Terms of Service

1. Parties and conclusion of the agreement

Convenience translation: this English version is provided for information only. The Turkish version is the binding text and prevails in case of any discrepancy.

These Terms of Service and Service Agreement (the "Agreement") are concluded between [LEGAL_TRADE_NAME] (MERSIS: [LEGAL_MERSIS_NO]; address: [LEGAL_ADDRESS]) ("İzin360") and the company or sole proprietorship that creates an İzin360 account or buys a subscription (the "Customer").

The Agreement is concluded by electronic acceptance when the account is opened; when a paid package is bought or upgraded, its current version is also accepted as the "Subscription and Service Agreement". The person accepting on behalf of the Customer represents that they are authorised to bind the Customer. For each acceptance, the accepting user, document version, time and IP address are recorded.

The Data Processing Agreement is an annex to and an integral part of this Agreement. The Cancellation, Refund and Delivery Terms summarise this Agreement. For a Customer buying as a sole proprietorship, the Pre-Contractual Information Form and the Distance Sales Agreement also apply.

2. Definitions

Service / Platform: the cloud-based software service provided by İzin360 over the internet for managing employee leave requests, approvals, balances and reporting, and the related interfaces (including the integration API).
Account Owner: the user with the widest permissions in the Customer account.
Billing Administrator: a user authorised by the Account Owner for subscription and payment operations.
User: every natural person added or invited to the Platform by the Customer (including employees, managers, human resources and billing staff).
Customer Data: all data entered into the Platform by the Customer or Users or generated by the Platform on the Customer's behalf, including employee and leave data.
Package: a subscription package published on the pricing page with a defined number of included users and feature set.
Extra user: an additional seat bought on paid packages on top of the package's included users, charged per user and per period.
Subscription Period: the monthly or annual period to which the payment for the selected package relates.
Seat: every user account that has not been deactivated (including employees who never sign in and on whose behalf human resources act). The seat cap is the package's included users plus the extra users purchased.

3. Business-to-business nature of the service

The Service is offered to businesses acting within their trade or profession and can be bought only on behalf of companies and sole proprietorships. The Customer represents that it acquires the Service for commercial or professional purposes and is not a consumer within the meaning of Consumer Protection Law No. 6502 for the purposes of this Agreement.

If the buyer is nevertheless regarded as a consumer under the legislation, mandatory consumer law is reserved and the Distance Sales Agreement and the Pre-Contractual Information Form apply; provisions conflicting with those documents are interpreted in favour of the consumer.

4. Scope of the service

İzin360 grants the Customer the right to use the Platform during the Subscription Period within the features and limits of the selected package. Package contents and prices are published on the Pricing page.

Compliance features — statutory leave rules, entitlement calculation, personal data protection tools (privacy notice, data subject requests, data export), two-factor authentication, calendar subscriptions and bulk employee import — are included in every package and are not restricted by package.

İzin360 may update features or add new ones to improve the Platform. Changes that materially reduce the core functions of a paid package during the current Subscription Period are notified to the Account Owner reasonably in advance.

5. Accounts, users and security

The Customer is responsible for keeping its registration and billing details accurate, complete and up to date.
The Customer determines the Users and their roles and is responsible for the Users' actions on the Platform.
Users must keep their sign-in details confidential. Two-factor authentication is mandatory by default for users who can access health data (human resources roles, the Account Owner and managers); the Account Owner may lift this requirement with a reason and an acknowledgement of the legal risk, in which case the resulting responsibility lies with the Customer as data controller. Enabling two-factor authentication is recommended for all other users. Suspected unauthorised use must be reported to İzin360 immediately.
Closing the access of employees who leave and keeping permissions up to date is the Customer's responsibility.

6. Trial period

New accounts open with a free 30-day trial without card details. During the trial, the features and user limit of the most comprehensive self-service package (Pro) apply. The trial does not convert automatically into a paid subscription and no fees are charged; the trial is provided "as is".

During the trial you can switch to the Free package or buy a paid package. If no package has been chosen when the trial ends, the account is suspended: only the Account Owner and the Billing Administrator can sign in and new leave requests cannot be created. To continue the service, a paid package that covers the number of active users (with extra users if needed) is bought or, if the number of active users fits within the Free package's user limit, the Free package is chosen; the account is reactivated with its data. If no package is chosen within 60 days of the suspension, the account is closed automatically; the closure date is stated in the suspension notice and the Account Owner and the Billing Administrator are reminded by e-mail 30 and 7 days before closure. The Account Owner may close the account earlier. The data of a closed account is deleted according to the section "Data on termination".

