Last updated: 30 August 2026
These Terms & Conditions ("Terms") govern your use of the Apex applications — Apex, which carries both the Workforce and Production sides of the product, and Apex Staff for workers (Android, iOS and web) — and related services (together, "Apex" or the "Service"). By accessing or using Apex, you agree to these Terms. If you do not agree, do not use the Service.
1. Who can use Apex
Apex is a business tool for organizations (such as factories and workshops) and their authorised staff. An organization is registered on the Apex web app by its owner, who becomes its first administrator; the mobile apps have no sign-up and are used only to sign in to an organization that already exists. Every other login — additional administrators, machine operators and workers (karigars) — is created for that person by their own organization's owner.
You may only use Apex if your organization has granted you access, and by registering an organization you confirm you are authorised to act on its behalf. Apex is intended for users aged 18 and over.
2. Accounts and access
- Administrators sign in using a phone number and password; workers sign in to Apex Staff with a phone number and a 4-digit PIN.
- An owner may create operator logins limited to particular departments. An operator sees only what their organization has given them, and it is the organization's job to set that scope correctly.
- You are responsible for keeping your credentials confidential and for all activity under your login.
- Certain sensitive actions (for example changing salary settings or erasing data) require re-entering your password to confirm.
- You must notify us promptly if you believe your account has been compromised.
3. Your data and responsibilities
You and your organization are responsible for the information you enter into Apex — including staff details, attendance, advances, salary figures and production records — and for ensuring you have the right to record it. You agree that you will:
- only record information you are legally permitted to hold (including any consent required to store staff details);
- keep salary, attendance and advance records accurate;
- comply with all applicable employment, tax and privacy laws in your jurisdiction; and
- not use Apex for any unlawful, fraudulent or abusive purpose.
Salary reports, receipts and other calculations produced by Apex are provided to assist you. You are responsible for reviewing them for accuracy before relying on them or paying anyone.
4. Acceptable use
You agree not to: (a) attempt to access another organization's data; (b) reverse-engineer, disrupt, or overload the Service; (c) use the Service to store unlawful content; or (d) resell or sublicense the Service without our written permission.
5. Data isolation and security
Apex stores each organization's data in a shared backend with strict per-organization isolation enforced by row-level security. We take reasonable measures to protect your data, as described in our Privacy Policy. No system is perfectly secure, and you use the Service at your own risk.
6. Deleting data and closing accounts
You control removal of your own data:
- Deleting a single record puts it in Recently Deleted, where it stays recoverable for 7 days and is then purged permanently. A super-admin can destroy it sooner.
- Administrators can permanently erase their organization's operational records at any time using the in-app Empty Database action, keeping the organization and its logins.
- The organization's owner can close the organization entirely from the Apex web app at app-apex.16pixel.design (Settings → Data → Delete Organization), which removes all records, uploaded files and every login belonging to it.
- Removing a single administrator login while keeping the organization running is handled by us on request.
See the Delete Account page for the full process. Apart from the 7-day recycle bin, deletion is immediate, permanent and cannot be undone — once a record has been purged we cannot restore it, so export anything you need to keep first.
6a. Free trial, fees and subscription
An organization that registers itself starts on a 30-day free trial. No payment details are asked for and nothing is charged. Almost everything is open during the trial, with two deliberate exceptions: the photo behind a scanned production entry is not kept (you can scan a machine panel and let it fill the entry in, but the image is not saved), and departments are not available. Both are enabled when a subscription starts.
When the 30 days are up the organization becomes read-only — every record stays intact and visible, but nothing further can be saved until a subscription is active. Nothing is deleted, and you are never charged automatically at the end of a trial.
Subscriptions are arranged directly with us, outside the mobile apps; the apps contain no purchasing, pricing or payment features. Fees, billing period and any applicable taxes are agreed with you before a subscription begins — see the Pricing page for the current rate. Non-payment or expiry returns the organization to the same read-only state; it does not delete your data. See our Refund & Cancellation Policy for cancellations and refunds.
7. Availability and changes
We aim to keep Apex available and reliable, but we do not guarantee uninterrupted or error-free operation. We may update, add, or remove features, and we may perform maintenance that temporarily affects availability. We may also update these Terms; continued use after changes means you accept the updated Terms.
Keeping the app up to date is part of using it. When a release fixes something that affects the correctness of your records, we set a minimum supported version, and older builds stop working until they are updated from the App Store or Play Store. This is deliberate: a version that calculates a salary wrongly is worse than one that asks you to update first.
8. Intellectual property
Apex, including its software, design, and branding, is owned by us and protected by law. These Terms do not transfer any ownership to you. The data you enter remains yours (or your organization's); you grant us the limited right to process it solely to provide the Service.
9. Disclaimers
The Service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including fitness for a particular purpose. We are not a payroll, accounting, tax or legal provider, and Apex does not constitute professional advice.
10. Limitation of liability
To the maximum extent permitted by law, we will not be liable for any indirect, incidental, special or consequential damages, or for any loss of data, profits or revenue, arising from your use of (or inability to use) the Service. Our total liability for any claim relating to the Service will not exceed the amount you paid us for the Service in the twelve months before the claim.
11. Termination
We may suspend or terminate access if these Terms are violated or if an organization becomes inactive. You may stop using the Service at any time and request deletion as described above.
12. Governing law
These Terms are governed by the laws of India, without regard to conflict-of-law rules. The courts at Surat, Gujarat, India will have exclusive jurisdiction over any dispute arising from or relating to these Terms or the Service, unless mandatory local law in your jurisdiction provides otherwise.
13. Contact
Questions about these Terms? Email hello@16pixel.design or visit our Contact page.