Terms of Service

These Terms of Service (“Terms”) govern your access to and use of Saanchika, a warehouse management platform operated by Nivaara Consulting (“we”, “us”, “our”), a sole proprietorship based in Hyderabad, Telangana, India.

By creating an account, accessing, or using Saanchika, you (“Customer”, “you”) agree to these Terms. If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization, and “you” refers to both you and the organization.

If you do not agree to these Terms, do not use Saanchika.

1. The Service

Saanchika is a cloud-based software service for managing inventory, invoicing, dispatches, returns, payments, and related warehouse and business operations. The Service is accessed through a web application at saanchika.nivaaraconsulting.com.

We may add, modify, or remove features from time to time. For material changes, we will provide at least 30 days’ notice via email to your registered account email.

2. Account Registration

2.1 Eligibility

You must be at least 18 years old and legally capable of entering into a binding contract under Indian law. Saanchika is a business tool and is not intended for personal or non-business use.

2.2 Account information

You agree to provide accurate, current, and complete information when creating your account and to keep it updated. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

You must notify us immediately at privacy@nivaaraconsulting.com if you suspect unauthorized access to your account.

2.3 One account per business

Each account represents a single business. If you operate multiple distinct businesses, each requires its own account and subscription, unless your tier explicitly permits multi-organization use.

3. Free Trial

3.1 Trial terms

New accounts on the Starter or Growth plan are eligible for a free trial:

• 7 days for monthly billing
• 14 days for annual billing

3.2 Payment method required

A valid payment method is required to begin a trial. At signup, we authorize a ₹1 charge through Razorpay to verify your payment method and register the recurring mandate required under RBI e-mandate rules. This ₹1 is automatically refunded within 3 working days.

3.3 Trial expiry

Unless you cancel before the trial ends, your subscription will automatically convert to a paid subscription at the rate shown at signup. You will receive advance notice via email and, for recurring mandates, via bank-issued pre-debit notification.

3.4 One trial per business

We limit free trials to one per business. We reserve the right to determine whether a signup constitutes a duplicate trial based on factors including phone number, payment method, GSTIN, and other identifiers, and to deny or terminate trials that appear duplicative or abusive.

3.5 Enterprise trials

Enterprise trials, where offered, are governed by the separate agreement signed at the start of the pilot.

4. Fees and Billing

4.1 Subscription fees

Fees are set out on our pricing page and confirmed at checkout. All fees are in Indian Rupees (₹) and exclusive of GST, which is added at checkout at the applicable rate (currently 18%).

4.2 Billing cycles

Subscriptions are billed in advance, on a monthly or annual cycle as selected by you, on the calendar-day anniversary of signup.

4.3 Payment method

Starter and Growth subscriptions are billed through Razorpay Subscriptions, using card autopay or UPI AutoPay as selected at signup. Enterprise subscriptions are billed by bank transfer against invoice, per the separate Enterprise agreement.

4.4 Failed payments

If a scheduled charge fails, we will retry per Razorpay’s standard schedule and notify you via email. During retries, your account remains active in a grace period. If retries fail, your account will be moved to read-only access until the payment method is updated. Data is not deleted during this state.

4.5 Price changes

We may change subscription prices from time to time. For existing subscriptions, we will provide at least 30 days’ notice via email before a price change takes effect on renewal. Price changes do not affect the current paid period.

4.6 Taxes

All fees are exclusive of GST. We issue GST-compliant tax invoices for every charge, which you can download from the billing portal.

4.7 Seat additions

Additional users beyond the included seat count on the Growth plan are charged at ₹199/user/month (GST-exclusive) and are pro-rated when added mid-cycle.

5. Refunds and Cancellation

5.1 No money-back guarantee

The free trial is the evaluation window. We do not offer a money-back guarantee on any paid subscription.

5.2 Cancellation

You may cancel your subscription at any time from the in-app billing portal. Cancellation stops future renewals but does not refund the current billing period. You will retain full access until the end of the period you have paid for.

