Terms and Conditions

1. Acceptance of these Terms

By visiting the Velantra website, submitting a demo request, contacting Velantra, or using any Velantra product or service under a proposal, order form, subscription, statement of work, or other agreement, you agree to these Terms and Conditions.

References to “Velantra”, “we”, “us”, and “our” mean Velantra and the team operating or providing the Velantra website, products, demos, and services. The website currently identifies Velantra as powered by INDSYS.

If you use the website or services on behalf of a company or other organization, you confirm that you have authority to bind that organization to these Terms.

These Terms are a website-level document. Any signed commercial agreement, subscription order, proposal, or statement of work will control if it conflicts with these Terms.

2. Velantra Services

Velantra provides business technology and digital transformation solutions for connected workplace operations. The website describes products and capabilities that may include:

• Smart-ID, an employee companion app for attendance, leave, employee profile, approvals, expenses, announcements, and related workflows.
• Smart-Gate, a gate and facility management solution for visitors, materials, vehicles, contractors, approvals, digital passes, and audit-ready gate records.
• Smart-People or Smart HR, a human resource management solution for employee lifecycle, attendance, leave, payroll, performance, reports, and dashboards.
• AI + ERP Connect, reporting, integration, automation, and analytics features connected to operational or ERP data.
• Consulting, configuration, implementation, support, and related technology services.

Feature descriptions on the website are provided for general information. Actual features, integrations, pricing, timelines, support levels, security obligations, and service scope will be defined in the applicable commercial documents.

3. Website Use Rules

You agree to use the website and services only for lawful business purposes. You must not:

• Attempt to damage, disable, overload, scan, reverse engineer, or interfere with the website, products, servers, or networks.
• Use the website or services to submit unlawful, misleading, harmful, infringing, abusive, or malicious content.
• Misrepresent your identity, organization, authority, product interest, or contact details.
• Copy, scrape, harvest, or reuse website content, product screens, layouts, trademarks, or materials without permission.
• Bypass access controls, security checks, approval workflows, audit trails, or usage restrictions in any Velantra product.
• Upload malware, unauthorized tracking code, or data that you do not have the right to provide.

We may restrict access, decline requests, suspend service activity, or take technical and legal action where we reasonably believe these Terms are being violated.

4. Demo Requests and Communications

The website includes contact options such as email, WhatsApp, and demo forms. When you submit a request, you authorize Velantra to contact you about your request, product interest, implementation needs, pricing, and related services.

The contact form on the website may open an email draft from your device instead of transmitting data through a hosted backend. Your email provider, browser, operating system, or communication app may process the information you submit.

You are responsible for ensuring that the contact details and business information you provide are accurate and that you have permission to share them.

5. Accounts, Access, and Administrators

If a Velantra product is deployed for your organization, users may receive account credentials, role-based access, approval permissions, or administrative controls. You are responsible for maintaining the confidentiality of login details and for all activities under your account or organization workspace.

Customer administrators are responsible for assigning appropriate roles, removing access for users who no longer need it, and ensuring that internal users follow applicable employment, privacy, security, and workplace policies.

6. Customer Data and Operational Records

Velantra products may process business and operational records supplied by customers, administrators, employees, visitors, contractors, security teams, HR teams, or integrated systems. Depending on the product and configuration, this may include employee records, attendance logs, leave records, payroll inputs, visitor details, vehicle details, material movement records, contractor information, approvals, audit logs, reports, and ERP data.

You confirm that you have all rights, notices, permissions, and lawful bases required to provide such data to Velantra and to allow it to be processed for the agreed business purpose.

As between you and Velantra, your organization retains ownership of Customer Data. Velantra may process Customer Data to provide, secure, support, improve, and administer the services, and as otherwise permitted by the applicable agreement and law.

7. Intellectual Property

The website, product names, logos, text, visual design, icons, product screens, software, workflows, code, documentation, and related materials are owned by Velantra, INDSYS, or their licensors, unless otherwise stated.

No rights are transferred to you except the limited right to view the website and use services according to the applicable agreement. You must not reproduce, distribute, modify, publicly display, create derivative works from, or commercially exploit Velantra materials without written permission.

If you send feedback, suggestions, or improvement ideas, Velantra may use them without restriction or obligation to compensate you, provided that Velantra does not use your confidential information in violation of an applicable written agreement.

8. Commercial Terms, Payment, and Taxes

Pricing, billing frequency, taxes, payment due dates, renewal terms, implementation charges, support scope, cancellation terms, and refund eligibility will be stated in the applicable quotation, proposal, order form, invoice, subscription document, or written agreement.

Unless agreed otherwise in writing, fees are payable in accordance with the invoice or commercial document, and taxes, duties, levies, payment gateway charges, bank charges, and withholding obligations are your responsibility where applicable.

9. Third-Party Services and Integrations

The website and products may link to or integrate with third-party services such as email, WhatsApp, hosting providers, cloud infrastructure, fonts, icon libraries, ERP systems, biometric or attendance devices, SMS or OTP providers, analytics tools, and customer-selected business systems.

Third-party services are governed by their own terms and privacy policies. Velantra is not responsible for third-party platforms, outages, security practices, content, or processing that is outside Velantra’s control.

10. Confidentiality and Security

Each party may receive non-public business, technical, operational, pricing, implementation, or product information. The receiving party must use reasonable care to protect confidential information and use it only for the purpose for which it was shared.

Velantra applies reasonable technical and organizational measures appropriate to the nature of the services. No website, network, email, or software system can be guaranteed to be completely secure or error-free.

11. Disclaimers

The website is provided for general information and is made available on an “as is” and “as available” basis. While we aim to keep content accurate and current, we do not guarantee that all product descriptions, screenshots, availability, pricing, implementation timelines, or integrations will be error-free or complete.

Unless expressly agreed in a signed document, Velantra does not warrant that the website or services will be uninterrupted, meet every requirement, prevent every unauthorized entry, detect every operational issue, or replace your internal controls, policies, legal obligations, or management supervision.

12. Limitation of Liability

To the maximum extent permitted by law, Velantra will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, revenue, data, goodwill, business opportunity, or operational interruption, arising from or related to the website or services.

Where liability cannot be excluded, Velantra’s aggregate liability will be limited to the amount paid by you to Velantra for the affected service during the three months before the event giving rise to the claim, unless a written agreement states a different limit.

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

13. Indemnity

You agree to defend and indemnify Velantra, INDSYS, and their directors, employees, contractors, and representatives from claims, losses, liabilities, damages, costs, and expenses arising from your unlawful use of the website or services, your breach of these Terms, your Customer Data, your integrations, or your violation of third-party rights or applicable law.

14. Suspension and Termination

We may suspend or terminate website access, demo activity, or service access where required by law, where fees are overdue, where security risks exist, where use may harm Velantra or others, or where these Terms or applicable agreements are materially breached.

Termination does not affect accrued payment obligations, confidentiality obligations, ownership rights, liability limits, dispute terms, or provisions that by nature should survive termination.

15. Changes to these Terms

We may update these Terms from time to time to reflect product changes, legal requirements, business practices, or website updates. The updated version will be posted on this page with a revised effective date. Continued use of the website or services after an update means you accept the updated Terms.

16. Governing Law and Disputes

These Terms are governed by the laws of India, without regard to conflict of law rules. Subject to any mandatory legal requirements or a different dispute clause in a signed agreement, courts in India will have jurisdiction over disputes arising from these Terms, the website, or the services.

Before starting formal proceedings, the parties should first attempt to resolve disputes in good faith through written notice and business-level discussions.

17. Contact