OpenPlex Terms of Service
Version 1.0, effective [DD Month 2026] Published at: https://openplex.io/terms
These Terms of Service (the "Terms") form a binding agreement between Odren Ltd, a private limited company incorporated in England and Wales under company number 15944303, with registered office at 7 Manchester Square, London, W1U 3PQ, United Kingdom ("Odren", "we", "us"), and the organisation that accepts them (the "Customer").
Contact: support@openplex.io (support) and legal@openplex.io (legal notices).
1. Scope and acceptance
1.1 Business use only. OpenPlex is provided exclusively to businesses and other organisations for their internal HR administration. It is not offered to consumers.
1.2 Acceptance. The Customer accepts these Terms when an authorised person creates a company workspace, redeems a company voucher, starts a paid subscription or signs an order form referring to these Terms, whichever occurs first. The person accepting confirms that they have authority to bind the Customer. Odren records the version accepted, the date and the accepting user.
1.3 Users. Individuals invited to a Customer workspace ("Users") use OpenPlex under the Customer's account. Joining an existing workspace does not create a personal subscription. The Customer is responsible for its Users' compliance with these Terms.
1.4 Order of precedence. In case of conflict: (a) a signed order form prevails for the commercial terms it expressly varies; (b) the Data Processing Agreement prevails on the processing of personal data; (c) these Terms apply in all other respects. The OpenPlex Privacy Policy explains how Odren handles personal information and does not form part of this contract.
2. The Service
2.1 Licence. Subject to these Terms and the selected plan, Odren grants the Customer a non-exclusive, non-transferable right, for the subscription term, to allow its Users to access and use OpenPlex at https://app.openplex.io (the "Service") for the Customer's internal business purposes.
2.2 Workspaces. Each company workspace is a separate boundary for one Customer entity. Access requires an eligible invitation or company voucher while invitation-based registration applies.
2.3 Features. The features, modules and capacity available depend on the Customer's plan and any add-ons, as shown in the Service and on the pricing page at the time of purchase. Features identified as "pilot", "beta" or "preview" are provided for evaluation, may change or be withdrawn, and are excluded from any commitment in section 11.
2.4 Not professional advice. OpenPlex supports the Customer's HR processes. It does not provide legal, tax, payroll or employment advice, does not make HR decisions and does not guarantee compliance with the laws of any jurisdiction. The Customer remains responsible for its policies, decisions and statutory obligations.
2.5 Changes to the Service. Odren may improve, update and maintain the Service. Odren will not materially reduce the core functionality of a paid plan during a paid billing period. If Odren permanently removes a material paid feature, it will give at least 30 days' notice, and the Customer may cancel and receive a pro rata refund of prepaid fees for the unused period.
3. Customer responsibilities
3.1 The Customer must:
- (a) manage invitations, roles and permissions, and remove access promptly when a User's responsibilities change or end;
- (b) ensure that its Users keep their credentials confidential and report any suspected unauthorised access to support@openplex.io without delay;
- (c) ensure that the information it uploads is accurate, lawful and limited to what is necessary;
- (d) have a valid legal basis, including any additional condition required for special category data, provide the required privacy notices to its employees and Users, and determine its own retention rules;
- (e) keep its billing details accurate and up to date.
3.2 Acceptable use. The Customer and its Users must not:
- (a) upload unlawful, infringing or malicious content;
- (b) access or attempt to access another organisation's workspace, or bypass or test access controls without Odren's written authorisation;
- (c) interfere with, overload or disrupt the Service or its infrastructure;
- (d) reverse engineer, copy or resell the Service, or use it to build a competing product;
- (e) use the Service for covert monitoring of individuals or for any purpose prohibited by employment or data protection law;
- (f) share accounts or create Users for people who are not authorised by the Customer.
4. Plans, prices and payment
4.1 Free plan. The Free plan includes up to five (5) active employees and one (1) jurisdiction, with the base features shown in the Service. An "active employee" is an employee record in active status in the workspace during the billing period. Security and workspace isolation apply to all plans and are never sold as paid extras.
4.2 Paid plans and add-ons. Paid plans and add-ons, their prices, capacity and modules are as shown on the pricing page and in the order summary before confirmation. The price presented at checkout is the price that applies.
4.3 Taxes. Prices are shown with the tax treatment indicated at checkout. Value added tax and similar taxes are applied according to the Customer's billing location and tax identifiers. Where reverse charge applies, the Customer is responsible for accounting for the tax.
4.4 Billing and renewal. Paid subscriptions are billed monthly in advance and renew automatically for successive monthly periods until cancelled. The Customer authorises Odren, through Stripe, to charge the payment method provided for the recurring fees disclosed at checkout. Payments are processed by Stripe under its own terms.
4.5 Upgrades and add-ons. Upgrades and additional capacity purchased during a billing period are charged pro rata for the remainder of that period, at the amount shown before confirmation. The renewal date does not change. The additional entitlement is activated once payment is confirmed.
