Terms & Conditions

1. Definitions

• “Institution” means the school, college, university or other educational organisation that holds a Licence.
• “Authorised Users” means the staff, students, parents and other individuals whom the Institution permits to use the Service through accounts it creates or approves.
• “Licence” means the time-limited, non-exclusive right to use the Service for one Institution, for the campuses, Modules and student count purchased. A Campus Licence covers unlimited students at one campus; a per-student Licence may cover more than one campus of the same Institution where your Order says so.
• “Modules” means the functional areas of the Service, such as admissions, attendance, fees or communication, listed on our Pricing page. The Basic plan bundles the core Modules; further Modules are add-ons.
• “Term” means the period for which a Licence is valid, normally twelve months from activation, as stated on the invoice.
• “Institution Data” means all data entered into or generated within the Service for an Institution, including student, parent, staff, academic, attendance, financial, health and biometric data, documents and communications.
• “Order” means a quotation, order form, invoice or online purchase that specifies the Modules, student count, Term and fees.

2. The Service

SmartCampus is a cloud-hosted institute ERP. It is accessed through a web browser, our Windows and macOS desktop applications and our Android application at the address we provide to your Institution. Standard hosting, encrypted backups, TLS certificates, software updates and standard support are included in every paid Licence.

What you can do in the Service depends on the Modules your Licence includes. We may switch Modules on or off for a Licence in line with your Order, and we may add, change or retire features as the product develops, giving notice of material changes as described in the section on changes.

On-premise installations, offline desktop deployments and bespoke arrangements such as customised or source-code licences are provided only under a separate written agreement. These Terms apply to such deployments only where that agreement says so.

The Service is business software for educational institutions. It is not offered to consumers or to individuals for personal use.

3. Accounts and security

• The Institution designates one or more administrators who create and manage accounts, roles and permissions for its Authorised Users.
• Credentials are personal and must not be shared. Where multi-factor authentication is offered, we recommend enabling it for every administrator account.
• The Institution is responsible for all activity under its accounts until it notifies us of a compromise. Tell us immediately at support@smartcampussai.com if you suspect unauthorised access; we may suspend affected accounts to protect the Service.
• Student and parent portal accounts are created only by the Institution. Minors use the Service under the Institution's supervision, and the Institution is responsible for the parental consents that its use of the Service requires.
• We may apply reasonable technical limits, such as rate limits, file-size limits and session timeouts, to keep the Service secure and reliable for everyone.

4. Free trial

We offer a 15-day free trial of the full product. No payment details are required. A trial covers one campus and up to 100 student records, and we may extend, limit or withdraw a trial at our discretion.

A trial workspace that is not converted to a paid Licence may be deleted 30 days after the trial ends. Export anything you want to keep before then. Trials are provided “as is”, for evaluation only, and without the support commitments that apply to paid Licences. If you load real personal data during a trial, the Institution remains responsible for the consents that data requires.

5. Fees, invoicing and taxes

Fees are set out on our Pricing page and in your Order. The Basic plan is priced per active student per year, or as a flat yearly Campus Licence fee covering unlimited students at one campus; add-on Modules are priced the same way. Per-student fees are subject to the volume discounts published on our Pricing page, applied as marginal bands so that a higher student count never produces a lower total, and a minimum billable count of 250 students applies. All prices are in Indian Rupees and exclude Goods and Services Tax, which is added at the applicable rate and shown separately on every invoice. If you deduct tax at source, the deducted amount is treated as paid once we receive the corresponding TDS certificate.

A “student” is an active student record in the current academic year. Alumni and archived records are not counted. If your active student count exceeds the licensed count during the Term, we may invoice the difference pro-rata for the remaining Term, at the volume-discount band applicable to the resulting total student count, or agree an adjustment at renewal.

Invoices are payable by the due date stated on them. You may pay online through our payment gateway partner (UPI, debit and credit cards, net banking), by NEFT, RTGS or IMPS bank transfer, by UPI, or by cheque. Online payments are processed by the payment gateway under its own terms; we never receive or store full card numbers, CVV codes or banking passwords. Any convenience fee charged by the gateway is shown before you confirm payment.

Modules or students added during a Term are charged pro-rata for the remainder of the Term. Removing a Module or reducing the student count takes effect at renewal and earns no credit for the current Term. Standard onboarding, data migration from one existing system, and staff training are included in the annual Licence fee. Customisation, integrations, and migration from additional systems are quoted separately unless your Order says they are included.

The fees in your Order are fixed for the Term. We may change our published prices for future Terms with at least 30 days' notice before your renewal date.

6. Licence term, renewal, grace period and suspension

A Licence runs for twelve months from activation unless your Order states otherwise. Before expiry we issue a renewal invoice. Renewal is never automatic and no payment method is ever charged without your instruction: the Licence renews for a further Term when the renewal invoice is paid.

