Terms & Conditions

These Terms & Conditions (“Terms”) constitute a legally binding agreement between you and Human Reasoning Labs Private Limited (“Company”, “we”, “us”, or “our”) governing your access to and use of the KaryaFlow field service management platform, including the web dashboard, mobile application, and all related APIs and services (collectively, the “Service”).

By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are using the Service on behalf of an organization (such as a service center or reseller entity), you represent and warrant that you have the authority to bind that organization to these Terms, and “you” refers to both you individually and the organization.

If you do not agree to these Terms, you must not access or use the Service. We reserve the right to update these Terms at any time by posting the revised version on this page. Continued use of the Service after such changes constitutes acceptance of the updated Terms.

KaryaFlow operates a multi-tenant architecture where each service center constitutes an isolated tenant. Account creation and management follow a hierarchical structure:

• Employer-created accounts: Technician accounts are created exclusively by service center administrators. Field technicians do not self-register. Administrators are responsible for the accuracy of information provided during account creation and for managing user access within their organization.
• Reseller hierarchy: Reseller partners may provision and manage multiple service center tenants. Each reseller operates under a separate agreement with Human Reasoning Labs Private Limited and is responsible for onboarding service centers in compliance with these Terms.
• Tenant isolation: All tenant data is isolated using PostgreSQL Row-Level Security (RLS). Data belonging to one service center is never accessible to another service center, even when both are managed by the same reseller, unless explicitly configured otherwise.
• Account security: You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must notify us immediately at [email protected] if you suspect unauthorized access to your account.

KaryaFlow is a cloud-based field service management (FSM) platform designed for service centers, repair businesses, and field operations teams operating in India. The Service includes the following core capabilities:

• Real-time GPS tracking of field technicians during active work hours, with location recorded approximately every 5 seconds and transmitted in batches.
• Attendance management with selfie-based check-in and check-out verification, including geolocation tagging at each event.
• Job and work order management — assignment, scheduling, progress tracking, and completion documentation with photo evidence.
• Inventory and spare parts tracking across service centers, including stock transfers and consumption logging.
• Billing and invoicing for completed service jobs, with support for service center-specific pricing configurations.
• Expense claim submission and approval workflows for field technicians.
• Administrative dashboard for service center managers with operational reports, technician performance analytics, and fleet overview.

We reserve the right to modify, suspend, or discontinue any feature of the Service at any time, with reasonable notice to active subscribers where practicable. We do not guarantee uninterrupted or error-free operation of the Service.

Access to KaryaFlow is provided on a paid, prepaid subscription basis. All fees are denominated in Indian Rupees (INR) and are subject to applicable taxes including GST at 18%.

• Subscription model: KaryaFlow is offered in prepaid SaaS packages. Public starting prices are listed on the Pricing page, including Starter from ₹999/month + 18% GST, Growth from ₹1,999/month + 18% GST, and Business from ₹3,999/month + 18% GST. Enterprise pricing is custom and requires sales confirmation.
• Plan confirmation: Final module scope, billing cycle, active-user cap, reseller discount if any, and applicable invoice amount are confirmed before activation. Optional launch discounts may be offered at reseller discretion and are not guaranteed public pricing.
• Billing cycle: Monthly and annual subscriptions are billed in advance. Payment is due before access is activated or renewed. If payment is not received by the due date, we may suspend access to the Service until the outstanding balance is settled.
• GST and invoices: GST is charged at 18% where applicable. Final invoices are issued by KaryaFlow, Human Reasoning Labs Private Limited, or an authorized reseller after plan confirmation, depending on the billing relationship.
• Refunds and cancellations: Refunds and future renewal cancellations are handled according to the Refunds & Cancellations policy. Paid invoices generally activate access for the selected billing period, and no automatic refund is promised after activation unless legally required or explicitly approved.

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect personal data. By using the Service, you consent to the practices described in the Privacy Policy.

• GPS data consent: The Service records precise GPS location data of field technicians during active work hours. Service center administrators who activate GPS tracking features are responsible for informing their technicians about this tracking and obtaining any consent required under applicable employment and data protection laws.
• DPDP Act 2023 compliance: We process personal data in accordance with India's Digital Personal Data Protection (DPDP) Act 2023. Service center administrators, as data fiduciaries for their employees' data, are responsible for ensuring lawful basis for data processing within their organization.
• Data ownership: Service center data (including work orders, customer records, inventory data, and billing records) entered into the Service remains the property of the subscribing service center. We do not claim ownership over your business data and will not access it except as necessary to provide and maintain the Service.
• Data processing: We process data solely for the purpose of delivering the Service. We do not sell, rent, or trade your data to third parties for advertising, analytics, or any purpose unrelated to the operation of KaryaFlow.

