Terms and Conditions

By registering for, accessing, or using HospitPro (“the Platform”), you agree to be bound by these Terms and Conditions (“Terms”) in their entirety. HospitPro is operated by Madhava Creation, a sole proprietorship based in Mumbai, India (“we”, “us”, “our”).

These Terms apply to all users of the Platform, including business owners (Subscribers), their staff members, and any person accessing the Platform through a Subscriber’s account. If you are registering on behalf of a business entity, you represent that you have the authority to bind that entity to these Terms.

To register for HospitPro, you must: (a) be at least 18 years of age; (b) have a valid business operating in India or another jurisdiction where HospitPro is offered; (c) provide accurate and complete registration information; (d) verify your email address and phone number during registration.

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately at madhavacreation3108@gmail.com if you suspect any unauthorised access to your account.

Each business may register only one primary account. Multiple accounts for the same business are not permitted and may result in account suspension. Staff members must be added as Staff within your account — not as separate business accounts.

HospitPro offers the following subscription tiers. Prices are inclusive of applicable taxes where stated, and are subject to change with 30 days’ notice:

Current pricing is displayed on the Pricing page and on your Renewal page. Yearly subscriptions receive a discount compared to 12 months of monthly billing. The applicable rate at the time of your most recent payment is the rate for your current term.

New Subscribers may be eligible for a free trial period (duration specified at registration, typically 14 days). During the trial:

• No payment information is required to activate the trial
• You have access to the full Platform features of the plan assigned to your trial
• At the end of the trial, access is suspended until you subscribe to a paid plan
• Your data is retained for 30 days after trial expiry — after which it may be permanently deleted
• Each business is entitled to only one free trial. Creating multiple accounts to obtain additional trials is prohibited and may result in permanent bans

Subscription fees are charged at the start of each billing cycle. Payment is processed via Razorpay. By subscribing, you authorise us to charge the applicable subscription fee at the beginning of each billing cycle.

Auto-renewal: Subscriptions do not automatically renew. When your subscription period ends, your account enters a 3-day grace period during which the dashboard remains accessible. After the grace period, dashboard access is suspended until you manually renew. You will receive email reminders at 7 days and 1 day before expiry.

Failed payments: If a payment fails, we will notify you by email. You have 7 days to update your payment method and complete payment. After 7 days, the account enters the grace period as above.

You may upgrade your plan at any time from the Billing page. The new plan takes effect at the start of your next billing cycle (not immediately). You will be notified of the effective date.

Downgrading to a plan with fewer allowed sectors requires you to deselect excess sectors. Data for deselected sectors is retained in your account but the sector dashboard becomes inaccessible until you upgrade again or re-select within your plan limits.

There are no pro-rata refunds or credits for downgrading mid-cycle. You retain access to your current plan features until the end of the paid period.

You agree not to use HospitPro to:

• Violate any applicable Indian or international law or regulation
• Upload, store, or process data relating to illegal goods or services
• Attempt to gain unauthorised access to other Subscribers’ accounts or data
• Reverse-engineer, decompile, or attempt to extract the source code of the Platform
• Use automated scripts, bots, or crawlers to scrape or stress-test the Platform
• Resell or sublicense access to HospitPro without our written permission
• Use the Platform to process payments for illegal goods, gambling (unless licensed), adult content, or weapons
• Provide false GSTIN, PAN, or business registration information to generate fraudulent tax invoices
• Abuse the free trial system by creating multiple accounts
• Conduct any activity that places excessive load on our infrastructure or degrades service for other users

HospitPro provides a cloud-based software platform for hospitality business management. The Platform includes:

• Sector-specific dashboards for managing operations (bookings, orders, memberships, sessions, staff, inventory, etc.)
• Customer-facing QR ordering, booking, and self-service pages
• GST-compliant invoice generation and GSTR-1/GSTR-3B computation
• Payment collection via Razorpay integration
• WhatsApp and email notification capabilities
• Analytics, reporting, and data export features

We reserve the right to modify, add, or remove features at any time. We will provide reasonable notice for changes that materially reduce functionality available under your paid plan.

