Terms of Service

1. Description of Service

ProcurPilot is a cloud-based procurement and RFQ (Request for Quotation) management platform. It enables organisations to distribute RFQs to suppliers, collect and compare supplier quotations, manage orders, generate procurement documents, and provide clients with an order-status portal.

The Service is provided on an organisational (workspace) basis. An organisation administrator manages users, suppliers, products, and settings within their workspace. Clients invited to the portal have access only to their own order information.

2. Accounts and Workspaces

• You must provide accurate information when creating an account.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• You must notify us promptly of any unauthorised access to your account.
• Each organisation operates as an isolated workspace. You are responsible for all activity within your workspace, including activity by users you invite.
• You may not create accounts for the purpose of circumventing restrictions or to impersonate another person or entity.

3. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws.
• Attempt to access data belonging to another organisation.
• Reverse-engineer, decompile, or otherwise attempt to derive the source code of the Service.
• Transmit malware, spam, or any material designed to disrupt or damage the Service or its users.
• Use the Service to store or transmit material that infringes third-party intellectual property rights.
• Use automated tools to scrape, crawl, or extract data from the Service without our prior written consent.

We reserve the right to suspend or terminate accounts that violate this policy without prior notice.

4. Subscriptions and Billing

• Access to certain features of the Service requires a paid subscription billed in advance for the selected period.
• Payments are processed by Razorpay. By subscribing, you agree to Razorpay's terms of service and privacy policy.
• We reserve the right to change subscription pricing. We will provide reasonable advance notice of any price changes. Continued use after the effective date constitutes acceptance.
• Failure to pay may result in suspension or termination of your workspace. Suspended workspaces may have restricted data access.

Please refer to our Refund Policy for information on cancellations and refunds.

5. Intellectual Property

The Service — including its software, interface, design, and content — is owned by ProcurPilot and is protected by applicable intellectual property laws. These Terms do not grant you any ownership rights in the Service.

You retain full ownership of all data, documents, and content you create or upload through the Service ("Your Content"). You grant us a limited licence to process and store Your Content solely to provide the Service.

6. Your Data

You are responsible for the accuracy and legality of the data you input into the Service, including supplier contact information, product data, and order records.

You may request an export of your organisation's data by contacting us. Refer to our Privacy Policy for details on how we handle your data.

7. Availability

We aim to keep the Service available and operational, but we do not guarantee uninterrupted or error-free access. The Service may be temporarily unavailable due to maintenance, upgrades, or factors beyond our control.

We are not liable for any loss or inconvenience caused by unavailability of the Service.

8. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement. Your use of the Service is at your sole risk.

We do not warrant that the Service will meet your specific requirements or that any errors in the Service will be corrected.

9. Limitation of Liability

To the maximum extent permitted by applicable law, our total cumulative liability to you for any claims arising from these Terms or your use of the Service shall not exceed the total fees you paid us in the three (3) months immediately preceding the event giving rise to the claim.

We shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of profits, data, or business — even if we have been advised of the possibility of such damages.

10. Termination

• You may terminate your subscription at any time. Refer to our Refund Policy for what happens to your access and data on termination.
• We may suspend or terminate your account at our discretion if you breach these Terms, fail to pay, or engage in conduct that poses a risk to the Service or other users. We will endeavour to provide reasonable notice unless the breach requires immediate action.
• On termination, your right to access the Service ceases. We will retain your data for a limited period as described in our Privacy Policy, after which it may be deleted.

11. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email or through a notice in the Service before the changes take effect. Your continued use of the Service after the effective date of revised Terms constitutes your acceptance.

12. Governing Law

These Terms are governed by and construed in accordance with the laws of the jurisdiction in which ProcurPilot is registered, without regard to conflict-of-law principles. Any dispute shall be subject to the exclusive jurisdiction of the competent courts of that jurisdiction.

13. Contact

For questions about these Terms, contact us at legal@procurpilot.com.