Terms and Conditions

1. Introduction

Welcome to Obsidian Staff Hub ("the Service"), a remote staff productivity tracking system designed specifically for law firms. These Terms and Conditions ("Terms") govern your access to and use of the Obsidian Staff Hub software, services, and website. The Service is owned and operated by Obsidian Staffing ("we," "us," or "our").

By accessing or using the Service, you agree to be bound by these Terms. If you disagree with any part of the Terms, you may not access the Service.

2. Definitions

Throughout these Terms, the following definitions apply:

• "Account": Your registered account that allows access to the Service.
• "Administrator": A user with administrative privileges who can access and manage certain features of the Service.
• "Content": All information, data, text, software, graphics, and other materials uploaded, downloaded, or appearing on the Service.
• "Desktop Client": The software application that is installed on your computer to track activity and productivity.
• "Employee": An individual whose activities are tracked through the Service.
• "Law Firm": The legal entity that has subscribed to the Service and is the employer of the Employees.
• "User": Any individual who accesses or uses the Service, including Employees and Administrators.

3. Acceptance of Terms

By creating an account, installing the Desktop Client, or otherwise accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are using the Service on behalf of a Law Firm, you represent and warrant that you have the authority to bind the Law Firm to these Terms.

If you do not agree to these Terms, you must not access or use the Service. We may revise these Terms at any time by updating this page. Your continued use of the Service following the posting of revised Terms means that you accept and agree to the changes.

4. User Accounts

To access the Service, you must create an account or have an account created for you by an Administrator. You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate, current, and complete.

4.1 Account Security

You are responsible for safeguarding your password and for all activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account or any other breach of security. We cannot and will not be liable for any loss or damage arising from your failure to comply with this section.

4.2 Account Credentials

You must not share your account credentials with any third party or allow any third party to access the Service using your credentials. Each User must have their own unique account.

5. Service Description

Obsidian Staff Hub is a remote workforce management system designed for law firms to track productivity, manage attendance, and process payroll. The Service includes:

• A web-based dashboard for productivity metrics, team monitoring, and reporting
• A Windows Desktop Client that records active vs. idle time during scheduled work hours
• Digital time clock with clock-in/out, break management, and webcam verification at clock-in and break-end
• Vacation, sick day, emergency, medical leave, and unpaid leave request workflows with manager approval
• Bi-monthly payroll processing with multi-currency support (MXN, USD, EUR), overtime tracking, and holiday pay
• Manager and admin dashboards with team visibility, productivity scoring, and shift management
• Optional integrations with Google Calendar & Tasks, MerusCase, Monday.com, and 3CX (see Section 7)
• Internal support ticket system and certificate generation (e.g., Employee of the Month)
• Annual evaluation and self-assessment workflows

5.1 Service Availability

We strive to ensure that the Service is available at all times, but we do not guarantee that the Service will be available without interruption. We reserve the right to suspend or restrict access to some features to users. We will not be liable if, for any reason, all or part of the Service is unavailable at any time or for any period. Scheduled maintenance, deployments, and third-party outages may temporarily affect availability.

6. Activity Monitoring

The Service includes activity monitoring features that operate during the User's scheduled work hours via the Desktop Client. By installing the Desktop Client and using the Service, the Employee acknowledges and consents to the monitoring described in this section.

6.1 What the Desktop Client Records

While the Desktop Client is running and the Employee is on shift, the Service collects:

• Active and idle time: aggregate periods of mouse and keyboard activity vs. inactivity. Idle is determined by an inactivity threshold (default 10 seconds without input).
• Keyboard and mouse activity events: timestamps of input events and a generic activity category (e.g., "keyboard"). The Service does not capture keystrokes, key codes, typed content, mouse coordinates, or window/application contents.
• Heartbeat and online status: a small ping (approximately every 5 seconds) used to determine whether the Employee is currently connected.
• Disconnection periods: automatic detection of network or client disconnections during a shift, with optional Employee-supplied explanations.
• Automation/wiggler detection: heuristic detection of artificial mouse or keyboard input (e.g., "mouse jiggler" tools). When detected, the Service may flag the event with a confidence score and may automatically end the active shift.
• Shift events: clock-in, clock-out, break start/end, lunch start/end, meeting status, and shift notes.
• Webcam verification photos: see Section 6.2.
• Device identification information: the Desktop Client reads basic hardware and network identifiers (computer name/hostname, MAC address, IPv4 and IPv6 addresses, operating system, and similar fingerprint data) and sends them to the Service so that the Employee's account can be authorized to a specific device. This is also used to detect unauthorized devices and credential sharing.
• Application updates and diagnostic logs: the Desktop Client checks for updates and logs basic operational events locally and on the server.

