Terms of Service (ToS)

About

1Office is an all-in-one business management platform developed and operated by 1Office Joint Stock Company. By accessing or using 1Office products and services, the Customer and Users are deemed to have read, understood and agreed to comply with these Terms of Service (ToS).

If you have any question about these Terms of Service, 1Office is ready to explain them to the Customer. Please contact your service consultant or email support@1office.vn.

1Office reserves the right to amend, supplement or update these Terms of Service at any time. Updates are published on the website and take effect as announced.

These Terms of Service (ToS) apply to SME Customers using 1Office's Standard SaaS package on infrastructure operated by 1Office. Customers requiring Private Cloud, On-Premise deployment, complex integrations or deep customisation should refer to the Enterprise Edition or contact our sales team for advice.

Article 1: Acceptance of the terms

1.1. How acceptance is given

By signing an Agreement that refers to these Terms, or by starting to use any 1Office Service, the Customer confirms that it has read, understood and agreed to be bound by these Terms in full. The person giving acceptance must be a duly authorised legal representative of the Customer.

1.2. Updates to the terms

1Office may amend these Terms with at least 15 days' prior notice to the registered email. The Customer's continued use of the Service after that notice period is deemed acceptance of the new Terms.

Article 2: Definitions

In these Terms, the following expressions have the meanings set out below:

• “1Office” or “the Provider”: 1Office Joint Stock Company.
• “Customer” or “the party using the subscription Software service”: The enterprise identified in the Agreement.
• “Agreement” or “Master Agreement”: The 1Office software subscription agreement signed between 1Office and the Customer, setting out the general commercial principles that apply throughout the cooperation between the two Parties, with no fixed term.
• “Order Appendix”: A document attached to the Master Agreement, signed for each purchase, renewal or additional User purchase, specifying the unit price, number of Users, License Period, discount, total value and payment terms for that particular order.
• “License Period”: The period during which the Customer is entitled to use the License under a given Order Appendix, running from the “Service billing date” until the end of the service License term. A Customer may hold several License Periods running concurrently or consecutively under different Order Appendices, independently of the term of the Master Agreement.
• “Service”: The right to access and use the 1Office business management software platform (SaaS) together with the accompanying services in the purchased package.
• “Platform” or “Software”: The 1Office software system running on cloud infrastructure managed by 1Office.
• “License”: A limited, non-exclusive, non-transferable right to use the Platform, within the scope of the Agreement and the Order Appendix between the Customer and 1Office.
• “User”: An individual granted access to the Platform by the Customer.
• “Admin”: A User appointed by the Customer to administer the system within its organisation.
• “Customer Data”: Data, information and content entered into the Platform by the Customer or a User. All information the Customer submits, uploads, transmits or by any other means causes to be displayed on the Platform. Such data includes: messages, notifications, files, images, videos, opinions, comments, links, related content and all information displayed on the Platform; Customer Data also includes all information, links and documents that the Customer and its user accounts enter into the Software through cloud storage platforms such as Google Drive, OneDrive and DropBox.
• “Force Majeure Event”: An event beyond the reasonable control of the affected party that could not be foreseen and cannot be remedied despite reasonable measures being taken.
• “AI Features”: All artificial-intelligence features, tools and services integrated into the 1Office platform, including AI Assistant, AI Automation, AI Agent and AI Analytics. The specific list of AI Features is published and updated on 1Office's official product information page.
• “AI Input”: Any data, text, command or information that the Customer or a User provides to an AI Feature for processing, including data automatically passed in by the system according to the Customer's or User's configuration (for example: HR records, contracts, business data from modules within the 1Office platform). AI Input is treated as Customer Data under these Terms and the DPA.
• “AI Output”: Results, content, suggestions, analyses, drafts, derived data or actions produced by an AI Feature based on AI Input and/or valid processing context within the Platform. To the extent AI Output is displayed, stored or used within the Customer's account, it is treated as Customer Data under these Terms and the DPA.
• “AI Agent”: An AI Feature able to plan or carry out a sequence of actions on the Platform to help achieve a goal set by a User, within the access rights, configuration, technical limits, approval policies and control mechanisms provided by 1Office or set up by the Customer. Depending on the type of action and the configuration, an AI Agent may require User/Admin confirmation before acting, or may act automatically within the permitted scope.

