App terms

1. About these Terms and about us

These Terms and Conditions of Use (the "Terms") set out the rules for using HT Vahetus (the "Platform"), a time-tracking and team management service available at https://clock.htvahetus.eu and, when published, as an app for Android and iOS.

The Platform is provided by Humanos Tech OÜ, a private limited company registered in Estonia with registry code 17179670, VAT number EE102831229 and registered address Meistri tn 6, 13517 Tallinn, Estonia ("Humanos Tech", "we", "us").

These Terms apply to everyone who uses the Platform as a member of a workspace, for example as an employee, worker, Account Manager or Admin. If your account is a freelancer account, the Terms and Conditions of Use for Freelancers apply instead.

In these Terms, "Organisation" means the company or other entity that has set up a workspace on the Platform and invited you to it. "Admin" and "Account Manager" mean the users to whom an Organisation gives those roles. "Content" means anything entered or uploaded on the Platform, such as time records, requests, comments, attachments and documents.

Using the Platform is free of charge for you.

2. Who can use the Platform

You may use the Platform only if an Organisation has invited you and your account is active. You must be at least 13 years old. If you are under 18, you may use the Platform only with the consent of your parent or legal representative, and only for work that you are allowed to do under the rules on the employment of minors.

3. Accepting these Terms and new versions

You accept these Terms by ticking the confirmation box and selecting the acceptance button after you have been able to read the full text. You cannot use the Platform without accepting the version in force. We record the version, the language, the date and time, your IP address, your browser or device information (user agent) and a digital fingerprint (hash) of the exact text you accepted, and we send a copy of that text to your e-mail address.

We may publish a new version for a valid reason, such as a change in the law, security needs or a new feature, with a summary of the changes. Each new version must be accepted before you can continue to use the Platform and never applies to you until you accept it. If you do not accept it, you can stop using the Platform and ask us, at privacy@humanostech.com, to close your account. Not accepting a new version never prevents you from exercising your data protection rights as described in the Privacy Policy. The previous version continues to apply to anything that happened while it was in force.

4. Your account and security

• Your account is personal. Do not share your password, one-time codes, passkeys or sign-in devices with anyone, including colleagues and managers.
• Keep your profile information accurate.
• If two-step verification or a passkey is required for your role, set it up to continue.
• Tell your Admin and us without delay if you think someone else has used your account.
• You are responsible, in accordance with the law, for actions taken with your account where they result from your failure to keep your sign-in details secure.

5. How the Platform works

The Platform lets you clock in and out, see schedules, request open shifts and swap shifts with colleagues, see your holiday balance if you are an employee, request absences and corrections, receive notifications, reminders and alerts and read documents. Admins and Account Managers can also plan schedules, publish open shifts, review records and decide on requests. Your Organisation decides which features and roles are used in its workspace. Questions about your working time, schedule, pay, absences or work rules should be addressed to your Organisation. We are not a party to your relationship with your Organisation and we do not take decisions about it.

Requesting an open shift and proposing or accepting a shift swap are always voluntary. Depending on the rules chosen by your Organisation, an open shift goes to the first person who asks for it or to the person chosen by an Account Manager, and a swap takes effect when the other person accepts it and, if required, an Account Manager approves it. When you propose or offer a swap, the people who can receive the shift see your e-mail address. Alerts about working hours and rest periods and the holiday balance are information only: they never stop, change or end your time records, and they do not replace your Organisation's own obligations and decisions under working-time and leave rules.

Your Organisation may ask you to open documents, such as internal policies, read them to the end and confirm. We record the date and time, your IP address, your device information and a fingerprint of the file. Confirming that you have read a document is not, in itself, an agreement to new obligations and does not waive any right you have by law. The Organisation is responsible for its documents.

6. Time records and their integrity

Time records are entered by users and, where the Organisation allows it, by Admins and Account Managers. You are responsible for the accuracy of what you enter.

Each completed time record is linked to the previous ones by a cryptographic chain, so that any later alteration can be detected. A completed record is never overwritten: corrections are made through a request that an authorised person approves or rejects, the original is kept, and an audit log shows who did what and when. To help prevent one person from recording time for another, the Platform recognises the device used to clock in and informs the Account Manager when a new device is used or one device is used by several people. This never blocks your time recording.