If the renewal invoice is unpaid at expiry, access continues unchanged for a grace period of seven days while a renewal reminder is shown to administrators. After the grace period, sign-in is blocked until payment is received. Institution Data is retained as described in the section on data retention, and access is restored promptly once the renewal is paid.

We may suspend a Licence, with notice where practicable, for non-payment beyond the grace period, for a material breach of these Terms, where the Service or other customers are exposed to a security threat, or where the law requires it. We lift a suspension as soon as its cause is cured.

Licences cannot be paused for holidays or between academic terms. Fees are payable for the whole Term.

7. Service delivery and activation

The Service is delivered digitally; nothing is shipped physically. A new Licence is activated within one business day of our confirming payment, and usually the same day. Administrator credentials and the application address are sent to the Institution's nominated contact by email or WhatsApp. A renewal extends the existing Licence automatically once payment is recorded.

Onboarding, data migration and training are delivered on the timelines agreed in your Order. Those timelines depend on the Institution supplying its data and decisions on time. Every payment is confirmed with a GST invoice and a payment receipt.

8. Acceptable use and Institution responsibilities

The Institution and its Authorised Users agree to:

• use the Service only for the Institution's lawful educational and administrative purposes and in compliance with applicable law, including education regulations, the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023, TRAI and DLT rules for SMS, and the WhatsApp Business policies of Meta;
• give the notices and obtain and record the consents, including parental and biometric consents, that the law requires before entering personal data into the Service;
• keep Institution Data accurate and lawful, and not upload malware or unlawful content;
• not attempt unauthorised access, probe or test the security of the Service without our written permission, reverse-engineer or decompile the software, scrape or bulk-extract data other than through the export tools we provide, share logins, or use the Service to build a competing product;
• not resell, sublicense, white-label or otherwise make the Service available to any third party;
• own and operate their own third-party accounts used with the Service, such as WhatsApp Business, SMS gateway and fee-collection payment gateway accounts, and pay those providers' charges;
• remain responsible for the accuracy of statutory filings, payroll calculations, fee receipts and board or university returns, even where the Service assists in preparing them.

9. Institution Data

The Institution owns its Institution Data. We process it only to provide, secure and support the Service, in accordance with our Privacy Policy, which forms part of these Terms and sets out the data-processing arrangements between us. We do not sell Institution Data and we do not use it for advertising.

The Institution grants us the licence needed to host, process, back up and display Institution Data for these purposes. Our staff access Institution Data only for support, maintenance and security, under confidentiality obligations, and such access is logged.

You can export Institution Data at any time during the Term using the built-in backup and CSV export tools. For 30 days after expiry or termination we will, on written request, make a full export available before the data is deleted.

We may use aggregated, anonymised usage statistics, such as record counts and feature usage across all customers, to operate and improve the Service. Such statistics never identify an Institution or an individual.

10. Intellectual property

The Service, its software, designs, documentation and the SmartCampus name and logos are owned by SmartCampus AI Technologies or its licensors and are protected by copyright, trademark and other laws. Your Licence gives the Institution a limited, non-exclusive, non-transferable right to use the Service for its internal purposes during the Term. No other rights are granted.

If you send us suggestions or feedback, you grant us a perpetual, royalty-free licence to use them without obligation to you. Open-source components included in the Service remain subject to their own licences.

11. Data retention after expiry or termination

• During the grace period and for 30 days after a Licence expires or is terminated, Institution Data is retained and a full export is available on request. Reactivating the Licence within this window restores access to all data.
• Ninety days after expiry or termination, or earlier if the Institution requests it in writing, Institution Data is deleted from production systems or irreversibly anonymised. Encrypted backups containing that data age out within a further 90 days.
• We keep records we are legally required to keep, such as invoices and payment records for the period prescribed by GST and income-tax law, and aggregated statistics that identify no one. Data subject to a legal hold is retained until the hold is released.

12. Third-party services

The Service relies on third-party providers, including cloud hosting and storage providers, our payment gateway partner, the WhatsApp Business Platform operated by Meta, SMS gateway providers and push-notification services. Their availability and terms are outside our control, and we are not liable for failures, delays or charges that originate with them. Where the Institution connects its own accounts with such providers, the Institution's contract with that provider governs that use.

13. Availability, support and maintenance

We make commercially reasonable efforts to keep the Service available around the clock. Planned maintenance is scheduled outside normal school hours where practicable and announced in advance; emergency maintenance may happen at any time. Updates are delivered automatically, and desktop and mobile applications may require updating to a minimum supported version.

Support is available by email at support@smartcampussai.com and by phone or WhatsApp on +91 90109 30360 during Monday to Saturday, 9:00 AM – 6:00 PM IST. We aim to acknowledge every request within one business day. Response and resolution times are guaranteed only under a written service-level agreement.