Article 3: Order of precedence of documents

The relationship between the parties is governed by the documents below, in descending order of precedence:

Article 4: Scope of the service

4.1. Services provided

1Office grants access to and use of (a License for) the 1Office business management software platform on a SaaS model (infrastructure operated by 1Office), together with standard implementation services, technical support and software updates during the License Period.

4.2. Scope of the standard package

4.3. No guarantee of a perfect fit

The Platform is developed to meet the common needs of businesses. 1Office does not warrant that the software will fit every process specific to the Customer perfectly. The Customer is responsible for assessing suitability before signing.

Article 5: Software license

5.1. Limited license

During the License Period, 1Office grants the Customer a License to use the Platform which is:

• Non-exclusive and non-transferable
• Limited to the number of Users, the features and the term set out in the Order Appendix
• Solely for the Customer's lawful internal operations.

5.2. Prohibited acts

The Customer must not:

• Sub-license, transfer, sell or lease access rights to a third party;
• Reverse-engineer, analyse the source code of or recreate the software;
• Build a competing product based on the Platform;
• Use the Platform to provide services to outside parties on a resale basis without a partnership agreement.

Article 6. Accounts and system administration

6.1. Admin responsibilities

The Customer appoints a single Admin account responsible for managing all accounts, permissions, configuration and user activity in the system. The Customer may also appoint additional accounts with equivalent administrative rights to manage accounts, permissions, configuration and system operation.

6.2. Account security

The Customer is responsible for keeping login credentials confidential, promptly revoking access when staff change, and setting appropriate permissions. 1Office is not liable for losses caused by account compromise resulting from the Customer's fault.

6.3. Subdomains

Where the Service is used on a subdomain model [tên-khách-hàng].1office.vn, the Customer and 1Office agree on the following rules:

• Ownership: The 1office.vn domain and all subdomains are owned solely by 1Office. Using a subdomain during the contract term does not give the Customer any ownership or intellectual property right in the domain.
• Naming rules: A subdomain may contain only lower-case letters (a–z), digits (0–9) and hyphens (-); it must not start or end with a hyphen; maximum length 63 characters. A subdomain must not contain: another organisation's brand or trademark without permission; wording that is misleading, impersonating or unlawful; or system names reserved by 1Office (admin, api, email, www, support, help, billing, app, dev, test, staging, etc.).
• 1Office's rights: 1Office may refuse, require a change to, suspend or revoke any subdomain that breaches the naming rules above, conflicts with third-party intellectual property, is subject to a request from a state authority, or where the Agreement terminates.
• On termination of the contract: The subdomain is deactivated as soon as the Agreement terminates. The Customer has no right to retain or transfer it, or to require it to be pointed at other infrastructure.

Article 7: Customer obligations

7.1. Infrastructure and end-user devices

The Customer provides its own end-user devices, a compatible browser and a stable internet connection meeting the minimum technical requirements recommended by 1Office. See the software usage recommendations in Appendix 01 attached to these Terms of Service.

7.2. Data and content

The Customer is fully responsible for the lawfulness, accuracy and completeness of the Customer Data entered into the Software System. 1Office is not liable for consequences arising from data that is wrong, unlawful or incorrectly entered by the Customer – including where this affects HR, payroll or internal compliance decisions.

7.3. Internal decisions

The Customer bears full responsibility for every management decision made on the basis of reports, calculation results or suggestions from the Platform. 1Office is not a legal, accounting, HR or financial adviser.

7.4. Legal compliance

The Customer is responsible for ensuring that its use of the Service complies with all applicable laws. Details of the legal compliance obligation are set out in Article 24.

Article 8: Prohibited conduct

This Article sets out the conduct prohibited while using the Platform. Prohibited conduct relating to software licensing rights is set out in Article 5.2. The Customer and all users must not:

• Upload content that breaks the law or infringes third-party intellectual property;
• Install or spread malware, viruses or harmful software;
• Attack the Platform, scan it for vulnerabilities, or deliberately circumvent its security mechanisms;
• Harvest data by scraping, bots or other unauthorised automated means;
• Deliberately generate abnormal load that affects system performance;
• Use the Service for unlawful purposes or to harm other users.

