Clear terms. Informed choices.

Portal Terms

Your agreement with WellSpoke HR

These Portal Terms govern use of the WellSpoke HR client portal and its connected mobile experience. They apply to owners, administrators, clients and team members. Each person must accept the current version using their own account before accessing workspace features. Public information and the policies remain available without an account. A separately signed service agreement continues to govern the services and commercial arrangements it covers; these terms do not silently change that agreement.

Accounts and workspace authority

Provide accurate account information, use a unique password and protect your sign-in credentials and authentication codes. Do not share accounts. Only invite people or act for an organization when authorized. Workspace administrators are responsible for access permissions, appropriate workplace notices and the information they and their team upload. Tell WellSpoke HR promptly if you suspect unauthorized access. Permissions can limit what you see or do; a visible feature does not authorize access to someone else's records.

Your 14-day trial

A public trial begins when you verify your email and finish creating your workspace. It runs for 14 days. No payment card is required and the trial does not automatically charge you or create a paid subscription. Your account shows the trial end date. Access is restricted after expiry unless continued service or an extension is approved. Trials cover available portal functionality, subject to role, workspace permissions, configuration, connected services and device compatibility. Advisory services, payment processing and paid plans are arranged separately. Do not create duplicate accounts to evade trial limits.

Services, payments and subscriptions

Review the amount, currency, payment method, recurrence and due date before authorizing a payment or subscription. Where applicable, invoices are due within seven days of receipt unless another written arrangement applies. Recurring charges require a separately authorized billing arrangement; accepting these terms alone does not authorize card storage or recurring payments. Stripe, Square and other connected providers have their own terms and may charge processing, conversion or service fees. Displayed currency estimates can differ from the final checkout amount. Contact WellSpoke HR about portal billing, cancellation or a disputed charge; contact the relevant workspace for purchases and expenses it manages. Stopping use does not cancel an existing agreed payment obligation.

Records, payroll and business decisions

The portal helps organize HR requests, recruitment, attendance, leave, incidents, projects, KPIs, payroll records, expenses, sales and reports. You remain responsible for checking records, calculations, exports and decisions before relying on them. Payroll registers and financial synchronization do not by themselves remit wages, taxes or statutory deductions. Employers remain responsible for lawful pay, employment decisions and correcting missing or inaccurate time records. Portal limitations do not remove employee entitlements.

Documents and electronic signatures

Upload only material you are authorized to share. Review the complete agreement before signing, sign only in your own identity or with valid authority, and keep a copy of signed records. Signature events and associated records may be retained to evidence an agreement. A signature does not confirm the legal suitability of a document or replace requirements for witnesses, special execution or another signature method where those apply. Scan status is an additional safeguard, not a guarantee that a file is harmless.

Messages, meetings and notifications

Use communications respectfully and lawfully. Do not upload malicious content, harass others, attempt unauthorized access or use the portal for spam. Verify recipients before sharing confidential information. Messages and replies may be delivered by email and may appear in notifications outside the portal. Meetings depend on the connected provider; external attendees may join through a provider link without a portal account. Do not rely on portal alerts for emergencies, guaranteed delivery or statutory deadlines.

Help and optional AI

Searchable portal help and optional on-device AI provide guidance, not legal, payroll or professional advice. AI output can be inaccurate or outdated; verify it against the actual interface and seek qualified advice when needed. Compatible hardware, browser support and a model download may be required. Do not enter confidential personal or business information into help prompts. Connecting or enabling an optional service may involve separate provider terms.

Availability, suspension and ending access

Features may change as the platform develops. WellSpoke HR may restrict access for trial expiry, agreed unpaid charges, security incidents or misuse, and may maintain or update the service. Contact support if a restriction appears incorrect or you need access to your records. Export records you need before ending your service and arrange account closure and data handling with your workspace administrator or WellSpoke HR. No service is guaranteed to be uninterrupted or error-free. Nothing in these terms excludes rights or responsibilities that cannot lawfully be excluded.

Updates and questions

Changes that affect portal use, data handling, integrations or commercial disclosures must be reviewed with the relevant release. Revised policies carry a version, effective date and summary. You must review and accept the current Portal Terms and acknowledge the Privacy Policy before continuing when the policy version or content changes. We do not treat continued use alone as acceptance. New optional uses of personal information require a separate choice where applicable. If you do not agree, sign out and contact alex@wellspokehr.com to discuss access, records or closure. These Portal Terms apply to the portal; separately published policies for other WellSpoke HR services remain available from the company website.

Privacy Policy

Scope and who handles your information

This notice explains how WellSpoke HR handles personal information through the client portal and connected mobile experience. WellSpoke HR manages platform accounts, security and its own client relationship. A client organization determines how its workspace is used for its staff, candidates and customers. For workspace records, contact that organization first; you can also contact WellSpoke HR at alex@wellspokehr.com. Accepting the Portal Terms and acknowledging this notice does not provide blanket permission for unrelated marketing or optional processing.

Information used to provide the portal

Depending on the features used, records may include names, email addresses, company and contact details; account roles and preferences; password hashes, authentication settings and sessions; candidate resumes; HR requests, leave and incident reports; documents and signatures; messages, recipients and attachments; meetings and bookings; projects, tasks and KPI targets and actuals; customer and sales records; payroll, expenses, invoices and payment status. Information can come from you, authorized workspace users and services the workspace connects. Submit only what is needed and ensure you have authority to provide other people's information.

Purpose and essential processing

We use relevant information to create and secure accounts, provide workspace functions, share records with authorized recipients, send service and security communications, process authorized transactions, troubleshoot problems, prevent misuse and meet applicable legal obligations. Trial requests use email verification and temporary request limits to reduce abuse. Policy acceptance records identify the account, exact policy version and content, and acceptance time. They are used to document the agreement and administer access.

Visibility within a workspace

Workspace administrators and users with the required clearance can view and manage information within their permissions. Authorized platform administrators may access client workspaces to provide service, support and administration. A conversation described as private is restricted by portal permissions; it is not a promise of secrecy from authorized administrators or recipients. Verify who can access a record before sharing it. Downloads, exports, email copies and screenshots can leave the portal and are then subject to the recipient's controls.

Attendance, network and activity records

When time tracking is used, records can include clock-in, break and clock-out times, adjustments and explanations. If a workspace enables network restrictions, IP addresses and administrator-assigned location names may be associated with attendance and network checks. An IP or network location label is not continuous GPS tracking. Security and activity records may include account identifiers, event times, request or device details and relevant IP information. Workspace administrators are responsible for explaining workplace monitoring and using attendance information lawfully.

Service providers and connected accounts

Portal infrastructure uses providers such as Vercel for hosting and file storage, Neon for database services, Cloudflare for network services and Zoho or the configured email service for delivery. Files submitted for malware scanning may be processed by Cloudmersive. Where connected, Stripe or Square process payment information and provide transaction or financial records; Square connections may also synchronize authorized team and timecard information. Zoom processes meeting and participant information. Providers receive information needed for their role and may operate outside your country, where different laws and lawful access rules apply. Connected providers also publish their own privacy notices. Connecting a service authorizes the selected workflow, not unrestricted sharing with every provider.

Payments and messages outside the portal

Payment details are entered through the relevant payment provider's supported flow. The portal can retain provider identifiers, payment status, receipts and limited card details such as brand and last four digits; it does not ask users to place full card numbers or security codes in messages or documents. Service emails may contain names, meeting details, payment information or message content. Email recipients, mail providers, notification previews and external meeting attendees may receive that information outside portal access controls.

Cookies, local storage and optional AI

The portal uses session cookies and browser storage for sign-in, preferences, application caching and supported features. The mobile web app can cache interface resources. Optional on-device AI downloads model and software resources from external hosts and runs supported generation in your browser. Resource hosts receive ordinary connection information when downloads occur. The current on-device helper does not send your prompts to a hosted AI generation service; this does not apply to a separate service you choose to use. Model files may remain cached on your device. You can clear browser storage to remove local caches, which also resets saved settings and may sign you out. Do not use a shared device without protecting your session.

Retention, deletion and safeguards

Information is retained for the service, relevant records obligations, security and dispute handling, with deletion or de-identification when no longer needed. Retention varies by record type, workspace instructions and applicable requirements. Trial expiry restricts access and does not immediately delete workspace records. Unverified expired trial requests are cleaned up by the signup process. Ask your workspace administrator or WellSpoke HR about exports, correction, retention or deletion; account closure does not necessarily erase records that must be retained. Backup and provider copies may remain until their applicable deletion cycles. Access controls, authentication and file scanning where configured reduce risk, but no system can eliminate unauthorized access or disclosure. We assess security incidents and provide notifications where required.

Your choices and requests

You may request access to or correction of your personal information, ask about its use or disclosure, and request deletion or withdraw consent where applicable. We may need to verify identity and authority, and explain any legal or operational limits. Contact your workspace administrator for records they control or email alex@wellspokehr.com. Optional integrations and notifications can be managed through available settings; essential account, security and service communications may still be necessary while you use the service. Raising a concern does not require accepting a new policy. You may also contact the privacy regulator responsible for your jurisdiction.

Policy changes

The current version, effective date and change summary appear here. Releases that change data handling require a policy review. Revised policy content requires a fresh acknowledgement before you continue using workspace features. Historical accepted versions are retained with acceptance records. A policy update does not retroactively authorize a new use of information; we will seek additional consent where required and provide separate choices for optional processing.