In the mobile app, you can clock in, take breaks and clock out even when your device has no internet connection. The record is then kept encrypted on your device and sent automatically when the connection returns, with the time of your device at the moment you made it, and it is marked as made without internet. Keep the date and time of your device correct: you are responsible for the accuracy of these records as for any other record. A record that arrives more than 72 hours late, is dated in the future or does not fit your existing records is not accepted, and you can then ask for a correction. Until it is sent, the record exists only on your device and nobody else can see it, and it is lost if you uninstall the app or clear its data before it is sent.

A flagged shift may be disputed within the period shown in the Platform. The Account Manager, or an Admin, decides the dispute and gives reasons, and an Admin of the Organisation may review that decision once, also with reasons. These decisions are taken by the Organisation, not by us, and we do not check whether the content of records is correct.

7. Acceptable use

You must use the Platform lawfully, in good faith and only for its intended purpose. You must not:

• enter false information or record time for another person;
• access, or try to access, data or functions outside your role;
• bypass or interfere with security, audit, integrity or location features, or simulate your device's location;
• upload malicious code, overload the service, or test its security without our written permission;
• extract data by automated means, except through features we provide;
• upload content that is unlawful, infringes the rights of others, or harasses, threatens or discriminates against anyone;
• send advertising or other unsolicited messages.

8. Your content and attachments

You are responsible for the Content you enter or upload, including attachments used as evidence. Upload only what is necessary, and no health information or other special categories of personal data unless your Organisation asks for it through an appropriate channel and the law allows it. We do not claim ownership of your Content. You allow us to store, copy, display and transmit it only as far as needed to operate the Platform. Content in a workspace is visible to its users according to their roles.

9. Reporting illegal content and how we act

Anyone can report Content they consider illegal by writing to privacy@humanostech.com. A report should explain why the Content is illegal, say exactly where it is on the Platform, give your name and e-mail address (not required for reports of child sexual abuse material), and state that you believe in good faith that it is accurate and complete. We confirm receipt without undue delay, review the report carefully and tell you our decision and how to challenge it.

We do not monitor Content in general and do not use automated moderation. Decisions are taken by people, in a diligent, objective and proportionate way that respects everyone's rights. We may remove Content or disable access to it, restrict features, or suspend or close an account. If we do so, we will tell you, unless the law prevents it, what measure we took and its scope and duration, the reasons, the facts relied on, the legal or contractual ground and how to challenge the decision, including by replying to our message or going to court.

privacy@humanostech.com is our single point of contact for users and for authorities under the EU Digital Services Act. You can write to us in English or Estonian.

10. Location

If your Organisation uses location, the Platform may ask for your permission to record your GPS position, only when you clock in and clock out. It never tracks you continuously. Saying no, or withdrawing your permission later in the settings, never prevents you from recording your time. Details are in the Privacy Policy.

11. Notifications and electronic declarations

We send service messages in the Platform and by e-mail, and you can turn on push notifications. You can adjust optional notifications in the settings, but we always send essential messages, such as those about security or new versions of these Terms. Selecting buttons such as "I accept", "I confirm" or "Sign" is a declaration made by electronic means, and we keep a record of it.

12. Additional rules for Admins and Account Managers

If you are an Admin or an Account Manager, you act for your Organisation and you must also give each person only the access they need, access other people's data only when your duties require it, decide on requests and disputes fairly and on verifiable information, upload only documents the Organisation may use, and sign documents for the Organisation only if you are authorised to represent it.

13. Availability, support and changes

We take reasonable care to keep the Platform available, secure and working well, but we cannot promise that it will always be available or free of errors. We may interrupt it for maintenance, announced in advance where possible, or because of events outside our control. We may improve and change the Platform, but we will not significantly reduce what these Terms promise you without a valid reason and reasonable notice. For questions about how your Organisation uses the Platform, contact your Admin first.

