Privacy Policy

1.1 Introduction

These General Terms of Service (“Agreement”) are entered into between Koobiz Pte. Ltd (“we”, “us” or “our”) and you, the customer (“you” or “your”), effective from the moment you first access or use this website (“Website”), or when you provide your electronic acceptance.

This Agreement establishes the fundamental terms and conditions governing your use of the Website, as well as any products or services purchased or accessed through the Website (collectively, the “Services”). This Agreement is supplemental to, and does not replace, any specific terms that may apply to individual services.

1.2 Customer Acceptance

By browsing, accessing, or using the Website to explore or purchase Services, you confirm that you have read, understood, and agreed to comply with this Agreement, together with all related policies and specific service agreements referenced herein.

For the purposes of this Agreement, the terms are defined as follows:

• “We”, “our”: refers to Koobiz Pte. Ltd, a company duly incorporated and existing under the laws of Singapore, with its registered office at 7500A Beach Road, The Plaza #02-348, Singapore 199591 (“Koobiz”).
• “You”, “your”: refers to the User, which includes:

1.3 Right to Amend and Update

We reserve the right, at our sole discretion, to amend, modify, or update this Agreement, as well as any related policies or service agreements, at any time.

Such changes shall take effect immediately upon being published on the Website.

Your continued use of the Website or Services constitutes your acceptance of the latest version of this Agreement. If you do not agree with these changes, you must discontinue use of the Website and Services.

In addition, we may send notifications via email regarding significant updates. You are therefore responsible for ensuring that your account information is accurate and up to date. Koobiz shall not be held liable if you fail to receive such notifications due to an invalid or outdated email address.

Users may engage Koobiz to provide a range of business services tailored to their needs. These services include, but are not limited to, the following:

• Company incorporation.
• Provision of a registered office address and mailroom services.
• Maintenance of statutory registers on the Platform.
• Filing and submission of statutory documents with the Accounting and Corporate Regulatory Authority of Singapore (“ACRA”).
• Provision of a Nominee Director, as required under Section 145 of the Singapore Companies Act 1967 (subject to execution of all necessary supplemental documents).
• Drafting of corporate resolutions related to corporate governance.
• Filing of corporate changes, including but not limited to: changes of officers, shareholders, share capital, registered office, and related corporate records.

Additionally, Koobiz provides accounting, audit, and tax services, including:

• Preparation of management reports.
• Preparation of annual unaudited financial statements (including Directors’ Report, Profit and Loss Statement, Balance Sheet, Statement of Changes in Equity, and accompanying Notes).
• Preparation of audited financial statements.
• Preparation of financial statements in XBRL format.
• Maintenance of general ledgers, accounts payable, accounts receivable, and fixed assets.
• Bank and account reconciliations.
• Calculation of tax obligations.
• Preparation of Form C and/or Form CS for approval.
• Preparation and submission of all required tax filings.

Payroll services, including:

• Monthly payroll calculation.
• Salary disbursement upon User’s approval.
• Issuance of automated monthly payslips.
• Registration and contribution to the Central Provident Fund (CPF).
• Issuance of IR8A forms for personal income tax and assistance with annual submissions to the Inland Revenue Authority of Singapore (IRAS).
• Maintenance of payroll records for each employee.

Work pass and related permit services in Singapore, including:

• Application, renewal, and cancellation of work passes.
• Preparation of applications for Employment Pass (EP), Personalized Employment Pass (PEP), One Network for Professionals (ONE), Letter of Consent (LOC), and S Pass.
• Preparation of applications for dependent passes such as Dependant’s Pass (DP) and Long-Term Visit Pass (LTVP).

Corporate secretarial services: By appointing Koobiz as your corporate secretary service provider, Koobiz shall perform, or appoint qualified personnel to perform, statutory corporate secretarial duties in compliance with Singapore law. Koobiz undertakes to provide the Services chosen and duly paid for by the User in a timely manner.

