Terms and Conditions

In these Terms and Conditions (“Terms”), any use of the words “you”, “yours”, “Customer” or similar expressions shall mean any business, organisation or legal entity that purchases, subscribes to, accesses or uses the Xentra software platform. Terms such as “we”, “us”, “our” or “DORT Asia” shall mean DORT Asia.

These Terms govern access to and use of the Xentra software platform and related services provided by DORT Asia. By creating an account, purchasing a subscription, accessing, or using Xentra, the customer organisation agrees to be bound by these Terms.

If you are accepting these Terms on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms.

For the purposes of these Terms:

Xentra is a cloud-based HRMS designed to help businesses manage workforce information and related operational processes, including:

• Employee management
• Employee records
• Attendance
• Leave management
• Payroll workflows
• Workforce administration
• Documents
• Work-pass information
• Reporting and analytics
• Employee self-service
• Compliance-related workflows
• Other modules and features made available under the applicable Subscription

Xentra is designed to connect employee information with related workforce operations. Individual features and modules may vary depending on the Subscription selected by the Customer.

DORT Asia may introduce, modify, improve, replace or discontinue features from time to time, subject to these Terms and any applicable contractual commitments.

You may use Xentra only if:

1. 1.You are legally capable of entering into a binding agreement;
2. 2.You are authorised to enter into these Terms on behalf of the Customer, where applicable;
3. 3.The information provided during registration or subscription is accurate and complete; and
4. 4.You use Xentra for legitimate business and lawful purposes.

The Customer is responsible for ensuring that its Authorised Users are properly authorised to access the platform.

The Customer is responsible for:

• Providing accurate account and company information;
• Maintaining the confidentiality of account credentials;
• Assigning appropriate roles and permissions;
• Ensuring that Authorised Users use their own accounts where required;
• Preventing unauthorised access;
• Promptly removing or disabling access for users who are no longer authorised; and
• Notifying DORT Asia of any suspected unauthorised access or security incident affecting the Customer’s account.

The Customer must not share administrative credentials or knowingly allow unauthorised individuals to access Xentra.

DORT Asia may take reasonable measures to protect the security of the platform and may restrict or suspend access where necessary to address a security risk.

Xentra is provided on a subscription basis. The Customer may select an available:

• Monthly Subscription; or
• Annual Subscription.

The features, employee limits, module availability, usage limits and other entitlements applicable to the Customer will depend on the selected plan and the commercial terms presented at the time of purchase.

Subscription details displayed during checkout or otherwise agreed with the Customer form part of the applicable commercial arrangement.

DORT Asia may introduce additional plans, modules, features or usage limits from time to time.

In addition to the Subscription plans, Xentra may offer optional paid add-on services and packs. Add-ons provide additional capacity, functionality, storage, branches, customization requests or other features beyond the Customer’s base Subscription.

Add-ons may include, without limitation:

• Employee Packs, including additional employee capacity;
• Storage Packs, including additional storage capacity;
• Branch Packs, including additional branches;
• Customization Packs, including a defined number of customization requests per billing period; and
• Feature Add-Ons, including OCR Employee Onboarding, AI Assistant, API Access, White Label and other optional functionality made available by DORT Asia.

Add-ons are subject to the availability, eligibility, limits and pricing displayed by DORT Asia at the time of purchase. Current add-on pricing may be published separately on the Xentra pricing page, checkout page or applicable order confirmation and may be updated in accordance with these Terms.

Add-ons may be purchased in addition to an eligible base Subscription. An annual base Subscription does not prevent the Customer from purchasing an add-on on a monthly recurring billing cycle where that add-on is offered on such terms.

Quantity-based add-ons, including employee, storage and branch packs, may be stacked. For example, two +10 Employee Packs provide an additional capacity of +20 employees, subject to the applicable plan and system limits.

