Terms of Service

1. Who we are

Clavix 360° is operated by HUBLİNKLY AI YAZILIM VE TEKNOLOJİ LİMİTED ŞİRKETİ ("Clavix 360°", "we"), a company registered in Istanbul, Türkiye. Its MERSİS number is 0464221223200001, its trade registry number is 1160362, and its registered address is Vadistanbul Park, 7C Blok, No: 7D/15, Ayazağa Mah., Kemerburgaz Cad., Sarıyer / İstanbul, Türkiye. Its tax office is Şişli Vergi Dairesi and its tax number (VKN) is 4642212232. You can reach us at info@clavix360.app, or at our registered electronic mail (KEP) address hublinkly@hs01.kep.tr.

2. What these terms cover

These terms govern your use of the Clavix 360° platform, including the web application, the Clock mobile application, the Academy, and any related services. By creating an account or using the service, you agree to them. If you are agreeing on behalf of a company, you confirm you are authorised to bind that company.

3. The service

Clavix 360° is a subscription business management platform combining customer management, resource planning, human resources, reporting and AI-assisted features. The service is provided to each customer in a secure isolated workspace. Features available to you depend on the plan you subscribe to.

We may add, change or remove features. Where a change materially reduces core functionality you rely on, we will give you at least 30 days’ notice by email.

We reserve the right to apply reasonable usage limits to the AI-assisted features, with at least 30 days’ notice by email, where one account’s usage is disproportionate to normal business use of the platform.

4. Accounts and seats

Your subscription includes a number of seats. A seat is a slot, not a named person: you may reassign a seat to a different individual. You may not share one seat between people who use it at the same time.

You are responsible for activity under your account, for keeping credentials secure, and for the accuracy of the information you enter.

5. Your data

Your data remains yours. We do not sell it, and we do not use it to train AI models for other customers. We process it to provide the service, as described in the Privacy Policy and the Data Processing Addendum.

You can export your data at any time during your subscription. On termination, we retain it for 30 days so you can export it, then delete it in line with our retention schedule.

6. Acceptable use

You may not use the service to break the law, to store or send unlawful content, to attempt unauthorised access to our systems or other customers’ workspaces, to resell access without a written reseller agreement, or to run automated load that degrades the service for others. Details are in the Acceptable Use Policy.

7. Fees

Fees are as published on our pricing page at the time you subscribe, plus Turkish VAT (KDV), which is added to every order in every country. Annual plans are billed in advance, at ten months for twelve. All prices, invoices and payments are in euro (EUR).

A one-time setup fee is charged on your first invoice. It differs by plan and is published on the pricing page; Custom plans are quoted individually. It is charged once and never again — not on renewal, not on a change of plan, and not when seats are added.

Your subscription continues until you stop it. We do not hold payment card details and nothing is charged automatically. Before each period ends we send an invoice, which you pay by bank transfer. If you decide to stop, you simply do not pay the next invoice; your workspace stays available until the end of the period you have already paid for.

Price changes. The price of your plan is fixed when your subscription begins and does not change while you remain on that plan. If we change our published prices, the new prices apply to new subscriptions, and to you only if you move to a different plan — at which point your price is fixed again at that plan’s published price on the date of the change. Taxes are separate: Turkish VAT (KDV) and any other statutory tax are added at the rate in force on the date of each invoice, and a change in a statutory rate changes the amount payable.

Non-payment. If payment for a renewal period has not been received by the date the period ends, we will contact you. If it remains unpaid fifteen days after that date, we may pause access to your workspace. Pausing access does not delete your data, and access is restored when payment is received.

Refunds. Clavix 360° is sold to businesses. A company buying software to run its business is not a consumer, so the consumer distance-selling regime, and the statutory right of withdrawal that comes with it, does not govern these contracts.

What governs them is a commercial term, offered because it is fair and not because a statute compels it. You may cancel at any time, with no fee and no notice period: the plan runs to the end of the period already paid for and then stops. Part-periods are not refunded as a matter of course, because a period you have had access to is a service you have received.

We do refund, without argument, where we billed in error, took a duplicate payment, materially failed to provide the service for a sustained period through our own fault, or closed your account for a reason that was not your breach. Outside those cases, ask anyway: we would rather resolve a billing complaint than win one.

How to ask for a refund. Write to billing@clavix360.app. That one address is the only channel for a refund request, and it reaches the people who can action it.

Include the company name on the account, the email address you signed up with, and the invoice number — or, if you do not have the invoice to hand, the date and amount of the payment. Say what you are asking for and why.

Where the money goes back to. A refund of a card payment is returned to the same card the payment was made with. Card scheme rules require it: it cannot be redirected to a different card, to a bank account, or to anyone other than the cardholder.

Do not send your full card number, its expiry date or its security code. They are not needed and will never be asked for. If the card has since expired or been closed, say so — the refund is still issued to that card, and the issuing bank forwards it.

How long it takes. Once a refund is accepted we instruct it without undue delay. When it then appears on the statement is set by the card-issuing bank's own processing time, not by us, and we cannot shorten it. We will not quote a period we do not control; ask us for the refund reference and your own bank can tell you where it is.

The one-time setup fee. The setup fee pays for work performed once, at the start: creating your environment, configuring it for your industry, assisting with data import and training your team. It is not refundable once that work has begun. If you cancel before it has begun, it is refunded in full.

8. Trials and demos

Demo and trial access is provided with sample data, for evaluation only, and may be withdrawn or changed at any time. Data entered into a demo workspace is not retained and is not covered by our service commitments.

9. Availability and support

We aim to keep the service available at all times and publish our target in the Service Level Commitment. Planned maintenance is announced in advance where practical. Support channels and response targets are set out in the same document.

10. Intellectual property

We own the platform, its software, design and documentation. You get a non-exclusive, non-transferable right to use it during your subscription. You own your data and anything you create with it. Feedback you send us may be used to improve the product without obligation to you.

11. Confidentiality

Each side will protect the other’s confidential information with at least reasonable care and use it only for the purposes of this agreement.

12. Warranties and liability

We provide the service with reasonable skill and care. Beyond what is expressly stated, and to the extent permitted by law, the service is provided as is.

To the extent permitted by law, neither party is liable for indirect or consequential loss, loss of profit, or loss of data that could have been avoided by the exporting facilities we provide. Our total liability in any 12-month period is limited to the fees you paid in that period.

Nothing here limits liability that cannot be limited under Turkish law.

13. Term and termination

Either party may terminate at the end of the current billing period. We may terminate immediately for material breach that is not cured within 15 days of written notice, or immediately for unlawful use.

14. Changes to these terms

We will publish changes here and, for material changes, notify you by email at least 30 days before they take effect. Continuing to use the service after that date means you accept the revised terms.

15. Governing law and disputes

These terms are governed by the laws of the Republic of Türkiye. The courts and enforcement offices of Istanbul, Türkiye have jurisdiction.