Terms of Service

Last updated: 20 October 2026

1. The agreement

These terms are an agreement between Newployee OÜ (registry code 17073210, Viru väljak 2, 10111 Tallinn, Estonia) ("Newployee") and the organisation that creates a Newployee workspace ("Customer"). The person who signs up confirms they may accept these terms for the Customer.

2. The service

Newployee provides a web application for planning and tracking employee onboarding and offboarding, with actions, approvals, reminders, surveys and reports, and optional integrations. We may improve and change features; we will not remove core features without reasonable notice.

3. Accounts and access

• The Customer controls who gets access and at which access level.
• Users keep their sign-in details private and tell us about any misuse.
• The Customer is responsible for what its users do in its workspace.

4. Customer data

• Data the Customer puts into Newployee stays the Customer's.
• We use it only to provide the service, as described in the Privacy Policy and in section 4a below.
• The Customer is responsible for having a lawful basis to put its employees' data into Newployee, and for informing them.

4a. Processing personal data for the Customer

For personal data the Customer puts into Newployee, the Customer is the controller and Newployee is the processor (GDPR article 28). Newployee:

• processes it only to provide the service and on the Customer's documented instructions, which these terms and the Customer's settings in Newployee are;
• makes sure everyone who can access it is bound to confidentiality;
• keeps it secure, as described in the Privacy Policy;
• uses only the types of sub-processors described in the Privacy Policy, gives the Customer the current list by name on request, and tells the Customer before adding or replacing one so the Customer can object;
• helps the Customer answer people's requests about their data and meet its own security and breach duties;
• tells the Customer without undue delay after becoming aware of a personal data breach affecting its data;
• deletes or returns the data when the agreement ends, as set out in section 9;
• gives the Customer the information needed to show these duties are met.

A Customer that needs a separately signed data processing agreement can ask at hello@newployee.com.

5. Acceptable use

Do not use Newployee to break the law, upload malicious files, try to get into other workspaces, overload the service, or copy or resell it.

6. Fees

Plans and prices are listed at newployee.com/pricing, unless the Customer has an order form or quote with Newployee, which then applies. Fees are charged in advance for each billing period and do not include taxes where taxes apply. If a payment is more than 14 days late, Newployee may suspend access after giving the Customer notice; the Customer's data is kept during a suspension.

7. Third-party services

Integrations such as Slack, Microsoft Teams, Google, Microsoft and PandaDoc are run by those companies under their own terms. Turning one on lets Newployee exchange the data it needs with that service.

8. Availability and support

We work to keep Newployee available and secure, but do not promise it will be uninterrupted, and planned maintenance is announced in advance where possible. Support is available at hello@newployee.com. Response times and availability commitments are those in our Service Level Agreement, where one applies; otherwise we respond within a reasonable time.

9. Ending the agreement

The Customer can stop using Newployee at any time. Either side can end the agreement if the other seriously breaks it. After it ends, the Customer can ask for an export of its data within 30 days; we then delete it as set out in the Privacy Policy.

10. Liability

Newployee is provided as described in these terms. Apart from what these terms say, Newployee gives no other promises about the service, to the extent the law allows.

Neither side is liable for indirect or consequential loss, lost profits, lost revenue or lost business. Each side's total liability under these terms in any 12 months is limited to the fees the Customer paid Newployee in the 12 months before the event that caused the claim.

These limits do not apply to liability for intentional or grossly negligent breach, for death or personal injury, to the Customer's duty to pay fees, or where the law does not allow liability to be limited.

11. Law and disputes

These terms are governed by the laws of the Republic of Estonia, and Harju County Court (Harju Maakohus) in Tallinn has jurisdiction, unless the law gives a consumer the right to use their own courts.

12. Changes

We will tell workspace admins at least 30 days before material changes take effect.