Add-ons that provide functionality rather than capacity, such as AI Assistant, API Access, OCR Employee Onboarding or White Label, are treated as separate recurring add-on services and are not treated as stackable quantity packs unless expressly stated otherwise.

Customization requests are tied to the applicable add-on billing period. Unused customization requests do not carry forward to a subsequent billing period unless DORT Asia expressly agrees otherwise.

Unless otherwise stated at checkout or in the applicable commercial terms, the billing, automatic renewal, cancellation, refund, upgrade, downgrade, failed-payment, tax and price-change provisions of these Terms apply to Add-On Services and Packs in the same manner as they apply to the base Subscription.

An add-on may be activated immediately following successful purchase, subject to payment confirmation and technical availability. Where applicable, Stripe or the relevant payment provider may calculate prorated charges for an add-on activated during an existing billing period.

Removal or downgrade of an add-on will generally take effect at the end of the current paid add-on billing period, unless otherwise stated at checkout or agreed in writing. The Customer remains entitled to use the add-on until the applicable paid period ends, subject to these Terms.

Subscription Fees are charged according to the Subscription selected by the Customer.

Unless expressly stated otherwise:

• Prices displayed by DORT Asia are exclusive of applicable GST;
• Applicable GST and other legally required taxes may be added during checkout or invoicing;
• Subscription Fees must be paid using the payment method supported by the applicable checkout process;
• Subscription Fees are payable in advance for the applicable Subscription Period; and
• Subscription Fees are generally non-refundable.

The Customer is responsible for providing accurate billing and payment information.

Monthly and annual Subscriptions automatically renew unless cancelled before the applicable renewal date.

The Customer may cancel the Subscription before the next renewal date. Cancellation prevents the next renewal but does not ordinarily terminate the already-paid Subscription Period.

The Customer may cancel its Subscription through the cancellation mechanism made available by DORT Asia or, where applicable, by contacting DORT Asia through the designated support channel.

Cancellation:

1. 1.Stops future automatic renewal;
2. 2.Does not ordinarily result in an immediate termination of access;
3. 3.Allows the Customer to continue using the applicable Subscription until the end of the current paid Subscription Period; and
4. 4.Does not automatically entitle the Customer to a refund for the unused portion of the current Subscription Period.

Subscription Fees are generally non-refundable. Cancellation does not automatically create a right to a refund for the remaining portion of a paid Subscription Period.

DORT Asia may, at its discretion, provide a refund or credit in exceptional circumstances. Examples may include:

• Duplicate charges;
• Incorrect charges;
• Billing errors;
• Technical billing issues; or
• Other circumstances determined by DORT Asia.

Where a refund is considered following termination by DORT Asia for serious misuse, fraud, material breach or other prohibited conduct, any refund will be determined by DORT Asia on a case-by-case basis, taking into account the circumstances of the termination and applicable law.

Any refund relating to payment processing may also be subject to limitations imposed by the applicable payment provider.

11.1 Upgrades

Where the Customer upgrades to a higher Subscription: the upgrade may take effect immediately, additional charges may be calculated on a prorated basis for the remaining portion of the current Subscription Period, and Stripe or the applicable payment provider may process the prorated charge.

11.2 Downgrades

Where the Customer downgrades to a lower Subscription: the downgrade will generally take effect at the next renewal, the existing Subscription remains active until the end of the current paid period, and the Customer remains responsible for fees for the current period.

If a renewal payment fails, DORT Asia may use the payment provider’s available retry mechanisms. The Customer may receive notifications regarding the failed payment and may be required to update its payment method.

DORT Asia is not required to provide a separate payment grace period. If payment remains unsuccessful, DORT Asia may restrict or suspend access to paid features or the Xentra account. Suspension for non-payment does not automatically mean that Customer Data is immediately deleted.

All applicable taxes, including Singapore GST where applicable, may be charged in addition to the advertised Subscription Fees unless expressly stated otherwise.

The Customer is responsible for paying all taxes applicable to its purchase or use of Xentra, except taxes imposed on DORT Asia’s income. Where required, DORT Asia may issue applicable invoices or tax documentation.

