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Terms of Service

Effective date: 16 March 2026

1. Service Description

ClimaHQ is a belonging and inclusion platform (software-as-a-service) that provides belonging circles, belonging rituals, micro-allyship practices, an inclusion map, pulse surveys, psychological safety measurement, equity gap detection, and compliance reporting for people leaders. The platform uses deterministic analytics (no AI or language models).

2. Account Terms

  • You must provide accurate and complete information when creating an account.
  • You are responsible for maintaining the security of your account credentials and API keys.
  • You must be at least 18 years old, or the age of legal majority in your jurisdiction, to use this service.
  • You are responsible for all activity that occurs under your account, including survey administration and data interpretation.

3. Acceptable Use

You agree not to:

  • Use the service for any unlawful purpose or in violation of any applicable laws or regulations.
  • Attempt to gain unauthorized access to the service, other accounts, or related systems.
  • Interfere with or disrupt the integrity or performance of the service.
  • Reverse engineer, decompile, or disassemble any part of the service.
  • Attempt to de-anonymize individual survey responses or identify specific respondents.
  • Resell or redistribute the service without prior written consent.

4. Intellectual Property

  • ClimaHQ and its original content, features, and functionality are owned by the operator and protected by applicable intellectual property laws.
  • You retain all rights to the data you submit through the service. We claim no ownership over your data.
  • You grant us a limited licence to process your data solely for the purpose of providing the service.
  • Culture reports, compliance exports, and other outputs generated by the service may be used freely by you for your internal and regulatory purposes.

5. Data Processing

We process personal data in accordance with our Privacy Policy. Where we process personal data on your behalf (as a data processor), we will enter into a Data Processing Agreement (DPA) upon request, in compliance with Article 28 GDPR.

6. Availability and Support

  • We strive to maintain high service availability but do not guarantee uninterrupted access.
  • Scheduled maintenance will be communicated in advance where possible.
  • Support is provided via email at [email protected].

7. Payment and Billing

  • ClimaHQ is free for organizations with 25 or fewer employees.
  • Paid plans start from €6 per employee per month, billed monthly or annually.
  • All prices are exclusive of applicable taxes (including VAT) unless stated otherwise.
  • Invoices are issued in euros (€).

8. Limitation of Liability

To the maximum extent permitted by applicable law, including EU consumer protection law:

  • The service is provided "as is" and "as available" without warranties of any kind, whether express or implied.
  • ClimaHQ does not provide legal or HR advice. Culture analytics, compliance reports, and nudges are informational tools and do not substitute for professional counsel.
  • We shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the service.
  • Our total aggregate liability for any claims arising under these terms shall not exceed the amounts you have paid to us in the 12 months preceding the claim.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded or limited under applicable law.

9. Governing Law

These terms are governed by the laws of the European Union Member State in which ClimaHQ is established, without regard to conflict-of-law provisions.

If you are a consumer within the European Union, you also benefit from any mandatory provisions of the consumer protection law of your country of residence. Nothing in these terms affects your rights as a consumer under EU law.

You may also use the European Commission’s Online Dispute Resolution (ODR) platform at https://ec.europa.eu/consumers/odr.

10. Termination

  • You may close your account at any time from your account settings or by contacting us at [email protected].
  • We may suspend or terminate your access if you violate these terms, with notice where practicable.
  • Upon termination, your right to use the service ceases immediately. We will retain your data in accordance with our Privacy Policy and applicable law.
  • You may request an export of your data before account closure.

11. Changes to These Terms

We may modify these terms from time to time. We will notify you of material changes at least 30 days in advance by email or by posting a prominent notice on the service. Your continued use of the service after the effective date of the revised terms constitutes acceptance of the changes.

12. Contact

For any questions about these terms, contact us at [email protected].