7. Packages and number of users

Each package includes a number of users and a feature scope. The seat cap is the package's included users plus the extra users purchased. When the cap is reached, new users cannot be added or invited; existing users' access is never cut off for this reason. When the account of an employee who has left is deactivated, the seat is freed.
A purchase cannot be made if the number of active seats exceeds the chosen package's included users plus the extra users being bought; extra users must be added, the number of users reduced or a larger package chosen.
The Free package requires no payment and renews automatically at the end of each period without charge. The Free package does not include extra users, the integration API or webhooks.
Terms for the Enterprise package (including the number of users) are set by a separately signed agreement; no self-service extra users are sold on the Enterprise package.

8. Extra users

On the Starter, Growth and Pro packages, extra users can be bought on top of the package's included users. The extra-user fee is set per user and per period (monthly or annual), excludes VAT, is sold only in Turkish lira and is published on the pricing page. The maximum number of extra users that can be bought for each package is also shown on the pricing page.
Extra users can be bought together with the package at the first purchase; they are then invoiced on the same invoice as the package, on a separate line.
An increase in extra users during the period is charged pro rata for the remaining days of the current period: number of extra users added × extra-user period price × (remaining days ÷ total days in the period), plus VAT. A separate invoice is issued for this amount; the increase takes effect when payment is confirmed. The current versions of the sales documents are accepted again before payment.
A reduction in extra users is free of charge and takes effect at the end of the current paid period; there is no partial refund for the rest of the period. A reduction cannot bring the seat cap below the current number of active users.
After a reduction in extra users or a package downgrade has been scheduled, new users can be added only up to the lower cap that will apply at the end of the period.

9. Fees, taxes and invoicing

Prices on the pricing page are in Turkish lira and exclude Value Added Tax ("+ VAT"). VAT (20%) is added; the total including VAT is shown in the order summary before card details are entered.
Fees are paid in advance for the selected Subscription Period.
The official invoice is issued as an e-Invoice or e-Archive Invoice as required by law within 7 days of payment confirmation at the latest, sent to the e-mail address in the billing details and can be downloaded from the Platform. The "Payment Receipt" and "Payment Notice (Pro Forma)" documents downloadable from the Platform are for information only and are not invoices.
Package and extra-user prices may change. Price decreases take effect when published. Price increases are scheduled with an effective date at least 30 full days after the announcement and are notified by e-mail to the Account Owner, the Billing Administrator and the invoice e-mail address of every affected Customer at least 30 days before they take effect, stating the old and new prices and the effective date.
Prices for the current Subscription Period do not change during the period. Each renewal uses the prices in force on the date the new period starts: a period starting before the effective date renews at the old price, a period starting on or after the effective date at the new price. Paying a renewal at the new price constitutes acceptance of the new price; a Customer that does not accept it may cancel its subscription with effect from the end of the period.
Until an announced increase takes effect, new purchases, upgrades and extra users are charged at the current (old) price; the order summary additionally shows the announced new price, its effective date and whether the first renewal will be at the new price.

10. Ordering steps and confirmation

A paid package is bought by the Account Owner or the Billing Administrator on the Platform's billing screen in the following steps:

Billing details: buyer type (company or sole proprietorship), trade name or full name, tax identification number or, for sole proprietorships, Turkish ID number, tax office, address and invoice e-mail are entered. The details can be corrected at this step and by going back from the order summary.
Order summary: the package, any extra users (on a separate line), period, amount excluding VAT, VAT and total including VAT are shown; the current agreement versions are accepted. The total including VAT, the service period, the renewal rule and the withdrawal information are shown right next to the button.
Order confirmation and payment: the "Confirm order and pay" button opens PayTR's secure payment page; entering card details and confirming the payment creates a payment obligation.

The result of the payment is shown at the end of the payment step and on the billing screen. Once the payment is confirmed, İzin360 sends an order confirmation e-mail without delay to the invoice e-mail address and to the user who started the payment, containing the seller details, the order details (package, period, extra users, amount excluding VAT, VAT, total including VAT, document number, payment date), the withdrawal information and the texts of the accepted documents as they stood at the time of acceptance (PDF). A renewal confirmation is sent in the same way for subscription renewal payments. The official invoice is also sent by e-mail.

11. Payment

Payments are taken by credit or debit card in a single payment (no instalments) through the licensed payment institution PayTR Ödeme ve Elektronik Para Kuruluşu A.Ş. Card details are entered directly with PayTR; İzin360 never sees or stores them. Payment is complete when PayTR confirms a successful transaction.

Because card details are not stored, renewal and upgrade fees are not charged automatically; every payment is made by the Account Owner or the Billing Administrator on the Platform's billing screen.

12. Term, renewal and unpaid renewals

The subscription is concluded for the selected Subscription Period. Unless cancelled, at the end of the period a renewal payment notice (pro forma) for the next period is created for the package and the number of extra users valid for the new period, at the unit prices applicable on that date, and notified by e-mail to the Account Owner and the Billing Administrator. The notice is due within 7 days; the new period starts at the end date of the previous period even if payment is late.

If the renewal is not paid:

Reminder e-mails are sent on days 1, 3, 7, 14 after the end of the period,
From day 7, new leave requests cannot be created; approvals already in progress can be completed,
From day 14, the account is suspended: only the Account Owner and the Billing Administrator can sign in.

The account is reactivated when payment is made. Unless the renewal is paid, no official invoice is issued and no fee is collected for the new period; the consequence of non-payment is the restriction and suspension of the account described above and, if no payment is made within 60 days of the suspension, the automatic closure of the account. The closure date is stated in the suspension notice and reminders are sent 30 and 7 days before closure; on closure the subscription ends and the unpaid renewal notice is cancelled. While a renewal notice is open the Free package cannot be chosen; the Account Owner can instead cancel the subscription or close the account.

13. Package changes

When a package change applies depends on the recurring total per period (package + extra users). The package cannot be changed while a renewal payment is overdue, and the monthly or annual period type cannot be changed while the subscription continues.

Change that increases the recurring total

Takes effect immediately once payment is complete. Only the difference for the remaining part of the current Subscription Period is charged pro rata: (new recurring total − current recurring total) × (days remaining in Türkiye time ÷ total days in the period), plus VAT. A separate invoice is issued for the pro-rated amount; the period end date does not change. The current version of the Agreement is accepted before payment.

Change that does not increase the recurring total

Takes effect at the end of the current Subscription Period; there is no refund or credit for the paid period. The new seat cap (new package's included users + extra users) cannot be below the number of active users. Features not included in the new package close at the end of the period: the default manager approval replaces custom approval workflows, new requests cannot be opened with company-specific leave types and webhook notifications are not sent; existing records are not deleted.

14. Cancellation and closing the account

The Account Owner or the Billing Administrator can cancel the subscription at any time in the billing settings on the Platform. Cancellation ends the package and the extra users together at the end of the current Subscription Period; the Customer can continue to use the Service until then and the account closes at the end of the period. A cancellation cannot be undone on the Platform; an account closed at the end of the period can be reopened under the section "Data on termination".
If the subscription is cancelled while a renewal payment is overdue, the Service ends immediately and the unpaid renewal notice is cancelled; no fee is claimed from the Customer.
The Account Owner can close the account on the Platform. If a paid Subscription Period is running, closure takes place at the end of the period unless explicitly chosen otherwise: the Customer uses the Service until the end of the period, the subscription is not renewed and the paid time is not lost. The Account Owner may choose to close the account immediately by explicitly confirming on the Platform that the remaining time cannot be used and is not refunded. If no paid period is running (trial, Free package, suspension or unpaid renewal), the account closes immediately; an unpaid renewal notice is cancelled.
Except where required by mandatory law and for erroneous or duplicate charges, fees paid for cancelled or unused time are not refunded. Details are set out in the Cancellation, Refund and Delivery Terms.

