Terms of service
Effective date: 13 May 2026
These terms govern your use of Taito.ai (“the service”), provided by Taito.hr Oy, a Finnish company (“Taito”, “we”, “us”).
You accept these terms by signing up for an account, by clicking “I agree” (or similar) where presented, or by otherwise accessing or using the service. If you’re accepting on behalf of an organisation, you represent that you have the authority to bind that organisation — references to “you” in these terms then mean both you personally and the organisation. If you don’t agree to these terms, don’t sign up for or use the service.
You are responsible for the conduct of every individual you invite to the service and for ensuring they comply with these terms.
1. The service
We grant you a non-exclusive, non-transferable right to access and use Taito.ai, a cloud-based HR information system, solely for your internal business purposes. We’ll do our best to keep it available, fast, and improving — but we reserve the right to modify or discontinue features at any time. If we materially reduce the core functionality of the service, we will give you at least 30 days’ prior notice.
We may use subcontractors and third-party infrastructure (our subprocessors) to deliver the service, and we remain responsible for their work under these terms. This is separate from third-party integrations that you choose to connect to the service, which are addressed in Section 3.
We retain all right, title, and interest in and to the service, including all underlying software, models, content, and intellectual property. No rights are granted by implication, and any rights not expressly granted to you under these terms are reserved to us.
2. Acceptable use
You may use the service only for lawful purposes and in accordance with these terms. You may not:
- Reverse engineer, decompile, or attempt to extract the source code
- Use the service to develop or train a competing product or service
- Resell or sublicense access to third parties
- Use the service to store or transmit illegal content
- Attempt to gain unauthorised access to our systems or other customers’ data
- Conduct security or penetration testing of the service without our prior written consent
- Interfere with the availability or performance of the service
- Use the service in violation of any applicable export control or sanctions law
Permissions: You are responsible for configuring user roles and access permissions within the service. We are not responsible for the consequences of permission settings configured by your administrators.
Use limits: To protect the service for all customers and prevent abuse, we may set and enforce reasonable usage limits across any access method, including our web interface, public API, Model Context Protocol (MCP) server, and in-product AI agent. We’ll apply these limits in a non-discriminatory way and communicate them where commercially reasonable. We may also throttle or temporarily restrict access where usage poses a security, stability, or operational risk to the service or to other customers.
You’re responsible for everything that happens under your account, including your team members’ actions.
3. Third-party integrations
The service integrates with third-party tools (such as Slack and calendar providers). Those integrations are subject to the third party’s own terms. We’re not responsible for how they handle your data or whether they stay available.
4. Payment
Pricing: Subscriptions are priced per active user, in accordance with the plan and rates set out on our pricing page, which forms part of these terms. Your base charge for each billing period is calculated from the number of active users on your account at the start of that period. Users added during a billing period are prorated for the remainder of the period and charged immediately at the time of addition; they are then included in your regular user count from the next billing period onward.
Active user: An active user is any individual who has been granted access to the service through an invitation issued from your account and whose access has not been revoked. Both accepted invitations and pending invitations count, since both occupy a provisioned seat. You can remove a user at any time from your account settings; once removed, that user is not counted from the next billing period onward. We do not refund for users removed mid-period.
Billing cycles: You can choose monthly or annual billing. Annual plans are billed upfront for the full year at a committed user count — that commitment is non-refundable. Users added beyond the committed count during the year are prorated for the remainder of the term and charged immediately at the time of addition.
Price changes: We may update our pricing from time to time. Any change applies only at your next renewal — prices are fixed for any term you have already paid for, so an annual customer is never re-priced mid-term. We will give you at least 60 days’ written notice before a price change takes effect. If you do not wish to continue at the new price, you can choose not to renew, and your subscription will end at the close of your current term.
Taxes: Prices are exclusive of taxes. You’re responsible for any applicable VAT or other taxes in your jurisdiction.
Billing: Fees are charged automatically to your payment method at the start of each billing period. You authorise us to charge your payment method on a recurring basis until you cancel. In some cases (such as annual or enterprise plans), we may issue an invoice instead — invoices are due within 30 days of the invoice date.
Disputes: If you believe a charge or invoice is incorrect, you must notify us in writing within 60 days of the charge or invoice date. We’ll work together to resolve it in good faith. Disputes do not suspend your payment obligation for undisputed amounts.
Late payment: If a charge fails or an invoice is not paid by the due date, we may retry the charge and may suspend access until payment is successfully collected. We may also charge interest on overdue amounts at the statutory rate under the Finnish Interest Act (Korkolaki 633/1982).
Refunds: We don’t offer refunds for partial periods. If you cancel, your access continues until the end of the current billing period.
