Terms of Service

1. Parties, acceptance, and contract structure

These Terms form a legally binding agreement between you and KPILoop.com — Tech and Administration Services ('KPILoop', 'we', 'us', or 'our'), located at RURI2795 Riyadh, Al Remal, Kingdom of Saudi Arabia. By creating an account, activating a trial, purchasing a plan, or using KPILoop in any way, you confirm that you have read, understood, and agreed to these Terms.

If you accept these Terms on behalf of a company, government body, nonprofit organization, or another legal entity, you represent that you have authority to bind that entity. In that case, 'you' means both the individual accepting and the represented entity. If you do not have authority, you must not complete registration or use the service in a representative capacity.

These Terms operate together with our Privacy Policy, Cookie Policy, GDPR notice, Refund Policy. For enterprise customers, a signed order form or master service agreement may supplement these Terms. If there is a direct conflict, a negotiated signed agreement controls for the specific customer relationship.

2. Service overview and intended use

KPILoop is a cloud-based KPI tracking and performance management platform. Core capabilities include role-based dashboards for administrators, managers, employees, and executives; KPI cycle setup and tracking; score computation and trend reporting; cross-team comparison views; and AI-assisted summaries and recommendations delivered through Google Gemini integrations.

The service is intended for lawful organizational use. It is not designed as a consumer entertainment product, social network, or unrestricted content hosting platform. You agree to use the service in ways that are proportionate to business goals such as goal-setting, KPI visibility, organizational alignment, and performance reporting.

We may improve or evolve product functionality over time. This can include interface updates, API adjustments, model upgrades, security hardening, reliability tuning, and deprecation of low-usage features. We will act in good faith to avoid unreasonable disruption and to preserve core business use.

3. Eligibility and account registration

You must be legally capable of entering contracts and must provide accurate registration information. Account data must remain current, complete, and truthful. You are responsible for any activity performed through your credentials and for maintaining the confidentiality of account access details.

Organizations using KPILoop are responsible for controlling user provisioning, role assignments, and manager permissions. Administrator accounts hold elevated rights and must be managed with strong internal controls, including least-privilege assignment, periodic review of dormant users, and removal of access after role changes.

If you suspect unauthorized access, you must notify us without delay at support@kpiloop.com. We may suspend accounts or force credential resets to protect service integrity.

4. Customer responsibilities for data and decisions

KPILoop provides tools to organize performance data. The customer organization decides how KPIs are defined, weighted, interpreted, and applied in HR, compensation, or promotion workflows. You are responsible for validating inputs, review quality, process fairness, and legal compliance for your employment context.

You agree not to use KPILoop as the sole determinant for high-impact employment outcomes. AI-generated suggestions and analytics are support tools. They are not autonomous decision engines and should be reviewed by qualified personnel with appropriate organizational context.

You are also responsible for obtaining any internal notices, consents, or policy approvals required to collect and process employee data through the platform.

5. License grant and permitted use

Subject to these Terms and timely payment of applicable fees, KPILoop grants you a limited, non-exclusive, non-transferable, revocable right to access and use the service during the subscription term for your internal business operations.

Permitted use includes:

• Setting KPI frameworks and publishing them to authorized teams.
• Collecting periodic progress updates and manager assessments.
• Using dashboards and reports to monitor alignment and outcomes.
• Using AI features to summarize performance trends and draft guidance.

Except as expressly allowed, you may not:

• Resell, sublicense, rent, lease, or provide the service as a bureau to unrelated third parties.
• Reverse engineer or attempt to extract source code except where mandatory law allows it.
• Disable technical controls, probe vulnerabilities, or interfere with service operations.
• Use the platform to store unlawful, defamatory, fraudulent, or malicious content.
• Use bots to scrape data in ways that exceed documented interfaces or customer rights.

6. Trial terms and subscription activation

KPILoop offers a 14-day free trial. Trial access is provided for evaluation and onboarding only. During trial, some capacity limits or feature restrictions may apply. We may modify or discontinue trial access at any time where necessary for security, abuse prevention, or infrastructure stability.

At the end of trial, continued use requires activation of a paid subscription through available checkout flows. If no paid subscription is activated, trial accounts may lose access to paid capabilities and may be deactivated after an inactivity period.

The trial is the mechanism provided for product evaluation. As stated in our Refund Policy, paid charges are generally non-refundable.

7. Fees, billing, and payment processing

Subscription fees are shown during purchase or in your order documentation. By subscribing, you authorize KPILoop and its payment processor, Moyasar, to charge applicable fees, taxes, and recurring amounts associated with your selected plan.

Billing cycles may be monthly or annual depending on the selected plan. You are responsible for maintaining valid payment credentials and up-to-date billing contact information. Failed charges may trigger retries, access limitations, or suspension until payment is resolved.