Breach of the above is grounds for 1Office to suspend or terminate the Service immediately under Articles 20 and 21 of these Terms of Service.

Article 9: Integration with third-party services

The 1Office platform supports integration with third-party services in the published standard catalogue (including digital signature, SMS and certain other groups).

1Office does not warrant and is not responsible for the availability, API changes, interruptions or errors originating from third-party platforms beyond 1Office's control. The Customer is responsible for reading and complying with the terms of use of each third-party service before enabling an integration.

Integrations outside the standard catalogue incur charges and require a separate written agreement with 1Office.

Article 10: Artificial intelligence (AI) features

This Article applies to all AI Features integrated into the 1Office platform. The current list of AI Features is published on 1Office's official product information page and may be updated or extended from time to time without prior notice.

10.1. Ownership of AI Input and AI Output

The Customer retains full ownership of AI Input. 1Office claims no ownership of AI Output generated from the Customer's data.

The Customer is responsible for ensuring that AI Input does not infringe third-party intellectual property, trade secrets or privacy.

10.2. Limits on the accuracy of AI Output

Because of the nature of AI technology, 1Office does not warrant and is not responsible for:

• The accuracy, completeness or reliability of AI Output.
• The suitability of AI Output for the Customer's specific purpose.
• The uniqueness of AI Output - the same AI Input may produce different AI Output at different times.
• AI Output does not represent the views, position or official advice of 1Office.

Note: AI Output is for reference only. The Customer is fully responsible for every decision and action based on AI Output. 1Office bears no legal liability for losses arising from relying on AI Output as the basis for a decision without independent verification.

10.3. Additional Customer responsibilities when using AI Features

Assess the suitability of AI Output before applying it to business processes or using it as the basis for a decision.

Monitor and control the actions an AI Agent performs on its behalf; ensure automated actions do not breach internal rules or applicable law.

10.4. 1Office's commitment on AI data

Not to use the Customer's AI Input or AI Output to train or fine-tune AI models in any form without the Customer's express written consent.

10.5. Prohibited conduct when using AI

In addition to the conduct prohibited under Article 8, the Customer must not use AI Features to:

• Create forged or factually false content, or impersonate an organisation or individual with intent to deceive.
• Use an AI Agent to carry out financial transactions, sign contracts or take binding legal actions without approval from an authorised person.

Article 11: Customer Data

11.1. Ownership

The Customer is the sole owner of the Customer Data. 1Office has no ownership of the Customer Data and does not use it for commercial purposes beyond providing the Service.

11.2. 1Office's processing rights

1Office may process Customer Data to the extent necessary to: operate and improve the Service; back up and maintain it; detect and handle security incidents; and comply with the law. Details are in the Personal Data Processing Agreement (DPA) attached to the Agreement.

11.3. Storage and backup

Data is stored in a Data Centre located in Vietnam and controlled in accordance with the international information security standard ISO 27001:2022.

Article 12. Security and information safety

12.1. 1Office's commitments

1Office applies reasonable technical and organisational security measures, including: data encryption; access control; system monitoring; and compliance with ISO 27001:2022.

12.2. Customer responsibilities

The Customer is responsible for security on its side: protecting login credentials; enabling multi-factor authentication (where supported); controlling permissions; and securing end-user devices.

12.3. Handling security incidents

Where a security incident affecting Customer data occurs, 1Office undertakes to notify the affected Customer no later than 72 hours from the time 1Office confirms the incident, together with information on the nature of the breach, the scope of data potentially affected and the measures being taken. Where the investigation is not complete, 1Office will send a preliminary notice within that period and provide further updates as information becomes available.

Article 13: Implementation, training and technical support

13.1. Standard implementation

After the Agreement is signed, 1Office works with the Customer to implement the Service within the scope of the purchased package. The specific scope, schedule and implementation conditions are set out in the Agreement or the attached Scope of Work.

13.2. Implementation acceptance

After 1Office completes the implementation, the Customer reviews and responds within 07 working days. If that deadline passes without a response, the implementation phase is deemed accepted. Additional requests outside the scope of the Agreement incur separate charges.