• Services upon request: Koobiz shall only perform corporate secretarial services upon explicit instruction from the User, whether verbal, written, or through other accepted means. The User acknowledges that Koobiz shall not be liable for any loss or damage arising from services performed based on the User’s instructions.
• Indemnity and waiver of liability: The User agrees to indemnify and hold harmless Koobiz (including its subsidiaries and affiliates) from and against any claims, judgments, demands, costs, taxes, and expenses (including legal and/or professional fees) arising in connection with Koobiz’s performance of the Services in accordance with the User’s instructions or under these Terms.
• Additional requirements: Koobiz may require the User to execute additional agreements or take certain actions as deemed necessary by Koobiz or required by law to facilitate the provision of Services. Failure to comply may result in Koobiz being unable to continue providing Services.
• Compliance with law and mandatory actions: Where Koobiz is legally required to act on behalf of the User, the User hereby authorizes Koobiz to take all necessary steps (including obtaining legal or administrative advice). All associated costs shall be borne by the User.
• Obligation to provide information: The User must provide all documents, data, and cooperation required by Koobiz in a timely and complete manner to ensure compliance with internal policies, applicable laws, or regulatory directives. In case of delays caused by the User, Koobiz reserves the right to adjust the service schedule or delivery timeline.
• Templates and legal advice: Any templates provided by Koobiz (e.g., employment contract templates) are for reference only and do not constitute legal advice. Koobiz is not a law firm and does not provide legal services. Users are strongly encouraged to seek independent legal counsel for specific legal matters.
• Lawful use of services: The User agrees not to use the Services for any unlawful purposes, including but not limited to money laundering, terrorism financing, fraud, or any other illegal activities. The User shall indemnify and hold Koobiz harmless against any claims, damages, or liabilities arising from a breach of this clause.
• Accuracy of information: The User is fully responsible for providing accurate, complete, and timely information. Should inaccurate, incomplete, or delayed information result in:

• Costs for error rectification: Where Koobiz must rectify errors due to inaccurate or incomplete information provided by the User, Koobiz reserves the right to charge additional fees for the time and resources required to amend filings, resubmit documents, or liaise with authorities.
• Limitation of liability: Koobiz shall not be liable for any negative consequences arising from:

The User shall indemnify and hold harmless Koobiz from any claims, damages, fines, or liabilities arising due to the provision of inaccurate or delayed information.

However, the User acknowledges and agrees that the Website or Services may be temporarily unavailable or disrupted due to reasons including, but not limited to:

• Technical malfunctions or equipment failures;
• Scheduled maintenance, upgrades, repairs, or replacements performed by Koobiz;
• Circumstances beyond our reasonable control, such as telecommunications failures, data transmission errors, cyberattacks, network congestion, or other unforeseen technical issues.

In such cases, the User understands and agrees that Koobiz cannot guarantee absolute, continuous, and uninterrupted availability of the Website or Services, and shall not be held liable for any resulting claims by the User or any third party.

Furthermore, the User acknowledges and agrees that:

• The User possesses all necessary authority and permissions to provide Koobiz with information required for service delivery;
• Certain Services may be performed by Koobiz’s partners, independent service providers, or third parties appointed by Koobiz, under the principle of adhering to professional standards and applicable legal requirements.

4.1 Definition of Confidential Information

In the course of performing these Terms, each party may, from time to time, disclose to the other party certain non-public information that is clearly identified as, or that the receiving party reasonably understands to be, confidential or proprietary (hereinafter referred to as “Confidential Information”).

Confidential Information includes, but is not limited to: contract or order terms, User Content, business plans, product roadmaps, development strategies, forecasts, projects and analyses, audit results (including security audits), data and documentation, fee structures, business processes, operational methods, business models, and technical documentation.

Confidential Information does not include information that:

• Is or becomes public through no breach of these Terms by the receiving party;
• Was known to the receiving party prior to disclosure;
• Is independently developed by the receiving party without use of the disclosing party’s Confidential Information; or
• Is lawfully obtained from a third party without confidentiality obligations.