5. Term and termination
Term: These terms apply from the date you sign up and continue until either party terminates.
Cancellation by you: You can cancel your subscription at any time from your account settings. Access continues until the end of the billing period.
Termination by us: We may terminate your account for material breach of these terms if you fail to cure the breach within 30 days after we give you written notice describing it. We may suspend or terminate immediately, without a cure period, if (a) you fail to pay undisputed fees when due and do not cure within 14 days after we give you notice; (b) your use of the service poses a security, legal, or operational risk to us or to other customers; or (c) we are legally required to do so. In other cases, we’ll give you 30 days’ notice.
Termination by you for our breach: You may terminate these terms for our material breach if we fail to cure the breach within 30 days after you give us written notice describing it. If you terminate for our uncured material breach, we will refund any prepaid fees covering the unused portion of your term. This refund is in addition to any other rights or remedies available to you under these terms or applicable law.
Your data after termination: We’ll keep your data for 30 days after termination so you can export it in a commonly used, machine-readable format. After that, we’ll delete it from our active systems and from our backups according to our standard backup rotation. We may retain anonymised aggregates and any data we’re legally required to keep.
Survival: The following sections survive termination of these terms: 2 (Acceptable use), 4 (Payment, for any outstanding amounts), 6 (Warranties and disclaimers), 7 (Indemnification), 8 (Limitation of liability), 9 (Confidentiality), 10 (Data and privacy), and 11 (General).
6. Warranties and disclaimers
To the maximum extent permitted by law, we provide the service “as is” and “as available”. While we work hard to keep it reliable and accurate, we make no warranties — express or implied — about uptime, fitness for a particular purpose, merchantability, or freedom from errors.
You’re responsible for the accuracy of the data you enter and for ensuring the service meets your specific compliance needs. You represent and warrant that (a) you have the right to provide any data you submit to the service, (b) the data does not violate any applicable law or any third party’s rights, and (c) your use of the service complies with all laws applicable to you, including data protection and employment laws in the jurisdictions where you operate.
7. Indemnification
By us: We will defend you against any third-party claim alleging that your use of the service, as permitted under these terms, infringes that third party’s patent, copyright, trademark, or trade secret rights. We will pay any damages finally awarded against you by a court of competent jurisdiction, or amounts agreed in a settlement we approve, for such a claim.
If the service becomes — or in our reasonable opinion is likely to become — the subject of an infringement claim, we may, at our option and expense: (a) procure the right for you to continue using the service; (b) modify or replace the service so it is non-infringing without materially reducing its functionality; or (c) if neither (a) nor (b) is commercially reasonable, terminate your subscription and refund any prepaid fees covering the unused portion of the term.
We have no obligation under this section for any claim arising from: (i) your data or other content you provide; (ii) modifications to the service not made by us; (iii) combination of the service with products, services, or materials not provided by us, where the claim would not have arisen but for the combination; or (iv) your use of the service in breach of these terms or applicable law.
This section states our entire liability, and your sole and exclusive remedy, for any third-party claim of intellectual property infringement.
By you: You will defend us against any third-party claim arising from (a) your data, (b) your use of the service in breach of these terms or applicable law, or (c) your violation of any third party’s rights. You will pay any damages finally awarded against us by a court of competent jurisdiction, or amounts agreed in a settlement you approve, for such a claim.
Procedure: The party seeking indemnification must (a) give the other party prompt written notice of the claim; (b) give the indemnifying party sole control of the defence and settlement of the claim, provided that the indemnifying party may not settle any claim in a way that requires the indemnified party to admit liability or pay any amount without that party’s prior written consent (not to be unreasonably withheld); and (c) provide reasonable cooperation at the indemnifying party’s expense. The indemnified party may participate in the defence at its own expense with counsel of its own choosing.
8. Limitation of liability
Liability cap: To the fullest extent permitted by law, our total aggregate liability to you arising out of or related to these terms — whether in contract, tort, or otherwise — is limited to the greater of (a) the fees you paid us in the 12 months preceding the event giving rise to the claim, or (b) the annualised equivalent of your subscription based on the most recent month’s invoice.
Excluded damages: To the fullest extent permitted by law, neither party is liable for any indirect, incidental, special, consequential, or punitive damages, including loss of revenue, loss of profits, loss of data, loss of goodwill, business interruption, or the cost of substitute services — even if the party has been advised of the possibility of such damages, and regardless of whether the claim arises in contract, tort, or any other legal theory.
Non-excludable liability: Nothing in these terms excludes or limits either party’s liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.
9. Confidentiality
Definition: Confidential information means any business, technical, or financial information disclosed by one party to the other that is reasonably understood to be confidential given the nature of the information or the circumstances of disclosure. Our confidential information includes, without limitation, details about the service’s features, performance, and roadmap. Yours includes your data and the details of your use of the service.
