Terms & Conditions

1. Introduction

These Terms & Conditions (“Terms”) constitute a legally binding agreement between aiCamu (“aiCamu,” “we,” “us,” or “our”) and the subscribing educational institution, school, college, academy, or organization (“Customer,” “Institution,” or “you”) and its Authorized Users.

By accessing our website, creating an institutional account, provisioning a workspace, or utilizing any component of our cloud platform, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not access or use the Platform.

2. Definitions

• “Platform” or “Services”: The proprietary cloud-based Campus Enterprise Resource Planning (ERP) software, hosted subdomains, APIs, documentation, and automated workflows provided by aiCamu.
• “Institution Account” or “Tenant”: The private, isolated cloud workspace and database schema provisioned for a subscribing customer (e.g., yourcampus.aicamu.in).
• “Authorized User”: Any administrator, principal, teacher, staff member, accountant, student, or parent authorized by the Institution to access the workspace under role-based permissions.
• “Customer Data”: All electronic data, student records, academic grades, attendance logs, fee structures, documents, and communications submitted or uploaded into the Platform by the Institution or its Authorized Users.
• “Order Form / Plan”: The commercial quote, registration confirmation, or written agreement specifying subscription scope, campus count, and service tier.
• “Annual Subscription”: The subscription period during which the Institution is authorized to access and use the Platform, normally for twelve (12) months unless otherwise specified in the applicable Order Form, quotation, or subscription confirmation.
• “Subscription Term”: The period for which the Institution has an active paid or promotional subscription to the Platform.
• “Licence”: The limited, non-exclusive, non-transferable, revocable right granted by aiCamu to the Institution to access and use the Platform during the applicable Subscription Term in accordance with these Terms and the applicable Plan. The Licence constitutes a right to access and use the cloud SaaS Platform and does not transfer any ownership of the software or underlying intellectual property.

3. Eligibility and Account Registration

Registration of an Institution Account is restricted to recognized educational entities, trusts, societies, or authorized corporate owners. The individual completing registration represents and warrants that they are at least 18 years of age and possess full legal authority to bind the Institution to these Terms.

You agree to provide accurate, current, and complete registration details and maintain the timely update of such information.

4. Institution Accounts & Subdomain Provisioning

Upon successful registration, aiCamu provisions a dedicated subdomain for the Institution. Subdomain names are subject to availability and aiCamu’s reasonable discretion. aiCamu reserves the right to reclaim or rename subdomains that infringe intellectual property rights or misrepresent established educational brands.

The Institution is solely responsible for maintaining the confidentiality of master administrative credentials and for all activities conducted under its institutional subdomain.

5. Authorized Users & Role-Based Access

The Institution determines the assignment of role-based credentials (Administrators, Teachers, Staff, Parents, Students) and is responsible for:

• Configuring appropriate permission tiers for each staff category.
• Revoking account access immediately upon staff separation or student graduation.
• Ensuring that credentials are not shared or co-utilized between multiple individuals.

6. Acceptable Use Policy

You agree not to use, or facilitate the use of, the Platform to:

• Violate any applicable central, state, or local laws or educational board regulations.
• Attempt to reverse engineer, decompile, disassemble, or derive source code from the Platform.
• Circumvent, scan, or breach platform security, authentication barriers, or tenant isolation boundaries.
• Transmit malicious software, worms, trojans, or automated scripts designed to scrape or disrupt services.
• Upload obscene, unlawful, defamatory, or infringing content into campus communications or portals.
• Resell, sub-license, rent, or lease the Platform to uncontracted third parties without express written consent.

7. aiCamu Services

Subject to these Terms and the applicable Plan, aiCamu grants the Institution a limited, non-exclusive, non-transferable, revocable licence to access and use the cloud Platform solely for the Institution’s internal educational and administrative purposes during the applicable Subscription Term.

The Licence is conditional upon the Institution maintaining an active subscription or valid promotional access.

No ownership or other intellectual property rights in the Platform or underlying software are transferred to the Institution.

8. Institution Responsibilities

The Institution acknowledges and agrees that it holds sole responsibility for:

• The accuracy, legality, and completeness of all data uploaded to the Platform.
• Securing all mandatory parental, guardian, and employee consents required by law to store personal and academic records.
• Regularly reviewing examination grading schemas, fee structures, and attendance rules to ensure institutional policy compliance.
• Ensuring campus network devices and browsers meet recommended technical requirements.

9. User Content and Customer Data

Ownership: As between aiCamu and the Institution, the Institution retains exclusive proprietary ownership of all Customer Data, student records, fee records, employee records, and faculty profiles.

Operational Permission: The Institution grants aiCamu a limited, non-exclusive, royalty-free permission to host, store, transmit, process, reproduce where technically necessary, and back up Customer Data solely to the extent reasonably necessary to provide, secure, support, maintain, and improve the Platform in accordance with these Terms and applicable law.

10. Intellectual Property

aiCamu retains all right, title, and interest in and to the Platform, including all software code, algorithms, database architectures, user interface designs, workflows, logos, trademarks, and documentation.

Nothing in these Terms conveys or transfers any ownership of the software, source code, or intellectual property rights to the Institution. The Institution acquires solely the limited right to access and use the Platform during the applicable Subscription Term in accordance with these Terms and the applicable Plan.