14. Intellectual property and licence

The Platform, its software, design, names and logos belong to Humanos Tech or its licensors. We give you a personal, non-exclusive, non-transferable and free licence to use the Platform for its intended purpose while your account is active. You may not copy, modify, sell or reverse engineer the Platform, except where the law expressly allows it.

15. Privacy

How personal data is processed on the Platform, who is responsible for it and how you can exercise your rights is explained in the Privacy Policy and the Cookie and Local Storage Policy, available in the Platform.

16. Suspension and termination

• You may stop using the Platform at any time and ask for your account to be closed through your account settings or by writing to us.
• Your Organisation may deactivate your account in its workspace. If you no longer belong to any active workspace, you cannot use the Platform.
• We may suspend or restrict your access, in a proportionate way, if you seriously breach these Terms, if there is a security risk, or if the law or an authority requires it. We will tell you the reasons as described in section 9.
• We may end these Terms for other reasons, for example if we stop offering the Platform, with at least 30 days' notice.
• After your account is closed, your data is handled as described in the Privacy Policy.

17. Liability

We are liable for breaches of these Terms in accordance with the law. We are not liable for the decisions, Content or obligations of your Organisation or other users, for events outside our reasonable control, or for damage to the extent that you could reasonably have avoided it.

Where we cause damage by slight negligence, our liability is limited to damage that we foresaw or should reasonably have foreseen as a possible consequence of the breach when you accepted these Terms.

None of these limits applies to harm to life, body or health, to damage caused intentionally or by gross negligence, to liability under Article 82 of the General Data Protection Regulation, or to any other case where the law does not allow liability to be limited.

You are liable to us in accordance with the law for damage you cause by breaching these Terms.

18. Notices and contact

We send notices through the Platform or to the e-mail address of your account. You can contact us and send notices:

• by e-mail: privacy@humanostech.com
• by post: Humanos Tech OÜ, Meistri tn 6, 13517 Tallinn, Estonia

19. Governing law and disputes

These Terms are governed by Estonian law. If you are a consumer, this does not deprive you of the protection of the mandatory rules of the law of the country where you habitually reside, where those rules apply.

Please contact us first to try to solve any problem. Disputes that cannot be settled are decided by Harju Maakohus (Harju County Court) in Tallinn. If you are a consumer, you may also bring proceedings in the courts of the country where you are domiciled, we can bring proceedings against you only in those courts, and you may also contact the Estonian Consumer Disputes Committee (tarbijavaidluste komisjon), https://ttja.ee.

This section does not apply to disputes between you and your Organisation.

20. Languages

These Terms are available in Estonian, English, Spanish, Portuguese, French, Italian and German. The version that applies between you and us is the one in the language in which you accepted them, which we record. All versions have the same meaning. If there is any doubt about the meaning, the interpretation more favourable to you applies.

21. Final provisions

If any part of these Terms is invalid, the rest remains in force. We may transfer these Terms only to a company that takes over the Platform, without reducing your rights and with advance notice, after which you may close your account. Nothing in these Terms limits your rights under mandatory law.

1. About these Terms and about us

These Terms and Conditions of Use for Freelancers (the "Terms") set out the rules for using HT Vahetus (the "Platform"), a time-tracking, collaboration and document service available at https://clock.htvahetus.eu and, when published, as an app for Android and iOS.

The Platform is provided by Humanos Tech OÜ, a private limited company registered in Estonia with registry code 17179670, VAT number EE102831229 and registered address Meistri tn 6, 13517 Tallinn, Estonia ("Humanos Tech", "we", "us").

These Terms apply if your account is a freelancer account, meaning that you work with Organisations as an independent professional. Other users are covered by the general Terms and Conditions of Use.

In these Terms, "Organisation" means the company or other entity that has set up a workspace on the Platform and invited you to it. "Services Agreement" means the agreement between you and an Organisation about your services, including its annexes. "Admin" and "Account Manager" mean the users to whom an Organisation gives those roles. "Content" means anything entered or uploaded on the Platform, such as time records, requests, comments, attachments and documents.

Using the Platform is free of charge for you.

2. Who can use the Platform

You may use the Platform only if an Organisation has invited you and your account is active. You must be at least 18 years old, or otherwise legally able to provide services independently and to sign the documents presented to you.

