Terms of Service

1. About these Terms

These Terms of Service ("Terms") govern access to and use of FixedAsset Pro, a fixed asset management product provided by Global Synapse Technologies ("we", "us", "our", the "Provider"). They form a binding agreement between us and the organisation on whose behalf an account is created or a licence is obtained ("Customer", "you").

By creating an account, accepting these Terms in the signup wizard, placing an order, installing the desktop edition or using any part of the service, you confirm that you have read and accept these Terms and that you are authorised to accept them on behalf of your organisation. If you do not accept them, do not use the service.

When you accept these Terms during signup, we record the version you accepted together with a fingerprint (hash) of its text, so that later changes can never alter what you agreed to.

These Terms are read together with:

• the Privacy Policy, which explains how we handle personal data as a Data Fiduciary;
• the Data Processing Agreement, which applies to personal data we process on your behalf in the cloud service and forms part of these Terms;
• any order form, quotation or invoice we issue to you, which prevails over these Terms only for the commercial points it expressly covers (such as price, term and quantities).

2. Definitions

In these Terms:

• Service means FixedAsset Pro in all its editions: the Cloud Service, the Desktop Edition and the Mobile App, together with related documentation, updates and support.
• Cloud Service means the web application hosted and operated by us and accessed through a browser (the "customer workspace").
• Desktop Edition means the Windows software (server and client setups) that you install and run on your own computers or local network server.
• Mobile App means our mobile application used for physical verification, scanning and related field tasks, connected to either the Cloud Service or your own Desktop Edition server.
• Customer Data means all data, documents and files that you or your Users enter, upload, import or generate in the Service, including asset registers, depreciation books, journals, evidence documents and photographs.
• User means an individual whom you authorise to use the Service under your account, such as your employees, auditors or consultants.
• Plan means the subscription plan you choose (including any trial), with the modules, limits and price shown in our plan catalogue at the time of your order.
• Fees means the amounts payable for your Plan and any add-ons, as stated on the pricing page, in your order or on your invoice.
• AI Features means the assistant, document extraction, insights and related functions of the Service that use rules or language models to produce suggestions.

3. Accounts and Users

3.1 To use the Cloud Service you must create an organisation account through our signup process, verify your e-mail address and appoint at least one administrator. The information you provide must be accurate and kept up to date.

3.2 Your administrators control which Users have access, which companies, branches and locations they can see and which roles and permissions they hold. You are responsible for all activity carried out under your account and by your Users, and for ensuring that each User complies with these Terms.

3.3 You must keep passwords, recovery codes, API keys and multi-factor authentication devices confidential. We strongly recommend that you require multi-factor authentication for all administrators. Notify us without delay at support@globalsynapsetech.com if you suspect any unauthorised access to your account.

3.4 User accounts are personal and must not be shared. Service users for integrations must use API keys issued for that purpose.

3.5 The Service is intended for business use by organisations. It is not directed at individuals under 18 years of age, and Users must be at least 18 years old.

4. Plans, trials and subscriptions

4.1 Plans. The Plans currently offered, with their modules, limits (for example on users, assets, companies, storage or AI requests) and prices, are published on the pricing page and come from our plan catalogue. The Plan and price that apply to you are those in force when you place your order or renew, as recorded in your subscription.

4.2 Trials. We may offer a free trial for a limited period stated at signup. A trial is provided for evaluation only, may carry reduced limits and is provided "as is" without any commitment as to availability or support levels. When a trial ends without a paid Plan being selected, the subscription expires and access is restricted as described in section 6.

4.3 Limits. If your use reaches a limit of your Plan, the Service may refuse further additions of that kind (for example, a new User or asset) until you upgrade or reduce usage. We do not silently charge for exceeding a limit.

4.4 Upgrades and downgrades. You may upgrade your Plan at any time; the upgrade takes effect immediately and the price difference for the remainder of the current period is charged on a pro-rata basis. A downgrade takes effect at the end of the current billing period. You are responsible for bringing your usage within the limits of the lower Plan before it takes effect.

4.5 Promotions. Promotional codes and discounts apply only on the terms stated with them, cannot be exchanged for cash and may be withdrawn for future orders at any time.

5. Fees, taxes and payment

5.1 Fees. You agree to pay the Fees for your Plan for each billing period in advance, in the currency shown on your invoice.

5.2 Taxes. Fees are exclusive of taxes. Goods and Services Tax (GST) and any other applicable taxes, duties or levies are charged in addition at the rates in force and shown separately on our invoice. If you are required by law to withhold tax, you must give us the corresponding certificate in time for us to claim credit.

5.3 How you pay. You may pay through a payment page hosted by our payment service provider or by bank transfer against our invoice. When you pay online, your card, bank or wallet details are entered on the payment provider's page and are processed by that provider under its own terms; they are not received or stored by us.

5.4 Invoices. We issue an invoice for each charge. Invoices are available to your administrators in the customer workspace.

5.5 Late payment. If an invoice is not paid by its due date, your subscription becomes past due and a grace period applies, during which we will send reminders. If payment is still not received when the grace period ends, we may suspend the subscription. While suspended, your Users can still sign in and read and export Customer Data, but cannot add or change records until the outstanding amount is paid.

5.6 Refunds. Except where these Terms or applicable law provide otherwise, or where we agree otherwise in writing, Fees are non-refundable, including for partially used periods and unused limits. If we terminate for our convenience under section 16.4, we will refund the prepaid Fees for the unused part of the period.

5.7 Price changes. We may change our prices for future billing periods. Any change will apply from your next renewal after we have given you at least 30 days' notice by e-mail or in the customer workspace. If you do not agree, you may switch off auto-renewal before the renewal date.

6. Renewal, cancellation and expiry

6.1 Auto-renewal. Paid subscriptions renew automatically for successive periods of the same length unless auto-renewal is switched off. A renewal invoice is issued shortly before the renewal date.

6.2 Cancellation by you. An administrator can switch off auto-renewal in the customer workspace at any time. The subscription then continues until the end of the period already paid for and expires at that date. Switching off auto-renewal is the way to cancel; it does not entitle you to a refund for the current period.

6.3 After expiry. When a subscription or trial expires, access to the Cloud Service is restricted. Your Customer Data is not deleted at that moment; section 17 explains how you can export it and when it is deleted.

7. Customer Data

7.1 Ownership. As between you and us, you own all Customer Data. We claim no ownership of it.

7.2 Licence to us. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, copy, process, transmit and display Customer Data only as needed to provide, secure, back up, support and maintain the Service for you, to comply with law, and as described in the Data Processing Agreement. We do not sell Customer Data and we do not use it to train language models.

7.3 Your responsibilities. You are responsible for the accuracy, quality and legality of Customer Data, for having the rights and permissions needed to upload it, and, where it includes personal data of employees, custodians, vendors or others, for having a lawful basis and giving any notices required under the Digital Personal Data Protection Act, 2023 or other applicable law.

7.4 Personal data in the Cloud Service. For personal data contained in Customer Data you are the Data Fiduciary and we act as your Data Processor, on the terms of the Data Processing Agreement.

7.5 Desktop Edition. Customer Data in the Desktop Edition is stored on computers that you own or control. We do not host it, do not receive it and cannot access it unless you choose to share it with us, for example when you send us a file for support.

7.6 Aggregated information. We may use technical and usage information about the operation of the Service (for example error counts, performance measurements and the number of records or requests) in aggregated form that does not identify you, your Users or any individual, to maintain and improve the Service.

8. Acceptable use

You must not, and must not allow anyone to:

1. use the Service in breach of any law, or to store or transmit material that is unlawful, infringing, defamatory, obscene or harmful;
2. upload malware or any code designed to disrupt, damage or gain unauthorised access to any system;
3. attempt to access accounts, companies or data that you are not authorised to access, or probe, scan or test the vulnerability of the Service without our written permission (responsible disclosure is welcome, see section 22);
4. circumvent any security measure, plan limit, rate limit or access control, or interfere with the integrity or performance of the Service;
5. use automated means to access the Service other than through the documented interfaces and API keys we provide;
6. copy, modify, translate, decompile, disassemble or reverse engineer the Service, except to the extent that applicable law expressly permits this despite this restriction;
7. resell, sublicense, rent or provide the Service to third parties as a bureau or hosted service, except where we have agreed in writing (for example, an accounting firm managing the registers of its own clients under a suitable Plan);
8. use the Service to build a competing product, or publish benchmark results without our consent;
9. remove or alter any proprietary notices, including the "Powered by" notice.

