Using Hapi

Who we are

Hapi is operated by Hapi AI Ltd, a company registered in England and Wales. You can contact us at [email protected].

Agreement to these terms

By accessing or using Hapi, you agree to these terms. If you use Hapi on behalf of a company or other organisation, you confirm that you have authority to bind that organisation to these terms.

Hapi may also be governed by a signed customer agreement, order form, data processing agreement, service agreement, pilot terms or other written terms between Hapi AI Ltd and a customer. Those written terms take priority for that customer where they conflict with these public terms.

Accounts and authority

You must provide accurate account information and keep your login details secure. You are responsible for activity carried out through your account unless caused by Hapi's breach of these terms.

Company admins are responsible for inviting users, assigning roles, managing permissions, configuring integrations and ensuring that only authorised users can access the relevant Hapi workspace.

Customer responsibilities

Customers are responsible for their own use of Hapi, including:

• deciding which Hapi features, capture settings, integrations and automations to enable;
• making sure users and affected staff are given appropriate notices, policies and instructions;
• obtaining any permissions, consents or approvals required for workplace use;
• ensuring connected accounts, third-party systems and customer data are used lawfully;
• reviewing AI-generated outputs and automation before relying on them where appropriate.

Customers must not configure or use Hapi in a way that would be unlawful, deceptive, disproportionate or inconsistent with their obligations to staff, clients, suppliers or other third parties.

Acceptable use

You must not use Hapi to:

• break the law or infringe another person's rights;
• access, collect or process data you are not authorised to use;
• covertly monitor people or evade required workplace notices;
• send spam, malware, phishing content or other harmful communications;
• interfere with Hapi's security, infrastructure, rate limits or availability;
• reverse engineer Hapi except where the law prevents that restriction;
• use Hapi to build a competing product or benchmark Hapi publicly without our written consent.

Integrations and connected services

Hapi can connect to third-party services such as email, calendars, contacts, messaging tools, browser workflows, business portals and document systems. When you connect a service, you authorise Hapi to access and use that service as needed to provide the features you enable.

Third-party services are governed by their own terms and may change, restrict or stop their APIs. Hapi is not responsible for third-party services, but we will take reasonable steps to keep supported integrations working where commercially practical.

AI outputs and automation

Hapi uses AI and workflow automation to help understand work context, draft content, suggest actions and automate tasks. AI outputs can be incomplete, inaccurate or unsuitable for a particular situation.

You are responsible for reviewing Hapi outputs before relying on them for legal, financial, HR, medical, safety-critical, employment, disciplinary or similarly significant decisions. Hapi should not be used as the sole basis for decisions that materially affect a person without appropriate human review.

Data and privacy

Our handling of personal data is described in our Privacy Notice. Our current subprocessor list is available at hapi.foundation/subprocessors.

For company deployments, the customer normally controls workplace data and Hapi AI Ltd processes that data on the customer's instructions, under the applicable agreement and data processing terms.

Customers retain ownership of their customer data. Hapi does not sell customer data. Hapi does not use customer data to train general-purpose AI models unless a customer has expressly agreed to that in writing. Data received from Google APIs is never used to train general-purpose AI or machine-learning models, regardless of any such agreement, in line with the Google API Services User Data Policy (see Google user data in our Privacy Notice).

Intellectual property

Hapi, including the software, website, product design, documentation, trademarks, logos and service technology, is owned by Hapi AI Ltd or its licensors.

Subject to these terms and any applicable customer agreement, Hapi grants authorised users a limited, non-exclusive, non-transferable right to use Hapi for the customer's internal business purposes during the subscription or pilot period.

Customers retain rights in their own data, content, records, prompts, connected-system materials and business information. Hapi may use aggregated or de-identified operational data to maintain, secure and improve the service, provided it does not identify a customer or individual.

Fees

Fees, billing periods, payment terms, taxes, cancellation rights and renewal terms are set out in the applicable order form, invoice, service agreement or written commercial terms. Unless those terms say otherwise, fees are non-refundable except where required by law.

Service changes and availability

We aim to provide a reliable service, but Hapi may be unavailable from time to time for maintenance, updates, outages, third-party provider issues or events outside our reasonable control.

We may change, improve, limit or discontinue features where needed for security, legal compliance, reliability, product development or commercial reasons. For material changes affecting company customers, we will use reasonable efforts to give notice through the channels set out in the applicable agreement.

Some Hapi features may be labelled beta, preview, pilot or experimental. Those features may change quickly and may be less reliable than generally available features.

Confidentiality

Each party may receive confidential information from the other. The receiving party must protect confidential information using reasonable care and use it only for the purposes of providing, receiving or evaluating Hapi, unless disclosure is required by law.

Liability

Nothing in these terms limits liability that cannot legally be limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

To the fullest extent permitted by law, Hapi is provided without implied warranties of merchantability, fitness for a particular purpose or uninterrupted availability. Hapi AI Ltd is not liable for indirect, consequential, special or punitive losses, loss of profit, loss of revenue, loss of goodwill, loss of anticipated savings, or loss arising from customer misuse, third-party services or customer-controlled configuration.

For company customers with a signed agreement, the liability limits and exclusions in that signed agreement apply. For all other use, Hapi AI Ltd's total liability arising out of or relating to Hapi is limited to the greater of GBP 100 or the amount paid by you to Hapi AI Ltd for the relevant service in the 12 months before the event giving rise to the claim.

Suspension and termination

You may stop using Hapi at any time. Company customers may terminate according to their signed agreement, order form or written commercial terms.

We may suspend or restrict access to Hapi if we reasonably believe there has been a security risk, unlawful use, non-payment, breach of these terms, breach of a customer agreement, or use that may harm Hapi, other customers or third parties.

When use of Hapi ends, data export, deletion and retention will be handled according to the applicable customer agreement, data processing terms and our Privacy Notice.

Governing law

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, unless a signed customer agreement says otherwise.

Changes

We may update these terms from time to time. If we make material changes, we will update this page and, where appropriate, notify customers through the channels set out in the applicable agreement. Continued use of Hapi after updated terms take effect means you accept the updated terms.