The short version
You subscribe per employee, we run the platform. Your data stays yours and you can export it at any time. Qadra calculates payroll and flags compliance issues, but you remain the employer of record — the filings and the final decisions are yours. Either side can end the subscription at the end of a term.
01
The agreement
These terms form a binding agreement between Qadra and the organisation that subscribes to the service (“you”, “the customer”). By creating an account, signing an order form, or using Qadra, you accept them on behalf of that organisation and confirm you are authorised to do so.
Where you have signed a separate order form, master agreement or data processing agreement with us, that document controls if it conflicts with this page. Our privacy policy is incorporated by reference and forms part of this agreement.
02
Your account
You are responsible for everything done under your account. Keep credentials confidential, use multi-factor authentication where the plan supports it, remove access promptly when someone leaves, and tell us at security@qadrahr.com as soon as you suspect unauthorised access.
Accounts are for a single organisation and its group entities. Administrator seats are named — sharing one login across people breaks the audit trail and is not permitted.
03
Plans and headcount
Qadra is priced per active employee per month. An active employee is any person with a live record in your account during the billing period, whether or not they logged in. Deactivated records are not billed from the following period.
Plan features are described on the pricing page and on your order form. We may add features to a plan at any time; we will not remove a material feature from a plan you are paying for during a paid term.
04
Billing and taxes
Monthly plans are charged in advance on each renewal date. Annual plans are charged in advance for the full term. Fees are stated exclusive of VAT and any withholding or other tax, which you are responsible for on top of the fee.
Invoices are due within 14 days. If payment fails we retry and email your billing contact. If an invoice is more than 21 days overdue we may restrict administrator access, and at 45 days we may suspend the account. Employee self-service and payslip access stay available for as long as we can reasonably maintain them during a suspension.
Fees already paid are non-refundable except where these terms say otherwise. Annual customers who downgrade mid-term receive credit against the next renewal rather than a refund.
05
Acceptable use
Use Qadra to run your own HR. Do not:
- Upload data you have no lawful right to process, or enrol biometrics without first notifying the individuals concerned.
- Resell, sublicense or provide the platform as a bureau service to organisations outside your group without a written reseller agreement.
- Probe, scrape, reverse-engineer or attempt to derive the source of the platform, or benchmark it for a competing product.
- Interfere with the service, exceed documented API rate limits, or use it to transmit malware or unlawful content.
- Use attendance or location features to monitor people outside working time or beyond the sites you have configured and disclosed.
Serious or repeated breach lets us suspend the account. Where the breach is not dangerous or unlawful, we tell you and give you a reasonable chance to fix it first.
06
Your data
Everything you or your employees put into Qadra remains yours. You grant us a limited licence to host, process, transmit and display it strictly to provide and support the service, and for no other purpose.
You are the data controller for employee records; we are your processor and act on your documented instructions. You are responsible for the accuracy of what you upload and for having a lawful basis to process it. Our handling is set out in the privacy policy, and a signed DPA is available on request.
You can export your data in standard formats at any time while the account is active. On termination, export stays available for 30 days.
07
AI features
Qadra’s AI features — CV screening, attendance anomaly detection, payroll variance checks, compliance checks and document extraction — produce suggestions, scores and flags. They are decision support, not decisions.
You agree to keep a human reviewer in the loop for any outcome affecting a person’s employment, pay or standing, and not to present an AI output to an employee as a final determination. Outputs can be wrong; the evidence shown alongside them exists so you can check.
We do not use your data to train general-purpose or cross-customer models. Where a feature routes content to a third-party model provider, that provider is contractually barred from retention or training.
08
Payroll and compliance
Qadra calculates gross-to-net pay, PAYE, pension and other statutory deductions from the data and settings you configure. We keep those rules current to the best of our knowledge and update them when rates change.
You remain the employer. You are responsible for approving each payroll run before it is finalised, for the accuracy of your inputs, for remitting amounts to the relevant authorities, and for your own filings. Qadra is software, not a tax adviser, accountant or legal adviser, and nothing in the product is professional advice.
Compliance checks and calendar reminders are a prompt, not a guarantee of compliance. Where a calculation error is caused by a defect in our software rather than your inputs, we will correct it and support your remediation.
09
Availability and support
We target 99.9% monthly uptime, excluding scheduled maintenance announced at least 48 hours ahead and events outside our reasonable control.
Credits are applied to your next invoice on request within 30 days of the affected month, and are the sole remedy for downtime. Support hours and response targets depend on your plan; payroll-blocking issues are treated as urgent on every plan.
10
Third parties and devices
Qadra integrates with banks, payment processors, external attendance devices and other third-party systems. Those services are governed by their own terms and we are not responsible for their availability, accuracy or acts.
Where you connect an external attendance device, you are responsible for its purchase, installation, physical security and lawful use. We support the documented integration; we do not warrant third-party hardware.
11
Intellectual property
Qadra, its software, models, documentation, brand and design remain ours. You get a non-exclusive, non-transferable right to use the service during your subscription, and nothing more.
If you send us feedback or feature ideas, we may use them freely without obligation or payment. We will not identify you as the source without your permission.
12
Warranties
We warrant that we will provide the service with reasonable skill and care, in line with the documentation, and that we have the right to grant the licence in section 11.
Beyond that, and to the extent the law allows, the service is provided as is. We do not warrant that it will be uninterrupted, error-free, or that any AI output, calculation or compliance flag will be complete or correct in every case.
13
Liability
Neither side is liable for indirect or consequential loss, loss of profit, revenue, goodwill or anticipated savings.
Each side’s total liability under this agreement in any twelve-month period is capped at the fees you paid us in the twelve months before the claim arose.
Nothing here limits liability for fraud, wilful misconduct, death or personal injury caused by negligence, or anything else that cannot lawfully be limited. You indemnify us against third-party claims arising from data you uploaded without a lawful basis or from your use of the service in breach of section 5.
14
Term and termination
Subscriptions run for the term on your order form and renew automatically for the same length unless either side gives notice: 7 days before renewal on monthly plans, 30 days on annual plans.
Either side may terminate for material breach that is not cured within 30 days of written notice. We may suspend immediately where use is unlawful, endangers the platform, or an invoice is severely overdue as described in section 4.
On termination your account moves to export-only for 30 days, after which we delete data on the schedule in the privacy policy. If we terminate for convenience, we refund fees covering the unused remainder of your term.
15
Changes to these terms
We may update these terms as the product and the law change. For material changes we email account administrators at least 30 days before they take effect. If a change materially disadvantages you, you may terminate before it applies and we refund the unused portion of a prepaid term. Continued use after the effective date means acceptance. Price changes never apply mid-term.
16
Governing law and disputes
This agreement is governed by the laws of the Federal Republic of Nigeria. Talk to us first — most disputes end in a call. If one does not, it goes to the courts of Lagos State, unless both sides agree in writing to arbitration in Lagos under the Arbitration and Mediation Act 2023. This agreement, together with any order form and DPA, is the whole agreement between us.