3. Accepting these Terms and new versions

You accept these Terms by ticking the confirmation box and selecting the acceptance button after you have been able to read the full text. You cannot use the Platform without accepting the version in force, but this does not, in itself, affect any Services Agreement. We record the version, the language, the date and time, your IP address, your browser or device information (user agent) and a digital fingerprint (hash) of the exact text you accepted, and we send a copy of that text to your e-mail address.

We may publish a new version for a valid reason, such as a change in the law, security or a new feature, with a summary of the changes. You must accept it to continue using the Platform, and it never applies to you until you do. If you do not accept it, you can stop using the Platform and ask us, at privacy@humanostech.com, to close your account. Not accepting a new version never prevents you from exercising your data protection rights as described in the Privacy Policy, or from asking us or the Organisation for a copy of your signed documents. The previous version continues to apply to anything that happened while it was in force.

4. Your independent status

Your relationship with each Organisation is governed by your Services Agreement and the law that applies to it. We are not a party to that relationship and do not take decisions about it.

The Platform is a tool. Using it does not, by itself, create an employment relationship, impose working hours or place you under anyone's direction or supervision. If an Organisation uses scheduling features with you, they should reflect only what you have agreed.

Whether a relationship is in fact employment does not depend on these Terms, the title of a contract or the use of the Platform, but on what has been agreed and how the work is actually carried out (in Estonia, section 1 of the Employment Contracts Act, töölepingu seadus). If you are unsure about your situation, we recommend independent advice.

5. Recording your time

You can use the Platform to record time spent on services for an Organisation, to keep your own records and to support your invoices, as provided in your Services Agreement. An Organisation's approval of your hours or of a correction means that it agrees with the recorded hours. It is not an instruction or an assessment of your work.

If an Organisation publishes open shifts or allows shift swaps, you may request an open shift or propose or accept a swap of a shift you have agreed to, but you are never obliged to do so. Depending on the rules chosen by the Organisation, an open shift goes to the first person who asks for it or to the person chosen by an Account Manager, and a swap takes effect when the other person accepts it and, if required, an Account Manager approves it. When you propose or offer a swap, the people who can receive the shift see your e-mail address. Alerts about working hours and rest periods are information only and never stop, change or end your records.

6. Your account and security

• Your account is personal. Do not share your password, one-time codes, passkeys or sign-in devices with anyone, including your own staff or subcontractors.
• Keep your profile accurate and, if two-step verification or a passkey is required, set it up.
• Tell the Organisation and us without delay if you think someone else has used your account.
• You are responsible, in accordance with the law, for actions taken with your account where they result from your failure to keep your sign-in details secure.

7. Time records and their integrity

You are responsible for the accuracy of the time you record. Each completed record is linked to the previous ones by a cryptographic chain, so that any later alteration can be detected. Records are never overwritten: corrections go through a request that the Organisation approves or rejects, the original is kept, and an audit log shows who did what and when. To help prevent one person from recording time for another, the Platform recognises the device used to clock in and informs the Account Manager when a new device is used or one device is used by several people. This never blocks your time recording.

In the mobile app, you can clock in, take breaks and clock out even when your device has no internet connection. The record is then kept encrypted on your device and sent automatically when the connection returns, with the time of your device at the moment you made it, and it is marked as made without internet. Keep the date and time of your device correct: you are responsible for the accuracy of these records as for any other record. A record that arrives more than 72 hours late, is dated in the future or does not fit your existing records is not accepted, and you can then ask for a correction. Until it is sent, the record exists only on your device and nobody else can see it, and it is lost if you uninstall the app or clear its data before it is sent.

A flagged shift may be disputed within the period shown in the Platform. The Account Manager, or an Admin, decides and gives reasons, and an Admin of the Organisation may review that decision once, also with reasons. These decisions are the Organisation's, not ours, and we do not check whether records are correct.

8. Contracts and electronic signature

An Organisation may send you its Services Agreement and related documents, such as a data processing agreement or payment annexes, for signature on the Platform. The parties are you and the Organisation. Humanos Tech only provides the signing tool and is not a party or responsible for the content, unless Humanos Tech is itself the Organisation that contracts with you.