4.2 Protection of Confidential Information

Unless expressly authorized in writing by the disclosing party or required by law, the receiving party shall not disclose, transmit, or disseminate confidential information to any third party. The receiving party shall apply at least the same degree of care it uses to protect its own similar information, and in any case no less than a reasonable standard of care.

Confidential Information may be shared only with the receiving party’s employees, affiliates, consultants, subcontractors, agents, or advisors (collectively, “Representatives”) who have a legitimate need to know for the purpose of fulfilling these Terms and who are bound by confidentiality obligations consistent with this Agreement.

4.3 Prohibition on Misuse of Koobiz Personnel Information

Any unauthorized use of Koobiz personnel information - including, but not limited to, Nominee Directors, corporate secretaries, and personal data such as names, identification numbers, email addresses, or contact details - for account registration or any other purpose is strictly prohibited without the prior written consent of the individual concerned.

Koobiz reserves the right to take legal action and immediately terminate services upon detection of any violation.

4.4 Equitable Remedies

The receiving party acknowledges that monetary damages may be insufficient to remedy a breach of confidentiality obligations. Accordingly, in addition to any other rights or remedies available, the disclosing party shall be entitled to seek equitable relief, including but not limited to injunctive relief, without the need to prove actual damages or provide bond or security.

4.5 Disclosure Required by Law

Where disclosure of confidential information is required by law or by a competent authority, the receiving party may comply with such obligation. However, to the extent legally permissible, the receiving party shall provide prior written notice to the disclosing party, disclose only the portion required, and continue to maintain confidentiality over all disclosed information.

4.6 Compliance with the Personal Data Protection Act (PDPA)

Koobiz strictly complies with Singapore’s Personal Data Protection Act 2012 (PDPA) in the collection, use, disclosure, and processing of Users’ personal data.

By using the Platform and Services, the User acknowledges and agrees that their personal data may be collected, used, and processed in accordance with Koobiz’s Privacy Policy.

4.7 Notification of Data Disclosure

Koobiz does not share Users’ personal data with third parties except as required by law, regulatory obligations, or with the User’s explicit consent. Where disclosure is legally mandated, Koobiz will, where permitted, provide prior written notice and take all reasonable steps to limit the scope of disclosure.

4.8 Consent to Privacy Policy

By accessing and/or using the Platform, Website, or Services, the User acknowledges that they have read, understood, and agreed to Koobiz’s Privacy Policy. This Policy forms an integral part of these Terms.

The User consents to the collection, use, and/or disclosure of their personal data for the purposes set out in the Privacy Policy.

4.9 Security of Internet Transmission

The User acknowledges that transmissions over the Internet are never entirely private or secure. Any information, data, or communications sent through the Platform may be intercepted or read by third parties, even if encrypted (including, for example, credit card data).

4.10 Internal Use of Personal Data

In accordance with its Privacy Policy, Koobiz retains and processes Users’ personal data strictly for internal purposes, including: managing the performance and functionality of the Website, ensuring information security, preventing and detecting fraud, spam, or abuse, troubleshooting technical issues, and improving service quality (including training computational models, algorithms, and machine learning applications).

For clarity, such data shall not be used externally or made public except as required by law.

The User retains full ownership and responsibility for all documents, data, and content created, uploaded, or transmitted through the Platform (“User Content”). However, by using the Platform, the User grants Koobiz a worldwide, non-exclusive, royalty-free license to process, store, and use such content solely for the purpose of delivering the Services. Koobiz does not claim ownership of User Content and undertakes not to use, modify, distribute, or disclose it for any purpose other than providing the agreed Services, except where legally required or expressly authorized in writing by the User.

