Terms of Service

1. Who you are agreeing with

Vaadify is operated by Rani Software Labs, a sole proprietorship carrying on business at Chennai, Tamil Nadu, India.

The proprietor's name and, once issued, the firm's registration and GSTIN details are given on request — write to [email protected] and we will send them by return.

In these terms, "we", "us" and "our" mean Rani Software Labs. "Vaadify" is the name of the service. They are the same business: Vaadify is the product, Rani Software Labs is the name it trades under.

"You" means the business that uses Vaadify — the shop — and every person who uses it on that business's behalf.

Assignment. We may transfer this agreement, together with your account, to a company or registered firm that takes over the Vaadify business, including on incorporation. We will tell you before we do, by email and by a notice in the app. Your rights do not change. You may not transfer your account to someone else without our written agreement, except as part of a sale of your whole business, in which case tell us first.

2. What Vaadify is, and what it is not

Vaadify is rental management software you use in a web browser. It helps you record bookings, customers, inventory, payments and documents, and to produce invoices and other paperwork from what you enter.

Vaadify is not:

• a bank, a payment company or a money transmitter;
• an accountant, a tax adviser or a lawyer;
• a party to any rental agreement between you and your own customers;
• an insurer of your stock, your customers or your money;
• a record of legal advice about what you may lawfully collect or store.

We supply a tool. What you do with it is your business, and the responsibility for it is yours.

3. Your account, and who may accept these terms

To use Vaadify you must be at least 18 years old and able to enter into a contract under Indian law.

The person who creates a workspace, or who accepts these terms inside it, is confirming that they are authorised to bind the business they are creating it for. If you accept these terms for a shop, you are telling us you have the authority to do so, and the shop is bound by them.

Keep your sign-in details private. You are responsible for everything done through your account. Tell us at [email protected] as soon as you believe someone has got into it who should not have.

4. Organisation accounts and administrators

A workspace belongs to one business. People inside it hold one of two roles.

• Admin. Can see and change everything, including billing, prices, plan changes, business settings and staff. Only an Admin can accept these terms, buy a plan, cancel one, or close the workspace.
• Shop keeper. Runs the counter. Can create and manage bookings, customers and returns, but never sees the billing screen, the prices you pay us, or a payment warning.

The business that owns the workspace is responsible for what everyone in it does, including its staff, and for removing people who no longer work there. If two people in your workspace disagree about who controls it, we will treat the Admin on record as the one who decides.

5. Your free trial

Every new workspace gets 30 days free, with every feature of our top plan switched on. We do not ask for a card, so there is nothing for us to charge.

On day 31, if you have not chosen a plan:

• your workspace locks — you cannot create new bookings;
• nothing is deleted. Every order, customer, product and document is still there, readable and exportable;
• nothing is charged. There is no card on file and no automatic payment;
• choosing and paying for a plan reopens the workspace exactly as you left it.

How long the locked workspace is kept is covered in section 21.

One free trial per business. Creating extra workspaces to get more free trials is not allowed and we may close them.

6. Plans, fees and GST

Our published prices are, per month and exclusive of GST:

GST at 18% is added to every price shown. Basic at ₹2,499 comes to ₹2,948.82 in total. If your shop is registered for GST, you can normally claim that tax back, so the real cost to you is the price before GST. Whether you can claim it is between you and your accountant.

Pay for a year and you pay for ten months instead of twelve. GST is charged on the discounted amount, not on the twelve-month list price.

Fees are quoted in Indian Rupees and are payable in advance for the period you choose. Fees already paid are not refunded — see section 9.

Changing our prices. We may change our prices. We will give you at least 30 days' notice by email and in the app, and the new price applies from your next renewal, never to a period you have already paid for. If you do not want the new price, cancel before that renewal.

Taxes. If the law changes the rate or the way tax is charged, the new tax applies from the date the law says it does.

7. How you pay, and recurring payments

Payments are taken through Razorpay. You can pay by UPI, card or net banking. Your card and bank details never reach us — Razorpay holds them, and we only ever see that a payment succeeded or failed.