If taxes are required by law, they may be added to the subscription amount unless a valid exemption is provided before invoicing. Payment processing terms may include additional controls by Moyasar, including anti-fraud, authentication, and transaction validation checks.

8. No-refund policy and billing disputes

KPILoop follows a no-refund policy after successful paid subscription charges. Customers are expected to evaluate the service during the 14-day free trial before committing to paid use. This approach supports clear pricing and predictable capacity planning across customer environments.

If you believe a billing error occurred, you must notify us at support@kpiloop.com with transaction details, account identifier, and a concise description of the issue. We will review good-faith disputes and provide response timelines. Filing an unjustified chargeback without attempting direct resolution may result in account suspension.

Full details are available in the Refund Policy.

9. Customer data ownership and KPILoop rights

As between you and KPILoop, you retain ownership of customer-provided content and KPI-related data you submit to the service. You grant KPILoop a limited license to host, process, transmit, back up, and display that data solely to provide the service and fulfill support, security, and contractual obligations.

KPILoop retains all rights, title, and interest in the platform, software code, service architecture, product interfaces, trademarks, and related intellectual property. No rights are granted except those expressly stated in these Terms.

We may use de-identified and aggregated usage information to improve reliability, measure feature quality, and guide roadmap decisions, provided such information cannot reasonably identify an individual customer or person.

10. Acceptable use and prohibited conduct

You agree not to use KPILoop in a way that harms service availability, security, legal compliance, or rights of others. Prohibited conduct includes but is not limited to:

• Uploading malware, exploit code, or scripts designed to disrupt service function.
• Attempting to gain unauthorized access to other customers, accounts, or infrastructure.
• Using scraped or unlawfully obtained personal data sets for KPI scoring.
• Entering discriminatory or unlawful content intended to support biased employment outcomes.
• Using service outputs to harass, defame, retaliate against, or unfairly target individuals.
• Violating export, sanctions, anti-corruption, or other applicable legal restrictions.

We may investigate and take appropriate action in response to violations, including content removal, account suspension, and referral to authorities where required.

11. AI outputs, model behavior, and responsibility

KPILoop AI features use Google Vertex AI (Gemini models, us-central1 region) to generate summaries, trend explanations, and draft performance recommendations. AI outputs may contain inaccuracies, omissions, or context mismatches. You are responsible for reviewing outputs before acting on them and for ensuring outcomes comply with your legal, HR, and ethical standards. Consistent with GDPR Article 22, AI outputs are not used for solely automated decisions that produce legal or similarly significant effects on individuals.

You must not treat generated text as legal advice, accounting advice, or binding HR policy without review by qualified professionals. You must not input confidential third-party data into prompts unless you have a legal basis and authority to process that data. Organization administrators may disable AI processing for the organization at any time from the organization settings page; once disabled, no further AI calls are made for that organization.

We may implement safeguards such as request filtering, usage monitoring, moderation checks, and prompt logging to reduce misuse and to maintain reliable service quality. AI request and response data is cached for up to 24 hours to improve latency and reduce cost; operational AI logs are retained for up to 30 days.

12. Privacy, security, and data processing roles

Privacy handling is described in detail in our Privacy Policy. Depending on context, KPILoop acts as controller for account, support, and billing records, and as processor (on behalf of the customer organization) for employee performance data. When KPILoop acts as processor, it does so under the customer's documented instructions and the Data Processing Addendum (DPA) referenced from the Privacy Policy, which incorporates the EU Standard Contractual Clauses (Modules 2 and 3) for international transfers where applicable. Customers act as controllers for employee data and are responsible for lawful basis, employee notices, and internal policy alignment.

We use Google Cloud (Firebase services in the nam5 multi-region and Vertex AI in us-central1) for hosting, processing, and AI inference; Moyasar (Saudi Arabia) for payment processing; Sentry (EU region) for consent-gated error monitoring; and SendGrid (United States) for transactional email. A current list of sub-processors is published at https://kpiloop.com/legal/sub-processors and customers receive at least 30 days' notice of material sub-processor changes. We implement technical and organizational measures designed to protect confidentiality, integrity, and availability of customer data, and we support data subject requests (access, rectification, erasure, portability, restriction, and objection) submitted through the in-product privacy controls or by emailing privacy@kpiloop.com, with responses provided within 30 days.

Users in Europe or those handling EU personal data should review our GDPR notice.

13. Availability, maintenance, and support

We aim to maintain a reliable production service environment but do not guarantee uninterrupted operation. Temporary downtime may occur for planned maintenance, emergency patching, provider outages, or events outside reasonable control.

