Terms of Use

GENERAL

The My Hours service is provided online by Spica International d.o.o. (Spica) who is also the owner of the My Hours website www.myhours.com, its contents and the software application.

By accepting these Terms of Use, users are granting Spica permission to collect, store, process and use their personal data to the extent and for the purposes as stated here. The acceptance of this Terms of Use constitutes the written agreement which is legally binding for both parties and valid until it is terminated by one of the parties.

Spica is reserving the right to amend or change the terms of use without prior notice. Spica will however take reasonable steps to inform users about any such change and provide the easy-exit procedure in case of users wishing to terminate the agreement and leave the service at any time, for any reason.

Spica is not responsible for the service unavailability, data errors, inaccuracies or for any consequential damage caused by the use, or inability to use the service.

 

PERSONAL INFORMATION AND PRIVACY

My Hours collects personal information from its users and as a service, allows users to collect personal information of other users. According to EU regulation regarding personal data (GDPR) Spica is the processor of the personal data managed by My Hours and the User is deemed the controller. Furthermore, these Terms of Use are deemed the Data Processing Agreement required by the regulation. In case the User requires the agreement in a classic paper format signed and dated by both parties, the paper version will be provided on request.

My Hours processes all the collected personal information in accordance with General Data Processing Regulation (GDPR) and other applicable EU and Slovenian laws and regulations. The following personal data is collected:

1) Name, surname, email address
2) Projects and tasks worked on
3) Actual times worked (start, stop, duration)
4) Hourly rates paid for the work

Personal data will be used only for the following purposes:

1) to provide users with the service;
2) to identify users in order to be able to provide the service;
3) to prevent unauthorized access to service and data;
4) to inform users about the service and other Spica products and services.

The account holder information is extended with the account information such as the company name, address, bank account or credit card information and the payment history. This information is used solely for account administration.

In order to provide the service, My Hours partners with the following subcontractors acting as the personal data sub-processors:

Personal information will not be disclosed to other third parties without the explicit consent from the user.

 

DATA SECURITY AND SAFETY

Spica takes all reasonable measures to protect the information kept by My Hours from unauthorized use and to prevent unauthorized access to My Hours and its data.

My Hours allows its administrative users (admins) to store, process and manage personal information of other users such as employees, temporarily hired workforce, subcontractors and other contributors of their time tracking information. Admins are responsible for protecting the privacy of the personal data they collect and manage with the service.

My Hours data is hosted by Microsoft Azure, https://azure.microsoft.com, for the EU region, using secure servers physically located in the EU.

Spica follows best business practices for protecting the user data such as secure communication, data encryption, user identification and authorization, rights management, safe storage and redundancy. All the user information is stored on servers in a secure operating environment. The My Hours server software runs in a multi-tenant environment using logical tenant isolation.

Although Spica has taken all reasonable measures to minimize the risks of data loss, including the regular data backup, Spica takes no responsibility for eventual data recovery failure or data loss in general.

To help preserving the data in case of corruption, loss or service cancellation Spica allows unhindered export of data during the time of active subscription.

Spica is committed to promptly inform the users about all security, privacy and data safety incidents.

Spica is committed to fulfil any request made by the Users stemming from the provisions of personal data protection legislation, upon user’s reasonable request. Spica may charge the user reasonable costs of fulfilling such requests.

 

SUBSCRIPTION TERMS

The service is paid by monthly or annual subscription. The subscription is billed at the beginning of the subscription period. There is no refund for paid subscription.

Subscription is billed automatically according to the current number of users. The customer account is billed according to the price listed, the currency available for the country of the user’s origin and the exchange rate used by the checkout system.

The subscription can be cancelled at any time by following the Settings link in the global navigation bar. The Account screen provides a simple and straight, no questions asked cancellation process.

The customer is solely responsible for properly cancelling his account. Email messages are not accepted as cancellation.

According to the EU regulations, Spica shall destroy the personal data after the expiry of the contract except if explicitly requested otherwise by the user.

Spica, in its sole discretion, reserves the right to suspend or terminate any customer account and refuse any and all current or future use of the Service, or any other Spica service, for any reason at any time. Such termination of the Service will result in the deactivation and deletion of the account, and destroying all data in the account, with a 30 days written notice.

 

NON-PAYMENT AND DORMANT MODE

If the My Hours subscription is not paid one month after becoming due, the service falls into dormant mode.

Dormant accounts are essentially in read-only mode. Only the account management information can be modified in order to cancel or reactivate the account. Data export is also unhindered.

In dormant mode, real-time time tracking is still recorded. However, tracks cannot be entered manually, modified or deleted. Also, no results, totals or statistics are calculated.

Dormant accounts are kept in dormant mode for 90 days. During that time, the account can be reactivated simply by paying one-month subscription, where the rate is calculated according to the last month of active use. The subscription for months spent as a whole in dormant mode is not charged.

After 90 days, dormant accounts are automatically cancelled. According to the EU regulation, the account information including the all user data, including personal data, is destroyed upon cancellation.

 

TAX NOTES

All the fees are exclusive of all taxes, levies, or duties imposed by taxing authorities. Customers outside EU are responsible for payment of all such taxes, levies, or duties. Customers within EU are treated according to EU tax regulation, as follows:

  • Business customers from the EU are not charged Slovenian VAT, but are required to submit their EU VAT registration number.
  • Non-business customers from the EU are charged additional 22% of Slovenian VAT.
  • All business and non-business customers from Slovenia are charged additional 22% of Slovenian VAT.

 

VALIDITY

Valid from: 22-MAY-2018
This version supersedes all previous versions.

 

CONTACT INFORMATION

Spica International d.o.o.
Pot k sejmiscu 33 1000 Ljubljana
Slovenia, EU
www.spica.com