DORT Asia may change Subscription Fees, plan structures, feature entitlements or usage limits from time to time.

Unless otherwise stated, a price change will generally apply from the Customer’s next applicable renewal following the effective date of the change. If the Customer does not agree to a future price increase, the Customer may cancel the Subscription before the applicable renewal date.

The Customer retains its rights, title and interest in Customer Data, subject to applicable law and the rights of individuals whose personal data is contained within Customer Data.

Customer Data may include: Employee information, Employment records, Attendance records, Leave records, Payroll information, Compensation information, Employee documents, Work-pass information, Bank/payment information, and Company information.

DORT Asia does not acquire ownership of Customer Data merely because the Customer uses Xentra. The Customer grants DORT Asia the limited rights necessary to host, store, process, transmit, display and handle Customer Data solely for providing, securing and improving Xentra services.

The Customer is responsible for:

1. 1.The accuracy and completeness of Customer Data;
2. 2.Ensuring that Customer Data is collected and used lawfully;
3. 3.Providing required notices to employees and other individuals;
4. 4.Obtaining any required permissions, consents or other lawful basis for processing;
5. 5.Configuring HR, attendance, leave and payroll policies correctly;
6. 6.Reviewing payroll and statutory outputs before relying on them;
7. 7.Complying with employment, tax, payroll and other applicable legal obligations;
8. 8.Maintaining appropriate access permissions;
9. 9.Protecting user credentials;
10. 10.Removing access for unauthorised users; and
11. 11.Using Xentra only for lawful business purposes.

The Customer must not use Xentra as a substitute for its own legal, tax, employment or professional responsibilities.

Xentra provides software tools and workflows intended to support HR, payroll, workforce administration and compliance-related activities. Xentra does not provide legal, tax, accounting, employment or professional advice.

The availability of a compliance-related feature does not constitute a guarantee that the Customer is legally or statutorily compliant. The Customer remains responsible for verifying applicable laws, statutory rates/thresholds, payroll calculations, eligibility requirements, filing submissions, and employment decisions.

Singapore-oriented features may include workflows relating to CPF, MOM-related records, work passes, Foreign Worker Levy (FWL) and IRAS-related payroll information where such functionality is available. Applicable government requirements may change; Customer must verify before relying.

Xentra may provide payroll calculation, preparation, reporting or related workflow functionality depending on the applicable Subscription.

The Customer remains responsible for reviewing payroll information before finalisation, payment or statutory submission. DORT Asia is not responsible for losses arising solely from incorrect Customer Data, configuration errors, attendance inputs, incorrect statutory settings, or Customer failure to review outputs.

Xentra may use or integrate with third-party services, including payment providers, communication services, analytics, and hosting infrastructure.

DORT Asia is not responsible for failures, interruptions, delays, changes or limitations caused solely by a third-party service, except to the extent otherwise required by applicable law.

Where integrations are enabled, the Customer authorises the transfer or exchange of relevant information necessary to provide the integration.

The Customer is responsible for authorising integrations, configuring permissions, maintaining valid credentials, ensuring lawful use, and reviewing transferred data. DORT Asia may disable an integration where it presents a security or operational risk.

Xentra and all related intellectual property are owned by or licensed to DORT Asia and its licensors, including software, source code, application architecture, user interface, design elements, branding, workflows, and database structures.

Subject to these Terms and payment of applicable fees, DORT Asia grants the Customer a limited, non-exclusive, non-transferable and non-sublicensable right to access and use Xentra during the Subscription Period.

The Customer must not copy, resell, reverse engineer, remove proprietary notices, reproduce the interface design, or use Xentra to build a competing platform.

If the Customer provides suggestions, recommendations, ideas or feedback regarding Xentra, DORT Asia may use such feedback to improve the product without owing compensation to the Customer, provided confidential information is not disclosed.