15. Customer obligations

The Customer accepts and undertakes that it:

uses the Platform in accordance with applicable law and this Agreement,
is the data controller under Law No. 6698 for the employee data it enters into the Platform, and is responsible for informing its employees (including completing and publishing the draft employee privacy notice on the Platform), relying on an appropriate legal ground, registering with VERBİS where required, setting retention periods and responding to data subject requests,
does not enter personal data that is not necessary for the purpose — in particular health data such as diagnoses — in description fields or documents,
is responsible for transfers of data to third parties or abroad through integrations it creates (API keys, webhook addresses, calendar subscription links) and keeps these keys and links confidential like passwords,
does not upload malicious software to the Platform or use it for reverse engineering, unauthorised security testing, creating excessive load, attempting unauthorised access or reselling the service.

16. Personal data protection

İzin360 processes personal data in Customer Data on the Customer's behalf and instructions as data processor; the terms are set out in the Data Processing Agreement. For data İzin360 processes on its own behalf as data controller, the KVKK Privacy Notice and the Privacy Policy apply.

Customer Data belongs to the Customer. İzin360 does not use Customer Data for any purpose other than providing the Service and does not sell it.

17. Access for support purposes

Where necessary for support, troubleshooting or a security review, authorised İzin360 staff can access the Customer account through a read-only support session. The session works with the Account Owner's viewing permissions; no data can be created, changed or deleted; health documents and other documents and exports cannot be downloaded; Turkish ID number, salary, date of birth and free-text fields are hidden. The session lasts at most 4 hours; its start and every request made in it are written to the Customer's audit log with the identity of the support staff member, and the Account Owner is notified by e-mail.

18. Service continuity and backups

İzin360 takes commercially reasonable care for the Platform to work without interruption or errors; however, unless a separate service level agreement is signed, it does not commit to a specific availability rate. Planned maintenance is announced in advance where possible.

The database is backed up daily in encrypted form and backups are kept for 14 days. Backups do not relieve the Customer of its own record-keeping and evidentiary obligations; the Customer can export its data regularly with the Platform's export tools.

19. Legal compliance and scope of responsibility

The Platform supports the employer's compliance by providing default rules in line with Labour Law No. 4857 and related legislation (such as annual leave entitlements by seniority, public holidays and statutory leave types). However:

The Platform's calculations, warnings and templates are not legal advice.
All labour law decisions, including approving leave requests and determining leave entitlements and pay, and their consequences are the responsibility of the employer, i.e. the Customer.
The Customer checks that the leave rules, holiday calendar and other settings on the Platform are appropriate for its workplace, collective agreement and employment contracts.
Reflecting legislative changes in the Platform may take a reasonable time; İzin360 monitors such changes and applies them within a reasonable time.

20. Intellectual property

All intellectual and industrial property rights in the Platform, software, design, trademarks and documentation belong to İzin360 or its licensors. The Customer is granted a non-exclusive, non-transferable and non-sublicensable right to use the Platform for its internal business during the Subscription Period.

Suggestions and feedback provided by the Customer may be used to improve the Service without any obligation.

21. Limitation of liability

To the extent permitted by applicable law:

Neither party is liable to the other for loss of profit, loss of business, loss of reputation or other indirect damages.
İzin360's total liability under this Agreement is limited to the fees actually paid by the Customer to İzin360 in the 12 months preceding the event giving rise to the damage.
These limitations do not apply in cases of intent or gross negligence, death or bodily injury, or where limitation is prohibited by mandatory law (Turkish Code of Obligations Art. 115).

22. Suspension and termination

İzin360 may suspend the service in whole or in part, with prior notice where possible, in the event of unpaid renewals, use that threatens the security of the Platform or other customers, breach of law or material breach of the Agreement. A suspension for reasons other than the end of the trial or an unpaid renewal is lifted only by İzin360; during such a suspension payments and package changes are unavailable and the account is not closed automatically. How suspensions after the trial and for unpaid renewals turn into automatic closure is set out in the sections "Trial period" and "Term, renewal and unpaid renewals".

Either party may terminate the Agreement if the other party materially breaches it and the breach is not remedied within 30 days of written notice. The Customer may also end its subscription at any time under the section "Cancellation and closing the account".