Before signing, you must open each document and scroll to the end, and you can download it. You sign by ticking the confirmation box and selecting the signing button. As evidence, the Platform records your account, the date and time, your IP address, your browser and device information, the confirmation text and a SHA-256 fingerprint of each document exactly as shown to you. When all parties have signed, each document receives an evidence page, and any later change would change its fingerprint.

When all parties have signed, the Platform also produces a certificate of completion. It lists each document with its fingerprint, the name, e-mail address, date and time, IP address and browser and device information of each signer, and the steps of the process (sending, opening of the documents, reminders and signatures). Both parties receive it, and it forms part of the signature evidence.

The Organisation may set a deadline for signing and send automatic reminders. If not all parties have signed by the deadline, the documents expire and can no longer be signed. Before you sign, you may decline the documents by giving a reason, which is sent to the Organisation; declined documents can no longer be signed. The Organisation may also cancel documents it has sent, for example to correct them and send them again as a new set, and you are informed when this happens.

This is a simple electronic signature within the meaning of Article 3(10) of Regulation (EU) No 910/2014 (eIDAS), not a qualified electronic signature or an Estonian digital signature (digiallkiri). Under Article 25(1) of that Regulation, it cannot be denied legal effect or be refused as evidence only because it is electronic. By signing, you confirm that you have read the documents and intend to be bound by them.

Under Estonian law, agreements for services usually require no particular form (section 77 of the General Part of the Civil Code Act, tsiviilseadustiku üldosa seadus). Where the law requires the written or electronic form (sections 78 and 80 of that Act), a simple electronic signature is not enough, and a handwritten or qualified electronic signature must be used. You and the Organisation can always agree to sign outside the Platform.

9. Access to your signed documents

While your account is active, you can read and download your signed documents, with their evidence pages and the certificate of completion, one by one or together in a single file, in the documents area of the Platform. When all parties have signed, we also send the final documents and the certificate of completion to your e-mail address. Please keep your own copy. After your access ends, you can ask the Organisation for a copy.

10. Invoicing and payments

Fees, invoices, payment methods and taxes are agreed between you and the Organisation in your Services Agreement. The Platform does not process payments, and we are not responsible for payments between you and an Organisation. Bank details and wallet addresses are not entered on the Platform. Reports of recorded hours are for information and do not replace your invoice.

11. Organisation documents

An Organisation may ask you to open documents, such as security guidelines, read them to the end and confirm. We record the date and time, your IP address, your device information and a fingerprint of the file. Confirming that you have read a document does not, in itself, add obligations beyond your Services Agreement or waive any right you have by law. The Organisation is responsible for its documents.

12. Acceptable use

You must use the Platform lawfully, in good faith and only for its intended purpose. You must not:

• enter false information or record time for another person;
• access, or try to access, data or functions outside your role;
• bypass or interfere with security, audit, integrity or location features, or simulate your device's location;
• upload malicious code, overload the service, or test its security without our written permission;
• extract data by automated means, except through features we provide;
• upload unlawful content, infringe the rights of others, harass, threaten or discriminate against anyone, or send unsolicited advertising.

13. Your content and attachments

You are responsible for the Content you enter or upload, including attachments used as evidence. Upload only what is necessary, and no health information or other special categories of personal data unless the law allows it. We do not claim ownership of your Content. You allow us to store, copy, display and transmit it only as far as needed to operate the Platform. Content in a workspace is visible to its users according to their roles.

14. Reporting illegal content and how we act

Anyone can report Content they consider illegal to privacy@humanostech.com, explaining why it is illegal and exactly where it is, giving their name and e-mail address (not required for reports of child sexual abuse material), and stating that they believe in good faith that the report is accurate and complete. We confirm receipt without undue delay, review the report carefully and give our decision and how to challenge it.

We do not monitor Content in general and do not use automated moderation. Decisions are taken by people, in a diligent, objective and proportionate way that respects everyone's rights. We may remove Content or disable access to it, restrict features, or suspend or close an account. If we do so, we will tell you, unless the law prevents it, what measure we took and its scope and duration, the reasons, the facts relied on, the legal or contractual ground and how to challenge the decision, including by replying to our message or going to court. privacy@humanostech.com is our single point of contact for users and authorities under the EU Digital Services Act, in English or Estonian.

