Terms of Service
Edudigital HR by Edudigital AI, Inc.
Last updated: January 2025
Agreement to Terms
These Terms of Service ("Terms") constitute a legal agreement between you ("User," "Client," or "Institution") and Edudigital AI, Inc. ("Company," "we," "our," or "us") regarding your use of the Edudigital HR platform and related services ("Service" or "Platform").
By accessing or using our Service, you agree to be bound by these Terms. If you disagree with any part of these terms, you may not access the Service. These Terms apply to all visitors, users, and others who access or use the Service.
Important: These Terms contain important provisions, including an arbitration clause and class action waiver that affect your rights. Please read carefully.
Service Description
Edudigital HR is a specialized Human Resources and Payroll platform designed for postsecondary and career-focused educational institutions. Our platform includes:
Talent Acquisition: Recruitment, applicant tracking, and bilingual onboarding tools.
Workforce Management: Time and attendance tracking, smart scheduling, and geofencing.
Payroll & Compliance: Payroll processing, tax management, and Florida-specific labor law compliance reporting.
Performance Management: Faculty and staff evaluation tools aligned with accreditation standards.
Employee Self-Service: Bilingual portals for accessing pay stubs, tax forms, and benefits.
Integrations: Native synchronization with Edudigital SIS and APIs for third-party systems.
We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with reasonable notice to active subscribers.
Account Registration and Eligibility
Eligibility Requirements
To use the Service, you must:
Be at least 18 years of age or have legal authority to bind your institution.
Represent a legitimate educational institution or organization.
Provide accurate, current, and complete information during registration.
Maintain and update your account information as needed.
Comply with all applicable local, state, and federal labor and education laws.
Account Responsibilities
You are responsible for:
Maintaining the security of your account credentials.
All activities that occur under your account, including actions by administrative staff and employees.
Notifying us immediately of any unauthorized access.
Ensuring all users from your institution comply with these Terms.
Acceptable Use Policy
Permitted Uses
You may use the Service only for lawful purposes and in accordance with these Terms. Specifically, you agree to use the Service solely for:
Managing employee information, payroll, and employment records.
Legitimate administrative and operational purposes of your institution.
Compliance with accreditation and labor regulation requirements.
Prohibited Activities
You agree not to:
Use the Service for any unlawful purpose or to solicit unlawful activity.
Input false or fraudulent payroll or tax information.
Attempt to gain unauthorized access to our systems or other users' accounts.
Upload, transmit, or distribute malicious code, viruses, or harmful content.
Interfere with or disrupt the integrity or performance of the Service.
Reverse engineer, decompile, or attempt to extract source code.
Share your account access with unauthorized third parties.
Data Handling and Privacy
Your Data
You retain ownership of all data you upload to or create within the Service ("Customer Data"), including employee PII (Personally Identifiable Information). By using the Service, you grant us a limited license to process Customer Data solely to provide the Service to you (e.g., processing payroll, generating reports).
Privacy & Compliance
We understand the sensitive nature of HR and educational records and commit to:
Confidentiality: Implementing strict security measures (including AES-256 encryption) to protect sensitive employee data such as Social Security Numbers, banking details, and tax information.
FERPA & Labor Compliance: Complying with FERPA (where faculty/staff records overlap with educational records) and applicable labor privacy laws.
Data Usage: Processing data only as authorized by the institution and not using employee data for commercial purposes unrelated to the Service.
For detailed information about our data practices, please review our Privacy Policy.
Service Availability and Support
Uptime and Availability
We strive to maintain high availability of our Service (99.9% uptime target) but cannot guarantee uninterrupted access. We may experience downtime for:
Scheduled maintenance and updates.
Emergency repairs and security patches.
Circumstances beyond our reasonable control.
Support Services
We provide Extended Bilingual Support to active subscribers. Support is available from 7:00 AM to 9:00 PM EST, Monday through Friday, to accommodate campus operating hours. Support response times may vary based on your subscription level.
Payment Terms and Billing
Subscription Fees
Access to the Service requires a paid subscription, typically structured as a Campus License. Subscription fees are:
Billed in advance on a monthly or annual basis.
Non-refundable except as explicitly stated in these Terms.
Subject to change with 30 days' written notice.
Exclusive of applicable taxes, which are your responsibility.
Payment Processing
Payments are processed through secure third-party payment processors. You authorize us to:
Charge your designated payment method for subscription fees.
Retry failed payments using the same or updated payment method.
Late Payments and Suspension
If payment is not received within 30 days of the due date, we may suspend access to the Service until payment is received. Accounts suspended for non-payment for more than 60 days may be terminated.
Intellectual Property Rights
Our Intellectual Property
The Service and its original content, features, and functionality are owned by Edudigital AI, Inc. and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.
Limited License
We grant you a limited, non-exclusive, non-transferable license to access and use the Service for your internal business purposes, subject to these Terms.
Termination
Termination by You
You may terminate your account at any time by contacting our support team. Upon termination:
Your access to the Service will cease immediately.
We will provide you with your data in a standard format (e.g., CSV/PDF) for transition purposes.
No refunds will be provided for unused subscription periods.
Termination by Us
We may terminate or suspend your account immediately, without prior notice, if you:
Breach any provision of these Terms.
Engage in fraudulent or illegal activities.
Fail to pay subscription fees when due.
Disclaimers and Warranties
WARRANTY DISCLAIMER THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. We do not warrant that:
The Service will meet your specific requirements.
The Service will be uninterrupted, timely, secure, or error-free.
Calculations (e.g., taxes, payroll) will be error-free. Note: You are responsible for verifying final payroll outputs.
Limitation of Liability
LIABILITY LIMITATION TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL EDUDIGITAL AI, INC. BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. Our total liability to you for all claims arising out of or relating to these Terms or the Service shall not exceed the amount you paid us for the Service during the 12 months preceding the claim.
Indemnification
You agree to indemnify, defend, and hold harmless Edudigital AI, Inc. from and against any claims, liabilities, damages, losses, and expenses arising out of or in any way connected with your use of the Service, your violation of these Terms, or your violation of any rights of another party.
Dispute Resolution
Informal Resolution
Before filing a claim, you agree to contact us to seek a resolution of the dispute informally.
Binding Arbitration & Class Action Waiver
Any dispute arising out of or relating to these Terms shall be resolved through binding arbitration. You agree that any arbitration shall be conducted in your individual capacity only and not as a class action.
Governing Law and Jurisdiction
These Terms shall be governed by and construed in accordance with the laws of the State of Florida, United States. Any legal action will be brought exclusively in the federal or state courts located in Miami-Dade County, Florida.
+1 (833)-749-3444
Legal Department: legal@edudigitalai.com
These Terms of Service are effective as of January 2025 and govern your use of the Edudigital HR platform and related services provided by Edudigital AI, Inc.