23. Data on termination

When the subscription ends, the account is closed or a suspended account is closed automatically, the account moves to a closed state. For 90 days from that date only the Account Owner can sign in to the Platform to export data; reminder e-mails stating the deletion date are sent during this period. In a closed account new leave requests cannot be created and package features such as custom approval workflows, company-specific leave types, the integration API and webhooks are closed. During this period, regardless of the package, the full account archive (Settings › Data archive) containing all Customer Data can be requested and downloaded: all records as machine-readable JSON with the main tables as CSV, the uploaded documents (including health reports) in their original form, the audit log and official invoice PDFs. The archive is requested and downloaded in a session signed in with two-factor authentication and is deleted automatically 7 days after it is prepared; its contents and rules are set out in the "Return and deletion at the end of the agreement" section of the Data Processing Agreement. The other export tools also remain open: the per-employee personal data archive and billing documents at any time, and the audit log, payroll export and advanced report exports if they were included in the last package in service (if only the trial was used, within the trial scope). Return requests that cannot be met with these tools can be submitted in writing within this period.

During this period the Account Owner can reopen the account with its data by buying a paid package or, if the number of active users fits within the Free package's user limit, by choosing the Free package; the Agreement then continues with the new subscription and the scheduled deletion does not take place.

At the end of that period, Customer Data is permanently deleted from live systems and the account can no longer be reopened; copies in backups are destroyed automatically when the 14-day backup retention period expires. Records subject to İzin360's own statutory retention obligations are outside this deletion and are deleted when their period ends: billing records (invoices, payments, refunds, sales-document acceptances and copies of official invoices) 10 years from the end of the calendar year in which they were created, Agreement and DPA acceptance records 10 years from the end of the calendar year in which the contract ended, and records of consent to and refusal of commercial messages 3 years from the end of the consent. The billing profile and optional cancellation survey answers are deleted together with the account; the buyer details on issued invoices are kept with the invoices.

24. Force majeure

Neither party is liable for failure to perform its obligations due to natural disasters, epidemics, war, terrorism, strikes, general power or communication outages, cyber attacks, decisions of public authorities and other events beyond the parties' reasonable control. If force majeure lasts longer than 60 days, either party may terminate the Agreement.

25. Notices

İzin360's notices to the Customer are sent to the Account Owner's registered e-mail address or within the Platform. The Customer's notices to İzin360 are sent by e-mail to [LEGAL_EMAIL] or to the registered e-mail (KEP) address [LEGAL_KEP_ADDRESS].

26. Storage of the agreement text

The current text of the Agreement is published on this page with its version number and date; you can keep it using your browser's print or save-as-PDF function. The text accepted at the payment step is archived exactly as it stood at the time of acceptance; which user accepted which version and when is recorded together with the SHA-256 digest of the accepted text, and the accepted text is sent as a PDF with the order confirmation e-mail. The Customer can also request a copy of the version it accepted at [LEGAL_EMAIL].

27. Amendments

İzin360 may update this Agreement. Material changes to the Customer's detriment are notified to the Account Owner by e-mail at least 30 days before they take effect and published on this page. A Customer that does not accept the change may cancel its subscription before the effective date, in which case the previous terms apply until the end of the current Subscription Period. When a new version of this Agreement or of the Data Processing Agreement takes effect, the Account Owner cannot continue to use the Platform after their next sign-in without expressly accepting the new version on behalf of the Customer; the acceptance is recorded with the document version, time, IP address and browser information. An Account Owner who does not wish to accept can reach the account closure and data export pages from that screen. Paying a renewal after the effective date also constitutes acceptance of the change; the current version is also accepted when making a new purchase or upgrading. Changes required by law may take effect on the date prescribed by law.

28. Governing law and disputes

This Agreement is governed by the laws of the Republic of Türkiye. The courts and enforcement offices of [LEGAL_COURT] have jurisdiction over disputes arising from the Agreement. For commercial disputes concerning the payment of a sum of money, applying to a mediator before filing a lawsuit is mandatory (Turkish Commercial Code Art. 5/A).

The parties accept that İzin360's duly kept electronic records may constitute evidence within the meaning of Article 193 of the Code of Civil Procedure No. 6100 in the event of a dispute; the right to submit counter-evidence is reserved.

29. Miscellaneous

The Agreement and its annexes constitute the entire agreement between the parties.
If any provision of the Agreement is held invalid, the validity of the other provisions is not affected.
The Customer may not assign its rights and obligations under the Agreement without İzin360's written consent.
The Agreement is published in Turkish and English; the English text is a convenience translation and the Turkish text prevails in case of any discrepancy.

İzin360 is a tool that supports your compliance; it does not provide legal advice. We recommend consulting a legal professional about your specific labour law situation.