13.3. Standard technical support

Standard technical support is provided via: system tickets, in-app chat including the AI support assistant, and hotline 1900 3313 within the support hours set out in the current Service Level Agreement (SLA). On-site support, re-training and out-of-hours support incur additional charges.

Article 14: Fee structure and service fees

14.1. Fee structure

Service fees comprise: (i) the License Fee – a subscription fee based on the number of billing accounts and the feature package; (ii) a one-off implementation fee (if any); (iii) additional service fees. The unit price, quantity, term, total value and payment terms for each order are set out in detail in the corresponding Order Appendix (Appendix 01) attached to the Master Agreement.

14.2. Notice of service fee changes

Where unit prices in Appendix 01 are adjusted, 1Office will notify the Customer by email at least 30 (thirty) days before the new pricing policy takes effect.

A price adjustment does not apply to the Customer's current License Period or to Order Appendices signed before the new pricing policy was announced.

14.3. Service unit prices

Throughout the License Period of an Order Appendix, the initial License Fee unit price is held for additional User purchases and upgrades. When that License Period ends, the price-hold no longer applies.

Article 15: Maintenance, updates and upgrades

Maintenance, updates, bug fixes, system upgrades and the principles for determining system downtime are set out in the current Service Level Agreement (SLA) published by 1Office from time to time.

1Office has full discretion over the roadmap, upgrades and feature changes of the Platform in line with its product strategy, and is under no obligation to develop functionality at the Customer's individual request unless the Parties agree otherwise in writing.

Article 16: Intellectual property

1Office owns all intellectual property in the 1Office business management Platform, including but not limited to source code, design, documentation, AI models and all resulting improvements. These Terms of Service transfer no intellectual property right to the Customer. The Customer owns the Customer Data and has no right in the technology or architecture of the Platform.

16.1. Customer feedback and improvement suggestions

If the Customer sends comments, feedback or improvement suggestions, these are treated as non-confidential and 1Office may use them and incorporate them into the product without payment or attribution to the Customer.

16.2. Use of the Customer's name and brand

Unless the Customer requests otherwise in writing, 1Office may mention the Customer's name and logo in product materials, reference customer lists and 1Office marketing activities, for the purpose of presenting the cooperation.

The Customer may refuse such use at any time by sending a written request to support@1office.vn. 1Office will stop the use within 15 (fifteen) working days of receiving the request. This does not apply to material already published before the request was received.

Article 17: Confidentiality

17.1. Scope of Confidential Information

All information provided by the Customer and/or entered into the 1Office business management software is the exclusive property of the Customer and is treated as Confidential Information of both Parties under these Terms (“Confidential Information”).

17.2. 1Office's confidentiality obligations

1Office undertakes to keep all Confidential Information confidential and not to use, disseminate or in any way disclose it to any other person, company or enterprise, except:

• With the written consent of the Customer's authorised representative; and/or
• Where a competent state authority requires disclosure, in which case 1Office must discuss and agree with the Customer before disclosing, in accordance with the law and Article 8 of the DPA.

17.3. Sanctions for breach

For any breach of the confidentiality obligation caused by 1Office's fault, 1Office must pay the Customer a penalty equal to 100% of the total value of the Order Appendices signed and paid, counted from the date the Agreement was signed to the date the breach occurred. In addition to this penalty, 1Office is liable to compensate all corresponding actual damage, proven by reasonable evidence and documents in accordance with the law.

If Confidential Information is disclosed through the fault of a 1Office employee, the Customer may bring a civil action and/or request the intervention of the competent authorities where it considers the conduct to involve criminal elements.

17.4. Survival after termination

After the Master Agreement terminates, or where the two Parties do not reach further agreement on business cooperation, the confidentiality arrangements in this Article and 1Office's confidentiality obligations continue in force until 1Office confirms that all data and information has been handed over to the Customer and that 1Office does not copy or retain, in any form, any of the data and information the Customer provided to or entered into the 1Office business management software during the performance of the Agreement, in line with the data deletion/anonymisation procedure in Article 7 of the DPA.

