Terms & Conditions

1. Acceptance of Terms

By registering for, accessing, or using VaahanIQ, you confirm that you have read, understood, and agree to be bound by these Terms, along with any policies referenced herein. If you do not agree to these Terms, you must not use the Service.

These Terms apply to all users of the platform, including transporters, brokers, parcel services, bus operators, and any staff, drivers, or agents granted access under a Customer's account.

2. Description of Service

VaahanIQ is a multi-tenant fleet management platform designed for Indian transport businesses. The Service includes, among other modules: vehicle and driver management, inward and outward service order processing (ISO/OSO), lorry receipts (LR), accounting and ledgers, inventory and procurement, repairs, tyres, batteries, and a credits-based billing system.

We may add, modify, or discontinue features of the Service from time to time. We will make reasonable efforts to notify Customers of material changes that affect their use of the Service.

3. Accounts, Tenants & Access

Each Customer is provisioned a dedicated tenant environment. You are responsible for:

• Maintaining the confidentiality of login credentials issued to your organisation and its users;
• All activity that occurs under your tenant account, including actions taken by employees, drivers, or agents you grant access to;
• Ensuring the accuracy of information entered into the Service, including vehicle, driver, and business details;
• Promptly notifying us of any unauthorised access or security concern.

We reserve the right to suspend access to any account where we reasonably suspect misuse, fraud, or a breach of these Terms.

4. Subscriptions, Credits & Billing

Access to certain functionality is billed through a credits-based model. Depending on the plan assigned to your account, this may be:

• Prepaid — credits are purchased in advance and debited per outward service order (OSO);
• Postpaid — usage is billed on a fixed monthly cycle with settlement due at cycle close;
• Fixed — unlimited usage within the Service until the plan's expiry date.

Unless otherwise agreed in writing, each credit is billed at a flat rate irrespective of plan type, plus applicable GST. Invoices are generated per billing cycle and must be settled per the payment terms communicated at onboarding. We reserve the right to restrict OSO creation or other billable actions where an account has insufficient credit balance or an overdue postpaid cycle.

All fees are exclusive of applicable taxes unless stated otherwise. Fees, once paid, are non-refundable except where required by law or expressly agreed by us in writing.

5. Your Data & Third-Party Verifications

You retain ownership of all business, vehicle, driver, and transactional data you input into the Service ("Customer Data"). We process Customer Data solely to provide and improve the Service, and as described in our Privacy Policy.

The Service may integrate with government and third-party data sources — including VAHAN (vehicle registration), Sarathi (driving licence), challan records, and FASTag/toll data — to verify or enrich vehicle and driver records. Such data is sourced from the relevant government or third-party systems, and we do not guarantee the accuracy, completeness, or availability of information returned by these external sources. You are responsible for independently verifying any regulatory or compliance-critical information before relying on it.

You are responsible for ensuring you have the necessary rights and consents to upload driver, employee, or third-party personal data into the Service.

6. Data Security

We implement reasonable technical and organizational safeguards to protect Customer Data, including tenant-level data isolation (each Customer's data is logically separated from other tenants), encrypted data transmission (HTTPS), and role-based access controls within the Service.

However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security. The Service is hosted on third-party infrastructure providers. While we take reasonable care in selecting reputable hosting providers, we do not own or directly control the underlying physical infrastructure, and we are not liable for data loss, downtime, or security incidents arising from failures at the infrastructure provider level that are beyond our reasonable control.

You are responsible for maintaining the confidentiality of credentials issued to your organisation and for promptly reporting any suspected security incident to us.

7. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable transport, tax, or data protection law;
• Attempt to gain unauthorised access to another tenant's data or to the Service's infrastructure;
• Reverse-engineer, decompile, or attempt to extract the source code of the Service;
• Use the Service to transmit malicious code or interfere with its normal operation;
• Resell or sublicense access to the Service without our prior written consent.

8. Intellectual Property

The Service, including its software, design, branding, and underlying architecture, is the property of Pyfinexus Technologies Pvt. Ltd. and is protected by applicable intellectual property laws. These Terms do not grant you any ownership rights in the Service — only a limited, non-exclusive, non-transferable right to use it for your internal business operations during the term of your subscription.

9. Service Availability

We aim to keep the Service available and performant but do not guarantee uninterrupted access. Scheduled maintenance, third-party infrastructure issues, or events beyond our reasonable control (including government API outages) may affect availability. We will make reasonable efforts to communicate planned downtime in advance where practical.

10. Limitation of Liability

To the maximum extent permitted by law, Pyfinexus Technologies Pvt. Ltd. shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of, or inability to use, the Service — including loss of revenue, data, or business opportunity. Our aggregate liability for any claim arising out of these Terms shall not exceed the fees paid by you for the Service in the three (3) months preceding the claim.

Nothing in these Terms limits liability that cannot be excluded under applicable Indian law.

11. Suspension & Termination

Either party may terminate the subscription in accordance with the agreed notice period stated at onboarding. We may suspend or terminate access immediately where you materially breach these Terms, misuse the Service, or fail to settle outstanding dues after notice.

Upon termination, you may request export of your Customer Data within a reasonable period, after which we may delete it from our systems in accordance with our data retention practices.

12. Governing Law & Disputes

These Terms are governed by the laws of India. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Tamil Nadu, India.

13. Changes to These Terms

We may update these Terms from time to time to reflect changes in the Service, legal requirements, or our business practices. Material changes will be communicated via the Service or by email. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

14. Contact Us

For questions about these Terms, reach out to us:

• Company: Pyfinexus Technologies Pvt. Ltd.
• Product: VaahanIQ — fleet.vaahaniq.in
• Phone: +91 90803 22158
• Email: [email protected]