• Our intellectual property: The KaryaFlow name, logo, brand identity, software source code, user interface designs, API specifications, documentation, and all underlying technology are the exclusive property of Human Reasoning Labs. Nothing in these Terms grants you any right, title, or interest in our intellectual property beyond the limited right to use the Service as described herein.
• Your data: You retain all ownership rights to the data you and your users enter into the Service. This includes customer records, work order details, inventory records, billing data, and any other business information. We claim no intellectual property rights over your content.
• License grant: Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business operations during the subscription period.
• Feedback: If you provide suggestions, feature requests, or other feedback about the Service, we may use such feedback without restriction or obligation to you.

You agree to use the Service only for lawful purposes and in accordance with these Terms. You shall not:

• Use the Service for any illegal activity or in violation of any applicable local, state, national, or international law or regulation.
• Attempt to reverse engineer, decompile, disassemble, or otherwise derive the source code of any part of the Service.
• Scrape, crawl, or use automated tools to extract data from the Service beyond what is available through our official APIs.
• Circumvent, disable, or interfere with any security, authentication, or access control features of the Service, including Row-Level Security policies.
• Share login credentials across multiple individuals or allow unauthorized persons to access the Service using your account.
• Use the Service to store or transmit malicious code, viruses, or any harmful content.
• Resell, sublicense, or redistribute access to the Service without a valid reseller agreement with Human Reasoning Labs Private Limited.
• Misrepresent GPS or attendance data, or use any means to spoof location information submitted through the mobile application.
• Use the Service in any manner that could damage, disable, overburden, or impair our servers or infrastructure.
• Attempt to access data belonging to other service center tenants or users outside your organization.

Violation of this acceptable use policy may result in immediate suspension or termination of your account without prior notice.

To the maximum extent permitted by applicable law:

• The Service is provided on an “as is” and “as available” basis. We make no warranties, express or implied, regarding the reliability, accuracy, availability, or fitness for a particular purpose of the Service.
• Human Reasoning Labs Private Limited shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, loss of data, loss of business, or business interruption, arising out of or related to your use of or inability to use the Service.
• Our total aggregate liability for all claims arising out of or relating to these Terms or the Service shall not exceed the total amount of fees paid by you to Human Reasoning Labs Private Limited during the twelve (12) months immediately preceding the event giving rise to the claim.
• We are not liable for any inaccuracies in GPS data, failures in location tracking due to device limitations or network conditions, or any employment decisions made based on attendance or location data recorded through the Service.
• We are not responsible for any loss or damage resulting from scheduled or unscheduled maintenance, third-party service provider outages, or force majeure events.

• Termination by you: You may terminate your subscription at any time by providing written notice to us at [email protected]. Termination takes effect at the end of the current billing cycle. No refund will be issued for the remaining portion of a paid billing period.
• Termination by us: We may suspend or terminate your access to the Service immediately and without prior notice if you breach these Terms, fail to pay subscription fees within the grace period, or engage in conduct that we reasonably believe is harmful to the Service or other users. We may also terminate accounts that remain inactive for more than 12 consecutive months.
• Data export: Upon termination, you may request an export of your service center data within 30 days of the termination date. We will provide your data in a standard machine-readable format (CSV or JSON). After the 30-day period, we reserve the right to permanently delete all data associated with your account.
• Survival: Sections relating to intellectual property, limitation of liability, governing law, and any accrued payment obligations shall survive termination of these Terms.

These Terms shall be governed by and construed in accordance with the laws of India, without regard to conflict of law principles.

Any disputes arising out of or in connection with these Terms or the use of the Service shall be subject to the exclusive jurisdiction of the courts located in Bhubaneswar, Odisha, India. Both parties irrevocably consent to the personal jurisdiction of such courts.

Before initiating any legal proceedings, both parties agree to attempt to resolve any dispute through good-faith negotiation for a period of at least 30 days following written notice of the dispute.

If you have any questions or concerns about these Terms & Conditions, please contact us: