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Terms of Service

Effective 9 October 2026. These terms apply to every company that uses KwikTime and the other KwikAPPS products. For a company whose account was opened before 9 October 2026, the changes made on that date (the trial set-up screens in section 3, the sub-processor contact in section 7 and the competitor clause in section 8) take effect on 8 November 2026. Updated 17 October 2026 to name the modules the service covers (section 2), to say how beta features inside KwikTime work (section 3), to publish our Data Processing Agreement (section 7) and to say that a signed Master Services Agreement takes precedence (section 1). None of these changes reduces your rights.

KwikTime records attendance and turns it into daily time records and payroll. You pay per worker seat, monthly or yearly. You can cancel at any time and keep your data. Attendance is never switched off, whatever happens to your plan. The rest of this page says the same things in the detail a contract needs.

This page states the terms for every country we serve. Where a section names a country, it applies only to customers in that country; the sections for other countries do not apply to you and are shown for completeness.

1. Who this agreement is between

This agreement is between KwikAPPS OPC, a one person corporation registered in the Philippines (SEC Registration No. 2026080263876-03, TIN 813-266-696-00000, Unit 705 Landsdale Tower, 86 Mother Ignacia Avenue, Paligsahan, Quezon City 1103), called we or KwikAPPS, and the company or organisation that creates an account, called you or the Customer.

You accept these terms by creating a company account, by ticking the box that refers to them, or by using the service. The person who does that confirms they have authority to bind the Customer. If you do not agree, do not use the service.

KwikTime is sold to businesses. Workers who clock in on a Customer’s account are the Customer’s users, not our customers.

If your company has signed an agreement with us. A Master Services Agreement or other written agreement signed by both of us takes the place of these terms for your company while it is in force, even if someone at your company also ticks a box in the app that refers to these terms.

2. The service

The service is the KwikTime application at app.kwikapps.app and its installed versions, together with any KwikAPPS modules you subscribe to. It records attendance, produces daily time records, and computes payroll inputs from the rules you configure and the jurisdiction profile you choose. You subscribe to a hosted online service: we run the software on our servers and you use it over the internet. No copy of the software, and no copyright or licence in it, passes to you.

Modules. KwikTime records attendance, turns it into time records, approves overtime, runs payroll and prepares the government forms and remittances. A KwikAPPS module is a product that runs inside the same app and is offered separately from KwikTime. Each one has its own colour, and the app tags its screens with it:

Each module is marked in the app as available, in beta testing, or on the roadmap. These terms, our Data Processing Agreement and our Privacy Notice apply to every module you use in the same way as to KwikTime. A module on the roadmap is not part of the service.

Your own AI provider. If your company switches on KwikAI Connect and gives the app a key to an AI provider’s account, or connects its own AI assistant to the service, you choose that provider and contract with it directly. The questions your users ask, and the records needed to answer them, are sent to that provider under your company’s own account and its terms. We store the key encrypted and use it only to answer your users. We do not use your data to train any AI model.

Your account has admins, who manage the company, and workers, who clock in. You are responsible for who you give access to and for what they do with it.

3. Plans, trials and seats

How charges are counted, and what we refund, is set out in full in our Refund and Billing Policy, which forms part of these terms.

Connected module beta invitation. After your first successful KwikTime subscription payment, we invite your company to test eligible unreleased modules for 30 days. The modules and access end date are shown in the app. These modules are still in development, are separate from your KwikTime subscription, and may change before release. Explore them throughout the invitation and send feedback or requests for additional features to support@kwikapps.app; the demo shows example workflows. Beta access ends automatically: new entries and changes in modules without separate active access lock, while saved records are retained. Saved personnel and safety history remain viewable and exportable. There is no automatic subscription or charge for beta modules. A future release or continued access is not promised by this invitation; any separate purchase requires your explicit agreement. Planned modules shown in the app describe the connected KwikAPPS platform roadmap, not features included in KwikTime. This invitation is separate from the initial KwikTime trial and does not restart with subscription renewals.

Beta features inside KwikTime. These features are available in KwikTime today but are in beta and belong to other KwikAPPS modules. The app tags each one with its module’s colour; tap the tag to see this note.

While a feature is in beta it is free, it may change, and it is not part of what your KwikTime subscription pays for. We may move a beta feature into a separately priced module, or withdraw it. We tell your admins by email at least 30 days before a feature you use stops being free or is withdrawn. If you do not take up the module, the feature locks; the records you made with it stay yours, viewable and exportable, and nothing is deleted.

4. Fees, taxes and payment

Customers in the Philippines buy directly from KwikAPPS OPC. Prices are shown in Philippine pesos and include 12% VAT. Payment is collected through PayMongo, a payment processor regulated by the Bangko Sentral ng Pilipinas. You receive an invoice for every payment. Online payments are charged in full. If your company withholds tax on payments to us (for this service the rate is 2% of the fee before VAT (computer services, Revenue Regulations No. 11-2018), and a government buyer also withholds 5% VAT), upload the BIR Form 2307 you issue us in the app (Plan → Tax withheld) within 20 days after the end of each quarter. Once it matches your invoices, the tax withheld comes off your next payment, or is refunded to how you paid if you no longer subscribe. Your company issues the 2307; we do not.

You buy through our reseller. Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for your order. Paddle provides customer service and handles returns for those orders, issues the invoice or receipt, and adds the sales tax or VAT that applies where you are. Prices are shown before tax. Paddle’s own buyer terms also apply to those purchases.

Fees are due on the date shown at checkout and at each renewal. A subscription renews automatically until you cancel. If a payment fails, we tell you and try again; paid features lock until the plan is paid, and attendance keeps working (section 6).

5. Price changes

KwikAPPS is in early access and today’s prices are introductory. We may revise prices, but within these limits:

6. Attendance is never switched off

Everyone you have enrolled keeps clocking in, even if a payment fails or your plan ends. Attendance records are the record of a worker’s day, and we do not hold them hostage. What changes when a plan is unpaid is access to paid features and the ability to enrol beyond your paid seats.

7. Your data and workers’ data

Your data is yours. Attendance records, rosters, pay rules and everything else you or your workers put into the service belong to you. You can export it at any time.

Roles under data-protection law. For the personal data of your workers, you are the controller and KwikAPPS OPC is your processor. We process that data only to provide the service to you and on your instructions. You are responsible for having a lawful basis to collect your workers’ data and for telling them how it is used.

Philippines. Under the Data Privacy Act of 2012 (RA 10173) you are the personal information controller and we are the personal information processor.

European Economic Area and United Kingdom. Under the GDPR and the UK GDPR you are the controller and we are the processor. Our Data Processing Agreement contains the terms Article 28 requires, and the Standard Contractual Clauses and UK Addendum we use for transfers outside your region.

United States. Under state privacy laws such as the California Consumer Privacy Act, we act as your service provider. We do not sell or share your workers’ personal information, and we use it only to provide the service.

Your country. The same roles apply under the data-protection law where you operate; you remain responsible for meeting its local requirements.

Data Processing Agreement. Our Data Processing Agreement forms part of these terms and governs how we process your workers’ personal data, in KwikTime and in every module. Your administrator accepts it in the app. On data protection it prevails over the rest of these terms.

Face recognition and other biometrics. Face matching is optional and runs on the device. Where you switch it on, you are responsible for obtaining each worker’s explicit consent before their face is enrolled, and for offering another way to clock in to anyone who declines. The app provides consent forms and a QR-code alternative for this purpose.

In the United States, some states regulate biometric data specifically (for example Illinois’ Biometric Information Privacy Act, and laws in Texas and Washington). Where they apply, you must obtain each worker’s written release and publish a retention policy before enrolling a face.

In the EEA and the UK, face data used to identify a worker is special-category data. You must have a valid condition under Article 9 and should carry out a data-protection impact assessment before switching it on.

Each company’s data is kept separate. Every record is scoped to your company. No other customer can read it.

Security and breaches. We protect your data with access controls, encryption in transit, and the other measures described in our documentation. If a breach affects your workers’ data, we tell you without undue delay so that you can meet your own duty to notify the authorities and the people affected.

In the Philippines that means the National Privacy Commission, within 72 hours.

In the EEA and the UK that means your supervisory authority, within 72 hours.

In the United States, each state’s breach-notification law sets who must be told and when.

Sub-processors. We use third-party providers for hosting, database, email delivery and payment collection. Business documents you scan are read on your own device first; the BIR Form 2303 you give us for invoicing is kept with our invoicing records and is not sent to any outside reading service. A BIR Form 2303 or 2307 you upload for your invoices is kept with your invoicing records, as the tax rules require. The current list is available from dpo@kwikapps.app.

Our Privacy Notice covers this website, and its section The KwikTime app covers the application itself and every KwikAPPS module in it.

8. Acceptable use

Competitors. If your company makes or sells software that competes with KwikAPPS, you may not use the service, its trial or its demo without our written consent. No one may benchmark the service, or use it, its screens or its documentation, to design or build a competing product.

You will not: resell or sublicense the service; copy, reverse-engineer or scrape it; use it to store data you have no right to process; try to access another customer’s data; or overload or attack it. You will keep your sign-in details secure and tell us promptly if an account is compromised.

9. Availability and offline use

The service is built to work offline. A clock-in made without signal is stored on the device and synced later. Because of that design, we do not guarantee that every record is visible everywhere at every moment.

We aim to keep the service available at all times but do not promise a particular uptime. Planned maintenance is announced in advance where we can. The service is provided as is and as available.

You remain responsible for checking payroll outputs before paying wages or remitting statutory contributions. KwikTime computes from the rules and data you give it; it does not replace your review.

10. What we promise, and what we do not

We promise to provide the service with reasonable skill and care, and to handle your data as this agreement and the law require. To the fullest extent the applicable law allows, we exclude all other warranties, including implied warranties of merchantability and fitness for a particular purpose. Nothing here excludes liability that the law does not allow to be excluded, including liability for fraud, bad faith or gross negligence.

We do not certify payroll. KwikAPPS is not a payroll bureau, an auditor, a tax agent or a law firm, and nothing in the service, in our documentation or in our marketing is a certification, an audit opinion, or legal, tax, accounting or employment advice. Where a figure, a form or a report carries a reference to a statute, a circular or an agency, that reference tells you which rule we built to. It is not a representation that the result is correct for your workers, your pay period or your establishment, and it is not a substitute for your own professional advice.

What we give you is a template on a stated format, and the sources behind it. For every statutory figure the service computes we publish the governing instrument, what the figure was read from, the date it was read, whether it was verified against the primary source or carried from a secondary one, and whether a second person checked it. That is our sources-of-truth register, and it is the full extent of what we assert. A figure recorded as unverified computes nothing: the service shows you that it is outstanding rather than a number.

Where we have published no statutory figures for a country, the service computes no statutory deductions for it at all. It does not estimate them and it does not apply another country’s rates. Statutory deductions stay switched off until an administrator of yours switches them on, and we record who did so, when, and which version of the figures and of this disclaimer was in force at that moment. Rates, thresholds and rules change, sometimes with retrospective effect, and we do not warrant that any figure is current on any given day.

Registering, computing, filing, remitting and correcting remain yours, as does keeping the underlying records. If an authority assesses, penalises or charges interest on you, that is between you and the authority, whatever the service showed.

Where the service produces a file in an authority’s own format, it is a DRAFT for you to check, not a filing. It is marked as a draft, it records the version of the published figures it was computed from and the date, and it is produced only for a country whose figures we have published and that you have switched on yourself. We never submit it. You download it, you check it, and you upload it from your own account to the authority — so the statement made to that authority is yours, not ours. Where a worker’s details are incomplete the file leaves them out and names them, rather than estimating: we would rather hand you a short file you can see is short than a complete-looking one you would remit against. A file in an authority’s format is still not a certification, and nothing in it is reviewed or approved by that authority or by us.

11. Limits on liability

To the extent the law allows:

These limits do not apply to fraud, bad faith, wilful misconduct or gross negligence, which remain governed by the applicable law.

You, not we, are responsible for final payroll computation and for your statutory compliance with the BIR, SSS, PhilHealth, Pag-IBIG and DOLE.

You, not we, are responsible for final payroll computation and for your statutory compliance with the IRS, the Social Security Administration, the U.S. Department of Labor, and your state’s tax, unemployment-insurance and labor agencies.

You, not we, are responsible for final payroll computation and for your statutory compliance with HMRC, the Department for Business and Trade and the Fair Work Agency.

You, not we, are responsible for final payroll computation and for your statutory compliance with the ATO, the Fair Work Ombudsman, your state or territory revenue office and your employees’ super funds.

You, not we, are responsible for final payroll computation and for your statutory compliance with the CRA, ESDC and your province’s employment-standards and workers’ compensation bodies (in Quebec, Revenu Québec and the CNESST).

You, not we, are responsible for final payroll computation and for your statutory compliance with the Inland Revenue Department, the Labour Department and the Mandatory Provident Fund Schemes Authority.

You, not we, are responsible for final payroll computation and for your statutory compliance with the Directorate General of Taxes (DJP), BPJS Kesehatan, BPJS Ketenagakerjaan and the Ministry of Manpower (Kemnaker/Disnaker).

You, not we, are responsible for final payroll computation and for your statutory compliance with the Income Tax Department, EPFO, ESIC and the appropriate labour authorities.

You, not we, are responsible for final payroll computation and for your statutory compliance with the tax office, your employees’ municipalities, the Japan Pension Service, Hello Work and the Labour Standards Inspection Office.

You, not we, are responsible for final payroll computation and for your statutory compliance with LHDN (HASiL), KWSP (EPF), PERKESO (SOCSO), JTKSM and HRD Corp.

You, not we, are responsible for final payroll computation and for your statutory compliance with GOSI and the Ministry of Human Resources and Social Development (Qiwa).

You, not we, are responsible for final payroll computation and for your statutory compliance with IRAS, the CPF Board and the Ministry of Manpower.

You, not we, are responsible for final payroll computation and for your statutory compliance with the Revenue Department, the Social Security Office and the Department of Labour Protection and Welfare.

You, not we, are responsible for final payroll computation and for your statutory compliance with the Tax Department, Vietnam Social Security and the provincial labour authority.

You, not we, are responsible for final payroll computation and for your statutory compliance with MOHRE and, for UAE nationals, the GPSSA.

You, not we, are responsible for final payroll computation and for your statutory compliance with the tax, social-security and labour authorities of your country.

You, not we, are responsible for final payroll computation and for your statutory compliance with the tax, social-security and labour authorities where you operate.

12. Indemnities

You will indemnify us against claims arising from your unlawful processing of your workers’ data or your breach of section 8. We will indemnify you against claims that the service itself infringes a third party’s intellectual property, provided you tell us promptly and let us handle the defence.

13. Suspension, cancellation and deletion

14. Intellectual property and confidentiality

We own the service, its software and its documentation. You own your data. Each of us will keep the other’s confidential information confidential and use it only for this agreement. Feedback you give us about the service may be used to improve it without obligation to you.

15. Changes to these terms

We may update these terms. For a material change we email the admins on your account at least 30 days before it takes effect. If you do not agree, cancel before that date. Continuing to use the service after the date means you accept the change. The current version is always at kwikapps.app/terms.

16. Governing law and disputes

This agreement is governed by the laws of the Republic of the Philippines. If we cannot settle a dispute by talking, either of us may bring it to the courts of Quezon City, Philippines, or, if both agree, to arbitration under the Alternative Dispute Resolution Act of 2004 (RA 9285) administered by the Philippine Dispute Resolution Center, seated in Metro Manila and conducted in English. Nothing in this section takes away any protection that the mandatory law of your own country gives you. If any part of this agreement is found unenforceable, the rest still applies.

17. Contact

KwikAPPS OPC, Unit 705 Landsdale Tower, 86 Mother Ignacia Avenue, Paligsahan, Quezon City 1103, Philippines. Email support@kwikapps.app. We answer within two business days.

KwikAPPS OPC · SEC Reg. No. 2026080263876-03 · Quezon City, Philippines · support@kwikapps.app