Institution Data is backed up every night. Backups are retained for 14 days on our servers and for 90 days in encrypted off-site storage, and we maintain and rehearse a documented disaster-recovery procedure.

14. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care and materially as described on our Pricing page and in our documentation. Otherwise, to the fullest extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, express or implied, including any warranty that it will be uninterrupted or error-free.

Reports, calculations, analytics and any AI-assisted suggestions produced by the Service are aids to the Institution's own judgement. The Institution must verify them before relying on them. The Service does not provide legal, tax or accounting advice, and compliance with education-board, university or statutory requirements remains the Institution's responsibility.

15. Limitation of liability

To the extent permitted by law, neither party is liable to the other for any indirect, incidental, special or consequential loss, or for loss of profits, revenue, goodwill or data, however arising. Restoring Institution Data from our backups as part of the Service is not excluded by this clause.

Our total aggregate liability arising out of or in connection with the Service in any twelve-month period is limited to the fees paid by the Institution to us in the twelve months preceding the event giving rise to the claim.

Nothing in these Terms limits liability for fraud, wilful misconduct, death or personal injury caused by negligence, or any liability that cannot be limited under applicable law.

16. Indemnities

The Institution will indemnify us against claims, losses and costs arising from Institution Data, from content its Authorised Users upload, from any failure to give notices or obtain consents required by law, and from any breach of applicable law or these Terms by the Institution or its Authorised Users.

We will defend the Institution against third-party claims that the Service, as provided by us, infringes an Indian intellectual-property right, and pay resulting damages awarded or agreed, provided the Institution notifies us promptly and cooperates with the defence. If such a claim arises, we may modify or replace the affected part of the Service or, if that is not commercially reasonable, terminate the Licence and refund the prepaid fees for the unused part of the Term. This is the Institution's sole remedy for such claims.

17. Termination

• The Institution may stop using the Service at any time and may cancel a renewal by written notice to support@smartcampussai.com. The Licence then ends at the close of the current Term. Fees for the current Term are not refundable except as set out in our Refund & Cancellation Policy.
• We may terminate a Licence if the Institution commits a material breach of these Terms and does not cure it within 14 days of written notice, if an invoice remains unpaid 30 days after the end of the grace period, or immediately where the Institution uses the Service unlawfully or in a way that threatens the security of the Service.
• We may discontinue the Service generally on at least 90 days' notice. In that case we refund the prepaid fees for the unused part of the Term.
• On termination, access ends, the export window described in the section on data retention applies, and any clauses that by their nature should survive, including those on fees owed, intellectual property, liability, indemnities, data retention and governing law, continue to apply.

18. Force majeure

Neither party is liable for failure or delay in performing its obligations, other than payment obligations, caused by events beyond its reasonable control, including natural disasters, epidemics, war, civil unrest, strikes, government action, failures of public infrastructure or of telecommunications, power or hosting providers, and widespread internet outages. The affected party will notify the other and resume performance as soon as it reasonably can.

19. Changes to the Service or these Terms

We may update these Terms from time to time. For material changes we give at least 30 days' notice by email to the Institution's administrator contact, by a notice in the Service, or on the Website. Continued use of the Service after a change takes effect constitutes acceptance of the updated Terms. The date and version of the current Terms are shown at the top of this page, and earlier versions are available on request.

20. Governing law and disputes

These Terms are governed by the laws of India. The courts at Kurnool, Andhra Pradesh have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or the Service. Before starting proceedings, the parties will try in good faith to resolve the dispute by discussion for 30 days after one party gives the other written notice of it. Nothing in this clause prevents either party from seeking urgent injunctive relief.

21. Grievance redressal

If you have a complaint about the Service or about how we handle personal data, contact our Grievance Officer, Mohammad Jani Basha, at grievance@smartcampussai.com, or write to the address in the Contact section below. We acknowledge complaints within two working days and aim to resolve them within 30 days. If you are not satisfied with our response, you may approach the authority designated under applicable law.

22. General

• These Terms, together with the Privacy Policy, the Refund & Cancellation Policy and your Order, are the entire agreement between the Institution and us about the Service.
• We may assign these Terms to a successor to our business on notice to you. The Institution may not assign or transfer its Licence without our written consent.
• If any provision of these Terms is held invalid, the rest remains in force. A failure to enforce a provision is not a waiver of it.
• Notices to us go to support@smartcampussai.com; notices to the Institution go to the administrator contact on record. Email notices are deemed received on the next business day.
• Electronic records and electronic acceptance of these Terms are valid and binding under the Information Technology Act, 2000.
• The parties are independent contractors. Headings are for convenience only, and the English text of these Terms prevails over any translation.