Article 18: Disclaimer of warranties and limitation of liability

18.1. Disclaimer of warranties

Apart from the service quality commitments specifically set out in the Service Level Agreement (SLA), the Service is provided “as is” and “as available”. 1Office does not warrant or represent that:

• The Service will run continuously, without interruption or entirely free of technical faults.
• The Service will meet every specific requirement or individual expectation of the Customer.
• Every technical fault arising in the software or system will be fixed within a fixed period.
• All infrastructure serving the Service - including the internet, transmission systems, the local network and the Customer's devices - will operate stably and without interruption.

1Office gives no warranty of any kind, whether express or implied, as to satisfactory quality, fitness for a particular purpose, or non-infringement of third-party rights. The Customer is responsible for determining whether the Service suits its needs.

18.2. Excluded categories of damage

To the maximum extent permitted by applicable law, 1Office is not liable for any of the following categories of damage, even if 1Office was advised in advance of the possibility:

• Loss of profit, loss of revenue or loss of business opportunity.
• Business interruption.
• Damage to reputation, brand or customer relationships.
• Loss of or damage to data arising from: (i) an incident in third-party provider infrastructure (including cloud services, datacenters, connectivity, CDN) beyond 1Office's direct control; (ii) acts or omissions of the Customer or of a third party authorised by the Customer; (iii) a force majeure event under Article 23 of these Terms.
• Any indirect, consequential or special damage arising from any cause related to the use of, or inability to use, the Service.

18.3. Overall liability cap

1Office's total liability to the Customer in all cases does not exceed the total service fees actually paid by the Customer in the 06 (six) months immediately preceding the event giving rise to the liability.

This cap is the sole remedy and the entire liability of 1Office towards the Customer, regardless of whether the claim is contractual, tortious or of any other legal form, and applies even if a remedy provided in the Agreement fails of its purpose.

18.4. Exceptions - where the liability cap does not apply

The limitations and disclaimers in Articles 18.1, 18.2 and 18.3 do not apply in the following cases:

• Data security breach - damage arising directly from a confirmed security failure caused by 1Office that leads to leakage or loss of the Customer's personal data as defined in the Personal Data Processing Agreement (DPA).
• Fraud or wilful harm - fraud, concealment of information or intentional infliction of damage on the Customer by 1Office or its employees.
• Breach of confidentiality - breach of the obligation to keep the Customer's confidential information secret under Article 17 (Confidentiality) of these Terms.

Article 19: Indemnification

19.1. 1Office indemnifies the Customer

1Office defends the Customer against third-party claims that the 1Office business management Software Platform infringes intellectual property rights, provided the Customer gives prompt notice and cooperates in handling the claim.

19.2. The Customer indemnifies 1Office

The Customer defends 1Office against all claims arising from: Customer Data that breaches the law or third-party rights; breaches by Users; internal decisions based on the Service; and breaches of the Customer's personal data protection obligations.

Article 20: Suspension of the service

20.1. Suspension with notice from 1Office

1Office may suspend provision of the Service after giving the Customer at least 05 (five) working days' notice in the following cases:

• The Customer is more than 10 (ten) days late in paying from the due date set out in the relevant Order Appendix; or
• The Customer breaches a material obligation under the Master Agreement or these Terms of Service, other than the cases of immediate suspension under Article 20.2, and fails to remedy the breach within 05 (five) days of receiving 1Office's breach notice.

20.2. Immediate suspension

1Office suspends immediately, without notice, where: the Customer seriously breaches the law; the Service is abused in a way that harms the system or other users; or a state authority so requires.

20.3. Suspended status at the Customer's request

At the Customer's written request, the service moves to Suspended status with a maintenance fee as provided in the Master Agreement. Each suspension lasts at most 03 (three) consecutive months and the Customer may request suspension at most 02 (two) times.

After that suspension period, the rights and obligations of the parties continue to be performed as provided in the Master Agreement.