4.6 Downgrades. A downgrade takes effect at the start of the next billing period. The Customer must reduce usage to the limits of the new plan; data exceeding those limits is not deleted but may become read-only or inaccessible until the limits are respected or the plan is upgraded.
4.7 Late payment. If a payment fails, Odren will notify the Customer and Stripe may retry the charge. If payment is still outstanding 14 days after that notice, Odren may restrict the Service to read-only access or suspend it until payment is received. Restriction or suspension does not delete Customer data.
5. Vouchers and referrals
5.1 A company voucher may grant a percentage discount, up to 100%, on the monthly plan and add-ons for a stated benefit period, within a stated workspace quota and redemption deadline. These conditions, any renewal charge and any rule against combining offers are shown before redemption.
5.2 The benefit period runs from activation of the subscription for each eligible workspace. A payment method may be required even if the first period is fully discounted.
5.3 When the benefit period ends, the standard recurring fees apply automatically unless the Customer cancels before the end of the benefit period. Odren will remind the Customer by email at least 7 days before the first full charge.
5.4 Vouchers have no cash value, are not transferable unless stated otherwise and may be withdrawn if obtained or used fraudulently.
5.5 Promoter, partner and referral arrangements, including any payouts through Stripe Connect, are governed by separate promoter terms and are not part of these Terms.
6. Term, cancellation and termination
6.1 Term. These Terms apply from acceptance until all subscriptions and workspaces of the Customer have ended.
6.2 Cancellation. The Customer may cancel a paid subscription at any time in the Service or by writing to support@openplex.io. Cancellation stops renewal at the end of the current paid billing period. Fees already paid are not refunded for partial periods, except as stated in sections 2.5 and 6.4 or where the law requires otherwise. After a paid period ends, the workspace reverts to the Free plan where eligible, or is closed if the Customer has requested closure.
6.3 Termination for cause. Either party may terminate these Terms with written notice if the other party:
- (a) commits a material breach and fails to remedy it within 30 days of written notice describing the breach; or
- (b) becomes insolvent, enters administration or liquidation (other than for a solvent reorganisation), or makes an arrangement with its creditors, to the extent termination is permitted by law.
6.4 If the Customer terminates under section 6.3 because of Odren's breach, Odren refunds prepaid fees for the unused period.
6.5 Suspension. Odren may restrict or suspend access, wholly or in part, where reasonably necessary to address unlawful use, a breach of section 3.2, a material security risk or a requirement of a competent authority. Odren will limit the suspension to what is necessary and give notice in advance where lawful and practicable, or otherwise promptly afterwards. Suspension does not delete Customer data.
7. Customer data
7.1 Ownership. The Customer retains all rights in the data it and its Users upload to or create in the Service ("Customer Data"). The Customer grants Odren a limited right to host, copy, process and display Customer Data solely to provide, secure and support the Service in accordance with these Terms and the Customer's documented instructions.
7.2 Data protection. For personal data in Customer Data, the Customer is controller and Odren is processor. The OpenPlex Data Processing Agreement at [https://openplex.io/dpa] forms part of these Terms and governs instructions, confidentiality, security, subprocessors, assistance with data subject requests and incidents, international transfers, deletion or return, and audits. Odren processes Customer Data only on the Customer's instructions, including those given through the configuration and use of the Service.
7.3 Aggregated information. Odren may use aggregated and anonymised usage information that does not identify the Customer, Users or employees to operate, secure and improve the Service. Odren does not use Customer Data to train general-purpose artificial intelligence models.
7.4 Export. During the subscription, the Customer can export its data using the export tools available on its plan. After the end of the Customer's last subscription or closure of a workspace, the Customer has 30 days to export its data, during which the workspace remains accessible in read-only mode. Odren may assist with exports in other formats against reasonable charges agreed in advance.
7.5 Deletion. Odren deletes Customer Data from its live systems within 60 days after the end of the export period, unless the Customer instructs earlier deletion, a documented legal hold applies or the law requires Odren to keep it. Copies in backups expire under Odren's backup cycle, normally within 35 days and in any event within 90 days, except under a documented legal hold. Deleted data is not used while it remains in backups, and deletion is re-applied if a backup is restored.
7.6 Retention by the Customer. The Customer is responsible for exporting and keeping any records it must retain by law. Physical records and certified destruction of records held outside OpenPlex remain the Customer's responsibility.
8. Intellectual property
8.1 Odren and its licensors own all rights in the Service, the OpenPlex software, design, documentation and brand. No rights are granted except those expressly stated in these Terms.
8.2 If the Customer provides feedback or suggestions, Odren may use them freely without obligation to the Customer.
9. Confidentiality
9.1 Each party will keep confidential the other party's non-public information received in connection with these Terms, use it only to perform these Terms and disclose it only to its personnel, subprocessors and advisers who need to know it and are bound by equivalent obligations.
