Terms of Service

Last updated: 8 September 2026

1. What KaryaDocs Is

KaryaDocs is a multi-tenant, cloud-hosted software service that helps service businesses — immigration consultants, law firms, CA and tax practices, insurance brokers, loan and DSA agents, and similar firms — track client cases, request documents from clients through a tokenized link that requires no account on the client's part, and collect, review and store the documents clients send back. The Service includes the checklist, case, task, team and reporting features described on our website, and any additional features we introduce for existing Customers from time to time.

We are a Data Processor acting on your instructions with respect to any personal data you or your clients enter into the Service. You are the Data Fiduciary (or "controller", in the language your clients may know) for that data under the Digital Personal Data Protection Act, 2023. Section 5 of our Privacy Policy explains what that means in practice.

2. Accounts

2.1. A KaryaDocs account is created either directly by us during onboarding, or by a person you invite to your account accepting an email invitation. Each person who accesses the Service needs their own login — accounts may not be shared between people, because our access-audit and permission features (Section 7) depend on knowing who did what.

2.2. You are responsible for the accuracy of information your team enters, for keeping login credentials confidential, and for promptly removing a team member's access when they leave your business. You must notify us promptly at hello@karyadocs.com if you believe an account has been compromised.

2.3. You must be lawfully entitled to collect and process the personal data of every client, contact and document you enter into the Service, under the laws that apply to your business and to the individuals whose data it is.

3. Client-Facing Links

3.1. When you request documents from a client, the Service generates a unique, time-limited link that lets that client view what has been asked for and upload files, without creating an account. You are responsible for sending that link only to the client it was generated for.

3.2. Every file a client uploads is scanned before it is stored or made available for download. A scan reduces risk; it does not eliminate it, and you remain responsible for reviewing what a client sends before relying on it.

3.3. You may cancel a request at any time, which immediately revokes the link. A cancelled or expired link cannot be reactivated; a new request generates a new one.

4. Fees, Billing and Non-Payment

4.1. Fees for the Service are set out in your order form, invitation, or the pricing then published at karyadocs.com/pricing, quoted exclusive of GST, which is charged in addition at the rate applicable under Indian law.

4.2. If a payment fails or is overdue, your account moves to a read-only state rather than being suspended. In this state your team can still view, download and export every case and document — including a full data export under Section 8 — but cannot create or edit anything until the account is brought current. We do this deliberately: a firm's clients' documents should never become inaccessible to that firm over a billing dispute.

4.3. Fee changes take effect at your next renewal and will be notified to you in advance.

5. Acceptable Use

You agree not to use the Service to:

• collect, store or request documents you are not lawfully entitled to collect;
• send a client-facing upload link to anyone other than the client it identifies, or otherwise use the link to solicit documents outside the case it was created for;
• attempt to bypass, probe or defeat the tenant isolation, access controls or malware scanning built into the Service;
• upload malicious files, or files you know to be malicious, whether as a client request or a staff upload;
• use the Service to send unsolicited bulk communications; or
• reverse-engineer, resell, sublicense or provide the Service to a third party as your own product.

6. Your Content and Data

6.1. You retain all rights to the case data, contact records, documents and other content your team and your clients enter into the Service ("Customer Data"). We claim no ownership over it. We process it only to provide the Service to you, as described in our Privacy Policy, and not for our own purposes or on behalf of any other customer.

6.2. You are responsible for the accuracy, legality and appropriateness of all Customer Data. We do not review case or document content except where our staff access your account under Section 7, or where our malware-scanning service inspects an uploaded file for threats.

7. Our Access to Your Account

7.1. Our support and platform staff do not have standing access to your account. When access is genuinely needed — most commonly to help resolve a support request — a staff member starts a time-limited session, capped at 30 minutes, that requires them to record a reason before entering. A visible banner is shown to anyone in your account for the duration of that session, and the access is logged in your own account's activity history, not only ours, so your team can see every occasion we accessed your data and why.

7.2. We do not access Customer Data for any purpose other than providing, securing or supporting the Service, or where required by law.

8. Export and Data Return

You may export the whole of your Customer Data, in a usable format, at any time — including while your account is read-only under Section 4.2. On termination of your account, we will make your Customer Data available for export for 30 days, after which it will be deleted in accordance with our retention practice described in the Privacy Policy.

9. Suspension and Termination

9.1. You may stop using the Service and close your account at any time by contacting us.

9.2. We may suspend or terminate your access if you materially breach these Terms and do not remedy the breach within a reasonable period after notice, or immediately if your use of the Service creates a genuine security risk to other customers.

9.3. Sections 6, 8, 10, 11, 12 and 13 survive termination of these Terms.

10. Disclaimers

The Service is provided "as is". We do not warrant that it will be uninterrupted or error-free. Malware scanning reduces but does not eliminate the risk of a malicious file; you remain responsible for your own review of documents you rely on. To the fullest extent permitted by law, we disclaim all implied warranties, including fitness for a particular purpose.

11. Limitation of Liability

To the fullest extent permitted by law, our aggregate liability arising out of or relating to these Terms or the Service will not exceed the fees you paid us in the twelve (12) months preceding the event giving rise to the claim. Neither party is liable for indirect, incidental or consequential damages, except in the case of a party's breach of its confidentiality or data-protection obligations, or either party's gross negligence or wilful misconduct.

12. Indemnification

You will indemnify and hold us harmless from any claim arising out of Customer Data you were not lawfully entitled to collect or process, or your breach of Section 5 (Acceptable Use). We will indemnify and hold you harmless from any claim that the Service, as provided by us and used in accordance with these Terms, infringes a third party's intellectual property rights.

13. Governing Law and Disputes

These Terms are governed by the laws of India. Any dispute arising out of or relating to these Terms will be subject to the exclusive jurisdiction of the courts at [City], India.

14. Changes to These Terms

We may update these Terms from time to time. If a change is material, we will notify you by email or through the Service at least 15 days before it takes effect. Continued use of the Service after a change takes effect is acceptance of the updated Terms.

15. Contact

Questions about these Terms can be sent to hello@karyadocs.com.

See also our Privacy Policy and Cookie Policy, which form part of the agreement between you and us.