Legal
Terms and Conditions
These Terms and Conditions ("Terms") govern your use of Mosaico ("the Service"), provided by Mosaico Limited ("we," "us," or "our"). By registering for an account and using the Service, you agree to these Terms.
1. Account Registration
1.1 To use the Service, you must register by providing a valid email address, password, first name, and last name.
1.2 Your organization administrator may create your account on your behalf and invite you via email.
1.3 You may also be created as an uninvited user and receive an invitation later.
1.4 You are responsible for maintaining the security of your account and for all activities that occur under your account.
2. Availability
2.1 The Service is currently available in New Zealand and Australia.
2.2 We reserve the right to expand or restrict the availability of the Service to other regions in the future.
3. Subscription and Billing
3.1 The Service is offered on a tiered subscription model. Current plans, pricing, and limits are published on our Pricing page and may be updated from time to time.
3.2 Pro plan pricing is charged per registered user, billed monthly. You may add or remove users at any time; changes take effect on the next billing cycle.
3.3 AI usage limits (queries per week, document upload capacity, per-query context, file size) and structural limits (users, active processes, position foundations) are set per plan and shared across the organisation. Refer to the Pricing page for current limits.
3.4 Payments are processed through Stripe. You agree to provide accurate payment information.
3.5 Subscription renewals occur automatically unless canceled before the next billing date.
3.6 You may cancel your subscription at any time. Your cancellation will take effect at the end of the current billing cycle.
4. Free Start Plan and Money-Back Guarantee
4.1 New organisations begin on the Start plan, which is free forever within the limits published on our Pricing page. No credit card is required and there is no trial expiry.
4.2 To use features or capacity beyond Start plan limits, you must upgrade to the Pro or Business plan.
4.3 Pro subscriptions include a 14-day money-back guarantee from the date of first payment. If you cancel within this period, you will receive a refund of the most recent payment.
4.4 If a paid subscription is canceled or terminated, your organisation will revert to read-only access as described in Section 6, not to the Start plan.
5. Failed Payments
5.1 If your payment is unsuccessful, your ability to create or modify data in the system will be revoked.
5.2 You will still be able to log in and view your data.
5.3 No new data can be created or updated until payment is resolved.
6. Data Access, Retention, and Deletion
6.1 Your data is stored securely on servers hosted by AWS in the Australia region (ap-southeast-2).
6.2 Upon cancellation or termination, your data will be retained for a maximum of 3 months.
6.3 During this 3-month period:
For Canceled Subscriptions or Failed Payments: You may log in and view your data. Creating or modifying content is not permitted.
For Terminated Accounts: You may log in, but navigation will be blocked. You will be presented with options to delete your data or contact support to request a data export.
6.4 After 3 months, all data will be permanently deleted unless legally required to retain it.
6.5 While you retain ownership of your data, Mosaico is not liable for the misuse, mishandling, or non-compliance of your data under applicable laws by users or third parties.
7. Artificial Intelligence Features
See full AI features section details in source content.
8. Uploaded Documents and AI Context
8.1 You may upload documents (policies, handbooks, reference materials) to the Service for use as AI context.
8.2 You are responsible for ensuring you have the right to upload such documents and that they do not contain information you are not authorized to share.
8.3 Uploaded documents are processed by AI to answer user queries. Mosaico does not verify the accuracy or legal validity of uploaded documents.
8.4 AI responses that reference uploaded documents may misinterpret, summarize inaccurately, or provide incomplete information from those documents. You should verify AI responses against the original documents.
9. Third-Party Services
9.1 The Service integrates with third-party services including: Stripe (payment processing); Amazon Web Services (hosting, authentication via Cognito, email via SES, storage via S3, AI compute infrastructure); and Microsoft 365 (optional user directory sync and SSO when configured by your administrator). Mosaico's AI runs on its own AWS infrastructure. No third-party AI providers are used.
9.2 Your use of the Service is subject to the terms and privacy policies of these third-party providers.
9.3 Mosaico is not responsible for the availability, accuracy, or security practices of third-party services.
10. Acceptable Use
10.1 You agree not to:
- Use AI features to make automated employment decisions without human oversight.
- Upload documents containing material you do not have rights to share.
- Rely on AI outputs as a substitute for professional legal, HR, or compliance advice.
- Use the Service in violation of applicable employment or privacy laws.
- Use the Service to knowingly misrepresent or misclassify the legal status of individuals under applicable employment, labor, or tax laws.
- Provide false or negligent workforce compliance confirmations when adding individuals to the platform.
