Terms of Service

CUI: 49743547 · VAT: RO49743547 · J2024005188408 · Bucharest, Romania

These Terms cover the merakihr.eu website, consultancy services, the Pay Equity Diagnostic Questionnaire and Digital Lab products. PRISM Core HR and Prism ClearPay are governed by the PRISM Core HR Subscription Agreement, which prevails for those services.

These Terms of Service ("Terms") govern your use of all services provided by MERAKI HR SRL ("we", "us", "our"), including:

• merakihr.eu — our public website and consultancy services

• PRISM Core HR (prismclearpay.eu) — our HR information system (HRIS) SaaS platform

• Prism ClearPay — our EU Pay Transparency Directive pay equity diagnostic module

• The Prism ClearPay Diagnostic Questionnaire (merakihr.eu/pay-check) — our paid EU pay transparency assessment

• Digital Lab products — HR automation and AI tools

By using any of our services, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not use our services.

PRISM Core HR subscribers are additionally bound by the PRISM Core HR SaaS Subscription Agreement, which is accepted at registration and governs the subscription in detail. In case of conflict, the Subscription Agreement prevails over these Terms for PRISM Core HR services.

1. Services Overview

1.1 Website and consultancy

merakihr.eu provides information about MERAKI HR SRL's services, HR articles and resources, free templates and tools, and access to consultancy services including HR audits, process design, HR policy and practice support, and recruitment support. These consultancy services are provided by experienced HR professionals and do not constitute legal advice.

1.2 PRISM Core HR — operational HRIS (not a legal archive or payroll system)

PRISM Core HR is an operational HR information system for record-keeping, pay gap analysis, document generation, and workforce management. IMPORTANT LIMITATIONS:

• PRISM Core HR is NOT an official electronic document management system (EDMS) or certified electronic archive (OUG 135/2007, Archiving Law 16/1996). Documents stored in PRISM Core HR do not satisfy your legal archiving obligations.

• PRISM Core HR does NOT calculate, validate, or process payroll (stat de plată, D112, ANAF obligations). You must use a certified payroll system.

• PRISM Core HR does NOT integrate with or file data to REVISAL. All REVISAL registrations must be made through the Inspectia Muncii portal.

• You (the employer) are the Data Controller for all employee data in PRISM Core HR. We are your Data Processor under GDPR Article 28.

• You remain legally responsible for maintaining independent certified archives for employment contracts, addenda, payslips, and signed documents.

1.3 Prism ClearPay

Prism ClearPay is a pay equity analysis and EU Pay Transparency Directive pay equity diagnostic module available to Scale and Pro subscribers. It generates pay gap analyses, job evaluation outputs, and AI-assisted compliance narratives based on your PRISM Core HR data. These outputs are analytical tools — not legal advice and not substitute for professional compliance review.

1.4 Diagnostic Questionnaire

The Prism ClearPay Diagnostic Questionnaire (merakihr.eu/pay-check) is a paid, self-service EU pay transparency assessment. Current pricing is shown at merakihr.eu/pay-check. It produces a risk tier output (Low / Medium / High / Critical) based on your 13-question responses. It is not a legal audit, investigation, or official compliance assessment.

2. Account Registration and Use

2.1 Eligibility

Our services are available to business entities only. You must be 18 or older and have authority to bind your organisation. By accepting these Terms, you represent that you have such authority.

2.2 Account security

You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account. Notify us immediately at merakihr.ro@gmail.com if you suspect unauthorised access.

2.3 Accurate information

You must provide accurate, complete, and current information when registering and using our services. You must not misrepresent your organisation's employee headcount, industry, or other details to obtain a lower subscription tier.

2.4 One subscription per legal entity

Each PRISM Core HR subscription covers one legal entity only (one CUI/company registration number). You may not use one subscription for multiple companies or make the platform available to third-party organisations.

3. Subscriptions, Billing, and Free Trial

3.1 Free trial

PRISM Core HR offers one 14-day free trial per legal entity (one CUI/VAT ID). No payment details are required. Prism ClearPay is not included in the trial. Trial data is deleted 30 days after the trial ends unless you subscribe; you may delete it yourself at any time.

3.2 Subscription plans

PRISM Core HR is available on monthly and annual subscription plans (Micro, Start, Grow, Scale, Pro). Prism ClearPay is available as a paid add-on on Scale and Pro plans. Prism ClearPay subscriptions are subject to a minimum commitment period of 3 months; no monthly ClearPay option is available. Prices are the price shown on the pricing page at the time of purchase (prismclearpay.eu/pricing).

3.3 Billing

Subscription fees are billed in advance via Stripe. Prices are stated in EUR, exclusive of VAT. VAT is added where due. EU business customers with a valid VIES-registered VAT number are invoiced under reverse charge. Prices are set in EUR. Romanian customers are invoiced and charged in RON, as required for payments between Romanian companies, through e-Factura, at the MERAKI conversion rate shown on the pricing page (never more than 5% above the BNR EUR/RON rate on the day it is set). For annual plans and Prism ClearPay, the rate on the invoice date applies for the whole prepaid term. For Prism ClearPay, the fee for the full term is paid in full, in advance, at the start of the term.

3.4 Refunds

Refund terms are set out in our Refund Policy (merakihr.eu/refund-policy). Monthly subscriptions are non-refundable once the billing period has commenced. Annual subscriptions are non-refundable except in the case of termination without cause by MERAKI HR SRL. Consumer statutory withdrawal rights (OUG 34/2014) do not apply as our services are provided exclusively to business customers.