Article 21. Termination of the agreement

21.1. Grounds for termination

The Master Agreement may terminate part or all of the Service without any liability for 1Office and without refunding any Service fees already paid by the Customer (if any), in any of the following cases:

• The grounds leading to suspension of the service are not remedied within the deadline;
• The License Period ends and the Customer does not sign a new Order Appendix within the 01 (one) month renewal-pending period from the date the last License Period expired, under the “Pending renewal” status and the automatic termination mechanism in the Master Agreement. Within 30 (thirty) working days before the License Period expires, 1Office will send a renewal reminder to the Customer's registered email. Failure to receive the notice because of inaccurate contact details on the Customer's side does not release the Customer from its renewal responsibility;
• The Customer breaches the law in connection with or during its use of the Service; or breaches any provision of the Terms of Service.
• The Customer has acted in a way that harms the Platform.
• Where 1Office finds and has evidence that continuing to provide the Service to the Customer infringes 1Office's rights and interests.
• The Customer becomes bankrupt or is dissolved and no longer has the ability or need to use the Service;
• At the request of a competent state authority.
• Other cases provided by law and/or by the Terms of Service.

21.2. Pending renewal status

Where all of the Customer's License Periods have expired but the Customer has not signed a new Order Appendix, the Customer moves to “Pending renewal” status under Article 1.4 of the Master Agreement. In this status the Customer's access to the Platform is suspended but the Master Agreement remains in force, for at most 01 (one) month from the date the last License Period expired. If the Customer signs a new Order Appendix within that period, the service is restored without signing a new Agreement. If the Customer does not sign a new Order Appendix within that one month, the Master Agreement terminates automatically under Article 21.1.

21.3. Notice of termination

1Office will notify the Customer in writing at least 15 (fifteen) days before terminating the Service, except in cases of immediate termination, namely: expiry of the renewal-pending period without renewal (already warned through the renewal reminder under Article 21.1), serious breach of the law, or a request from a competent state authority.

Article 22: Data export and return

The Customer may request an export of the Customer Data, comprising attachments and business data packaged as a compressed file. 1Office provides it within 15 working days. If no request is made within 06 months from the date the Agreement is terminated or settled, the data is permanently deleted. A standard data export incurs no additional fee.

Article 23: Force majeure

Neither Party is liable (except for payment obligations) for delay in or failure to perform an obligation because of a Force Majeure Event (including but not limited to: natural disaster, epidemic, war, decisions of state authorities, wide-area power or telecommunications outage, large-scale cyber attack), provided notice is given within 03 working days from the time the event occurs or from the time it becomes known. If it lasts more than 60 days, either Party may terminate the Agreement in writing without any penalty or liability to compensate.

Article 24: Legal compliance

The Customer is responsible for ensuring that its use of the Service complies with applicable law, including but not limited to: the Civil Code, the Commercial Law, labour law, financial law, the Personal Data Protection Law No. 91/2025/QH15, and reporting obligations. Where a state authority requests information relating to the Customer's account, 1Office will notify the Customer, to the extent the law permits, before disclosing it.

Article 25. Governing law and dispute resolution

25.1. Governing law

These Terms of Service are construed and governed in accordance with the laws of the Socialist Republic of Vietnam.

25.2. Negotiation

Disputes are to be resolved first through good-faith negotiation within 60 days of written notice.

25.3. Claim period

Any claim arising from these Terms of Service must be made within 03 (three) months of the date the breach occurred. After that period, the Customer has no right of claim.

25.4. Basis for resolving disputes

For disputes relating to use of the Service, 1Office relies on the information recorded in the system as the basis for resolution. Where the parties cannot agree, either party may bring the matter before the competent People's Court in Hanoi or Ho Chi Minh City for resolution under the law. Court fees are borne by the losing party.

25.5. Severability

Where one or more provisions of these Terms of Service conflict with the law and are declared void by a Court, that provision is to be amended to comply with applicable law, and the remainder retains full legal effect.

Article 26: General provisions

• Entire agreement: These Terms of Service together with the Agreement and its Appendices constitute the entire agreement between the Parties and supersede all prior oral agreements.
• No waiver: Not exercising a right in one instance does not constitute a waiver of that right.
• Partial invalidity: An invalid provision is severed; the remainder continues in force.
• Independent relationship: The two Parties are independent legal entities; no agency or partnership arises.
• No assignment: The Customer may not assign its rights under the Agreement without 1Office's written consent.

Appendix 01: Recommended devices for using the service