Terms of Service

"Platform"

The Lumina web application, including all features, APIs, and associated services.

"Organisation"

A company, team, or other entity that creates a Lumina tenant account.

"Administrator"

A user designated by an Organisation to manage its Lumina tenant configuration, users, and settings.

"User"

Any individual who accesses the Platform under an Organisation's tenant account, including employees, managers, and administrators.

"Content"

All data, information, text, and other material submitted to or generated by the Platform, including leave records, attendance data, and penalty/reward entries.

"Beta Period"

The current period during which the Platform is provided at no charge while under active development.

To use the Platform, an Organisation must register an account and designate at least one Administrator. Administrators are responsible for:

• Providing accurate organisation and contact information during registration
• Managing user invitations, roles, and access levels within their tenant
• Ensuring users comply with these Terms
• Maintaining the confidentiality of account credentials

You are responsible for all activity that occurs under your account. If you suspect unauthorised access, notify us immediately at legal@luminahq.com.

You must be at least 16 years old to use the Platform. By using the Platform, you represent that you meet this requirement.

You agree to use the Platform only for its intended purpose — managing employee leave, attendance, scheduling, and related HR workflows. You must not:

• Use the Platform to store, transmit, or process unlawful, defamatory, harassing, or fraudulent content
• Attempt to gain unauthorised access to other tenants' data or to the underlying infrastructure
• Reverse-engineer, decompile, or disassemble any part of the Platform
• Use automated tools to scrape, crawl, or extract data from the Platform at scale without our written consent
• Resell or sublicense access to the Platform without our written consent
• Introduce malware, viruses, or other harmful code into the Platform
• Use the Platform in a way that could damage, disable, or impair its availability for other users
• Circumvent any technical measures we use to restrict access

We reserve the right to suspend or terminate accounts that violate these rules without prior notice in cases of serious or repeated violations.

The Platform is currently provided free of charge during a beta period. During this period:

• All features are available to all registered organisations at no cost
• No payment information is required
• The Platform is under active development — features may change, be added, or be removed
• We make no uptime or availability guarantees during the beta period

We will introduce pricing before the beta period ends. We commit to providing at least 60 days' written notice(by email to the Organisation's registered address) before any paid tier becomes required. A free tier will be maintained for small organisations after the beta period ends.

If you do not wish to move to a paid plan when pricing is introduced, you may export all your data via the Reports page and close your account. We will not charge you without your explicit consent.

Your use of the Platform is also governed by our Privacy Policy, which is incorporated into these Terms by reference.

As between you and Lumina:

• You own your data. All Content you submit to the Platform remains yours. We do not claim any ownership over leave records, attendance data, or any other Content you create.
• You grant us a limited licenceto store, process, and display your Content solely to provide the Platform's features to you.
• Administrators are responsiblefor ensuring their organisation's use of the Platform complies with applicable employment law, data protection law (including GDPR where applicable), and any obligations to employees regarding the collection and processing of their personal data.

We implement reasonable security measures as described in the Privacy Policy, but we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your credentials.

Each Organisation's data is isolated from all other Organisations at the database level via Firestore security rules. Administrators, Managers, and Employees within one tenant cannot access data belonging to another tenant. Super Administrators employed by Lumina have the ability to access tenant data for support and maintenance purposes, and do so subject to confidentiality obligations.

The Platform, including its source code, design, trademarks, and all original content created by Lumina, is the exclusive property of Lumina and protected by applicable intellectual property laws.

These Terms do not grant you any ownership interest in the Platform. You receive a limited, non-exclusive, non-transferable licence to use the Platform in accordance with these Terms.

If you provide feedback, bug reports, or feature suggestions, you grant us a perpetual, royalty-free licence to use that feedback to improve the Platform. We are not obligated to act on any feedback.

We aim to keep the Platform available and functional, but we do not guarantee any specific uptime level during the beta period. The Platform may be temporarily unavailable for scheduled maintenance, emergency fixes, or reasons outside our control.

Support is available by email at hello@luminahq.com. We aim to respond to all support requests within two business days, but this is not a contractual commitment during the beta period.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Platform will be error-free, uninterrupted, or free from security vulnerabilities. You use the Platform at your own risk.

The Platform is a tool to assist with leave and attendance administration. It does not constitute legal, employment, tax, or payroll advice. Outputs such as payroll summaries are for administrative reference only — you are responsible for verifying calculations against your applicable employment law and payroll obligations before acting on them.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL LUMINABE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, GOODWILL, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATING TO YOUR USE OF OR INABILITY TO USE THE PLATFORM, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM OR (B) USD $100. DURING THE BETA PERIOD, WHERE NO FEES HAVE BEEN PAID, OUR TOTAL LIABILITY IS LIMITED TO USD $100.

Some jurisdictions do not allow the exclusion or limitation of certain warranties or damages. In those jurisdictions, the above limitations apply only to the fullest extent permitted by law.

You may terminate your account at any time by exporting your data and contacting us to close the account. After termination, your data is retained for 30 days to allow any final exports, then deleted.

We may suspend or terminate your access to the Platform:

• Immediately, if you violate Section 3 (Acceptable use) in a serious or repeated manner
• With 30 days' notice, for any other reason, including discontinuation of the Platform
• Immediately, if required by law or to protect the security or integrity of the Platform

In all cases of termination by us (except for cause), we will give you reasonable opportunity to export your data before access is removed.

We may update these Terms from time to time. When we make material changes, we will update the effective date and notify you by email at least 14 days before the changes take effect. Your continued use of the Platform after changes take effect constitutes your acceptance of the updated Terms.

If you do not agree to updated Terms, you should export your data and stop using the Platform before the effective date of the changes.

These Terms are governed by and construed in accordance with the laws of the jurisdiction in which Lumina is incorporated, without regard to conflict-of-law principles.

Before initiating formal proceedings, we ask that you contact us at legal@luminahq.com to attempt to resolve any dispute informally. Most issues can be resolved quickly through direct communication.

• Entire agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and Lumina regarding the Platform and supersede all prior agreements.
• Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force.
• No waiver. Our failure to enforce any provision of these Terms does not constitute a waiver of our right to enforce it later.
• Assignment. You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights to a successor entity in connection with a merger, acquisition, or sale of assets.
• Force majeure. Neither party is liable for delays or failures caused by circumstances beyond their reasonable control, including natural disasters, infrastructure outages, or government actions.

Questions about these Terms should be directed to: