TERMS OF SERVICE

Qvikmessage Document Automator

Effective Date: November 18, 2025

Jurisdiction: Bengaluru, India

1. ACCEPTANCE OF TERMS

By accessing, browsing, and using the Qvikmessage Document Automator platform and services (the "Service"), whether through the website, mobile application, API, or any other means, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms in their entirety, please do not use the Service.

These Terms constitute the entire agreement between you and Qvikmessage (referred to as "we," "us," "our," or "Company") regarding the use of the Service and supersede all prior negotiations, representations, and agreements, whether written or oral.

2. DEFINITIONS

"User" or "You" means any individual or legal entity (including but not limited to corporations, partnerships, and trusts) that accesses or uses the Service.
"Account" means the account created by You through the registration process on the Service.
"Content" means all information, data, documents, emails, attachments, and materials uploaded, submitted, or processed through the Service, including Purchase Orders, Invoices, Bills, and associated business documents.
"Service" means Qvikmessage Document Automator, including all features, functionalities, email processing, document classification, data extraction, Zoho Books integration, credit system, and related services.
"Zoho Books" means the third-party accounting software integrated with the Service for Sales Order creation and data synchronization.
"Organization" means the business entity configured by an Administrator User to receive and process emails containing business documents.
"Credits" means the payment units used to process emails through the Service, with each credit enabling the processing of up to one email with attached documents.

3. SERVICE DESCRIPTION

The Service provides automated email-based document processing with the following core features:

3.1 Document Processing

Automatic classification of incoming emails as Purchase Orders (PO), Invoices, Bills, or other document types
AI-powered data extraction from documents using machine learning and natural language processing
Fuzzy matching for customers, vendors, and inventory items against your Zoho Books data
Comprehensive processing history and audit logging for all documents

3.2 Zoho Books Integration

Automatic creation of draft Sales Orders in Zoho Books for Purchase Order emails
Hourly synchronization of customer, vendor, and item data from your Zoho Books instance
Encrypted token-based secure integration with automatic token refresh
Support for multiple Zoho data centers (US, EU, India, Australia, etc.)

3.3 Email and Storage Infrastructure

Email reception through dedicated Qvikmessage email addresses
SpamAssassin-based spam filtering and security validation
Storage of processed documents in Cloudflare R2 (S3-compatible object storage)
Postmark-based email delivery for automated notifications and status replies

3.4 Credit System

Pay-per-email processing model with automatic credit deduction
Monthly subscription option: ₹500/100 emails (automatically renewable)
Additional credit purchases: ₹700/100 emails (one-time purchase)
Automatic email parking when credits are insufficient, with resumption after credit restoration
Real-time credit balance tracking and transaction history

3.5 Limited Processing Scope

Important: Currently, only Purchase Order (PO) emails result in automatic Zoho Sales Order creation. Other document types (invoices, bills, etc.) are processed for data extraction and stored for historical reference but do not automatically create Zoho entities. Manual Zoho entry for non-PO documents remains the responsibility of the User.

3.6 Current Limitations

The Service is currently web-based only; programmatic API access is not supported
Document processing is limited to email attachments in supported formats
Real-time Zoho updates occur on an hourly schedule, not in real-time

4. USER ACCOUNTS AND REGISTRATION

4.1 Account Creation

To use the Service, you must create an Account by providing accurate, current, and complete information. You are responsible for maintaining the confidentiality of your Account credentials (username and password) and for all activities that occur under your Account.

4.2 Eligibility

You must be at least 18 years of age
You must be a resident of India or have a legal presence to conduct business in India
You must have the legal authority to enter into this Agreement
If you are registering on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms

4.3 Account Responsibility

You agree to:

Provide accurate and complete registration information
Maintain and update your Account information promptly
Keep your password confidential and secure
Immediately notify us of any unauthorized access or use of your Account
Accept responsibility for all activities conducted through your Account
Comply with applicable laws and regulations

4.4 Account Termination

We reserve the right to suspend or terminate your Account immediately if:

You violate these Terms
Your Account is used for illegal or prohibited purposes
You provide false, misleading, or fraudulent information
Your Account poses a security risk
You fail to pay for Services when due

Upon termination, your right to use the Service immediately ceases. You remain liable for all fees and charges accrued through the termination date.

5. PERMITTED USE AND RESTRICTIONS

5.1 Permitted Use

The Service is licensed to you for lawful business purposes only. You may use the Service to:

Process business emails containing Purchase Orders, Invoices, Bills, and related documents
Classify and extract data from business documents for organizational and accounting purposes
Integrate document processing with Zoho Books for Sales Order management
Maintain audit records and document history for compliance purposes
Configure authorized senders and email security settings for your organizations

5.2 Prohibited Uses

You shall not, and shall not permit others to:

Legal Violations:

Use the Service for any illegal purpose or in violation of any applicable law, regulation, or rule
Violate Indian laws including but not limited to the Information Technology Act, 2000; Goods and Services Tax Act, 2017; and Prevention of Corruption Act, 1988
Engage in any form of fraud, misrepresentation, or deception

Intellectual Property:

Reproduce, modify, translate, adapt, or create derivative works of the Service without authorization
Copy, distribute, or sell the Service or any part thereof
Reverse engineer, decompile, or attempt to derive source code or underlying algorithms
Remove or obscure any copyright, trademark, patent, or other proprietary notices

Security and Access:

Attempt to gain unauthorized access to the Service, your Account, or other accounts
Use automated tools to scrape, crawl, or bulk download content without permission
Transmit viruses, malware, worms, or any code of destructive nature
Intercept, monitor, or interfere with data transmissions or system functionality
Attempt to disrupt or overload the Service infrastructure

Content and Data:

Upload or process Content that infringes third-party intellectual property rights
Submit Content containing malware, viruses, or malicious code
Process Content that is defamatory, abusive, obscene, or violates public decency
Transmit unsolicited commercial communications or spam
Use the Service to process documents unrelated to legitimate business operations

Commercial Misuse:

Resell, redistribute, or provide the Service to third parties without authorization
Use the Service as a service bureau or provide document processing services to competitors
Use the Service for high-volume processing exceeding reasonable business use
Bypass credit system restrictions or attempt to circumvent payment mechanisms

Competitive Harm:

Extract competitive intelligence about the Service platform or other users
Benchmark the Service against competitors for comparative purposes without authorization
Use the Service to develop competing or alternative document processing systems

6. INTELLECTUAL PROPERTY RIGHTS

6.1 Company Ownership

The Service, including its code, algorithms, user interface, design, graphics, text, images, audio, video, and all other elements (collectively, "Intellectual Property") are owned by or licensed to Qvikmessage and are protected by Indian and international copyright, trademark, patent, and trade secret laws.

Qvikmessage retains all right, title, and interest in:

The Service platform and all underlying technology
Improvements, enhancements, and modifications to the Service
Data aggregations and analytics derived from platform usage
Machine learning models trained on Service usage patterns

6.2 Limited License Grant

Subject to your compliance with these Terms, Qvikmessage grants you a limited, non-exclusive, non-transferable, and revocable license to use the Service solely for the purposes set forth in Section 5.1 (Permitted Use). This license does not include the right to:

Copy, modify, or create derivative works
Use the Service commercially or for third-party benefit
Distribute or sublicense the Service
Extract data for competitive purposes

6.3 User Content Ownership

You retain ownership of all Content you submit to the Service. However, by uploading Content, you grant Qvikmessage a worldwide, royalty-free, perpetual license to:

Store, process, and analyze your Content
Display your Content to your authorized users
Use Content for service improvement and machine learning (with sensitive data anonymized)
Create de-identified statistical aggregations and reports
Retain Content in backup systems for recovery purposes

6.4 Restrictions on Your Content

You represent and warrant that:

You own or have authorized rights to all Content submitted
Content does not infringe third-party intellectual property rights
Content does not violate any law or regulation
You have appropriate permissions to process Content through the Service
You comply with data protection and privacy regulations

You are solely responsible for any infringement claims related to your Content.

