Terms of Service

Kairoq is a customer relationship management service with optional AI features, quoting and invoicing, and connections to other tools. We may improve and change features. We won't materially reduce the core functionality of a paid plan during a billing period, and we'll give notice before removing a feature people rely on.

The service is for businesses. You must be at least 18 and have authority to bind your organization.

• Your administrators (the owner is one) control who has access, what each person can see and do, and which tools are connected. You're responsible for activity in your workspace and for the people you give access to.
• Keep credentials secure and tell us promptly about any unauthorized access. We protect sign-in with limits on repeated wrong passwords, which can temporarily lock an account; resetting the password by email always works.
• People join only by accepting an invitation sent to their own email address, or by an administrator creating their account on a domain your organization has verified.
• Information you give us when you sign up must be accurate and kept current.

A new workspace starts with a free trial of Kairoq (7 days unless we say otherwise), with every feature and no card needed. We remind the administrators before it ends.

When the trial ends the workspace is frozen until an administrator chooses a plan: nobody can use it, but nothing is deleted. See "Freezing and keeping your data" below. We may limit trial use that looks abusive (for example automated mass sign-ups).

• Paid plans are priced per workspace (not per user), in Indian rupees, and are billed in advance for the period you choose, monthly or yearly, through Razorpay. Prices exclude GST, which we add as the law requires.
• Renewal. A plan renews automatically for the same period at the then-current price until it is cancelled. We tell administrators before each renewal and before the end of a trial. We'll give at least 30 days' notice of a price increase, and it applies from your next renewal.
• Changing plans. Switching plan or between monthly and yearly starts a new billing period on the day of the change; the previous subscription ends at once and unused days aren't credited or refunded. User limits apply to each plan.
• Usage. Each plan includes allowances (for example AI tokens, tracked emails, storage). Usage above them is billed at the end of the period at the published rate; administrators are alerted at 80% and 100%.
• Failed payments. If a payment fails we retry and remind the administrators. The workspace keeps working for a 7-day grace period; if payment still hasn't succeeded, it is frozen until it does.
• Only your owner and administrators can see or change billing. Refunds are covered in Cancellation and Refunds.

An owner or administrator can cancel at any time from Settings → Billing. The plan stays active until the end of the period already paid for and is not renewed; you can keep the plan again any time before that date. After it ends the workspace is frozen as described below. A trial needs no cancelling: it simply ends.

• A workspace is frozen when its trial ends, a payment stays unpaid after the grace period, or a cancelled period runs out. While frozen, access to the application is suspended, but you can still sign in to choose a plan, contact support, make data requests and export your data.
• Nothing is deleted when a workspace freezes. We keep the data for at least 90 days from the day it froze. Choosing a plan at any point in that time restores everything exactly as it was.
• After that time we may delete the workspace's data, and will email the owner at least 30 days beforehand. An owner can also delete the workspace sooner from Settings; that takes effect after a 7-day grace period you can cancel.
• Public links you have shared (quotes, invoices, booking pages and forms) may keep working while a workspace is frozen so your customers aren't left stranded; we may disable them if they are misused.

You own the data you put into Kairoq ("Customer Data"), including records about your own customers and prospects. You give us permission to host and process it only to provide, secure and support the service, as described in the Privacy Policy and the Data Processing Addendum. We don't sell it, and we don't use it to train AI models.

You are responsible for having a lawful basis and any required consents to collect the personal data you enter and to contact the people in it, and for responding to their requests; the service includes tools for that (Settings → Data → Data requests). You can export your data at any time, including while a workspace is frozen.

You must follow our Acceptable Use Policy: in short, send email and messages only to people you have a lawful basis to contact, honour opt-outs, and don't upload unlawful content or malware, probe or overload the service, or access other organizations' data.

To protect everyone we apply rate limits and sending limits (for example on writes, notes, sign-in attempts, support messages and outbound email). Requests above them are refused with a message saying when to try again. Automated use beyond those limits needs our written agreement.