5.1 Koobiz Intellectual Property Rights

The Parties acknowledge and agree that:

• All rights, title, and interest in and to the Services (including the Platform, platform software, any software or materials provided to the User, and any upgrades, modifications, or derivative works), as well as trademarks, trade names, logos, processes, know-how, data, documents, and any related assets created, provided, or acquired in connection with these Terms (collectively, “Koobiz Intellectual Property” or “Koobiz IP”) shall remain the sole and exclusive property of Koobiz.
• The User shall not copy, modify, adapt, distribute, publish, translate, alter, display, upload, broadcast, transmit, or link to any Koobiz IP in any form without prior written consent from Koobiz.
• The User shall not challenge Koobiz’s ownership, validity, or legitimate rights in Koobiz IP.
• Except for the limited rights expressly granted herein, no other rights, title, or interest in the Services (including software or accompanying materials) or Koobiz IP are granted to the User.

5.2 Restrictions on Use

Unless otherwise agreed in writing with Koobiz, the User shall not:

• Combine, merge, integrate, or otherwise incorporate all or part of the Services and/or Koobiz IP into any other software, database, program, or service without Koobiz’s consent;
• Create or permit the creation of derivative works based on the Services and/or Koobiz IP.

5.3 Disclaimer

Koobiz makes no warranties or representations regarding the Koobiz IP and shall not be liable for any damages, losses, costs, or claims arising from allegations that the Koobiz IP (or any part thereof) infringes third-party rights. In the event of any dispute relating to alleged infringement of Koobiz IP, Koobiz shall have full control over legal proceedings before courts or competent authorities. Upon request, the User shall reasonably cooperate and provide assistance for Koobiz to defend its legitimate rights.

5.4 Foreground Intellectual Property (Foreground IP)

The Parties agree that all rights, title, and interest in and to all intellectual property arising in the course of these Terms (“Foreground IP”)—including rights to bring claims for damages, legal rights, equitable rights in respect of infringement—shall belong exclusively to Koobiz and form part of Koobiz IP.

Foreground IP includes patents, patent applications, know-how, trademarks, industrial designs, copyrights and related rights, database rights, design rights, trade secrets, confidential information, and rights to register, renew, extend, or claim priority in any jurisdiction, whether registered or unregistered.

5.5 Koobiz Trademarks

The marks “Koobiz,” the Koobiz logo, and their associated logos are registered exclusive trademarks. Nothing in these Terms shall be construed as granting the User any right to use such trademarks without Koobiz’s prior written consent.

5.6 Use of Third-Party Software and APIs

In providing the Services, Koobiz and the User may use third-party software or APIs. Koobiz makes no warranties regarding the reliability of such tools, and the User agrees that Koobiz shall not be liable for any loss or damage arising from the use of such third-party software or APIs to access the information, Platform, or Services.

5.7 User Content

The User retains full ownership and responsibility for all data, documents, and content created, uploaded, or transmitted through the Platform (“User Content”). However, by using the Platform, the User grants Koobiz a worldwide, non-exclusive, royalty-free license to process, store, and use User Content solely for the purpose of delivering the Services.

Koobiz undertakes that it shall:

• Not claim ownership of User Content;
• Not use, modify, distribute, or disclose User Content for any purpose other than providing the Services, except where required by law or with the User’s prior written consent.

• The User qualifies under the 30-Day Refund Policy; or
• As stipulated under Clause 10 (Termination), where applicable.

Beyond these circumstances, no refunds, credits, or offsets shall be issued for Services that are used, unused, or terminated before expiration.

In cases where additional fees arise for Services not listed on the Platform or Website, Koobiz shall issue an invoice, and the User shall pay such fees within thirty (30) days of receipt.

The User acknowledges that completing the online payment process does not constitute acceptance of an order by Koobiz. An order is deemed accepted only once Koobiz commences provision of the Services as requested by the User.

Koobiz reserves the right to reject any order for any reason. In such case, any amounts already paid shall be refunded in full, provided the User has not yet utilized any part of the Services.

During the payment process, the User may be required to provide payment information, which shall be transmitted directly to an independent third-party payment processor. The User agrees and authorizes Koobiz to charge all applicable Fees through the registered Payment Method.