7. FEES AND PAYMENT

7.1 Pricing Structure

Credit-Based Model:

Cost: 1 credit = 1 email processed (maximum 1 email attachment per credit)
Monthly Subscription: ₹500 for 100 credits (automatically renewable monthly)
Additional Credits: ₹700 for 100 credits (one-time purchase, no auto-renewal)
Pricing Terms: Prices are in Indian Rupees and subject to applicable GST

7.2 Payment Terms

Monthly subscription charges are auto-debited on the subscription renewal date
Failure to maintain sufficient credits results in email parking until credits are restored
All fees are non-refundable except as explicitly provided in these Terms
Disputes regarding charges must be raised within 30 days of the transaction

7.3 GST and Taxes

All prices are exclusive of applicable Goods and Services Tax (GST) and other statutory taxes. GST at the applicable rate will be added to your invoice. You are responsible for any other applicable taxes based on your jurisdiction and business classification.

7.4 Payment Methods

Credit/Debit cards (Visa, Mastercard, American Express)
Net Banking
UPI payment systems
Other payment gateways as made available by us

7.5 Billing Changes

We reserve the right to change pricing with 30 days' notice. Continued use of the Service after pricing changes constitutes acceptance. For subscription changes, new pricing applies at the next renewal date.

7.6 Failed Payments

If a payment transaction fails:

We will attempt to retry the payment at least once
Continued failure may result in Account suspension
Late fees of 1.5% per month (18% per annum) may apply to overdue amounts
Collection costs and legal fees for recovery will be charged to your Account

7.7 Refund Policy

Monthly subscription credits are non-refundable
Unused credits expire upon Account termination
Upon termination, no refunds are provided for pre-paid credits
Limited exceptions apply only to billing errors, which must be reported within 30 days

7.8 Free Trial

If you receive a free trial, usage is limited to the trial period only. At trial expiration, conversion to a paid plan is required to continue using the Service. Trial terms are provided at signup and must be accepted separately.

8. DATA AND EMAIL SECURITY

8.1 Sender Authorization

Each Organization must maintain a list of authorized senders whose emails will be processed. You are responsible for:

Accurately configuring authorized sender email addresses
Regularly reviewing and updating the authorized senders list
Ensuring authorized senders have permission to process their documents
Preventing unauthorized individuals from accessing authorized email addresses

Emails from unauthorized senders are rejected and not processed.

8.2 Spam Filtering

All incoming emails are scanned using SpamAssassin with the following:

Automatic spam scoring to identify and filter malicious emails
Configurable spam score thresholds (default: emails scoring above specified threshold are rejected)
Security validation of email format and organization before processing
Comprehensive logging of all filtered emails

However, no spam filtering is 100% effective. Qvikmessage is not liable for any spam or malicious emails that bypass filtering.

8.3 Data Storage and Archiving

All processed documents are archived in Cloudflare R2 (S3-compatible) object storage
Archives include complete email data, attachments, metadata, and processing results
Data is retained for audit purposes and in accordance with your configured retention policy
Qvikmessage maintains industry-standard backup and disaster recovery procedures

8.4 Encryption

Zoho OAuth tokens are encrypted using Fernet symmetric encryption
Tokens are stored encrypted in the database with your encryption keys
HTTPS/TLS encryption is used for all data transmission
However, Qvikmessage does not guarantee end-to-end encryption for all data

8.5 Your Responsibility

You are responsible for:

Ensuring authorized senders have appropriate cybersecurity measures
Implementing organizational security policies for email address protection
Securely managing your Account credentials
Notifying us immediately of any suspected unauthorized access
Complying with data protection regulations regarding document processing