6.2 Webcam Verification

The Service uses one-time webcam captures at specific moments (clock-in and returning from a break) to verify the Employee's presence. Webcam capture is not continuous and the camera is not activated outside of these specific verification moments. Verification photos are stored securely and are automatically deleted approximately one (1) day after capture by an automated cleanup task. By using the Service, the Employee consents to the collection and short-term storage of these verification photos.

6.3 What the Service Does NOT Monitor

The Service does not:

• Capture or transmit keystrokes or the content of what is typed
• Take screenshots or record screen activity
• Read personal files, documents, or local file contents
• Track web browsing history, URLs, or browser tabs
• Track which applications or windows are in use, or their contents
• Activate the webcam or microphone outside of the verification moments described in Section 6.2
• Read clipboard, email, or chat contents

6.4 Automated Actions Based on Activity

To keep timecards and payroll accurate, the Service may take automated actions based on collected data, including:

• Automatically clocking the Employee out after extended inactivity, network disconnection, or detected automation tools
• Automatically closing an active shift when the Employee submits a sick or emergency report (see Section 8)
• Notifying managers and administrators when productivity, idle, or attendance thresholds are exceeded

6.5 Visibility

Activity data is visible to the Employee in their own dashboard, to the Employee's assigned managers via the manager dashboard, and to administrators of the Law Firm. Visibility for managers may be configured by administrators on a per-team basis.

7. Third-Party Integrations

The Service offers optional integrations with third-party platforms. Integrations are activated only when the User explicitly authorizes them via OAuth or by an Administrator on the User's behalf. The User may disconnect any integration at any time from their profile or by contacting an Administrator.

• Google Calendar & Google Tasks: when authorized, the Service reads calendar events to detect meetings during work hours and may create or modify events for vacation/sick/leave entries on the User's calendar. Tasks integration may read and modify tasks on the User's account.
• MerusCase: when authorized, the Service periodically retrieves the User's case activity (timekeeping entries, tasks) for productivity attribution.
• Monday.com: when authorized, the Service reads board/task activity for productivity attribution.
• 3CX: when configured by the Law Firm, the Service synchronizes call data (counts, durations, answered/missed status) for the User's extension.

By authorizing an integration, the User accepts that the corresponding third-party service's terms and privacy policy also apply to data exchanged through that integration. Specific data fields accessed are listed in the Privacy Policy.

8. Leave, Sick and Emergency Reporting

The Service provides workflows for vacation, sick day, medical leave, unpaid leave, and personal-emergency reporting. The Employee is responsible for accurately reporting the type and reason for any leave.

When an Employee submits a sick day or emergency report through the Service:

• Any active shift and timeclock record is closed automatically as of the time of submission
• An audit note containing the reason supplied by the Employee is attached to the closed shift
• The Employee's assigned managers and the Law Firm's administrators are notified by email; emergency reports include an "[EMERGENCY]" subject prefix so they can be identified at a glance
• The Employee is marked as Sick or Emergency on the manager and team dashboards for that day
• Where applicable, the Employee's sick day balance is decremented

False or misleading reports may be subject to disciplinary action under the Law Firm's internal policies. Approval and balance rules for vacations, medical leave, and unpaid leave are governed by the Law Firm's policy as configured in the Service.

9. Privacy and Data Protection

Our Privacy Policy, which is incorporated into these Terms by reference, explains how we collect, use, and disclose information from our users. By using the Service, you consent to our collection, use, and disclosure of information as described in our Privacy Policy.

