1. The Service
Rostan DMS is a multi-tenant Software-as-a-Service document management platform that provides document storage, AI-assisted extraction, workflows, vendor and procurement modules, compliance tooling, and related features as described at rostantechnologies.com/features. We may add, change, or remove features at our discretion provided the change does not materially degrade the Service for paid customers during a paid term.
2. Eligibility & Account
You must be at least 18 years old and have authority to bind your organisation to enter into these Terms. You are responsible for safeguarding your credentials and for any activity under your account. Notify us at notification@rostantechnologies.com immediately of any suspected breach.
2.1 Workspace
Each customer receives a "Workspace" which is isolated from other customers at the database level via row-level security (Oracle VPD). You may invite additional users (internal seats), vendors (free up to 100 vendors), and time-boxed external auditors (free) to your Workspace.
3. Subscriptions, Trials & Fees
The Service is offered on the tiers, prices, and quotas published at rostantechnologies.com/pricing. We offer a 14-day Pro-tier free trial that does not require a credit card. At the end of the trial the Workspace is downgraded to the Free tier; data is preserved for 90 days.
3.1 Billing cycle
Subscriptions renew automatically on a monthly or annual cycle. You can cancel renewal at any time from Settings → Billing; cancellation takes effect at the end of the current billing period.
3.2 Usage charges
Storage, AI tokens, OCR pages, API requests, and bandwidth in excess of the quota included with your tier are billed at the rates listed on the Pricing page on the first day of the next month.
3.3 Refunds
Subscription fees are non-refundable except where required by applicable law. We will refund amounts charged in error within 30 days of notification.
4. Payments & Taxes
Payment is processed by our payment partner Razorpay Software Pvt Ltd for Indian customers and equivalent processors elsewhere. By providing payment information, you authorise us and Razorpay to charge the amounts due. Invoices include Goods and Services Tax (GST) where applicable; you are responsible for any other taxes assessed by your local jurisdiction.
4.1 Failed payments
If a payment fails we will retry up to three times over five days, notify you, and may suspend the Service until the outstanding amount is settled.
5. Customer Data
"Customer Data" means all documents, files, metadata, configuration, and personal data you submit to the Service. You retain all rights, title, and interest in Customer Data. You grant Rostan a limited licence to host, process, transmit, display, and back up Customer Data solely to provide the Service.
5.1 Privacy
Our processing of personal data is governed by our Privacy Policy and, for customers requiring it, a Data Processing Agreement (DPA) executed under GDPR Article 28 or India's DPDP Act 2023. Contact us at notification@rostantechnologies.com to request a DPA.
5.2 Export & deletion
You may export all Customer Data at any time via the in-product Export function (POST /v1/export/full). On termination, Customer Data is retained for 90 days then permanently deleted unless legal hold applies.
6. Acceptable Use
You agree not to use the Service to: (a) violate any law; (b) infringe intellectual property rights; (c) transmit malware, spam, or harassing material; (d) attempt to gain unauthorised access to the Service or other customers' data; (e) reverse-engineer the Service except to the extent permitted by law; (f) resell or sublicense the Service without our written consent.
7. Confidentiality
Each party agrees to protect the other's Confidential Information with the same care it uses to protect its own (and at minimum reasonable care). Confidential Information does not include information that is publicly known, independently developed, or rightfully received from a third party without confidentiality obligations.
8. Intellectual Property
The Service, including its software, design, trademarks, and documentation, is and remains the exclusive property of Rostan Technologies Pvt Ltd. Feedback you provide may be used by us without restriction. Nothing in these Terms transfers IP rights to either party.
9. Warranties & Disclaimers
We warrant that the Service will materially conform to its published documentation. Except as expressly stated, the Service is provided "AS IS" without warranties of any kind, whether express, implied, statutory, or otherwise, including without limitation any implied warranties of merchantability, fitness for a particular purpose, or non-infringement.
10. Limitation of Liability
To the maximum extent permitted by applicable law, neither party will be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from the use of or inability to use the Service. Each party's total cumulative liability under these Terms is limited to the fees paid by you to Rostan in the twelve (12) months preceding the event giving rise to the claim.
11. Indemnification
You will defend, indemnify, and hold harmless Rostan from claims arising out of (a) your use of the Service in breach of these Terms, (b) your Customer Data, or (c) your violation of applicable law. Rostan will defend, indemnify, and hold harmless you from third-party claims alleging that the Service, when used as authorised, infringes a valid intellectual property right.
12. Suspension & Termination
We may suspend the Service immediately if (a) your account is more than 30 days overdue; (b) we determine your use poses a security risk; or (c) we are required to do so by law. Either party may terminate the agreement for material breach with 30 days' written notice and an opportunity to cure.
13. Modifications
We may update these Terms from time to time. We will provide notice of material changes at least 30 days in advance via email to the Workspace admin and via in-product notification. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.
14. Governing Law & Disputes
These Terms are governed by the laws of India. The courts at Bengaluru, Karnataka have exclusive jurisdiction over any dispute, except that either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.
15. Contact
Questions about these Terms? Write to notification@rostantechnologies.com or use our contact form.
Rostan Technologies Pvt Ltd is a private limited company incorporated in India. These Terms together with our Privacy Policy constitute the complete agreement between you and Rostan regarding the Service. This document is a template provided in good faith and is not a substitute for legal advice tailored to your situation.