9. ZOHO BOOKS INTEGRATION

9.1 Third-Party Service

Zoho Books integration is provided through the third-party Zoho platform. Your use of Zoho Books is governed by Zoho's separate terms and privacy policy. Qvikmessage is not responsible for:

Zoho's availability, performance, or security
Data loss or errors in Zoho Books
Changes to Zoho's API or functionality
Suspension or termination of your Zoho account

9.2 Token Management

Your Zoho account tokens are required to enable integration
Tokens are automatically refreshed to prevent expiration
You must maintain active Zoho account credentials
Qvikmessage stores tokens securely but cannot guarantee security against all attacks

9.3 Data Synchronization

Customer, vendor, and item data syncs hourly from Zoho Books
Cached data may not reflect real-time changes to your Zoho instance
Qvikmessage is not liable for discrepancies between cached and live Zoho data
You must periodically verify data accuracy in Zoho Books

9.4 Limited Zoho Updates

Important: Currently, only Purchase Order (PO) emails create draft Sales Orders in Zoho Books. Non-PO documents are processed but do not create Zoho entities. Manual entry into Zoho Books for non-PO documents is your responsibility.

9.5 Integration Failures

If Zoho integration fails:

Emails will be parked with a failure status
You will receive failure notifications
Qvikmessage will attempt automatic retry, but no guarantees are provided
Manual intervention in Zoho Books may be required

10. DOCUMENT PROCESSING AND ACCURACY

10.1 AI-Powered Processing

The Service uses artificial intelligence (GPT-4o-mini) for document classification and data extraction. AI systems are not 100% accurate and may produce errors including:

Incorrect document classification
Incomplete or missing data extraction
Mismatched customer/vendor/item identification
Parsing errors in document structure

10.2 Accuracy Disclaimer

Qvikmessage provides no warranty regarding extraction accuracy. You are responsible for:

Reviewing all processed documents before acceptance
Verifying extracted data against source documents
Correcting errors in Zoho Books or other downstream systems
Maintaining oversight of document processing

10.3 Failed Document Reprocessing

Failed documents can be manually reprocessed through the dashboard
Reprocessing deducts additional credits
Failed document information is logged for debugging purposes
Qvikmessage will investigate recurring failures but cannot guarantee resolution

10.4 Error Reporting

If you identify errors in document processing:

Report errors through the support system within 30 days of processing
Provide detailed information including document ID and nature of error
Qvikmessage will investigate but makes no guarantees regarding correction
Critical errors may be investigated for platform improvement

11. OUTBOUND EMAIL NOTIFICATIONS

11.1 Automated Emails

The Service automatically sends outbound emails for:

New user registration welcome messages
Credit balance alerts (low credit warnings and depletion notices)
Processing status notifications with threading for audit purposes
System notifications regarding Account changes or security events

11.2 Email Preferences

You can configure email notification preferences in your Account settings. However, critical notifications regarding payment failures, security issues, or Account suspension cannot be disabled.

11.3 Email Delivery

Qvikmessage uses Postmark for email delivery. We cannot guarantee:

100% email delivery (some emails may be filtered as spam)
Immediate delivery (emails may be delayed)
That emails will not be marked as spam
Delivery to specific email providers

12. LIMITATION OF LIABILITY

12.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY INDIAN LAW, QVIKMESSAGE DISCLAIMS ALL WARRANTIES INCLUDING:

Warranty of merchantability or fitness for a particular purpose
Warranty of non-infringement of third-party rights
Warranty of uninterrupted or error-free operation
Warranty regarding accuracy, completeness, or reliability of Content
Warranty that the Service will be secure or free from viruses/malware

12.2 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY INDIAN LAW, IN NO EVENT SHALL QVIKMESSAGE BE LIABLE FOR:

Direct damages: Any direct losses you incur from using the Service
Indirect damages: Lost profits, lost revenue, lost data, lost business opportunities, lost goodwill, lost use, or consequential damages
Special damages: Punitive damages, exemplary damages, or damages for loss of business
Third-party claims: Losses resulting from third-party actions or third-party services
Data loss: Loss or corruption of your Content or Zoho Books data

12.3 Maximum Liability

YOUR EXCLUSIVE REMEDY AND QVIKMESSAGE'S MAXIMUM LIABILITY SHALL BE LIMITED TO THE LESSER OF:

The total fees paid by you to Qvikmessage in the 12 months preceding the claim, or
₹10,000 (Rupees Ten Thousand)

This limitation applies to all claims regardless of form (contract, tort, strict liability, etc.).