We may investigate suspected breaches of this section and take the steps described in section 16.

9. Desktop Edition licence

9.1 Grant. Subject to these Terms and payment of the applicable Fees, we grant you a non-exclusive, non-transferable, non-sublicensable licence, for the term of your licence or subscription, to install and use the Desktop Edition for your internal business purposes, within the number of installations, users, companies or other limits stated in your order or Plan.

9.2 Your environment. The Desktop Edition runs on Windows computers that you provide (one computer, or one server computer with client computers on your local network). You are responsible for those computers, the operating system, network, firewall, physical security, user access to Windows, and for meeting the system requirements published in the installation guide.

9.3 Backups are your responsibility. The Desktop Edition includes encrypted backup and restore functions. You are responsible for configuring backups to a location other than the server computer, keeping the backup passphrase safe and regularly testing restores. We cannot recover a backup whose passphrase has been lost, and we do not hold copies of your Desktop Edition data.

9.4 Updates. We may publish updates through our download pages. You decide when to install an update. Fixes are delivered in new releases, so we may ask you to move to the current release before we can resolve a reported problem.

9.5 Third-party components. The Desktop Edition includes third-party components (such as the database engine and, where installed, the local AI engine and model) that are licensed under their own open-source licences. Those licences are listed in the third-party notices shipped with the software and apply to those components.

9.6 Code signing. Our installers and applications are signed with our own certificate and each published file shows its SHA-256 checksum on the download page. You should install only files obtained from our official download pages and verify their checksum.

10. Availability and maintenance

10.1 We will use commercially reasonable efforts to keep the Cloud Service available and to perform planned maintenance at times of low usage, with advance notice in the customer workspace where practicable. Urgent maintenance, for example to fix a security issue, may be carried out without notice.

10.2 Unless a separate service level agreement has been signed with you, we do not commit to a specific availability percentage, and the Service may be interrupted by events such as maintenance, failures of hosting, network or third-party services, or events beyond our reasonable control.

10.3 We may change, add or remove features of the Service from time to time. We will not make a change that materially reduces the core functionality of your paid Plan during a paid period without giving you notice and the right to terminate with a pro-rata refund of prepaid Fees.

11. Support

11.1 Support is available by e-mail at support@globalsynapsetech.com and through the support functions in the customer workspace. The support channels, hours and response targets included in your Plan are those described for that Plan.

11.2 Support access. To investigate an issue in the Cloud Service, our support staff may open a support session linked to a support ticket. A support session is time-limited, read-only by default and cannot export data. A session that allows changes requires separate approval by a second authorised member of our staff, and even then it cannot delete records, post or approve transactions, close periods, change billing, or change users, roles, passwords or security settings. Every support session and every action performed in it is recorded and shown in your own audit trail, and your administrators can end a session at any time.

11.3 Support does not include consulting, data entry, data migration, accounting or tax advice, or custom development, which we may offer separately.

12. AI Features

12.1 The Service includes AI Features that answer questions about your data, read documents to propose draft records, and produce insights and recommendations. Depending on your settings they use built-in rules, a language model operated as part of the Service, or, only where your administrator has expressly enabled it, a third-party cloud AI provider configured by you.

12.2 AI output is a suggestion. It can be incomplete or wrong. AI Features never post, approve or change records on their own: extracted data is presented as a draft that a User must review and confirm through the normal approval workflow.

12.3 AI output is not tax, legal, accounting or audit advice. You remain responsible for reviewing and deciding on every result before relying on it.

12.4 If your administrator enables a third-party cloud AI provider, the text you choose to send is transmitted to that provider under the agreement you have with it. That provider is not our sub-processor and we are not responsible for its services. The Service shows a warning before enabling this and records the choice in your audit log.

12.5 AI activity is logged in a tamper-evident, hash-chained log that your authorised Users can review.

13. Your compliance remains your responsibility

13.1 FixedAsset Pro is a tool that helps you maintain fixed asset records and prepare depreciation, schedules and reports, including under Schedule II to the Companies Act, 2013, the Income-tax Act, the Companies (Auditor's Report) Order (CARO) and applicable accounting standards.

13.2 The Service does not guarantee that your books, returns, financial statements or audit reports comply with any law or standard. Rates, useful lives, rules and templates provided in the Service are provided for convenience and may not reflect the latest amendment or your specific facts. You and your professional advisers remain solely responsible for the accounting policies you choose, the figures you file, and your compliance with all laws that apply to you.

14. Confidentiality

14.1 Each party may receive non-public information from the other that is marked as confidential or that a reasonable person would understand to be confidential, including Customer Data, pricing and non-public product information ("Confidential Information").

14.2 The receiving party will use Confidential Information only to perform or exercise its rights under these Terms, protect it with at least reasonable care, and disclose it only to its employees, contractors and advisers who need to know it and are bound by obligations of confidentiality at least as protective as these.

14.3 These obligations do not apply to information that is or becomes public through no fault of the receiving party, was lawfully known to it before, is independently developed, or is lawfully received from a third party without restriction. A party may disclose Confidential Information when required by law or a court or regulator, after giving the other party prompt notice where lawful.

14.4 These obligations survive termination for five years, and for Customer Data and trade secrets for as long as they remain confidential.

15. Intellectual property

15.1 We and our licensors own all rights in the Service, including its software, design, documentation, report templates, rule packs and trademarks. Except for the limited rights expressly granted in these Terms, no rights are transferred to you.

15.2 If you send us suggestions or feedback, we may use them freely to improve the Service without any obligation to you.

15.3 Reports, exports and documents that you generate from Customer Data belong to you.

16. Suspension and termination

16.1 Suspension. We may suspend access to all or part of the Service, with notice where practicable, if: (a) Fees remain unpaid after the grace period; (b) we reasonably believe your account is being used in breach of section 8 or in a way that threatens the security or integrity of the Service or other customers; or (c) we are required to do so by law or a competent authority. We will limit the suspension to what is reasonably necessary and lift it once the cause is resolved.

16.2 Termination by you. You may terminate at the end of any paid period by switching off auto-renewal, or at any time if we materially breach these Terms and do not cure the breach within 30 days of your written notice.

16.3 Termination by us for cause. We may terminate your subscription by written notice if you materially breach these Terms (including non-payment) and do not cure the breach within 30 days of our notice, or immediately if you become insolvent or the breach is incapable of remedy.

16.4 Termination by us for convenience. We may stop offering the Service or terminate your subscription for convenience by giving you at least 90 days' notice, in which case we will refund prepaid Fees for the period after termination.

16.5 Effect. On termination or expiry, your right to use the Cloud Service ends, subject to section 17. Licences of the Desktop Edition granted for a fixed term end at the end of that term. Sections 5 (for amounts due), 7, 13, 14, 15, 17, 18, 19, 20, 21 and any other provisions which by their nature should survive, survive termination.

17. Export and deletion of Customer Data

17.1 During your subscription, your administrators can export Customer Data at any time using the reports, exports and document download functions of the Service.

17.2 After termination or expiry, we will keep Customer Data available for export for a reasonable period stated in the termination or expiry notice we send to your administrators. During that period your administrators can sign in to export data but cannot create new records.

17.3 At the end of that period we will delete Customer Data from the active systems of the Cloud Service. Copies held in encrypted backups are deleted as those backups expire under our backup retention schedule. We may retain the records we must keep by law, such as invoices, payment records and records of your acceptance of these Terms, and the minimum security logs needed to protect the Service, for the periods required by law.

17.4 If you need help with an export or a certificate of deletion, contact support@globalsynapsetech.com.

18. Warranties and disclaimers

18.1 Each party warrants that it has the power and authority to enter into these Terms. We warrant that we will provide the Service with reasonable skill and care, and that the Service will perform materially as described in its documentation during a paid subscription. If it does not, your remedy is that we will use reasonable efforts to correct the non-conformity, and if we cannot do so within a reasonable time, either party may terminate the affected subscription and we will refund prepaid Fees for the unused period.