5.3 Annual subscriptions

Annual subscription charges are non-refundable once debited. We do not offer pro-rated refunds on unused months of an annual plan.

5.4 Monthly subscriptions

Monthly subscription charges are non-refundable once debited. You retain access through the end of the current paid month after cancellation.

5.5 Billing errors and duplicate charges

If you believe a charge was made in error, contact us at privacy@nivaaraconsulting.com within 30 days of the charge. We will review the matter and, where a genuine billing error has occurred, issue a refund.

5.6 Post-cancellation access

After cancellation, your account enters a 90-day read-only period during which you may:

• Log in and view your data
• Export invoices, reports, and data as PDF or CSV
• Reactivate your subscription

After 90 days, your account and data are permanently deleted, subject to statutory retention requirements for billing and tax records (8 years).

6. Your Data

6.1 Ownership

You own the data you enter into Saanchika, including your products, customers, invoices, dispatches, and transaction records (“Customer Data”). Nothing in these Terms transfers ownership of Customer Data to us.

6.2 License to us

You grant us a limited, non-exclusive, non-transferable license to host, store, process, transmit, and display Customer Data solely for the purpose of providing the Service to you. This license terminates when Customer Data is deleted from our systems.

6.3 Privacy

Our handling of personal data is described in our Privacy Policy, which is incorporated into these Terms by reference.

6.4 Your responsibilities

You are responsible for:

• The accuracy, legality, and quality of Customer Data you enter into the Service
• Obtaining any consents required from your own customers, employees, suppliers, or other third parties before entering their data into Saanchika
• Complying with Indian tax law, the DPDP Act, and any other law applicable to your business
• Maintaining your own backups of data critical to your business, independent of our retention policy

6.5 GST and tax accuracy

Saanchika generates tax invoices, GST exports, and other compliance-related documents based on data you provide. You are solely responsible for:

• The accuracy of GSTIN numbers, HSN codes, tax rates, and all other tax-related inputs
• Verifying invoices before issuing them to your customers
• Filing your GST returns and meeting statutory deadlines
• Exporting data required for tax filings within your deadlines

We do not act as your tax advisor, chartered accountant, or GST consultant, and are not liable for errors in your tax filings, missed deadlines, penalties levied by tax authorities, or disputes with your customers arising from invoices you issued.

7. Acceptable Use

You agree not to:

• Use the Service for any illegal purpose or in violation of any applicable law
• Resell, sublicense, or white-label the Service without our written permission
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Use the Service to store or transmit malware, illegal content, or infringing material
• Attempt to gain unauthorized access to the Service, other accounts, or our infrastructure
• Probe, scan, or test the vulnerability of the Service without our prior written consent
• Interfere with or disrupt the Service, servers, or networks connected to the Service
• Use the Service to send unsolicited marketing or spam to any person
• Scrape, harvest, or extract data from the Service by automated means not expressly authorized
• Use the Service in a manner that exceeds reasonable usage expectations for your tier, as determined by us acting reasonably

Violation of this section may result in immediate suspension or termination under Section 8.

8. Suspension and Termination

8.1 Termination by you

You may terminate your subscription at any time per Section 5.

8.2 Suspension by us

We may suspend your access to the Service, with or without notice, if:

• Your payment fails and remains unresolved after retries
• We reasonably suspect fraud, abuse, or security compromise
• You materially breach these Terms
• We are required to do so by law

8.3 Termination by us

We may terminate your account:

• For non-payment, after a 14-day grace period and email notice
• For material breach of these Terms, after a 14-day cure period and email notice (unless the breach is incurable or involves security, fraud, or illegal activity, in which case termination may be immediate)
• If we are compelled to do so by legal process

8.4 Effect of termination

On termination, your right to access the Service ends immediately. The 90-day read-only export window in Section 5.6 applies unless termination is due to fraud, illegal activity, or material breach that compromises the Service or other users, in which case we may limit or deny the export window.

Sections that by their nature survive termination (including Data Ownership, Privacy, Liability, Indemnification, Governing Law, and Dispute Resolution) continue in effect.