3.5 Prism ClearPay commitment terms

Prism ClearPay is available for 3, 6 or 12 months. The fee for the full term is paid in full, in advance, at the start of the term. Paid fees are non-refundable, except where Link (as merchant of record for buyers outside Romania) or the law requires a refund. You may end a commitment early on up to two months' notice; no refund is given for the unused part of the term. If payment for a new or renewed term fails, generation of new analyses and reports is suspended until payment; existing reports and data export remain available.

Any discounts for longer commitments are the ones shown on the pricing page at the time of purchase (prismclearpay.eu/pricing).

4. Acceptable Use

You may use our services only for lawful business purposes consistent with these Terms and our Acceptable Use Policy (merakihr.eu/acceptable-use). You must not:

• Use the platform to process personal data unlawfully (including without employee notice under GDPR Arts. 13–14)

• Enter false or fabricated employee data to manipulate pay gap reports or to qualify for a lower pricing tier

• Attempt to access other subscribers' data or probe platform security

• Use automated tools to scrape or extract data except through our documented API

• Resell or sublicense platform access to third parties

• Use AI-generated content (Prism ClearPay narratives) as regulatory submissions without independent professional review

5. Intellectual Property

MERAKI HR SRL retains all intellectual property rights in our platforms, software, databases, AI models, training data, templates, and documentation. These Terms grant you a limited, non-exclusive, non-transferable licence to use our services during the subscription term for your own internal business purposes only.

You own all data you upload to PRISM Core HR. You grant MERAKI HR SRL a licence to process that data solely to provide the services to you. We do not claim ownership of your data and do not use it to train AI models without your explicit consent.

6. Data Protection

Our data protection obligations and your rights as a data subject are set out in our Privacy Policy (merakihr.eu/privacy). For PRISM Core HR subscribers, the Data Processing Agreement in Schedule 3 of the Subscription Agreement governs our processing of your employee data as Data Processor. You, as the employer, remain Data Controller and are responsible for your GDPR compliance obligations, including employee notice obligations.

7. Disclaimers

7.1 No legal advice

MERAKI HR SRL is not a law firm. Our consultancy services, platform outputs, and AI-generated content do not constitute legal advice. You should seek independent legal advice for specific employment law, tax, or compliance questions.

7.2 Platform as operational tool only

PRISM Core HR is an operational HRIS tool. It is not an EDMS, legal archive, payroll engine, or REVISAL system. We expressly disclaim liability for: your failure to maintain legally required independent archives; REVISAL non-compliance; payroll processing errors; regulatory fines (ANSPDCP, Inspectia Muncii, ANAF) arising from misuse or misreliance on platform data.

7.3 AI content disclaimer

AI-generated content produced by Prism ClearPay using the Anthropic Claude model is generated algorithmically based on data you enter. It may contain errors or omissions. It must be reviewed by a qualified professional before use in regulatory submissions.

7.4 Service availability

We aim for high platform availability but do not guarantee uninterrupted access. Scheduled maintenance, third-party outages (Supabase, Stripe, etc.), and events outside our control may cause interruptions. We are not liable for losses arising from service interruptions except as expressly provided in the Subscription Agreement's SLA terms.

7.5 Data integrity — your responsibility as Data Controller

Platform reports and analyses are only as accurate as the data you enter. As Data Controller, you are responsible for the accuracy, completeness, and lawfulness of data entered into PRISM Core HR. We are not liable for incorrect or misleading reports resulting from inaccurate data input.

8. Limitation of Liability

For PRISM Core HR and Prism ClearPay, the liability terms of the Subscription Agreement apply. For other services, our aggregate liability is limited to the fees you paid for the service concerned. We are not liable for loss of data except where caused by our intent, gross negligence or breach of our security measures. Nothing limits liability for intent, gross negligence, fraud, death or personal injury, or any liability that cannot be limited by law.

9. Governing Law and Jurisdiction

These Terms are governed by Romanian law. Disputes are resolved by the competent courts of Bucharest, Romania.

10. General

10.1 Entire agreement

These Terms, the Acceptable Use Policy, the Refund Policy and the Disclaimer, and (for PRISM Core HR subscribers) the Subscription Agreement and its Schedules, form the agreement between you and MERAKI HR SRL. Our Privacy Policy and Cookie Policy explain how we process personal data; they are information notices, not contract terms.

10.2 Changes to Terms

We may update these Terms from time to time. We will notify subscribers of material changes by email at least 30 days before they take effect. Changes required by law may apply sooner. Continued use of our services after the effective date constitutes acceptance.

10.3 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force.

10.4 Contact

Questions about these Terms: merakihr.ro@gmail.com · merakihr.eu

MERAKI HR SRL · CUI 49743547 · Bucharest, Romania · merakihr.eu · merakihr.ro@gmail.com

Change log

Version	Date	What changed
3.1	15.10.2026	Added scope; new free-trial, billing (VAT, reverse charge, RON/e-Factura), ClearPay early-exit and failed-payment terms; discounts moved to pricing page; new limitation of liability; ODR/ANPC removed; entire-agreement and change-notice wording updated.
3.0	12.10.2026	Previous version (archived).

Previous versions: merakihr.eu/legal/archive