12.4 Essential Terms

These limitations are essential terms of this Agreement. Qvikmessage would not provide the Service without these limitations. If any limitation is found unenforceable, remaining limitations shall apply to the maximum extent permitted by law.

13. INDEMNIFICATION

13.1 Your Indemnification Obligation

You agree to indemnify, defend, and hold harmless Qvikmessage and its owners, directors, employees, agents, and representatives from any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:

Your violation of these Terms
Your violation of any law or regulation
Your use of the Service
Your Content submitted to the Service
Your breach of representations or warranties
Third-party claims that your Content infringes intellectual property rights
Your violation of third-party rights
Your use of the Service for unauthorized or illegal purposes
Your failure to comply with credit system restrictions

13.2 Procedure

You must:

Promptly notify Qvikmessage of any claim
Provide reasonable cooperation in defense of the claim
Allow Qvikmessage to control the defense and settlement
Not settle without Qvikmessage's consent

14. TERMINATION

14.1 Termination by You

You may terminate your Account at any time by:

Logging into your Account and selecting "Delete Account"
Contacting support with a written request to terminate
Termination is effective immediately upon confirmation

Upon termination:

Access to the Service ceases immediately
Unused credits are forfeited (non-refundable)
Your Content will be deleted after 30 days
Outstanding fees remain due

14.2 Termination by Company

Qvikmessage may suspend or terminate your Account immediately without notice if:

You violate any material term of these Terms
Your Account is used for illegal purposes
Your Account poses a security risk
You fail to pay fees within 15 days of due date
Your Account engages in abusive or threatening behavior

14.3 Effect of Termination

Upon termination:

Your license to use the Service terminates
You remain liable for all accrued fees and charges
Sections addressing liability, indemnification, and governing law survive termination
Content retention is governed by Section 9 (Data and Email Security)

15. MODIFICATIONS TO SERVICE

15.1 Service Changes

Qvikmessage reserves the right to modify, suspend, or discontinue the Service or any feature with:

30 days' notice for material changes (reduction in features, significant price increases)
Immediate notice for security or technical issues
No notice required for minor improvements or bug fixes

15.2 Continued Use

Your continued use of the Service after notice of changes constitutes acceptance of modified terms.

15.3 Termination Right

If material changes reduce the functionality you rely on, you may terminate your Account within 30 days without forfeiture of pre-paid fees.

16. DISPUTE RESOLUTION AND GOVERNING LAW

16.1 Governing Law

These Terms are governed by and construed in accordance with the laws of India, without regard to its conflict of law provisions. All matters relating to the Service and these Terms are governed exclusively by Indian law.

16.2 Jurisdiction and Venue

You irrevocably consent to the exclusive jurisdiction of the courts located in Bengaluru, Karnataka, India
You waive any objection to venue or inconvenient forum
All disputes shall be resolved in the Civil and Commercial Courts of Bengaluru
Qvikmessage may bring enforcement actions in any court of competent jurisdiction

16.3 Dispute Resolution Process

Prior to litigation, disputes should follow this process:

Informal Resolution (15 days): Parties attempt good-faith negotiation and resolution
Formal Notice: Aggrieved party sends written notice of dispute with supporting documentation
Settlement Discussion (30 days): Representatives meet to discuss resolution
Escalation: If unresolved, parties may pursue litigation

16.4 Arbitration Option

Either party may elect binding arbitration instead of litigation by providing written notice. If elected:

Arbitration shall be conducted under the Arbitration and Conciliation Act, 1996
One arbitrator shall be appointed by mutual agreement
Arbitration shall be seated in Bengaluru
Proceedings shall be conducted in English
Costs are borne equally unless arbitrator determines otherwise

16.5 Limitation Period

All claims must be brought within 2 years of the cause of action arising, or they shall be barred by statute of limitations.