11. Third-Party Services

Certain features may interoperate with third-party service providers, including cloud infrastructure providers, transactional email delivery networks, telecom SMS gateways, WhatsApp messaging providers, and external payment aggregators.

Where the Platform integrates with third-party communication services, including email, SMS, WhatsApp, or other messaging providers, use of those services may be subject to the provider’s separate terms, policies, technical requirements, message-template requirements, pricing, and availability.

The Institution is responsible for ensuring that it has the necessary permissions, notices, and lawful basis to provide recipient information to aiCamu for such communications and to send communications through enabled third-party channels. aiCamu is not responsible for the independent operation, downtime, or terms of third-party networks beyond aiCamu’s reasonable control.

12. Service Availability

aiCamu uses commercially reasonable efforts to make the Platform available 24/7/365. However, we do not warrant that service will be completely error-free, uninterrupted, or free from network delays caused by global internet disruptions or infrastructure outages beyond our reasonable control.

13. Maintenance and Updates

aiCamu may perform scheduled system maintenance, software upgrades, enhancements, or urgent security fixes. Where reasonably practicable, advance notice will be provided for planned maintenance that is expected to materially affect availability. Emergency maintenance, critical vulnerability remediation, or security patches may be deployed without prior notice where necessary to protect platform integrity.

14. Fees and Payments

Institutions agree to pay the subscription fees specified in the applicable Order Form, quotation, invoice, or subscription confirmation.

Unless otherwise agreed in writing:

• The standard subscription term is twelve (12) months (an “Annual Subscription”).
• Subscription fees are payable in accordance with the payment schedule specified in the applicable Order Form or invoice.
• Subscription fees are exclusive of applicable statutory taxes, including Goods and Services Tax (GST) where applicable, which will be invoiced in accordance with applicable law.
• Subscription fees become due according to the agreed billing terms.
• Continued access to paid features is subject to maintaining an active subscription and complying with these Terms.
• Persistent non-payment following applicable notice may result in suspension of access until outstanding amounts are resolved.

15. Free & Promotional Access

aiCamu may make the Platform available under promotional programs, pilot initiatives, or trial programs (including the “Founding Institution Program”).

The Founding Institution Program may provide eligible institutions with access to the Platform without subscription licence fees for their first academic year, subject to program eligibility, availability, verification, and the specific terms communicated by aiCamu.

Any promotional or pilot access is subject to:

• Demonstrated eligibility and verification as an active educational institution.
• Availability of program cohorts or operational capacity.
• The specific terms, scope, and duration detailed in the applicable promotional confirmation.
• Discretionary modification or termination by aiCamu if fraudulent details, misuse, or prolonged inactivity are identified.

Promotional access provides a limited promotional subscription period and does not constitute a permanent contractual entitlement to free services indefinitely. After the promotional period ends, continued use of the Platform will require an applicable paid subscription unless aiCamu expressly offers another promotional arrangement.

16. Suspension and Termination

Either party may terminate the agreement for material breach if the other party fails to cure such breach within thirty (30) days of written notice.

aiCamu reserves the right to immediately suspend access without prior notice if we reasonably determine that the Institution’s account is involved in an active security incident, unlawful conduct, or poses a risk to the integrity of the Platform.

17. Data After Termination

Following termination or expiration of the Subscription Term, aiCamu may provide a reasonable transition or data-export period in accordance with the applicable agreement and operational procedures.

After the applicable transition period, Customer Data may be deleted, anonymized, de-identified, or otherwise disposed of in accordance with applicable law, contractual obligations, and applicable backup and retention procedures. Data contained in backup systems may persist for a limited period until the applicable backup retention cycle expires.

18. Disclaimers

To the maximum extent permitted by applicable law:

The Platform is provided on an “AS IS” and “AS AVAILABLE” basis. aiCamu disclaims all representations and warranties of any kind, whether express, implied, statutory, or otherwise, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

19. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall aiCamu, its directors, employees, or affiliates be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, data, revenue, or goodwill.

To the maximum extent permitted by applicable law, aiCamu’s aggregate liability arising out of or related to these Terms, whether in contract, tort, or under any other theory of liability, shall not exceed the total amount actually paid by the Institution to aiCamu in the twelve (12) months preceding the incident giving rise to liability (or, in the case of free promotional access, an aggregate maximum of ₹1,000 INR).

Nothing in these Terms is intended to exclude or limit liability to the extent such exclusion or limitation is prohibited by applicable law.

20. Indemnification

The Institution agrees to defend, indemnify, and hold harmless aiCamu and its officers, directors, and employees from and against any claims, liabilities, damages, judgments, awards, and expenses (including reasonable attorneys’ fees) arising out of or relating to: (a) Customer Data; (b) breach of these Terms by the Institution or its Authorized Users; or (c) violation of third-party privacy rights resulting from failure to obtain necessary consents.

21. Changes to the Terms

We may revise and update these Terms from time to time in our sole discretion. All changes are effective when posted.

For material revisions, we will provide at least fifteen (15) days’ advance notice through administrative notifications or email. Continued use of the Platform after the effective date constitutes acceptance of the amended Terms.