Obligations: Each party will: (a) keep the other’s confidential information strictly confidential; (b) use it only for the purposes of this agreement; (c) protect it with at least the same care used for its own confidential information, and no less than reasonable care; and (d) disclose it only to employees, contractors, or advisors who need to know and are bound by confidentiality obligations no less protective than these.
Exceptions: These obligations do not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party without restriction at the time of disclosure; (c) is independently developed by the receiving party without use of the confidential information; or (d) is required to be disclosed by law or court order — in which case the receiving party will give the other prompt prior notice where legally permitted and cooperate to seek appropriate protection.
Duration: These confidentiality obligations apply for five (5) years after the date of disclosure, except that with respect to information that constitutes a trade secret under applicable law, the obligations continue for as long as that information retains its status as a trade secret.
10. Data and privacy
Your data belongs to you. You own everything you put into the service. To deliver the service, you grant us a non-exclusive, worldwide, royalty-free licence to host, copy, process, transmit, and display your data solely as necessary to provide the service to you and to perform our obligations under these terms. We process your data as described in our Privacy policy.
Data processing: You are the controller of personal data you store in the service; we act as your processor. We comply with the EU General Data Protection Regulation (GDPR) in that capacity. Our data processing agreement (DPA) forms part of these terms whenever you process personal data through the service, which will typically be the case.
AI and model training: We do not use your data — including the personal data you process through the service — to train, fine-tune, or otherwise develop any generative AI or machine learning model, whether ours or a third party’s, except with your separate, specific, opt-in consent. Where we use third-party AI providers to deliver features of the service, we contract with them on terms that prohibit them from training their models on your data.
Security: We maintain appropriate technical and organisational measures to protect your data. These include encryption in transit and at rest, access controls, and regular security reviews.
Subprocessors: We use subprocessors (such as cloud infrastructure providers) to deliver the service. The current subprocessor list is included in our DPA. Before adding a new subprocessor that handles personal data, we will give you reasonable advance notice. If you reasonably object on data protection grounds and we cannot accommodate your concern within a reasonable period, you may terminate the affected portion of your subscription, and we will refund any prepaid fees covering the unused portion of the term.
Aggregated data: We may generate and use aggregated, de-identified data derived from your use of the service — for example, for analytics, benchmarking, capacity planning, and product improvement. This data does not identify you, your users, or any individual, and we may use it during and after the term of these terms without restriction.
11. General
Governing law: These terms are governed by Finnish law. Any disputes that can’t be resolved between us will be settled by arbitration in Helsinki, Finland, under the rules of the Finland Chamber of Commerce. Either party may, however, seek injunctive or other equitable relief in any court of competent jurisdiction to protect its intellectual property or confidential information.
Relationship of parties: We are independent contractors. These terms do not create a partnership, joint venture, employment, or agency relationship between us.
No third-party beneficiaries: These terms are for the benefit of the parties only. No third party has any right to enforce any provision of these terms.
Entire agreement: These terms, together with our Privacy policy, the DPA, and any order form signed between us, make up the entire agreement between us. They replace any prior agreements on the same subject. If there is a conflict between these documents, the order of precedence is: (1) signed order form, (2) DPA (for data protection matters), (3) these terms, and (4) Privacy policy.
Notices: Any notice under these terms will be sent by email or delivered through the service. Notices to us should go to legal@taito.ai. Notices to you will go to the email address on file for your account, or, for in-service messages, will be deemed delivered when posted. Email notices are deemed delivered on the next business day after sending.
Changes to these terms: We may update these terms from time to time. If we make material changes, we’ll notify you at least 30 days before they take effect. Continuing to use the service after that means you accept the updated terms. If you object to the changes, you may terminate your subscription before they take effect.
Severability: If any part of these terms is found unenforceable, the rest remains in effect.
No waiver: If we don’t enforce a right under these terms, that doesn’t mean we’ve waived it.
Assignment: You may not transfer your rights under these terms without our written consent. We may transfer ours as part of a merger, acquisition, or sale of assets.
Publicity: We may reference your company name and logo on our website, in case studies, or in other marketing materials only with your prior written consent.
Feedback: If you share ideas, suggestions, or other feedback about the service, you grant us a royalty-free, perpetual, irrevocable licence to use that feedback for any purpose without obligation or attribution to you.
Force majeure: Neither party is liable for delays or failures caused by events outside their reasonable control — such as natural disasters, war, civil unrest, government actions, or widespread infrastructure outages affecting major regions. The affected party should notify the other promptly and resume performance as soon as reasonably possible. This section does not excuse payment obligations.
Questions? Email us at legal@taito.ai.