All transactions are processed by independent third parties, and Koobiz disclaims all liability for damages or losses arising from payment processing. The third-party’s terms of service shall apply.

The User acknowledges that, in the event of a declined or reversed payment during recurring billing, the corresponding debt shall become immediately due and payable.

All Fees are exclusive of applicable taxes (GST, VAT, sales tax, or other applicable taxes) unless otherwise specified on official invoices issued by Koobiz.

In the event of non-payment or late payment, Koobiz may issue a notice of overdue payment, allowing the User ten (10) days to settle the outstanding balance. If the payment remains unpaid after this period, Koobiz may suspend or terminate the User’s account and cease providing all or part of the Services without liability. Koobiz also reserves the right to apply late payment interest at a rate of 4% per month, calculated daily from the due date until payment is completed.

If the User exceeds, or is likely to exceed, the usage limits under their Subscription Plan, Koobiz may notify the User of an automatic upgrade to a new Subscription Plan with adjusted Fees, even if the current term has not expired. Continued use of the Services constitutes acceptance of the new Subscription Plan and applicable Fees, and the User authorizes Koobiz to charge such Fees via the registered Payment Method.

• a) Debt offset: To settle any outstanding fees owed by the User, including but not limited to maintenance surcharges and administrative fees, related to Services rendered and overdue for at least thirty (30) days from the due date.
• b) Fulfillment of legal obligations on behalf of the User: To cover administrative fees, penalties, or filing charges imposed by competent authorities, including but not limited to the Accounting and Corporate Regulatory Authority (ACRA) and the Inland Revenue Authority of Singapore (IRAS), where Koobiz is required to act on behalf of the User in fulfilling statutory obligations.
• c) Debt recovery costs: To recover any costs incurred by Koobiz in exercising its rights to collect outstanding debts as provided under subsection (a) of this Clause 7.1.

If the User fails to request a refund of the remaining balance of the Security Deposit within sixty (60) days, such balance shall automatically become non-refundable, and Koobiz shall have the absolute right to retain and lawfully own the entirety of such funds. The User hereby irrevocably waives any claims against Koobiz and/or its affiliates, officers, directors, and employees in relation to the Security Deposit. Should the User nonetheless initiate a claim, the User unconditionally and conclusively agrees that Koobiz may invoke this clause as a defense to request the competent authority to dismiss such claims in their entirety.

The User agrees to indemnify and hold harmless Koobiz (including its affiliates, officers, directors, and employees) from and against any and all liabilities, damages, claims, costs (including legal fees and expenses), and expenses arising out of or in connection with:

• a) the User’s breach of any provision of these Terms; and/or
• b) any infringement of a third party’s intellectual property rights by the User.

Both Parties shall fully comply with all applicable laws, including but not limited to:

• data protection and privacy laws;
• anti-money laundering and counter-terrorism financing laws;
• anti-bribery and corruption laws;
• export control and sanctions regulations;
• laws prohibiting forced labor and modern slavery; and
• occupational health and safety laws.

The User further agrees to indemnify Koobiz (including its affiliates, officers, directors, and employees) against all losses, damages, legal actions, judgments, claims, demands, taxes, costs, and expenses (including legal fees and/or professional advisory fees) arising in any manner whatsoever in relation to the User’s breach of these Terms.

In addition to the foregoing, and without prejudice to any other remedies available under Clause 10.2 or applicable law, Koobiz reserves the absolute and reasonable right to take necessary legal and administrative measures in the event that Koobiz determines the User has engaged in repeated or imminent violations of these Terms or applicable law. Such measures may include, but are not limited to, assuming control of the User’s account or filing legal submissions with competent authorities on behalf of the User, in order to ensure compliance with the law and/or to mitigate consequences arising from the breach.

Clause 9.4 above is supplemental and does not diminish or affect any other rights or remedies available to Koobiz under applicable law.