Terms of Service

These Terms of Service ("Terms") govern access to and use of the Traklyn platform, including the web application, kiosk interfaces, APIs, and related services (collectively, the "Service"), operated by Nexsysi ("Traklyn," "we," "us").

By accessing or using the Service, you agree to these Terms and our Privacy Policy. If you use the Service on behalf of an organization, you represent that you have authority to bind that organization. If you do not agree, do not use the Service.

Traklyn is a cloud-based workforce management platform for healthcare and staffing organizations. Capabilities may include organization management, scheduling, dashboards, timesheets, PayHub payroll tools, team member management, notifications, document management, wings/departments, kiosk mode, and help/support features.

What Traklyn is not

• Traklyn is not an electronic medical records (EMR/EHR) system
• Traklyn does not provide legal, HR, tax, or payroll compliance advice
• Traklyn is not the employer of record for agency-supplied workers
• Traklyn does not guarantee that shifts will be filled or that staffing outcomes will meet your operational needs

You must be at least 18 years old (or the age of majority in your province) and authorized by your organization to use the Service. The Service is intended for business and workforce use, not personal consumer use.

Access is role-based. Depending on your organization, you may use Traklyn as a platform administrator, facility or agency administrator, scheduler, or employee. What you can view and do in the app depends on your role and whether your organization is a client facility, staffing agency, or combined account.

You are responsible for maintaining the confidentiality of your credentials, all activity under your account, and notifying your administrator and/or support@traklyn.com of unauthorized access. Standard app sessions expire after 30 minutes of inactivity.

1. Collect and enter employee data lawfully with all required notices and consents, including biometric kiosk enrollment where used
2. Ensure accuracy of schedules, timesheets, pay rates, and payroll data
3. Assign roles appropriately and revoke access when employment ends
4. Control client–agency and employee–client mappings that determine data sharing
5. Secure physical kiosk devices and kiosk login credentials
6. Comply with employment standards, privacy laws, and payroll obligations
7. Provide employees with required privacy notices and employment policies

Traklyn provides the platform; you remain responsible for how you use it and for employment decisions.

1. Kiosk is an optional feature configured per organization
2. Your organization must provide legally required notice and obtain required employee consent before face enrollment
3. Biometric verification uses secure face matching and liveness detection
4. Employees use a 4-digit PIN plus face verification at the kiosk
5. Kiosk punch records may create or update timesheet entries marked as face-verified
6. You must secure kiosk hardware and credentials
7. Traklyn may modify or disable biometric features for security, compliance, or operational reasons

See the Kiosk & Biometric Notice for employee-facing language.

You agree not to access the Service without authorization, reverse engineer or scrape the Service, upload malware or illegal content, enter false timesheet or identity information, share credentials improperly, harass or discriminate, interfere with other users, or use the kiosk for surveillance or unauthorized purposes.

Customer Data means data you or your organization uploads or generates through the Service. You retain ownership of Customer Data and grant Traklyn a limited license to host, process, transmit, display, and back up Customer Data solely to provide and improve the Service. You represent that you have all rights and consents necessary to provide Customer Data to Traklyn.

The Service relies on third-party infrastructure and service providers (such as cloud hosting, email delivery, and security services). Traklyn is not responsible for third-party outages beyond our reasonable efforts to maintain the Service.

Fees, if any, will be set forth in a separate order form or subscription agreement between your organization and Traklyn.

Traklyn owns the Service, software, trademarks, documentation, and platform design. You receive a limited, non-exclusive, non-transferable license to use the Service during your authorized access period. You may not copy, modify, distribute, or create derivative works of the Service except as expressly permitted.

Each party may receive confidential information from the other. You agree to protect Traklyn's non-public product information. Traklyn will protect Customer Data as described in the Privacy Policy.

The Service is provided on an "as available" basis. Support is available at support@traklyn.com. In-app Help lists support hours as Monday–Friday, 9:00 AM–5:00 PM EST.

You agree to indemnify and hold harmless Traklyn from claims arising from your use of the Service, Customer Data you provide, violation of these Terms, failure to obtain required employee consents, or employment disputes — except to the extent caused by Traklyn's gross negligence or willful misconduct.

You may stop using the Service at any time. We may suspend or terminate access for violation of these Terms, non-payment, or legal requirement. Upon termination, your right to access the Service ends. Data export and deletion will be handled per your subscription agreement and Privacy Policy.

We may modify these Terms. We will post updated Terms with a new effective date and provide notice of material changes to organization administrators. Continued use after changes constitutes acceptance.

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Disputes will be resolved in the courts of Ontario, unless otherwise agreed in writing.

• Legal: legal@nexsysi.com
• Support: support@traklyn.com
• Sales: sales@nexsysi.com