Terms of Service

Legal terms for using OneHRIS

OneHRIS Terms of Service

Last Updated: September 22, 2026

1. Agreement to Terms

By accessing and using OneHRIS, a product of One PHP Technology, you agree to be bound by these Terms of Service and all applicable laws and regulations. In these Terms, "we", "us" and "our" mean One PHP Technology, the legal entity that provides OneHRIS. If you do not agree with any of these terms, you are prohibited from using or accessing this service.

2. Service Description

OneHRIS provides cloud-based Human Resource Information System (HRIS) and payroll management software tailored for Philippine businesses, including:

  • Digital 201 file management
  • Automated payroll processing
  • Time and attendance tracking
  • Leave management
  • Government compliance reporting (BIR, SSS, PhilHealth, Pag-IBIG)

3. Plans, Pricing and Billing

3.1 Plans. OneHRIS is offered in three plans: Essential (free, for up to 20 employees, with limited features), Pro, and Enterprise. Current plan limits, features and rates are published on our Pricing page, which forms part of these Terms.

3.2 Taxes. All prices are exclusive of value-added tax (VAT) and any other applicable taxes, which are charged in addition where applicable.

3.3 Subscription term. Essential has no minimum term. Subscription terms for Pro and Enterprise are agreed with you in writing when your plan is confirmed.

3.4 Billing. Cloud SaaS billing is monthly or annual. Your tier is confirmed with you before any charge is made.

3.5 Add-ons. Optional add-ons, such as the ARIA AI Assistant, Performance Management, the Applicant Tracking System and the Support Plan, are priced as published on our Pricing page or as agreed with you. Some add-ons are included in Enterprise, as described on the Pricing page.

3.6 Applicant Tracking System. The Applicant Tracking System is charged as a one-time fee at the rate published on our Pricing page or agreed with you, and gives you the right to use the module during your subscription. This fee is non-refundable once the module is activated, except as required by law or agreed in writing. If your subscription ends, access to the module ends and your applicant data is handled under Section 7.

3.7 ARIA AI Assistant. ARIA generates answers using artificial intelligence and may be incomplete or inaccurate. You must verify ARIA output before relying on it for payroll, legal or employment decisions, and you remain responsible for decisions made using it. ARIA may use third-party AI service providers to process your queries, as described in our Privacy Policy.

3.8 Support. Unless you have the Support Plan, support is provided on a self-service basis and no response-time commitment applies. The Support Plan is optional on Pro and included in Enterprise. Its service level is agreed with you in writing and may differ between customers.

3.9 Written agreements. Where you and One PHP Technology have signed an order form or other written agreement, its terms prevail over these Terms and over the Pricing page to the extent they differ.

3.10 Self-hosted license. Pro and Enterprise are also available as a one-time perpetual license for self-hosted deployment. That license is governed by a separate license agreement.

3.11 Price changes. We may change our published prices for cloud subscriptions by giving you at least 30 days' advance written notice. If you have a specific written agreement with a subscription term, a price change takes effect at the end of the then-current term and does not apply during the term unless your agreement says otherwise.

4. User Responsibilities

You agree to:

  • Provide accurate and up-to-date information
  • Maintain the security of your account credentials
  • Use the service in compliance with Philippine labor laws
  • Not misuse or attempt to circumvent the service
  • Ensure employee data is collected with proper consent

5. Data Accuracy and Compliance

While OneHRIS provides tools for Philippine labor law compliance, you are responsible for:

  • Verifying the accuracy of all payroll calculations
  • Ensuring compliance with specific industry or company requirements
  • Filing government reports in a timely manner
  • Maintaining proper employment documentation

6. Service Availability

We strive for 99% uptime but do not guarantee uninterrupted service. Scheduled maintenance will be announced in advance. We are not liable for any losses resulting from service downtime.

7. Data Ownership, Retention and Deletion

You retain ownership of all data you input into OneHRIS.

Retention period. The data retention period included with your plan is described on our Pricing page. When records pass that period they are deleted. Daily time records are deleted automatically at the end of the retention period. For payroll records, we give you 30 days before deletion, so you can export them.

Your records. You are responsible for keeping copies of any records that you are required by law to retain.

Cancellation. Upon cancellation, you may export your data. We will retain your data for 30 days after cancellation, after which it may be permanently deleted.

8. Limitation of Liability

One PHP Technology shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the service. Our total liability shall not exceed the amount you paid us in the 12 months before the claim.

9. Cancellation and Early Termination

9.1 Cancellation. You may cancel your subscription at any time by written notice. Cancellation takes effect at the end of your current billing period or, if you have a subscription term, at the end of that term, unless you terminate early under Section 9.2.

9.2 Early termination. You may terminate a Pro or Enterprise subscription before the end of its subscription term, other than under Section 9.3, by giving us at least thirty (30) days' prior written notice. Upon such termination, you agree to pay all fees due up to the termination date, and an early termination fee equal to the greater of (a) the fees for the remainder of the then-current subscription term, or (b) 30% of the total contract value for that term. The early termination fee is a genuine pre-estimate of our loss and not a penalty.

9.3 Termination for cause. Either party may terminate on written notice if the other commits a material breach and does not remedy it within 30 days of written notice. If you terminate because of our uncured material breach, no early termination fee applies and we will refund prepaid fees for the period after termination. We may suspend or terminate your access for non-payment after notice.

9.4 Effect of termination. Your data is handled under Section 7. Fees paid are otherwise non-refundable, and no partial refunds are issued for unused days within a billing period. Refunds, if applicable, are handled on a case-by-case basis at our discretion.

10. Changes to Terms

We reserve the right to modify these terms at any time. Material changes will be notified via email. Continued use of the service after changes constitutes acceptance of the new terms.

11. Governing Law

These terms are governed by the laws of the Republic of the Philippines. Any disputes shall be resolved in Philippine courts.

12. Alerts and Notifications

Features such as Emergency Alerts, safety check-ins and Work Suspension Notices send push and email notifications. They are tools to help you communicate with your employees. They are not an emergency service, and delivery is not guaranteed, for example because of device, network or email delivery issues. You remain responsible for the safety of your employees and for decisions such as declaring a work suspension and how it is paid.

13. Contact Information

For questions about these Terms of Service:

One PHP Technology
Email: support@onephp.technology
Website: onephp.technology