• AI features (research, scoring, summaries, drafts, forecasts, the assistant) send the relevant content to the model provider configured for the service, only to answer that request. See Sub-processors. We don't use Customer Data to train models.
• AI output can be wrong, incomplete or out of date. Review drafts, scores, forecasts and suggestions before relying on them. Kairoq never sends email, changes ownership, deletes or exports data on its own: a person approves those.
• Don't use AI features for decisions that have legal or similarly significant effects on a person without human review. In particular, don't use them to decide hiring, firing, pay, promotion, credit, insurance or access to essential services, to score people by their social behaviour, to infer emotions at work, or for any other practice the EU AI Act prohibits. Those uses are outside what the service is built and assessed for.
• We tell you in the product when you are using AI, and describe what each feature does, its limits and its providers on our AI transparency page. If you publish AI-generated text or media to the public, you are responsible for any disclosure the law requires.
• AI use is metered in tokens and may be limited per plan and per person by your administrators.

• You can leave at any time. Tell us by notice of up to two months that you want to switch to another provider or to your own systems, or to delete your data. From the end of that notice we allow a 30-day transition period, during which we keep supporting you and you can export your data in a structured, commonly used, machine-readable format (CSV, Excel or JSON, and the records' files).
• After that you have 30 days to retrieve your data, and we then erase it, as described in "Freezing and keeping your data". We keep what the law requires us to.
• We charge nothing for the export tools in the product. If you ask us to do the migration work for you, we may charge only our actual costs, and we tell you the amount first.
• A list of the data and data types you can export and the formats are in Settings → Data, and we can give you more detail on request. These terms apply to customers in the EU as the EU Data Act requires, and cover the rest on the same footing.

When you connect tools such as Google, Microsoft 365, Zoom, Slack or WhatsApp, we access them only with the permissions you grant and only for the features you use. Your use of those services is governed by their own terms, and they may change or withdraw access outside our control.

We work to keep the service available and secure, with planned maintenance announced where practical. Unless we agree a service level with you in writing, availability and response times are targets, not guarantees. Support is available through the in-app assistant and Support page; we aim to reply to requests within two business days, and sooner for outages or data problems marked urgent.

We own the service, its software, design and documentation; you own Customer Data. We grant you a limited, non-exclusive, non-transferable right to use the service during your subscription. If you give us feedback we may use it without obligation. Don't copy, reverse engineer or resell the service except as the law allows.

Each side will keep the other's non-public information confidential, use it only for this agreement, and protect it with reasonable care. This doesn't cover information that is public, already known, independently developed, or legally required to be disclosed (with notice where allowed).

The service is provided "as is" and "as available" to the extent the law allows, and we disclaim implied warranties such as merchantability and fitness for a particular purpose.

To the extent the law allows, neither side is liable for indirect, incidental, special or consequential losses, or loss of profits or data, and each side's total liability for all claims is limited to the fees you paid us in the 12 months before the event giving rise to the claim. Nothing limits liability that the law doesn't allow to be limited, including for fraud or wilful misconduct.

You will defend and indemnify us against third-party claims arising from Customer Data you had no right to use, or your breach of the Acceptable Use Policy.

You will not use the service, or allow anyone to use it, if you or they are subject to sanctions of India, the United Nations, the European Union, the United Kingdom or the United States, or from a country subject to a comprehensive embargo, and you will not use it for anything those laws prohibit. We may suspend access if we reasonably believe this term is broken.

We may suspend or end access for serious or repeated breach of these terms, for conduct that threatens the service or others, or where the law requires, with notice where practical and a chance to fix a curable breach. You may stop using the service at any time. On termination you can export your data as described above; terms that by nature continue (payment, liability, confidentiality, governing law) survive.

We may update these terms. For material changes we'll notify administrators by email and in the app at least 30 days before they take effect, and ask each person to confirm they've seen the new version. If you keep using the service after the effective date you accept the update; if you don't agree, you can cancel before then. We record which version each person accepted and when.

These terms are governed by the laws of India. We'll try to resolve any dispute by good-faith discussion for 30 days; after that the courts at our registered office, India have exclusive jurisdiction, unless your separate agreement with us says otherwise.

• These terms and the documents they include are the whole agreement and replace any earlier one about the service; a separate signed agreement prevails where they differ.
• Acceptance online is a valid electronic contract under the Information Technology Act, 2000.
• We may give notices by email to the owner and administrators, or in the app. You may assign these terms only with our consent; we may assign them in a merger or sale.
• If a provision is unenforceable the rest stays in force. Neither side is liable for delay caused by events beyond its reasonable control. A failure to enforce a right is not a waiver of it.

Questions about these terms: use the Support page in the app. Complaints about content or conduct on the service, or about how we handle personal data, can be sent to our grievance officer (named at the foot of this page), who will acknowledge them within 24 hours and aim to resolve them within 15 days, as India's IT Rules require.