing Law

These Terms are governed by the laws of Nepal.

Any dispute arising from the use of HR Khata or these Terms will be subject to the applicable jurisdiction of the courts of Nepal.

31. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.

The invalid provision will be interpreted or replaced to the extent necessary to make it enforceable while preserving its original purpose as far as legally possible.

32. Entire Agreement

These Terms, together with the applicable Privacy Policy, Cookies Policy, subscription or commercial agreement, and any other terms specifically agreed between HR Khata and the Customer, form the agreement governing use of the Services.

If a separate written agreement with a Customer contains terms that conflict with these Terms, the specific written agreement will apply to the extent of the conflict.

33. Contact Us

If you have questions about these Terms & Conditions, your account, subscription, or the HR Khata Services, please contact us.

HR Khata

Email: legal@hrkhata.com

General Support: support@hrkhata.com

Website: hrkhata.com

Address: Thirbum Marg, Gyaneshwor, Kathmandu, Nepal

By accessing or using HR Khata, you acknowledge that you have read, understood, and agreed to these Terms & Conditions.