Each party agrees to use confidential information only for the purposes of the relationship, protect it using reasonable safeguards, and not disclose it to unauthorised third parties except where required by law.

The processing of personal data is governed by DORT Asia’s applicable Privacy Policy and, where applicable, a separate Data Processing Addendum (DPA).

The Customer remains responsible for ensuring lawful collection and submission of personal data. DORT Asia implements reasonable technical and organisational security measures aligned with Singapore PDPA standards.

DORT Asia maintains reasonable security measures, including authentication controls, role-based access control, tenant/company data isolation, database access controls, encryption in transit and at rest, audit logging, and automated backup/recovery mechanisms.

DORT Asia will use reasonable efforts to maintain Xentra as an operational cloud service. However, uninterrupted or error-free availability is not guaranteed unless expressly provided under a separate SLA.

The Customer and Authorised Users must not use Xentra to violate laws, commit fraud, upload malware, attempt unauthorised access, circumvent security controls, conduct unauthorised penetration testing, or reverse engineer systems.

DORT Asia may temporarily restrict or suspend access for non-payment, security concerns, suspected fraud, material breach, or legal requirements. Suspension does not release accrued payment obligations.

The Customer may terminate its Subscription by cancelling it in accordance with Section 9. Upon termination or expiry, access to paid features ends at the period end, future renewals stop, and outstanding amounts remain payable.

DORT Asia may terminate or suspend access if the Customer materially breaches these Terms, fails to pay Subscription Fees, engages in fraud, creates a material security risk, or if continued provision becomes unlawful.

Following termination or expiry, the Customer may request an export of its Customer Data during the retrieval window made available by DORT Asia. After the retention period, Customer Data may be deleted or anonymised subject to legal requirements.

Xentra is a software platform. Nothing provided through Xentra constitutes legal, employment, tax, accounting, payroll consultancy, immigration, or financial advice.

To the maximum extent permitted by applicable law, Xentra is provided on an “as available” and “as is” basis without warranties of uninterrupted or error-free operation.

To the maximum extent permitted by applicable law, DORT Asia will not be liable for indirect, incidental, special, or consequential losses, or for loss of profits, revenue, or business opportunity.

The Customer agrees to indemnify and hold harmless DORT Asia from claims, losses, and damages arising from unlawful use of Xentra, infringing Customer Data, breach of Terms, or Customer employment decisions.

DORT Asia will not be responsible for delay or failure to perform obligations where resulting from circumstances beyond reasonable control, including natural disasters, pandemics, internet infrastructure failures, or government action.

DORT Asia may modify, update, improve or discontinue features of Xentra from time to time. Where a change materially reduces core paid functionality, reasonable notice will be provided where practicable.

DORT Asia may update these Terms from time to time by publishing updated terms on the website or platform. Continued use after the effective date constitutes acceptance.

DORT Asia may provide notices relating to Xentra or these Terms through the Xentra application, email, account notifications, or the official website.

The Customer may not assign rights or obligations without prior written consent. DORT Asia may assign Terms as part of a merger, acquisition, corporate restructuring, or asset sale.

If any provision is determined to be invalid or unenforceable, it will be modified to the minimum extent necessary to make it enforceable, and remaining provisions will continue in full force.

These Terms, together with applicable order confirmations, pricing pages, Privacy Policy, DPA, and Acceptable Use Policy, constitute the entire agreement between the parties concerning Xentra.

A failure or delay by DORT Asia to enforce any provision does not constitute a waiver of its right to enforce that provision later.

These Terms and the relationship between DORT Asia and the Customer are governed exclusively by the laws of the Republic of Singapore, without regard to conflict-of-law principles.

The parties will first attempt to resolve any dispute through good-faith discussions. If unresolved, disputes will be subject to the exclusive jurisdiction of the courts of Singapore.

For questions regarding these Terms, Subscription, billing or the Xentra service, the Customer may contact DORT Asia through our official channels: