Terms of Service

1. What Zonitix is

Zonitix is software for automating employee onboarding and offboarding, delivered as a dedicated, single-tenant instance we provision and host for you. It is provided by Zonitix LLC ("Zonitix", "we", "us"). These terms cover your use of the zonitix.com website and your evaluation and use of the software.

2. Evaluation

There is no self-serve trial. Evaluation starts with a guided walkthrough of the product, arranged by contacting us. If you want to evaluate against your own systems, we agree the scope, duration and cost with you in writing first — every instance is provisioned and operated individually, so there is no automatic free period we can offer on request.

Nothing here obliges you to continue after an evaluation. If you do not, any instance provisioned for it is decommissioned in line with section 11.

3. Billing & cancellation

Plans are billed monthly or annually, in advance. Annual billing is charged at ten times the monthly rate — two months free. Pricing is per instance, not per seat, so changes in your headcount do not change your bill. Custom work — integrations, onboarding help, or contract terms agreed with you individually — is quoted separately and fixed in your order.

Plans are arranged with us and paid by invoice and bank transfer; there is no online card checkout. We invoice you before each monthly or annual period, payment is due in advance, and nothing is charged automatically: your plan continues for each period you pay for. To stop, email license@zonitix.com before your next invoice is due, or do not pay it; your instance keeps running until the end of the period you have already paid for. If you ask within 14 days of your first payment, we refund that payment in full; after those 14 days, and for every later payment, payments are not refunded. The Refund Policy at zonitix.com/refund-policy sets out how to ask. After your first payment we ask you for your setup details (a short form, including the web address you want for your instance); your instance is ready within one business day of you submitting them, business days being Sunday to Thursday. If we miss that, tell us and we refund your first payment in full. Where an order form we have both agreed says something different, the order form applies. We will give reasonable notice before any price change affecting your next period. Before your instance is decommissioned, retrieve anything you need — see section 11 on retention, export and deletion.

4. Your responsibilities

You are responsible for the credentials and integrations you connect to Zonitix, and for how you configure the product. You agree to use Zonitix lawfully and only against systems and accounts you are authorized to manage.

5. Our responsibilities

Zonitix is delivered as a hosted service; this is the only way we offer it. We provide the software, reasonable support for your plan, and the hosting of your dedicated single-tenant server: we provision it, monitor it, and publish the Zonitix releases and server security patches for it. On every plan your administrator applies those from inside the product: releases by hand, and server security patches by hand or on a schedule you set. Your administrator also runs backups and restores from inside the product; Zonitix does not perform restores. Database backups run on the server and are written to a storage bucket you own. There is nothing for you to install or self-host. To do this we hold one SSH deploy key with root access to your server: it is kept in our deployment system, and it is used to provision the server and, at the end, to tear it down — routine updates are pulled by an agent on your server and do not use it. Because that key exists, we do not claim we are unable to reach your server; what we commit to is that we do not use it to access the data in your instance except to provide support you have asked us for in writing. We also hold the account with the hosting provider your server runs on; as the account holder we can reach your server’s provider console, rescue mode and snapshots without that key. Our deployment tooling has no connection to that account and does not use its console, rescue mode or snapshots. We do not currently offer a contractual uptime SLA; see the Trust Center for our availability and recovery posture. We will give reasonable notice of material changes to the product or these terms.

6. Early-stage software, provided as-is

Zonitix is an actively developed product from an independent company. We work hard to make it reliable, but we cannot guarantee it will be error-free or uninterrupted.

THE SOFTWARE, THE WEBSITE, AND ANY OUTPUT THEY GENERATE ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY LAW, ZONITIX DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

7. Limitation of liability

To the extent permitted by law, our aggregate liability arising from or related to the website or software is limited to the fees you paid us in the preceding twelve months, and we are not liable for indirect, incidental, special, or consequential losses. Nothing in these terms limits any liability that cannot be limited by law — including for fraud, for willful misconduct, or for death or personal injury caused by negligence.

8. Data processing

For personal data held in your instance — such as employee, candidate, and directory records — you are the data controller and Zonitix acts as your data processor. We process that data only to provide and support the service, and on your instructions. Because your instance is single-tenant, the data in it stays on the server dedicated to you and is never pooled with another customer’s. The one exception is Apple device management: if you use Apple MDM (a preview feature), the records for your enrolled Macs are held in a Zonitix-operated MDM service that serves every customer who uses it, kept separate per customer — see section 9. Our Data Processing Addendum (DPA) — covering confidentiality, security measures, sub-processors, international-transfer safeguards, and assistance with data-subject and breach obligations — is incorporated into these terms by reference and is available for execution on request; we execute it with you before you onboard regulated data.

9. Sub-processors

We rely on a short list of sub-processors, maintained in full in our Sub-processor List (available on request and incorporated into the DPA). Contabo GmbH hosts your dedicated VPS, in the data-centre region agreed with you when your instance is provisioned. Cloudflare, Inc. carries traffic to our website and terminates TLS for it, so data you submit through the site — such as a demo request — passes through their network; by default your instance is also reached through a Cloudflare tunnel, so traffic to it is terminated at Cloudflare’s edge as well, unless you arrange a different ingress with us. The email we send you about your Zonitix account — account invitations, sign-in verification codes and password/MFA-reset messages, billing and subscription notices, instance set-up and decommission notices, and signature requests — goes over SMTP through the mail provider we configure for our own systems, Google Workspace by default. The email your instance sends is separate: its sign-in and reset messages and the candidate and employee messages the product sends — application and rejection notices, offer letters, e-signature links, and onboarding and credential-delivery messages — go through the SMTP provider your administrator sets up in Security Settings → Email / SMTP, under your own account with that provider. No relay is configured on a new instance and we do not choose one for you, so the employee and candidate personal data in that mail passes through the provider you pick. You pay us by bank transfer against our invoice; we use no payment processor and never receive card details. If you use Apple MDM (preview), your enrolled Macs are managed through a Zonitix-operated MDM service (mdm.zonitix.com, hosted by Contabo and reached through Cloudflare) that is shared across customers, with each customer’s records kept in a separate tenant; it holds the enrolled Macs’ identifiers (serial number, UDID), the device certificates and push and bootstrap tokens Apple’s MDM protocol keeps for each Mac, the local account names and inventory the Macs report (device information, security status, installed profiles), enrolment and check-in records, the commands sent to them — such as profile installs, lock and wipe — and their results, any FileVault recovery keys escrowed to it (stored encrypted), and the Apple push certificate you upload. Those records are erased from the live service when your instance is decommissioned; that service’s own backups are not rewritten, so copies can remain in them until those backups expire. On our website, Google Calendar (our demo-booking calendar) is loaded only if you choose to load it; if you do, Google receives the booking details you enter and may set its own cookies. Each is listed because handling or transmitting personal data counts as processing it under data-protection law, not because their staff read it. Sub-processors that receive personal data outside your region rely on recognised transfer safeguards (EU Standard Contractual Clauses and/or the EU–US Data Privacy Framework), described in the DPA. We use no third-party analytics or tracking processors on the site (we count website visits ourselves, in aggregate and without cookies, as the Privacy Policy describes), the product ships with no analytics or tracking script, and we sell no data to anyone; the website’s typefaces are self-hosted, so loading a page sends no request to any third party other than the booking calendar you choose to load. Separately from the sub-processors above, your instance contacts a small number of fixed outside endpoints as part of specific features: when a document is sealed with the built-in e-signature it sends a hash of the document — never the document — to a public timestamp authority (DigiCert by default); Security Lab discovery looks up your domain name in the public certificate-transparency search crt.sh; and vulnerability data comes from CISA and FIRST: the CISA list is a plain download, and FIRST is sent the CVE identifiers being scored — the publicly listed exploited vulnerabilities plus any CVEs found in your Security Lab scans — and no personal data. If we ever need to add or replace a sub-processor that handles your data, we will give you reasonable notice first so you can raise concerns.

