Terms of Service

1. Agreement

These Terms of Service are an agreement between you (and any organization you represent, the “Customer”) and GroundForm Software LLC (trading as StaffHero, “StaffHero”, “we”, “us”). By creating a workspace, signing in, or using the service, you accept these terms. If you’re accepting on behalf of an organization, you confirm you’re authorized to do so.

2. How these documents fit together

Your use of StaffHero is governed by these terms together with the documents they incorporate: our Refund Policy, our Privacy Policy, our Data Processing Agreement (DPA), and the Subprocessors list (which forms part of the DPA). If there is any conflict, the order of priority is: (1) the DPA, for matters of personal-data processing; (2) the Refund Policy, for billing and refunds; (3) these terms; and (4) the Privacy Policy, which describes our practices but does not override the rights and obligations in these terms or the DPA.

3. The service

StaffHero provides anonymous employee pulse surveys, an engagement heatmap, anonymous clarification threads, an AI-generated Leadership Brief, and related features. The service is offered as an early-access product and is still evolving. We may add, change, suspend, or discontinue features, and we’ll use reasonable efforts to give advance notice of changes that materially reduce core functionality. Some features may be labelled beta, preview, or evaluation; these are provided “as is”, may change or be withdrawn, and are excluded from any commitment in these terms.

4. Accounts, admins & security

To use StaffHero you create a workspace and one or more administrator accounts. You must give accurate, current account information and keep it up to date. The service is for business use by people aged 18 or over.

You are responsible for your administrators and anyone you let access your workspace, and for everything done under your accounts. You agree to:

• keep login credentials confidential and not share a single account between people;
• use any available security features, and ensure each administrator is authorized to act for your organization;
• promptly remove access for people who no longer need it; and
• tell us without undue delay at hello@staffhero.com if you suspect any unauthorized access to or use of your workspace.

We may rely on instructions and actions taken through an authenticated administrator account as authorized by you.

5. Your responsibilities & data protection

When you run surveys, you are the data controller for your employees’ personal data and StaffHero is your processor under our Data Processing Agreement, which is incorporated into these terms. You agree that you:

• have a lawful basis to upload your team’s details and to survey them, and have given them any legally required privacy notice;
• will not attempt to identify individual respondents, re-identify anonymized data, or circumvent the confidentiality thresholds;
• will use insights responsibly and not to retaliate against employees; and
• are responsible for the content of the surveys you create and the comments your team submits.

6. Acceptable use

You agree not to misuse the service. In particular, you will not:

• send surveys or invitations to people who have not agreed to be contacted by you, or use StaffHero to send spam;
• exceed fair-use sending limits — outbound emails are capped at roughly twice your seat count per month to prevent abuse;
• upload unlawful, infringing, or malicious content, or attempt to breach security, scrape, or reverse-engineer the service;
• resell or provide the service to third parties except as expressly permitted.

7. Fees, billing & renewals

StaffHero is free to explore: you can create a workspace and tour the product in demo mode at no cost. You pay only when you choose to launch your first live pulse, which starts a paid subscription. Prices are shown and charged in US dollars.

We take payments through two providers: Stripe, where StaffHero is the seller and Stripe processes your payment directly; and Paddle, which acts as our Merchant of Record (reseller of record) and handles checkout and any applicable VAT or sales tax. Which one applies depends on your checkout; in both cases the provider handles your payment details and we receive transaction metadata, not full card numbers. Your subscription renews automatically for successive periods of the same length, at the then-current price, until you cancel. You can cancel at any time from your billing settings or by emailing hello@staffhero.com; cancellation stops future renewals and takes effect at the end of the current paid period.

If we change subscription prices, we’ll give reasonable advance notice, and the change applies from your next renewal — never mid-period. Continuing after a price change takes effect means you accept it.

Your first paid period is backed by a 60-day money-back guarantee. Renewal periods are not automatically refundable, but you can cancel anytime to stop future charges. Full details, including how to request a refund, are in our Refund Policy.

8. Customer data & ownership

“Customer Data” means the data you and your respondents put into StaffHero — your roster, survey configuration, responses, open-text comments, clarification threads, and the briefs generated for your workspace. As between you and us, you own your Customer Data. You grant us a worldwide, non-exclusive license to host, store, process, transmit, and display Customer Data solely to provide and maintain the service for you, to generate your Leadership Brief, and to support you — and as described in our DPA.

We keep your workspace isolated. We do not pool one customer’s data with another’s, we do not sell Customer Data, and we do not use your employees’ survey content to build any cross-customer dataset or benchmark or to train AI models. This mirrors our Privacy Policy.

We may collect and use aggregated, de-identified telemetry and usage data about how the service is used (for example, feature usage and performance) to operate, secure, and improve StaffHero. This never includes the content of your survey responses or comments.

When the service ends, we delete or return Customer Data as set out in our DPA — at your choice, within 30 days, with backups purged on a rolling basis — unless we’re legally required to keep it.

9. Intellectual property & feedback

We own the service and everything in it other than Customer Data — including the software, design, content, and trademarks. We grant you a limited, non-exclusive, non-transferable right to use the service during your subscription, subject to these terms. You get no rights in the service except those expressly granted here.

If you send us ideas, suggestions, or feedback about the service, you grant us a perpetual, irrevocable, royalty-free license to use them without restriction or obligation to you. We may build them into the service freely; we’re not required to use them, and they don’t need to be kept confidential.

“Net Promoter”, “NPS”, and “Net Promoter Score” are trademarks of Bain & Company, Inc., NICE Systems, Inc., and Fred Reichheld; StaffHero uses the licensed eNPS® methodology.

10. AI features — the Leadership Brief

The Leadership Brief and other AI features summarise patterns across your survey results. They’re generated automatically by AI and, like all AI, can be incomplete, out of date, or wrong. The Brief is informational guidance only — not professional, legal, HR, financial, or medical advice — and you’re responsible for reviewing it and for any decisions you make.

AI features are built to support a human reader, not to replace one. The Brief works from de-identified, aggregated input and does not make automated decisions that produce legal or similarly significant effects about any individual, and must not be used to evaluate, rank, or make decisions about a specific employee. You agree not to use AI outputs in that way. How we process data for the Brief is described in our Privacy Policy and DPA.

11. Third-party services

StaffHero relies on third-party providers (for example, Stripe and Paddle for billing) and may let you connect optional integrations. Those services are governed by their own terms and privacy practices, and we’re not responsible for them or for any third party’s acts or omissions. If you enable an integration, you authorize us to exchange Customer Data with it as needed to make it work. The providers we use to run the service are listed on our Subprocessors page.

12. Confidentiality & publicity

Each party will protect the other’s confidential information and use it only to perform under these terms.

We won’t name you or use your logo as a customer publicly without your permission. If you’d like to be featured, we’d love that — but it’s always your call.

13. Warranties & disclaimers

The service is provided “as is” and “as available”. We don’t guarantee that it will be uninterrupted, error-free, or available at any particular time, and we offer no service-level agreement, uptime commitment, or guaranteed availability. We don’t hold, and don’t claim, any specific security certification (such as SOC 2 or ISO); our security practices are described in our DPA and on our Security page.

AI features, including the Leadership Brief, may produce inaccurate or incomplete results and are provided as guidance only, as set out above.

To the maximum extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. Some jurisdictions don’t allow certain disclaimers, so parts of this section may not apply to you.

14. Limitation of liability

To the maximum extent permitted by law, neither party is liable to the other for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, even if advised of the possibility. Each party’s total liability for all claims arising out of or relating to these terms is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

These limits don’t apply to: your obligation to pay fees; either party’s indemnity obligations; a party’s breach of its confidentiality obligations; your infringement or misuse of our intellectual property; or liability that can’t be limited or excluded by law (such as for fraud, gross negligence, or willful misconduct).

15. Indemnification

You will defend and indemnify us against third-party claims arising from your Customer Data, your unlawful use of the service, or your breach of the responsibilities in these terms (including surveying people without a lawful basis or sending invitations to people who haven’t agreed to be contacted).

16. Suspension

We may suspend your access to all or part of the service if we reasonably believe it’s necessary to protect the service or others — for example, a security risk, suspected abuse or spam, unlawful use, or overdue payment. Where practical, we’ll give you notice and a chance to fix the issue first; where a risk is urgent, we may suspend immediately and tell you as soon as we reasonably can. We’ll restore access once the cause is resolved. Suspension doesn’t by itself end your subscription or your payment obligations.

17. Term, termination & survival

These terms apply for as long as you use StaffHero. You may stop using the service and cancel at any time as described in Section 7. Either party may terminate for the other’s material breach that isn’t cured within 30 days of notice; we may also terminate or suspend for the grounds in Section 16, or if we stop offering the service (in which case we’ll give reasonable notice).

On termination, your right to use the service ends and we delete or return Customer Data as set out in Section 8 and the DPA. Any provisions that by their nature should survive — including order of precedence, customer data and ownership, intellectual property and feedback, confidentiality, disclaimers, limitation of liability, indemnification, governing law and dispute resolution, and the general terms — survive termination.

18. Governing law & dispute resolution

If you have a concern, please contact us first at hello@staffhero.com — most issues can be resolved quickly and informally. The parties agree to try in good faith to resolve any dispute informally for at least 30 days before starting formal proceedings.

To the extent permitted by law, any claim arising out of or relating to these terms must be brought within one year after it arises, or it is permanently barred. This doesn’t shorten any period that can’t be limited by law.

These terms are governed by the laws of the State of Wyoming, United States, and any dispute that isn’t resolved informally is subject to the courts of the State of Wyoming, United States — without prejudice to any mandatory consumer protections in your country of residence.

19. General

• Entire agreement: these terms, with the Refund Policy, Privacy Policy, and DPA, are the entire agreement between us about the service and replace any prior discussions.
• Assignment: you may not assign these terms without our consent; we may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets. They bind permitted successors.
• Force majeure: neither party is liable for delay or failure caused by events beyond its reasonable control, such as outages of third-party infrastructure, internet failures, natural events, or government action.
• Severability & waiver: if any provision is unenforceable, the rest stays in effect; failing to enforce a provision is not a waiver of it.
• No third-party beneficiaries: these terms don’t create rights for anyone who isn’t a party to them.
• Notices: we’ll send notices to your account email or post them in the product; you send notices to hello@staffhero.com.
• Compliance, export & sanctions: each party will comply with applicable laws. You confirm you are not located in, and will not use the service from, a country or for a person subject to US or other applicable export controls or sanctions, and that you’re not on a restricted-party list.

20. Changes & contact

We may update these terms; we’ll update the “last updated” date and give notice of material changes. Continued use after changes take effect means you accept them. Questions: hello@staffhero.com, GroundForm Software LLC, 30 N Gould St, STE R, Sheridan, WY 82801, USA.