15. Location and notifications

If an Organisation uses location, the Platform may ask for your permission to record your GPS position, only when you clock in and clock out, never continuously. Saying no, or withdrawing permission later, never prevents you from recording your time. We send service messages in the Platform and by e-mail, and you can turn on push notifications. Optional notifications can be adjusted in the settings, but we always send essential messages, such as those about security, documents awaiting signature or new versions of these Terms.

16. Availability, support and changes

We take reasonable care to keep the Platform available, secure and working well, but cannot promise that it will always be available or error-free. Maintenance is announced in advance where possible. For help, contact your Account Manager or us. We will not significantly reduce what these Terms promise you without a valid reason and reasonable notice.

17. Intellectual property and licence

The Platform, its software, design, names and logos belong to Humanos Tech or its licensors. We give you a personal, non-exclusive, non-transferable and free licence to use the Platform for its intended purpose while your account is active. You may not copy, modify, sell or reverse engineer it, except where the law expressly allows it.

18. Privacy

How personal data is processed on the Platform, who is responsible for it and how you can exercise your rights is explained in the Privacy Policy and the Cookie and Local Storage Policy, available in the Platform. Personal data you process for an Organisation as part of your services is governed by your data processing agreement with it.

19. Suspension and termination

• You may stop using the Platform at any time and ask for your account to be closed through your account settings or by writing to us.
• An Organisation may deactivate your account in its workspace. If you no longer belong to any active workspace, you cannot use the Platform.
• We may suspend or restrict your access proportionately if you seriously breach these Terms, if there is a security risk, or if the law or an authority requires it, and we will give reasons as described in section 14.
• We may end these Terms for other reasons, for example if we stop offering the Platform, with at least 30 days' notice.
• The end of your access does not, in itself, end any Services Agreement or any document you have signed.
• After your account is closed, your data is handled as described in the Privacy Policy.

20. Liability

We are liable for breaches of these Terms in accordance with the law. We are not liable for the decisions, Content, payments or obligations of an Organisation or other users, for events outside our reasonable control, or for damage to the extent that you could reasonably have avoided it.

Where we cause damage by slight negligence, our liability is limited to damage that we foresaw or should reasonably have foreseen as a possible consequence of the breach when you accepted these Terms.

None of these limits applies to harm to life, body or health, to damage caused intentionally or by gross negligence, to liability under Article 82 of the General Data Protection Regulation, or to any other case where the law does not allow liability to be limited.

You are liable to us in accordance with the law for damage you cause by breaching these Terms.

21. Notices and contact

We send notices through the Platform or to the e-mail address of your account. You can contact us and send notices:

• by e-mail: privacy@humanostech.com
• by post: Humanos Tech OÜ, Meistri tn 6, 13517 Tallinn, Estonia

22. Governing law and disputes

These Terms are governed by Estonian law. If you are a consumer, this does not deprive you of the protection of the mandatory rules of the law of the country where you habitually reside, where those rules apply.

Please contact us first to try to solve any problem. Disputes that cannot be settled are decided by Harju Maakohus (Harju County Court) in Tallinn. If you are a consumer, you may also bring proceedings in the courts of the country where you are domiciled, we can bring proceedings against you only in those courts, and you may also contact the Estonian Consumer Disputes Committee (tarbijavaidluste komisjon), https://ttja.ee.

This section does not apply to disputes between you and an Organisation, which are governed by your Services Agreement.

23. Languages

These Terms are available in Estonian, English, Spanish, Portuguese, French, Italian and German. The version that applies between you and us is the one in the language in which you accepted them, which we record. All versions have the same meaning. If there is any doubt about the meaning, the interpretation more favourable to you applies.

24. Final provisions

If any part of these Terms is invalid, the rest remains in force. We may transfer these Terms only to a company that takes over the Platform, without reducing your rights and with advance notice, after which you may close your account. Nothing in these Terms limits your rights under mandatory law.