9.2 These obligations do not apply to information that is or becomes public without breach, was lawfully known before disclosure, is independently developed or is received from a third party without restriction. Disclosure required by law or a competent authority is permitted, with prior notice to the other party where lawful.
9.3 These obligations continue for five years after termination, and indefinitely for trade secrets and personal data.
10. Security
Odren maintains appropriate technical and organisational measures to protect Customer Data, as described in the Data Processing Agreement, including workspace separation, role-based access controls, encryption in transit and of backups, restricted and logged operator access and verified backups. Odren will notify the Customer of a personal data breach affecting Customer Data without undue delay.
11. Support and availability
11.1 Support is provided by email at support@openplex.io during business days (Monday to Friday, 09:00 to 17:00 UK time, excluding UK public holidays). Odren aims to acknowledge requests within two business days.
11.2 Odren uses reasonable efforts to keep the Service available, and to carry out planned maintenance with advance notice in the Service where practicable. Unless a separate service level agreement is signed, no specific uptime, response or recovery time is guaranteed.
12. Warranties
12.1 Odren will provide the Service with reasonable skill and care and substantially in accordance with its description in the Service.
12.2 Except as expressly stated in these Terms, the Service is provided "as is" and, to the extent permitted by law, all other warranties, conditions and terms, whether express or implied, including fitness for a particular purpose, are excluded. Free plans and pilot, beta or preview features are provided without any warranty.
13. Liability
13.1 Unlimited liability. Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, the Customer's obligation to pay fees, or any liability that cannot be limited or excluded by law.
13.2 Excluded losses. Subject to section 13.1, neither party is liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss, whether arising in contract, tort (including negligence), breach of statutory duty or otherwise.
13.3 General cap. Subject to sections 13.1 and 13.4, each party's total aggregate liability arising out of or in connection with these Terms in any period of 12 months is limited to the fees paid and payable by the Customer under these Terms in the 12 months preceding the event giving rise to the claim. For Customers on the Free plan, Odren's total liability is limited to EUR 100.
13.4 Data protection and confidentiality cap. Subject to section 13.1, each party's total aggregate liability for breach of section 9 or of the Data Processing Agreement is limited to twice the amount stated in section 13.3, with a minimum of EUR 10,000 for paid plans.
13.5 Customer responsibility. The Customer is responsible for claims by its employees, Users or third parties arising from Customer Data, its HR decisions or its breach of section 3, and will compensate Odren for reasonable losses and costs resulting from such claims, subject to section 13.
14. Changes to these Terms and prices
14.1 Odren may update these Terms or its prices. Material changes and price increases are notified by email to the Customer's administrators and in the Service at least 30 days before they take effect. Changes never apply retrospectively.
14.2 If the Customer does not agree to a change, it may cancel before the change takes effect, and the current terms and prices apply until the end of the paid period. Continued use after the effective date constitutes acceptance.
14.3 Changes required by law or by an urgent security need may take effect sooner, with notice as soon as practicable.
15. General
15.1 Notices. Odren sends notices by email to the Customer's workspace administrators and billing contact, or through the Service. The Customer sends notices to legal@openplex.io. Email notices are deemed received on the next business day after sending.
15.2 Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, including failures of public networks, natural disasters, war, acts of authorities or widespread outages of third-party infrastructure, provided it takes reasonable steps to mitigate the effects. This does not excuse payment obligations.
15.3 Assignment. The Customer may not assign these Terms without Odren's prior written consent, not to be unreasonably withheld. Odren may assign these Terms to an affiliate or to a successor in a merger, acquisition or sale of all or substantially all of the relevant assets, with notice to the Customer.
15.4 Subcontracting. Odren may use subcontractors and subprocessors, remaining responsible for their performance under these Terms and the Data Processing Agreement.
15.5 Entire agreement. These Terms, any order form and the Data Processing Agreement are the entire agreement between the parties on their subject matter and supersede earlier discussions. The Customer's own purchase terms do not apply.
15.6 Severability and waiver. If a provision is invalid or unenforceable, the remainder stays in effect. A failure or delay in exercising a right is not a waiver of it.
15.7 Third parties. No person other than the parties has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce these Terms.
15.8 Survival. Sections 4 (for unpaid fees), 7, 8, 9, 13 and 15 survive termination.
16. Governing law and disputes
16.1 These Terms and any dispute or claim arising out of or in connection with them, including non-contractual disputes, are governed by the laws of England and Wales.
16.2 The parties will first try to resolve any dispute in good faith between senior representatives within 30 days of written notice. Failing resolution, the courts of England and Wales have exclusive jurisdiction, without prejudice to either party's right to seek urgent interim relief in any competent court.
Odren Ltd, 7 Manchester Square, London, W1U 3PQ, United Kingdom, company number 15944303 (England and Wales).