Today, every payment is one you make yourself. We do not hold a standing authority over your bank account or your card, and nothing is debited automatically. Before a plan runs out we email you 30 days, 7 days and 1 day ahead, so the date is never a surprise.

If we later offer automatic payment, it will only ever start with your separate, explicit consent, and at the moment you give it we will show you: the amount, how often it will be taken, the date of the first and the next charge, the maximum amount that may be taken under the authority, and how to stop it. You will be able to cancel that authority at any time from Settings → Billing, in as few taps as it took to set up, and cancelling it will never be harder than starting it was. We will not raise the amount taken under an existing authority without asking you again.

Failed payments. If a payment fails, your plan simply does not renew and the workspace locks on the date it was paid up to. We do not retry a card silently or add a late fee.

8. Cancelling

Cancel from Settings → Billing, in one tap. There is nothing to write in and nobody to persuade.

Cancelling stops the next payment. Your plan keeps working until the date you have already paid for, and then the workspace locks under section 21. On a yearly plan that means it runs to your renewal date.

You can switch renewal back on the same way, as long as the plan has not yet run out.

9. Refunds

We do not give refunds. Once a payment is made we have issued a GST tax invoice for it, and unwinding that means a credit note and a correction on both sides.

That is why the trial is 30 days with every feature switched on, and no card: so you can find out whether Vaadify works for your shop before any money changes hands.

The full position, including what happens on a yearly plan and how a discretionary refund would be handled if we ever chose to give one, is in our Refund and Cancellation Policy at https://vaadify.com/legal/refund-and-cancellation. That policy forms part of these terms.

10. Your data is yours

Everything you put into Vaadify — your customers, orders, inventory, prices, documents and files — stays yours. We claim no ownership of it.

You give us permission to store, copy, transmit and display that data only so far as we need to in order to run the service for you, to back it up, to keep it secure, and to support you when you ask. That permission ends when your data is deleted.

We do not:

• sell your data, or share it with anyone for their own marketing;
• use your data to train artificial-intelligence models;
• look at your data except when you ask us to help with a problem, when we must to keep the service running or secure, or when the law requires it.

We do count things — how many orders, how many workspaces, which features get used — to run and improve the service. Those counts never identify your customers.

11. Where your data is kept

Vaadify runs on services operated by other companies, and some of them hold data outside India. Each one, what it does and the country its data sits in is listed at https://vaadify.com/legal/sub-processors. That page is dated, and we update it before a new company is added.

By using Vaadify you agree to your data being stored and processed in those places.

12. Privacy and data protection

How we handle personal data about you and your staff is set out in our Privacy Policy at https://vaadify.com/legal/privacy-policy.

For personal data about your own customers — the people who rent from you — you are the Data Fiduciary and we are your Data Processor under the Digital Personal Data Protection Act, 2023. The terms on which we process it are in our Data Processing Agreement at https://vaadify.com/legal/data-processing-agreement. That agreement forms part of these terms and you accept it when you accept these. There is nothing extra to sign.

13. Tax documents, and no tax advice

Vaadify produces GST invoices and other tax documents from the information you enter and the settings you choose.

You are responsible for your GSTIN, your tax rates, your place of supply, your HSN or SAC codes, your invoice numbering, your business details, and for everything you file with the authorities. We calculate from what you give us; we do not check whether it is right, and we cannot.

We do not provide tax, accounting or legal advice. Nothing in the product, our help pages, our emails or our support replies is advice. If you are not sure what to charge or what to file, ask a chartered accountant.

If a document produced by Vaadify turns out to be wrong, tell us and we will fix the software. Your liability to the tax authorities remains yours, and our liability to you for it is limited by section 24.

14. What you promise about the data you upload

By putting data into Vaadify you confirm that:

• you have the lawful right to collect it, to hold it and to give it to us to process on your behalf;
• you have given your own customers whatever notice the law requires, and obtained whatever consent it requires;
• where you record a government identity document — Aadhaar, PAN, driving licence, voter ID or any other — you have a lawful basis for collecting and keeping it, and you have taken your own advice on whether you may. Some identity numbers are restricted by law in ways that go beyond consent. This is your decision to make, not ours, and building the field is not our advice that you should use it;
• you will not enter the personal data of a child, or of a person under a legal guardian, without the verifiable consent the law requires;
• the data is accurate, and you will correct or delete it when your customer asks you to.

