Terms of use
These terms cover your use of the MotifHR website and application. How we handle personal information is covered separately in our privacy policy, which forms part of these terms.
Who we are
MotifHR is a leave and absence product operated by Heaptify. Where these terms say "we", "us" or "our", they mean Heaptify. Where they say "you", they mean the person using the service, and where a company has signed up, they also mean that company.
You can reach us at any time at contact@heaptify.com.
What the service does
MotifHR records staff leave and absence. It lets people request time off, lets managers and administrators approve or decline those requests, keeps a record of entitlement and days taken, shows a shared view of who is away, and accounts for public holidays in each person's country.
It is a record-keeping tool. It does not give legal, employment or payroll advice, and it does not decide anyone's entitlement for them. The figures it shows come from what your company configures, and your company remains responsible for whether those figures match its own policies and the law where its staff work.
Accounts
A company account is created by someone at that company, who becomes an administrator. Administrators invite colleagues by email, and each colleague creates their own sign-in.
- You need to be at least 16 years old to hold an account.
- You are responsible for keeping your password to yourself, and for what happens under your sign-in.
- Administrators are responsible for who they invite, what role they give them, and for removing access when someone leaves.
- Tell us promptly at contact@heaptify.com if you think someone else has access to your account.
Acceptable use
When using MotifHR, you agree not to:
- try to reach data belonging to another company, or to a colleague whose records you are not entitled to see;
- probe, scan or interfere with the service, or try to get around its access controls;
- use it to store information it is not meant for, in particular anything unlawful, or health information beyond what a leave record needs;
- copy, resell or redistribute the service, or attempt to extract its source or data in bulk;
- use it in a way that damages the service or other customers' use of it.
If you find a security problem, please tell us rather than exploit it. We would much rather hear from you.
Your company's data
The records your company puts into MotifHR remain your company's. We hold and process them so that we can provide the service, and for no other purpose. We do not sell them, and we do not use them to advertise to anyone.
Our privacy policy explains what is held, where it is stored, who can reach it and what rights people have over it. Rather than repeat that here, we ask you to read it alongside these terms.
Availability
We aim to keep MotifHR available and working, but we do not promise it will be uninterrupted or free of faults. We may take it offline for maintenance, and we may change or remove parts of it as the product develops. Where a change would remove something you depend on, we will give administrators reasonable notice by email where we can.
The service is provided as it is. We do not give warranties beyond those that the law does not let us exclude.
Ending your use
Your company may stop using MotifHR at any time, and may ask us to delete its data. We may suspend or end access if these terms are broken in a way that puts the service or other customers at risk, and we will explain why when we do.
When an account is closed, we delete or irreversibly anonymise its data within a reasonable period, except where we must keep something to meet a legal obligation.
Our liability
Nothing in these terms limits liability where the law does not allow it to be limited, including for death or personal injury caused by negligence, or for fraud.
Subject to that, we are not liable for lost profits, lost business, or losses that were not reasonably foreseeable, and we are not liable for decisions made on the basis of figures shown in the service without being checked. MotifHR keeps a record; it does not replace your own judgement about entitlement, pay or employment obligations.
Changes to these terms
We may update these terms as the product changes. The date at the top shows when they were last changed. Where a change materially affects your rights, we will tell administrators by email before it takes effect.
Law and disputes
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any dispute. If you are using MotifHR from Türkiye or elsewhere, this does not remove any rights you have under the law where you live that cannot be set aside by agreement.
Contact
Questions about these terms, or anything else, go to contact@heaptify.com.