9.1 Data Retention

The Service retains data for as long as necessary to provide the Service, comply with applicable labor and tax law, and support productivity, attendance, and audit purposes. In particular:

• Webcam verification photos: deleted approximately one (1) day after capture by an automated cleanup task.
• Activity, idle, shift, heartbeat, and disconnection records: retained while the Employee is active and for as long as needed for productivity reporting, payroll reconciliation, and audit purposes.
• Payroll, timecard, and leave records: retained for the period required by applicable Mexican labor and tax law, generally up to five (5) years from the relevant fiscal period, and in any case for the period required by the Law Firm's internal policy.
• Account and profile information: retained while the account is active. Deactivated accounts retain historical productivity, payroll, and leave records for audit, dispute resolution, and legal-compliance purposes; future authentication is blocked.

9.2 Data Security

We implement technical and organizational measures appropriate to the sensitivity of the data, including:

• Encrypted transport (HTTPS/TLS) for all communications between the Desktop Client, browsers, and the Service.
• At-rest encryption of sensitive personally-identifiable payroll fields (such as CURP, CLABE, and bank account identifiers) using application-level encryption.
• Token-based and session-based authentication, with device authorization tied to the Employee's account.
• Role-based access control (admin / manager / employee / calendar agent) to limit which Users can see which data.
• Application logging, error tracking, and routine backups.

No method of transmission over the Internet or electronic storage is 100% secure. While we use commercially reasonable measures to protect data, we cannot guarantee its absolute security.

10. Intellectual Property

The Service and its original content, features, and functionality are and will remain the exclusive property of Obsidian Staffing and its licensors. The Service is protected by copyright, trademark, and other laws of both the United States and foreign countries. Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of Obsidian Staffing.

11. Prohibited Activities

You may not engage in any of the following prohibited activities:

• Copying, distributing, or disclosing any part of the Service in any medium
• Attempting to interfere with, compromise the system integrity or security, or decipher any transmissions to or from the servers running the Service
• Using the Service for any illegal purpose or in violation of any local, state, national, or international law
• Attempting to bypass or circumvent the activity-monitoring or device-authorization features of the Service, including but not limited to running mouse jigglers, key replayers, virtual machines or scripted input intended to defeat idle and presence detection
• Sharing account credentials or using another User's session, or installing the Desktop Client on a device belonging to another User
• Submitting false sick, emergency, vacation, or leave reports
• Tampering with, disabling, or uninstalling the Desktop Client during scheduled work hours without authorization
• Using the Service to harass, abuse, or harm another person
• Using the Service in a way that could damage, disable, overburden, or impair the Service
• Using automated scripts to collect information from or otherwise interact with the Service
• Impersonating another User or otherwise misrepresenting your affiliation with a person or entity
• Attempting to gain unauthorized access to the Service or to other Users' accounts

12. Termination

We may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms.

Upon termination, your right to use the Service will immediately cease. If you wish to terminate your account, you may simply discontinue using the Service or contact your Administrator to deactivate your account.

13. Limitation of Liability

In no event shall Obsidian Staffing, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from:

• Your access to or use of or inability to access or use the Service
• Any conduct or content of any third party on the Service
• Any content obtained from the Service
• Unauthorized access, use, or alteration of your transmissions or content

Regardless of the cause of action, whether in contract, tort (including negligence), breach of warranty, or any other legal theory, and whether or not the company has been informed of the possibility of such damage, and even if a remedy set forth herein is found to have failed of its essential purpose.

14. Indemnification

You agree to defend, indemnify, and hold harmless Obsidian Staffing, its parent company, officers, directors, employees, and agents, from and against any and all claims, damages, obligations, losses, liabilities, costs, or debt, and expenses (including but not limited to attorney's fees) arising from:

• Your use of and access to the Service
• Your violation of any term of these Terms
• Your violation of any third-party right, including without limitation any copyright, property, or privacy right
• Any claim that your use of the Service caused damage to a third party

This defense and indemnification obligation will survive these Terms and your use of the Service.

15. Modifications to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.

16. Governing Law

These Terms shall be governed and construed in accordance with the laws of the United Mexican States (Mexico). For employment-related matters affecting Employees who reside or work in Mexico, the applicable Mexican federal labor laws shall also apply. Any disputes arising out of these Terms shall be submitted to the competent courts of Mexico City, unless otherwise required by mandatory provisions of law.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect.

17. Contact Information

If you have any questions about these Terms, please contact us at:

Obsidian Staffing
Email: michelle@obsidianstaffing.com
Support inbox: obsidianstafffhub@gmail.com