10. Security incidents

If we become aware of a personal-data breach affecting your instance, we will notify you without undue delay after becoming aware of it, and give you the information you need to meet your own regulatory obligations (for example, the 72-hour regulator-notification deadline under the GDPR, where it applies to you).

11. Data retention, export & deletion

Your business data belongs to you. Throughout your subscription you can export reports, the invoice ledger, and individual workflow definitions from the app. On every plan an administrator can also export all company data from Security Settings → Data export: one ZIP of your users, groups, roles, workflows and their runs, the audit log, compliance evidence, candidates and résumés, signed documents, finance-document metadata and devices, with a manifest listing what it holds and what it leaves out. The file is kept encrypted on the server until you download it; the copy you download is an ordinary, unencrypted ZIP, so store it accordingly. That export is not a database dump: it leaves out credentials and live tokens, key material, candidates’ equal-opportunity self-identification answers, and the source files and extracted text of finance documents. Your full database backups, together with a nightly encrypted archive of the files the database does not hold (signed documents, compliance evidence and résumés), are written to a storage bucket you control — that bucket is the complete copy and the path a restore uses. For a one-off full database dump delivered directly to you, ask us and we will produce it; that path is support-assisted. On termination we delete your dedicated instance from the server it runs on — the application, the database and its data volumes, uploaded files, and the on-server backups and pre-update snapshots — within 30 days. That window exists so you can retrieve anything you still need; tell us you are finished sooner and we will delete it sooner. To be exact about what that deletion is: the files and data volumes are removed by the server’s operating system and the removal is then checked; the server’s disk is not overwritten, and releasing the server itself back to the hosting provider is a separate, manual step that this deletion does not include. Because your backups are written to a storage bucket you own, those copies remain yours and are unaffected by this. You remain responsible for keeping them if you want a copy after your instance is gone.

12. AI-assisted and generated content

Zonitix can draft documents and suggest content — including offer letters, HR and policy templates, compliance notes, and communications — using automated and AI-assisted tooling. This output is provided to help you work faster.

AI-ASSISTED OUTPUT IS NOT LEGAL, TAX, HR, FINANCIAL, OR COMPLIANCE ADVICE, MAY BE INACCURATE OR INCOMPLETE, AND MAY NOT REFLECT THE LAW OF YOUR JURISDICTION. ZONITIX MAKES NO WARRANTY THAT GENERATED CONTENT IS ACCURATE, COMPLETE, NON-DISCRIMINATORY, OR LEGALLY SUFFICIENT. YOU ARE SOLELY RESPONSIBLE FOR REVIEWING — WITH YOUR OWN COUNSEL OR ADVISORS WHERE APPROPRIATE — ANY GENERATED DOCUMENT BEFORE USING, SENDING, SIGNING, OR FILING IT.

13. Indemnification

You will defend and indemnify Zonitix against third-party claims arising from your data, your content, the credentials and systems you connect, documents you generate and distribute using Zonitix, and your use of Zonitix in violation of these terms or applicable law. This indemnity survives the limitation in section 7.

14. Governing law & dispute resolution

These terms are governed by the laws of the jurisdiction of Zonitix’s registered entity, without regard to conflict-of-laws rules, and any dispute will be resolved in the courts of that jurisdiction — or, where the parties agree in the order form, by binding individual arbitration with a waiver of class and representative actions and of jury trial.

ENTITY / GOVERNING-LAW STATUS: The contracting party is Zonitix LLC, a limited liability company registered in the United States. The governing law and forum for these terms are still being finalised with counsel and are provisional until this clause is updated. Ask us at license@zonitix.com before you rely on this clause.

15. Changes & contact

We may update these terms; the “last updated” date reflects the current version. Where a change is material, we present the updated terms for your acceptance before continued use. Questions: license@zonitix.com.