- Attempt to extract, scrape, or reverse-engineer Mosaico's AI infrastructure, models, or proprietary systems.
- Use the Service to discriminate against any individual or group.
10.2 Your organization administrator is responsible for ensuring all users comply with this acceptable use policy.
10.3 Use of the Service constitutes acceptance of AI-powered data processing. If you do not accept these terms, do not sign up for or continue using the Service.
11. Workforce Classification and Employment Compliance
See full workforce classification section details in source content.
12. Privacy and Security
12.1 We collect, store, and process personal information in compliance with the New Zealand Privacy Act 2020 and the Australian Privacy Act 1988. Please refer to our Privacy Policy for full details.
12.2 Your data is stored securely and will not be shared with third parties except as described in our Privacy Policy.
12.3 Users are responsible for securing their credentials. If credentials are compromised, Mosaico may take steps to secure the account, including temporary suspension.
12.4 In the event of a security breach, we will notify you promptly and take appropriate remedial actions.
13. Intellectual Property
13.1 All content, features, and functionality of the Service, including but not limited to software, design, text, and workflows, are owned by Mosaico Limited and protected by intellectual property laws.
13.2 Exporting or replicating proprietary workflows or configurations is strictly prohibited.
13.3 Users agree not to use exported data to develop competing products or services.
14. User Content and Feedback
14.1 Users retain ownership of all data they input into the system.
14.2 By providing feedback or suggestions, you grant Mosaico the right to use such input to improve the Service.
14.3 By uploading documents for AI context, you grant Mosaico the right to process those documents through our AI infrastructure for the purpose of delivering the Service. This does not transfer ownership of those documents.
15. Governing Law and Dispute Resolution
15.1 These Terms are governed by the laws of New Zealand.
15.2 Any disputes arising from these Terms shall be resolved in the courts of New Zealand.
16. Modifications to the Service or Terms
16.1 We reserve the right to update or modify the Service and these Terms at any time.
16.2 Significant changes will be communicated to you, and continued use of the Service constitutes acceptance of the revised Terms.
17. Cancellation and Termination
17.1 You may cancel your subscription at any time through account settings. Cancellation takes effect at the end of the current billing cycle.
17.2 In the event of account termination:
- You will retain the ability to log in, but all functionality will be hidden.
- You will be presented with options to delete your data or contact support to request a data export.
- Navigation and other features will not be available.
17.3 After 3 months, all data will be permanently deleted unless legally required to retain it.
18. Indemnification
18.1 Users agree to indemnify and hold Mosaico harmless from claims or damages arising from misuse of the Service or violations of these Terms.
18.2 You agree to indemnify Mosaico against any claims arising from your reliance on AI-generated content without appropriate professional verification.
18.3 You agree to indemnify Mosaico against any claims arising from employment decisions made using the Service, including but not limited to termination, disciplinary action, or discriminatory practices.
18.4 You agree to indemnify Mosaico against any claims related to the accuracy or legality of data you enter into the Service or documents you upload.
18.5 You agree to indemnify Mosaico against any claims, regulatory actions, fines, or penalties arising from the classification of individuals you add to the platform, including but not limited to claims of sham contracting, worker misclassification, or avoidance of employment obligations in any jurisdiction.
18.6 You agree to indemnify Mosaico against any claims arising from workforce compliance confirmations you provided when adding individuals to the platform, including confirmations that were inaccurate, incomplete, or provided without adequate legal review.
19. Limitation of Liability
19.1 Mosaico provides the Service "as is" and does not guarantee uninterrupted or error-free performance.
19.2 We are not liable for indirect or consequential damages arising from your use of the Service.
19.3 Without limiting the foregoing, Mosaico is not liable for:
- Decisions made based on AI-generated insights, recommendations, or analysis.
- Inaccuracies in AI-generated legal, compliance, or HR guidance.
- Employment law violations resulting from reliance on AI outputs.
- Losses arising from data entered incorrectly by users or organization administrators.
- Actions taken based on AI at-risk alerts or intervention recommendations.
- Misinterpretation of uploaded documents by AI features.
19.4 To the maximum extent permitted by law, Mosaico's total aggregate liability for any claims arising from or related to the Service shall not exceed the total fees paid by you in the twelve (12) months preceding the claim.
19.5 The limitations in this section apply regardless of the form of action, whether in contract, tort, negligence, strict liability, or otherwise.
20. Force Majeure
Mosaico shall not be held liable for delays or failures in performance resulting from events beyond its reasonable control, including but not limited to acts of God, natural disasters, government restrictions, cyberattacks, or disruptions in third-party services.