18.2 Except as expressly stated in these Terms, and to the fullest extent permitted by law, the Service is provided "as is" and "as available". We disclaim all other warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, accuracy of calculations for your specific circumstances, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, or that AI output will be accurate.

19. Limitation of liability

19.1 Neither party is liable to the other for any indirect, incidental, special, consequential or punitive loss, or for loss of profits, revenue, business, goodwill or anticipated savings, however caused, even if advised of the possibility.

19.2 Each party's total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence) or otherwise, is limited to the total Fees paid and payable by you to us for the Service in the twelve (12) months immediately before the event giving rise to the claim.

19.3 Nothing in these Terms limits liability that cannot be limited by law, liability for fraud, or your obligation to pay Fees that are due.

20. Indemnity

20.1 By us. We will defend you against any third-party claim that the Service, as provided by us and used in accordance with these Terms, infringes that third party's intellectual property rights in India, and pay the amounts finally awarded or agreed in settlement. If such a claim is made or likely, we may obtain the right for you to continue using the Service, modify it so it is non-infringing, or terminate the affected subscription and refund prepaid Fees for the unused period. This does not apply to claims arising from Customer Data, from combination with items we did not provide, or from use in breach of these Terms.

20.2 By you. You will defend us against any third-party claim arising from Customer Data, from your or your Users' use of the Service in breach of these Terms or of law, and pay the amounts finally awarded or agreed in settlement.

20.3 Procedure. The party seeking indemnity must notify the other promptly, give it sole control of the defence and settlement (no settlement may impose an admission or obligation on the indemnified party without its consent), and provide reasonable cooperation at the indemnifying party's cost.

21. Changes to these Terms

21.1 We may update these Terms from time to time. Each version is numbered and dated, and the current version is always published at this page.

21.2 For material changes we will notify your administrators by e-mail or in the customer workspace at least 30 days before the change takes effect, except where a change is required sooner by law or to address a security risk. Your continued use of the Service after the effective date means you accept the updated Terms. If you do not accept them, you may switch off auto-renewal or, for a material adverse change during a paid period, terminate and receive a pro-rata refund of prepaid Fees.

22. General

22.1 Governing law and jurisdiction. These Terms are governed by the laws of India. Subject to section 22.2, the courts at Delhi, India have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

22.2 Dispute resolution. The parties will first try in good faith to resolve any dispute through discussion between senior representatives within 30 days of written notice of the dispute.

22.3 Force majeure. Neither party is liable for failure or delay caused by events beyond its reasonable control, such as natural disasters, epidemics, war, government action, power or internet failures, or failures of third-party hosting providers, other than payment obligations.

22.4 Assignment. You may not assign these Terms without our prior written consent, which we will not unreasonably withhold. We may assign them to an affiliate or to a successor in a merger, acquisition or sale of the relevant business, with notice to you.

22.5 Notices. We send notices to the e-mail address of your account administrators or through the customer workspace. You send notices to support@globalsynapsetech.com and, for formal legal notices, also by post to Global Synapse Technologies, 218-A, 1st Floor, Rama Market, Pitampura, Delhi 110034, India.

22.6 Entire agreement. These Terms, the Privacy Policy, the Data Processing Agreement and your order form are the entire agreement between the parties about the Service and supersede all prior discussions. Terms in your purchase orders or other documents do not apply even if accepted.

22.7 Severability and waiver. If any provision is held unenforceable, the rest remains in force and the provision is applied to the maximum extent permitted. A failure to enforce a right is not a waiver.

22.8 Independent parties. The parties are independent contractors. Nothing in these Terms creates a partnership, agency or employment relationship.

22.9 Language. These Terms are written in English. If we provide a translation, the English version prevails in case of conflict.

23. Contact

• Provider: Global Synapse Technologies
• Website: www.globalsynapsetech.com
• E-mail: support@globalsynapsetech.com
• Postal address: Global Synapse Technologies, 218-A, 1st Floor, Rama Market, Pitampura, Delhi 110034, India
• Phone: +91-920 575 7755 (Monday to Friday, 9:00 to 18:00 IST)

Security questions and responsible disclosure of vulnerabilities are welcome at the same e-mail address.