HospitPro facilitates payments between your business and your customers using Razorpay. Our payment architecture:

• No commission model: HospitPro does not charge a commission on customer payments processed through your Razorpay account
• Own account mode: Customer payments go directly to your linked Razorpay account (not through us)
• Razorpay Route (optional): For businesses that want automatic payouts, we support Razorpay Route. This requires separate KYC with Razorpay and their merchant agreement
• RBI compliance: All checkout pages display the mandatory Merchant Information card as required by RBI guidelines for Razorpay Route transparency

The Platform, including all software, design, trademarks, logos, text, and graphics (“HospitPro IP”), is owned by Madhava Creation and protected by Indian and international intellectual property laws.

We grant you a limited, non-exclusive, non-transferable, non-sublicensable licence to access and use the Platform solely for your business operations during your active Subscription. This licence does not include the right to copy, modify, create derivative works, or distribute any HospitPro IP.

You retain all intellectual property rights in your Content (business data, menu items, images, customer records). You grant us a limited licence to process your Content solely to provide the Platform services.

You own all business data and customer data you upload to HospitPro. We do not claim any ownership over your Content.

You grant Madhava Creation a limited, worldwide, royalty-free licence to store, process, and display your Content solely for the purpose of providing the Platform services to you. This licence terminates when you delete data or close your account.

We may use anonymised, aggregated data derived from Platform usage (with no personally identifiable information) for product improvement, industry benchmarking, and research purposes.

We target 99.5% monthly uptime for the HospitPro Platform. Scheduled maintenance windows are announced at least 24 hours in advance via email and dashboard notices.

To the maximum extent permitted by applicable Indian law, Madhava Creation’s total cumulative liability for any claims arising under or relating to these Terms shall not exceed the amount you paid to us in the 12 months immediately preceding the claim.

We are not liable for: (a) indirect, incidental, special, consequential, or punitive damages; (b) loss of profits, revenue, data, goodwill, or business opportunity; (c) damages arising from third-party services (Razorpay, Twilio, etc.); (d) issues caused by your use of the Platform in violation of these Terms or applicable law.

Nothing in these Terms limits liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any liability that cannot be excluded by Indian law.

By you: You may cancel your subscription at any time from the Billing page. Cancellation takes effect at the end of the current billing cycle. No partial refunds are issued for early cancellation of a monthly subscription. Annual subscriptions may qualify for a refund under the Refund Policy.

By us: We may suspend or terminate your account immediately (without refund) for: (a) violation of the Acceptable Use Policy; (b) providing false registration information; (c) non-payment beyond the grace period; (d) fraudulent use of the Platform; (e) legal compulsion.

We may terminate accounts with 30 days’ notice for any other reason, with a pro-rata refund of prepaid fees for unused periods.

Before or immediately after termination, you may export all your business data. Available export formats:

• Bookings, orders, memberships — CSV / Excel
• Invoices and GST records — PDF and Excel
• Customer profiles — CSV
• Financial summaries — Excel

If you are unable to export data before termination (e.g., your account was suspended), contact us within 14 days of termination and we will provide a data export in a standard machine-readable format.

These Terms are governed by and construed in accordance with the laws of India. Any disputes arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of Mumbai, Maharashtra.

Before initiating legal proceedings, both parties agree to attempt resolution through good-faith negotiation for at least 30 days. If unresolved, disputes may be referred to arbitration under the Arbitration and Conciliation Act, 1996, with the arbitration seat in Mumbai.

We may amend these Terms at any time. For material changes (changes that affect your rights or obligations), we will:

• Provide at least 30 days’ notice via email
• Display a notice in your dashboard
• Update the version number and Last Updated date

For non-material changes (corrections, clarifications, formatting updates), we may update the Terms immediately. The current Terms always govern your use of the Platform.

If you object to any change, you must stop using the Platform and request account closure before the effective date of the change. Continued use after the effective date constitutes acceptance.