9. Service Availability

9.1 No uptime commitment for Starter and Growth

We will use commercially reasonable efforts to keep the Service available, but we do not guarantee specific uptime levels for Starter or Growth subscriptions.

9.2 Enterprise SLA

Service Level Agreements for Enterprise subscriptions, if any, are set out in the separate Enterprise agreement.

9.3 Planned maintenance

We may perform planned maintenance from time to time. Where practical, we will notify you in advance and schedule maintenance during low-traffic windows. Short unplanned maintenance may occur without notice.

9.4 Third-party dependencies

The Service relies on third-party infrastructure and APIs including, without limitation, Supabase, Razorpay, Resend, Sentry, the NIC E-Way Bill API, and the GST Invoice Registration Portal. Outages, errors, or changes in these third-party services may affect Service availability or functionality. We are not liable for downtime or failures caused by third-party providers outside our reasonable control.

10. Modifications to Service and Terms

10.1 Service modifications

We may add, modify, or discontinue features of the Service. For material changes that reduce functionality, we will provide at least 30 days’ email notice.

10.2 Terms modifications

We may amend these Terms from time to time. We will notify you via email at the address on your account at least 14 days before material changes take effect. Continued use of the Service after the effective date constitutes acceptance.

If you do not accept the modified Terms, your sole remedy is to cancel your subscription per Section 5.

11. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

We do not warrant that:

• The Service will be uninterrupted, error-free, or completely secure
• Any defect in the Service will be corrected
• The Service will meet your specific requirements
• The results obtained from use of the Service will be accurate or reliable

Without limiting the above, we make no warranty regarding tax accuracy, compliance with changing GST regulations, or the suitability of the Service for any particular business, jurisdiction, or tax filing.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

12.1 Cap on liability

Our total aggregate liability arising out of or relating to these Terms or the Service, whether in contract, tort, or any other legal theory, is limited to the fees actually paid by you to us in the twelve (12) months immediately preceding the event giving rise to the claim.

12.2 Excluded damages

We are not liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including without limitation loss of profits, loss of revenue, loss of business, loss of goodwill, loss of data, or cost of substitute services, regardless of the theory of liability and even if we have been advised of the possibility of such damages.

12.3 Tax-related liability

Without limiting the above, we have no liability for:

• Errors or omissions in GST invoices, returns, or exports caused by incorrect data entered by you
• Penalties, interest, or disputes with tax authorities
• Missed filing deadlines
• Loss of Input Tax Credit claims
• Disputes with your customers arising from invoices or documents generated by Saanchika

12.4 Data loss

You are responsible for maintaining independent backups of business-critical data. Our liability for data loss is subject to the cap in Section 12.1.

12.5 Applicability

This Section 12 applies to the fullest extent permitted by law. If applicable law limits the scope of these exclusions, our liability is limited to the smallest amount permitted by law.

13. Indemnification

13.1 Your indemnification of us

You will defend, indemnify, and hold harmless Nivaara Consulting and its proprietor from and against any claim, loss, damage, liability, cost, or expense (including reasonable attorneys’ fees) arising out of or relating to:

• Your use of the Service in violation of these Terms or applicable law
• The accuracy, content, or legality of Customer Data you enter into the Service
• Your violation of any third party’s rights, including privacy, intellectual property, or contractual rights
• Disputes between you and your own customers, employees, suppliers, or other third parties
• Tax-related claims, penalties, or assessments against you

13.2 Our indemnification of you

We will defend you against any third-party claim alleging that the Service, when used in accordance with these Terms, infringes that third party’s intellectual property rights in India, and will pay amounts finally awarded by a court or agreed in settlement, provided you:

• Promptly notify us in writing of the claim
• Give us sole control of the defense and settlement
• Provide reasonable cooperation at our expense

Our total liability under this Section 13.2, including defense costs, settlement amounts, and any awarded damages, is subject to the cap set out in Section 12.1 (fees actually paid by you to us in the twelve months immediately preceding the claim).

We have no obligation under this Section 13.2 for claims arising from: (a) your use of the Service in combination with any third-party product or service not authorized by us; (b) modifications to the Service not made by us; (c) your use of the Service in violation of these Terms.

If we believe the Service may infringe, we may at our option: modify the Service to be non-infringing, obtain a license for continued use, or terminate the affected subscription and refund any pre-paid unused fees. This Section 13.2 states our entire liability for intellectual property infringement.

14. Service Discontinuation

If we decide to permanently discontinue Saanchika, we will:

• Provide at least 90 days’ advance notice via email to all active accounts
• Keep the Service operational during the notice period
• Make data export tools available during the notice period and for 90 days after shutdown
• Refund pre-paid annual subscription fees on a pro-rata basis for the unused portion of the subscription period

Monthly subscriptions are not refunded on discontinuation; access continues until the end of the current paid month.

15. Confidentiality

Each party may have access to information that is confidential to the other (“Confidential Information”). Confidential Information includes non-public business information, technical details, pricing, and Customer Data. Each party agrees:

• To use Confidential Information only for purposes of performing its obligations under these Terms
• To protect Confidential Information with reasonable care
• Not to disclose Confidential Information to third parties except as required by law or permitted under these Terms

Confidential Information does not include information that is publicly available, was independently developed, or is rightfully received from a third party without a duty of confidentiality.

16. Intellectual Property

All rights, title, and interest in the Service, including software, design, documentation, trademarks, and logos, are and remain the exclusive property of Nivaara Consulting. Nothing in these Terms grants you any right, title, or interest in the Service other than the limited right to use it as described.

“Saanchika” and “Nivaara Consulting” are trademarks of Nivaara Consulting. You may not use these marks without our prior written consent.

17. Feedback

If you provide us with ideas, suggestions, or feedback about the Service, you grant us a perpetual, irrevocable, royalty-free license to use that feedback for any purpose, including to improve the Service, without obligation or compensation to you.

18. Notices

18.1 To you

We will send notices required under these Terms to the email address registered on your account. Notices are deemed received 24 hours after sending.

18.2 To us

Notices to us must be sent to:

Nivaara Consulting
Attn: Suraj Divakala
Pristine Place, Gajularamaram, Hyderabad 500055, Telangana, India
Email: suraj@nivaaraconsulting.com

Notices are deemed received on actual receipt.

19. Force Majeure

Neither party is liable for failure or delay in performance caused by events beyond its reasonable control, including natural disasters, war, civil unrest, government actions, labor disputes, internet or telecommunications failures, third-party service outages, or pandemics.

20. Assignment

You may not assign or transfer these Terms or your account without our prior written consent. We may assign these Terms in connection with a merger, acquisition, sale of assets, or by operation of law, on notice to you.

21. Governing Law and Dispute Resolution

21.1 Governing law

These Terms are governed by the laws of India, without regard to conflict of law principles.

21.2 Exclusive jurisdiction

The courts of Hyderabad, Telangana have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Service. Both parties consent to the personal jurisdiction of those courts.

21.3 Informal resolution

Before filing any claim, you agree to attempt to resolve the dispute informally by contacting us at suraj@nivaaraconsulting.com. We will attempt in good faith to resolve the dispute within 30 days.

22. General

22.1 Entire agreement

These Terms, together with the Privacy Policy and any Enterprise agreement signed with us, constitute the entire agreement between you and us regarding the Service and supersede all prior agreements.

22.2 Severability

If any provision of these Terms is held invalid or unenforceable, the remaining provisions will continue in full force and effect.

22.3 Waiver

Failure to enforce any right under these Terms is not a waiver of that right.

22.4 No agency

Nothing in these Terms creates any agency, partnership, joint venture, or employment relationship between you and us.

22.5 Language

These Terms are in English. In the event of translation, the English version prevails.

23. Contact

For questions about these Terms:

Nivaara Consulting
Pristine Place, Gajularamaram, Hyderabad 500055, Telangana, India
Email: suraj@nivaaraconsulting.com