Terms of Service

Last updated: April 29, 2026

These Terms of Service ("Terms") govern your access to and use of the leave management platform operated by Hello Nomad ("we", "our", or "us") at hellonomad.work (the "Service"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Service Description

Hello Nomad is a cloud-based leave management platform that allows organizations ("Workspaces") to manage vacation requests, track leave balances, coordinate team availability, and integrate with third-party tools such as Slack and Google Calendar. Each Workspace operates in an isolated environment on a dedicated subdomain (e.g., yourcompany.hellonomad.work).

2. Account Registration

• You must provide accurate and complete information when creating an account or registering a Workspace.
• You must be at least 16 years of age to use the Service.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• Each Workspace requires a unique subdomain slug. Slugs must be between 2 and 63 characters, contain only lowercase letters, numbers, and hyphens, and must not impersonate another organization.
• You must verify your email address before gaining full access to the Service.
• You agree to notify us immediately of any unauthorized use of your account.

3. Workspace Administration

The person who creates a Workspace is the initial administrator. Administrators have elevated privileges including:

• Inviting and removing team members
• Configuring leave types, policies, and approval workflows
• Managing third-party integrations (Slack, Google Calendar)
• Assigning roles and permissions to members
• Accessing team-wide leave data, calendars, and reports

Administrators are responsible for ensuring that their use of the Service complies with their organization's internal policies and applicable employment laws.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation
• Attempt to gain unauthorized access to other Workspaces, accounts, or systems
• Interfere with or disrupt the Service or its underlying infrastructure
• Upload or transmit malicious code, viruses, or harmful data
• Use the Service to harass, abuse, or harm other users
• Reverse-engineer, decompile, or attempt to extract the source code of the Service
• Use automated scripts, bots, or scraping tools to access the Service without our prior written consent
• Resell, sublicense, or redistribute the Service without authorization

5. Third-Party Integrations

5.1 Slack

If your Workspace connects to Slack, you authorize us to:

• Install a bot application in your Slack workspace
• Send direct messages for leave request notifications, approvals, and reminders
• Respond to slash commands (/vacation, /balance, /who, etc.)
• Update Slack user statuses during approved leave (if enabled by your administrator)
• Post absence digest summaries to designated channels

Your use of Slack is also governed by Slack's Terms of Service.

5.2 Google Calendar

If your Workspace connects to Google Calendar, you authorize us to:

• Create, update, and delete calendar events for approved leave requests
• Read calendar events for two-way synchronization (if enabled by your administrator)
• Store an encrypted refresh token to maintain access on your behalf

Your use of Google services is also governed by Google's Terms of Service.

5.3 General

We are not responsible for the availability, accuracy, or security of third-party services. Integration features may change or become unavailable if third-party providers modify their APIs or terms.

6. Data Ownership

• Your data: You retain all rights to the data you and your team members submit to the Service ("Customer Data"), including leave records, team information, and profile details.
• Our service: We retain all rights to the Service itself, including its software, design, trademarks, and documentation.
• Export: You may export your data (e.g., team member CSV export) at any time during your active subscription.
• Deletion: Upon Workspace termination, your Customer Data will be retained for up to 90 days and then permanently deleted. You may request earlier deletion by contacting us.

7. Subscription Plans and Payment

• The Service is offered in multiple tiers, including a free Starter plan with usage limits.
• Paid plans are billed on a per-user, per-month basis as listed on our website.
• We reserve the right to change pricing with 30 days' notice. Existing subscriptions will be honored through the end of their current billing period.
• You are responsible for paying all applicable fees and taxes associated with your subscription.
• If payment fails, we may suspend access to paid features after a reasonable grace period.

8. Service Availability

• We strive to maintain high availability but do not guarantee uninterrupted or error-free access to the Service.
• We may perform scheduled maintenance with reasonable advance notice when possible.
• We are not liable for downtime caused by factors outside our control, including internet outages, third-party service failures, or force majeure events.

9. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied.
• We do not warrant that the Service will meet your specific requirements or that leave balance calculations will be error-free. You are responsible for verifying leave data against your organization's records.
• In no event shall Hello Nomad be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities.
• Our total aggregate liability for any claims arising from or related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

10. Indemnification

You agree to indemnify and hold harmless Hello Nomad, its officers, employees, and agents from any claims, damages, or expenses (including reasonable attorney's fees) arising from:

• Your use of the Service in violation of these Terms
• Your violation of any applicable law or regulation
• Any dispute between you and your employees or team members regarding leave policies or decisions made using the Service

11. Termination

• By you: You may stop using the Service and request deletion of your Workspace at any time by contacting us.
• By us: We may suspend or terminate your access if you violate these Terms, fail to pay applicable fees, or if your account has been inactive for an extended period. We will provide reasonable notice when possible.
• Effect: Upon termination, your right to use the Service ceases. Sections 6, 9, 10, and 13 survive termination.

12. Privacy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal information. By using the Service, you consent to the data practices described in our Privacy Policy.

13. Governing Law and Disputes

• These Terms are governed by and construed in accordance with applicable law.
• Any disputes arising from these Terms or the Service shall first be attempted to be resolved through good-faith negotiation.
• If a dispute cannot be resolved informally within 30 days, either party may pursue resolution through binding arbitration or the courts of competent jurisdiction.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on this page, updating the "Last updated" date, and, where practicable, sending a notice to Workspace administrators. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree with the revised Terms, you must stop using the Service.