You will not use Vaadify to hold data that you have no right to hold. If you do, we may suspend the workspace under section 20.

15. Acceptable use

Our Acceptable Use Policy at https://vaadify.com/legal/acceptable-use sets out what you must not do with Vaadify. It forms part of these terms. Breaking it is a breach of this agreement.

16. Services we depend on

Vaadify relies on other companies to run: hosting, the database, file storage, sign-in, payments, email and messaging. They are listed at https://vaadify.com/legal/sub-processors.

If one of them is down, slow, or changes what it offers, Vaadify may be affected. That is outside our control and is not a breach of this agreement by us. We will tell you what we know and work to restore the service.

WhatsApp. Where you use Vaadify to send WhatsApp messages, the messages are sent through your own WhatsApp Business account with Meta. Your agreement for that account is with Meta, not with us. You are responsible for following Meta's policies, for the templates you get approved, and for having your customers' consent to message them. If Meta restricts or closes your account, we cannot restore it and it is not our breach.

Payments to you from your customers. Where your own customers pay you through a link generated in Vaadify, the money moves under your own arrangement with the payment provider. We are not a party to that payment and we never hold your customers' money.

17. Messages from us

As part of the service we send you transactional messages: payment receipts, tax invoices, renewal reminders, plan changes, security notices, and messages about outages or changes to these terms. These are part of using Vaadify and cannot be switched off while you have an account.

We may also send occasional messages about new features or tips. You can turn those off, in the app or with the unsubscribe link in the message.

We may name your shop as a customer in our marketing only if you have agreed to it in writing. We will not use your logo without asking.

18. Beta and early-access features

Some parts of Vaadify are labelled as beta, preview or early access, or are given to a small number of shops before general release.

Those parts are provided as they are. They may change, break, or be taken away without notice, and they are not covered by any commitment about availability. Do not rely on a beta feature for anything you cannot afford to lose. If a beta feature is withdrawn, we will help you move whatever data it held.

19. Availability

We work hard to keep Vaadify available and we watch it, but we do not currently offer a guaranteed uptime commitment or service credits.

Planned maintenance is done at quiet hours where we can, and we give notice in the app when we expect it to interrupt you. Emergency work to fix a security problem may happen without notice.

20. Suspension and termination

You may stop at any time by cancelling under section 8 or by closing the workspace from Settings.

We may suspend or close a workspace if:

• fees are not paid by the date they are due;
• these terms or the Acceptable Use Policy are broken;
• we are required to by law, a court, or one of the companies we depend on;
• the use of the account puts other shops, our systems, or someone's safety at risk.

Where it is safe and lawful to do so, we will tell you first, say what is wrong, and give you a reasonable chance to fix it. Where it is not — an active attack, a legal order, a serious risk to other people's data — we may suspend immediately and tell you afterwards.

A suspension for non-payment locks the workspace but does not delete anything. Section 21 says what happens next.

21. Locked, inactive and closed accounts

When a plan ends, is cancelled, or a trial runs out without a plan being chosen, the workspace locks. Locked means you can still sign in, read everything and export it, but you cannot create new work.

Your data stays readable and exportable for 90 days from the day the workspace locks. Paying within that window reopens it with everything exactly where you left it.

After 90 days we permanently delete your workspace data. That includes orders, customers, inventory, documents and uploaded files. It cannot be recovered. Export what you need before then.

Two exceptions, and we would rather say them than hide them. Both are our own records, not your shop's operational data, and neither is used for anything else.

First, our billing records for what you paid us — your business name, GSTIN, address, our invoices to you and the payment records behind them — are kept for eight years, because tax and company law require us to keep our books.

Second, the record that you accepted these terms — which documents, which version, when, the email address of the person who accepted, and the IP address and browser their device reported — is kept for eight years as well. It is the only proof that this agreement existed. The clauses that matter most in a dispute, including the limit on our liability in section 24, are the ones that only come up after an account has closed, and deleting the proof along with the account would leave both of us unable to show what was agreed.

22. Our name and marks

"Vaadify", "Rani Software Labs", the வா mark and our logos, page designs and the software itself are ours. Nothing in these terms gives you any right to use them, except that while your account is open you may say you use Vaadify.

You may not copy the software, take it apart to work out how it is built, resell it, rent it out, or offer it to others as your own service, except where the law gives you a right we cannot exclude by contract.

Documents that Vaadify produces for you — invoices, quotes, receipts — are yours to use however you like.

23. What we do not promise

Vaadify is provided "as it is" and "as available". To the extent the law allows, we exclude all other warranties, express or implied, including any implied promise of merchantability, fitness for a particular purpose, or non-infringement.

In particular, we do not promise that:

• the service will be uninterrupted or free of faults;
• every fault will be fixed;
• the service is fit for a purpose you have not told us about;
• documents it produces will satisfy any authority you have to satisfy;
• data you enter is correct, or lawful for you to hold.

Nothing in this section takes away a right you have under Indian law that cannot be taken away by agreement.

24. Limit of what we owe you

Our total liability to you, for everything arising out of or connected with this agreement, is limited to the fees you actually paid us in the twelve months before the event that gave rise to the claim.

We are not liable for indirect or consequential loss, loss of profit, loss of business, loss of goodwill, or loss of data beyond restoring the most recent backup we hold.

This limit applies however the claim is framed — contract, tort, negligence, statute or anything else. It does not apply to liability for fraud, or to any liability that Indian law does not permit us to limit.

The limit is deliberate, and it is why the price is what it is. If you need cover beyond it, insure the risk.

25. If someone sues us because of your shop

You will defend us, and cover our loss, against any claim, demand, penalty or cost that arises from:

• the data you put into Vaadify, including your customers' personal data and identity documents;
• a claim by one of your own customers about your rental, your goods, your invoices or your service;
• your breach of these terms, of the Acceptable Use Policy, or of any law that applies to your business;
• anything you file with a tax or other authority using documents produced from what you entered.

We will tell you promptly about any such claim, let you take charge of defending it if you want to, and not settle it without asking you.

26. Changes to these terms

We may change these terms. When we do:

• we will publish the new version at https://vaadify.com/legal/terms-of-service with a new version number and date;
• for a material change — one that affects your rights, what you pay, or how we handle your data — we will give you at least 30 days' notice by email and in the app before it takes effect, and we will say plainly what changed;
• continuing to use Vaadify after the change takes effect means you accept it. If you do not accept it, cancel before it takes effect and your plan runs to the date you have paid for;
• corrections that do not change your rights — a typo, a clearer sentence, a new address — take effect when published.

We keep every past version, and we record which version your workspace accepted and when.

27. Which law applies, and where disputes go

These terms are governed by the laws of India.

Before going to court, please write to us at [email protected] and give us a genuine chance to sort it out — most problems are a misunderstanding and are fixed the same week. Our complaints process is at https://vaadify.com/legal/contact-and-grievance.

If that does not resolve it, the courts at Chennai, Tamil Nadu have exclusive jurisdiction over any dispute arising out of or connected with this agreement, and you and we both submit to them.

28. Complaints, and how to reach us

For anything at all, write to [email protected].

For a complaint, and for anything about personal data, our named officer, address and the time we commit to answering in are at https://vaadify.com/legal/contact-and-grievance.

29. The rest

Whole agreement. These terms, together with the Privacy Policy, the Data Processing Agreement, the Refund and Cancellation Policy, the Acceptable Use Policy and the Service Delivery Policy, are the whole agreement between us about Vaadify, and replace anything said or written before.

If a clause fails. If any part of these terms is found to be unenforceable, the rest stays in force and that part is read as narrowly as it needs to be to work.

Delay is not waiver. If we do not enforce something straight away, we have not given up the right to enforce it later.

No partnership. Nothing here makes either of us the other's agent, partner or employee.

Force majeure. Neither of us is liable for a failure caused by something genuinely outside our control — a natural disaster, war, a general internet or power failure, or an act of government.

Language. These terms are published in English only. If we ever provide a translation, it is for convenience, and the English version is the one that applies.