Terms of Service

These terms form an agreement between ezOnboard, LLC (“ezOnboard”, “we”) and the company using ezOnboard (“you”, the “customer”). They cover app.ezonboard.io, the agent you install on your server, and our documentation and support (the “Service”).

You accept these terms when you start a trial, create or join an organization, sign an order or install the agent. If you act for a company, you confirm that you have authority to bind it. Contact legal@ezonboard.io or ezOnboard, LLC, 12621 N Tatum Blvd, Ste 1875, Phoenix, AZ 85032 with questions.

A signed order form or quote (an “Order”) and our data processing agreement are part of this agreement. If they conflict, the Order takes priority, followed by the data processing agreement, then these terms.

1. Accounts and users

You sign in with a Google or Microsoft work account. There is no ezOnboard password. You are responsible for securing your sign-in account, using two-factor sign-in when your organization requires it, and telling us immediately if an account is compromised.

Each organization is a workspace with one or more owners. Owners invite members, assign roles, approve configuration changes and may delete the organization. You are responsible for the people you admit and their actions in your organization. ezOnboard operators are our staff, not members of your organization. They enter it only as described in section 7.

2. Trials and demos

Trials are free for 30 days from approval and allow unlimited employee records. We may decline a request, including when the work email does not match the company website or the company already has an organization. We may end a trial early if it is misused.

If a trial ends without an Order, the agent’s license lapses as described in section 3. The organization and its data are deleted on the schedule in our Privacy Policy.

We create demo organizations with sample data to show the product. We own that data, and it does not represent real people.

3. Subscriptions, fees and licenses

The Service is an annual subscription under an Order. Pricing is based on the number of employee records the agent syncs and the tiers in your Order. A one-time implementation fee applies in the first year.

Fees are due as stated in your Order, or within 30 days of the invoice if no payment terms are stated. Fees exclude taxes, which you must pay unless you provide a valid exemption certificate. Renewals use our current price for your tier unless your Order fixes the price.

We issue your organization a license for each connected domain. It specifies your seat limit and included features. If you exceed the limit, the agent alerts both of us and keeps working. Seat counts never block offboarding. We may invoice the excess at the next renewal.

If a license is not renewed, including when a trial or subscription ends or an invoice is unpaid, the agent winds down in stages:

• First 30 days: The agent works normally and alerts you daily.
• Next 30 days: It processes leavers only and records joiners and movers as exceptions.
• After 60 days: It makes no directory changes but continues reading your HR system to keep a complete record.

Renewing restores full function.

4. The agent on your server

We grant you a non-exclusive, non-transferable license to install and run the agent on servers you control during your subscription. The license lets you connect your HR system to your directory through the Service. You may not sell, lease or lend the agent, use it to serve a third party, remove its notices, reverse engineer it except where the law allows, or bypass its licensing or signature checks.

You provide the server, network access, a service account with the delegated directory rights described in our documentation, and credentials for your HR system and cloud tenant. You are responsible for securing the server, complying with the connected systems’ terms, and ensuring you can grant the access you configure for us and the agent.

The agent installs signed updates on your chosen release channel. Script hooks run your scripts on your server and stay off until a local administrator turns them on. Enabling them lets anyone who can release your configuration run code as the agent’s service account. You accept this access and are responsible for your scripts. We are not responsible for what they do.

5. Your rules and responsibilities

You choose how HR fields map to directory attributes, which events need approval, and what happens to joiners, movers and leavers. Review changes before releasing them. Use the approval gate when you want a second review. Safety controls, including limits on leavers per run and never deleting an account, support your review but do not replace it.

Use the Service lawfully and only on systems you are entitled to manage. You may not interfere with others’ use, probe or test its security without our written permission, store or send unlawful content, or use it to build a competing product. You are responsible for applicable employment, privacy and data protection laws, including required notices about how workforce records are processed.

6. Your data and privacy

You own your HR records, directory data, rules and configuration (“Customer Data”). You grant us only the rights needed to run the Service on that data as you configure it. Our Privacy Policy explains what reaches us and what stays on your server. Workforce members are identified to us by pseudonyms unless an owner requests a time-limited name reveal. Each request is recorded in your audit log.

We may use pseudonymous and aggregate service information, such as event counts and error rates, to operate and improve the Service. We do not sell Customer Data or use it for advertising.

7. Support and access to your organization

We provide support as described in your Order and at support@ezonboard.io. Send questions about these terms to legal@ezonboard.io.

An ezOnboard operator may enter your organization to help you for up to one hour at a time. Each visit requires a reason. Operators may request name reveals in the same way as an owner. Every visit and request is recorded in your audit log, which you can read and export at any time.

We aim for around-the-clock availability and announce planned maintenance in advance. Any availability commitment is stated in your Order. The agent keeps working from its last configuration when the Service is unavailable.

8. Intellectual property

We own the Service, agent, documentation and how they work. These terms grant only the rights in section 4. We may use suggestions you send without payment or other obligation to you. You own your Customer Data and configuration and may export your audit log and configuration at any time while your organization exists.

9. Warranties, liability and indemnities

We will provide the Service with reasonable skill and care and substantially as described in our documentation. Beyond that, the Service is provided as is. We do not promise uninterrupted or error-free operation. We are not responsible for connected HR systems, directories or cloud tenants, their data, or the results of your rules.

To the extent the law allows, neither party is liable to the other for indirect, incidental, special or consequential damages, or lost profits, revenue or data. Each party’s total liability under this agreement is limited to the fees you paid in the 12 months before the claim. This limit does not apply to your payment obligations, either party’s indemnity below, a breach of section 5, or misuse of the other party’s intellectual property.

We will defend you against claims that the Service, used as these terms allow, infringes a third party’s intellectual property. We will pay any final court award or settlement we agree to. You will defend us on the same basis against claims arising from your Customer Data, rules or scripts, or your breach of law or section 5. The party receiving a defense must notify the other promptly, give it control of the defense and help as requested.

10. Term and termination

This agreement lasts for the term of your Order and renews as the Order specifies. Either party may end it if the other materially breaches it and does not fix the breach within 30 days of written notice. You may delete your organization in settings at any time. This ends the agreement for that organization.

We may suspend the Service if an invoice is more than 30 days overdue or your use threatens the security or integrity of the Service or others. We will tell you first where reasonably possible.

When the agreement ends, we stop issuing licenses and the agent winds down as described in section 3. Export your audit log and configuration before deleting your organization. We delete Customer Data on the Privacy Policy’s schedule. Sections 6 and 8 through 11 survive termination.

11. Changes and general terms

We may change the Service as we improve it, and we may change these terms. If a change materially reduces your rights, we will email your organization’s owners at least 30 days before it takes effect. Continued use after that date means you accept the change. The date at the top identifies the current version.

Arizona law governs these terms, without regard to its conflict-of-laws rules. Both parties agree that disputes will be brought in the state or federal courts in Maricopa County, Arizona.

If a court finds part of these terms unenforceable, the rest remains in effect. Failure to enforce a term does not waive it. Neither party is liable for delays caused by events outside its reasonable control.

You may not assign this agreement without our consent, except to a successor of your whole business. We may assign it to a successor of ours.

Send notices to legal@ezonboard.io or the address above. We send notices to your organization’s owners by email. These terms, your Order and the data processing agreement form the entire agreement between us about the Service.