17. COMPLIANCE WITH LAWS

17.1 Legal Compliance

You agree to comply with all applicable laws, regulations, and rules including:

Information Technology Act, 2000: Including data protection and cybersecurity provisions
Goods and Services Tax (GST) Act, 2017: Regarding tax obligations for processing services
Prevention of Corruption Act, 1988: Prohibiting corrupt practices
Consumer Protection Act, 2019: Regarding consumer rights and responsibilities
Occupational Safety, Health and Working Conditions Code, 2020: If applicable to your use
Foreign Exchange Management Act (FEMA), 1999: If you have international operations
Reserve Bank of India regulations: Regarding payments and financial transactions

17.2 Sanctions and Export Controls

You certify that neither you nor your organization is:

Listed on any sanctions list (UNSC, U.S. OFAC, EU sanctions lists, etc.)
Located in a restricted jurisdiction
Subject to Indian government restrictions on service access

18. THIRD-PARTY SERVICES AND LINKS

18.1 Third-Party Integration

The Service integrates with third-party services including Zoho Books, Postmark, Cloudflare, OpenAI, and Sentry. Your use of these services is subject to their terms and privacy policies, which are not incorporated into these Terms.

Qvikmessage is not responsible for:

Availability or functionality of third-party services
Data loss or security breaches by third parties
Changes to third-party terms or policies
Suspension or termination of third-party services

18.2 Third-Party Content

Third-party content, links, and recommendations are provided "as is" without warranty. Qvikmessage does not endorse or assume responsibility for third-party content.

19. EXPORT COMPLIANCE

The Service uses encryption technology and may be subject to Indian export regulations. You agree not to:

Export the Service or underlying technology to restricted countries or entities
Use the Service for prohibited end-uses (e.g., weapons development, banned organizations)
Violate any export regulations or sanctions

20. SEVERABILITY

If any provision of these Terms is found invalid, illegal, or unenforceable by a court:

That provision shall be reformed to the minimum extent necessary to make it valid and enforceable
All other provisions remain in full force and effect
The reformed provision shall achieve the original intent to the maximum extent permitted by law

21. ENTIRE AGREEMENT

These Terms, including all referenced policies and documents, constitute the entire agreement between you and Qvikmessage regarding the Service and supersede:

All prior negotiations, representations, and agreements (written or oral)
All prior course of dealing or usage of trade
All collateral or conditional agreements
Any terms contained in your purchase orders or other documents

No modification of these Terms is valid unless in writing and signed by authorized representatives of both parties.

22. CONTACT AND SUPPORT

For support, questions, or to report violations, contact:

Qvikmessage Document Automator Email: [email protected] Address: Bengaluru, Karnataka, India

Inquiries will be responded to within 5 business days.

23. WAIVER AND SEVERABILITY

23.1 No Waiver

Failure by Qvikmessage to enforce any right or provision does not constitute a waiver of that right or provision. No single waiver is effective unless in writing.

23.2 Construction

Section headings are for convenience only and do not affect interpretation. The terms "including" and "such as" are illustrative and not exhaustive.

24. CHANGES TO TERMS

24.1 Modification Right

Qvikmessage reserves the right to modify these Terms at any time. Changes take effect:

Immediately upon posting for minor clarifications and bug fixes
30 days after notice for material changes

24.2 Acceptance

Your continued use of the Service after notice of changes constitutes acceptance. If you do not accept material changes, you may terminate your Account within 30 days and receive a refund of prepaid fees.

Last Updated: November 18, 2025

These Terms of Service are effective as of the date first written above and continue until modified by Qvikmessage.