Support requests can be submitted to support@kpiloop.com. Response times may vary by plan, issue severity, and operational volume. We prioritize incidents that materially affect account access, payment continuity, or data integrity.

14. Third-party services and dependencies

Certain service components rely on third-party technology providers, including Google Cloud and Moyasar. We select providers based on capability and reliability, but we cannot fully control external networks, infrastructure incidents, or changes in third-party policy.

Your use of third-party features may be subject to additional terms from those providers. KPILoop is not responsible for third-party products that are outside our direct operational control.

15. Confidentiality

Each party may receive confidential information from the other party in connection with service use. Confidential information includes non-public technical, financial, business, and operational information disclosed in written, visual, or oral form and reasonably understood to be confidential.

The receiving party must protect confidential information with reasonable care, use it only for the permitted business purpose, and not disclose it to unauthorized parties. These obligations do not apply to information that is publicly available without breach, already known without duty of confidence, or independently developed without use of confidential material.

16. Intellectual property and feedback

KPILoop and its licensors own all rights in the service software, content templates, interaction design, and platform materials, except for customer-owned data. Customer logos or marks used for account setup or customer references remain owned by the customer unless separately licensed.

If you provide suggestions, feature ideas, or product feedback, you grant KPILoop a non-exclusive, worldwide, royalty-free right to use and implement that feedback without obligation to compensate you.

17. Suspension and termination

You may stop using the service at any time. We may suspend or terminate access for material breach, non-payment, abuse, legal violations, security threats, or risk to service stability. Where reasonably practicable, we will provide notice and an opportunity to cure before termination.

On termination, your right to access the service ends. Subject to contract terms and legal obligations, we may provide a limited post-termination export window for customer data. We may retain records required for legal compliance, dispute resolution, fraud prevention, or financial reporting.

18. Warranties and disclaimers

KPILoop warrants that it will provide the service with reasonable care and skill consistent with common SaaS operational practices. Except as expressly stated, the service is provided on an "as is" and "as available" basis.

To the maximum extent permitted by law, we disclaim implied warranties including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that service operation will be uninterrupted, error-free, or fully immune from evolving security threats.

19. Limitation of liability

To the maximum extent permitted by applicable law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost goodwill, lost data value, or business interruption, even if advised of the possibility of such damages.

Subject to non-excludable obligations, each party's aggregate liability arising from or related to these Terms is limited to the amount paid or payable by you to KPILoop for the service during the 12 months preceding the event giving rise to liability.

Some jurisdictions limit liability exclusions. Where mandatory law applies, exclusions and limits operate only to the extent allowed by that law.

20. Indemnification

You agree to defend, indemnify, and hold harmless KPILoop, its affiliates, and personnel from claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from your unlawful use of the service, violation of these Terms, violation of rights of others, or customer content that infringes law or third-party rights.

KPILoop will provide prompt notice of covered claims and reasonable cooperation. You may not settle claims in a manner that imposes obligations on KPILoop without prior written consent.

21. Governing law and dispute resolution

These Terms are governed by the laws of the Kingdom of Saudi Arabia, without regard to conflict-of-law rules. The competent courts in the Kingdom of Saudi Arabia have jurisdiction over disputes not resolved by informal negotiation.

Before initiating formal proceedings, each party agrees to attempt good-faith resolution through written notice and direct discussion for at least 30 days, unless urgent injunctive relief is required to prevent irreparable harm.

22. Export controls and sanctions compliance

You represent that you are not prohibited from receiving the service under applicable export control, sanctions, or trade restriction laws. You may not use or export service materials in violation of such laws, and you agree to comply with legal restrictions applicable to your jurisdiction and industry.

23. Assignment and subcontracting

You may not assign or transfer these Terms without prior written consent from KPILoop, except in connection with a merger or sale of substantially all relevant assets where the successor agrees to be bound by these Terms. We may assign these Terms as part of corporate restructuring, merger, acquisition, or sale.

We may engage subcontractors and subprocessors to operate service components, provided we maintain responsibility for their performance in accordance with these Terms and applicable law.

24. Notices and communications

Legal and operational notices may be provided through email, in-app notification, billing portal message, or publication on our legal pages. You are responsible for maintaining current contact details in your account.

For legal notices to KPILoop, contact details are: KPILoop.com — Tech and Administration Services, RURI2795 Riyadh, Al Remal, Kingdom of Saudi Arabia, or email support@kpiloop.com for routing.

25. Changes to these Terms

We may update these Terms to reflect legal requirements, technical changes, security controls, product evolution, or operational needs. When updates are material, we will revise the "Last updated" date and provide reasonable notice through one or more communication channels.

Continued use of KPILoop after updated Terms become effective constitutes acceptance of the revised Terms. If you do not agree to revised Terms, you must stop using the service before the effective date.