Terms & Conditions

These Terms & Conditions ("Terms") are an agreement between you and Maithil Systems, based in India ("Maithil Systems", "we", "us"). They cover your use of this website and, together with any signed Order Form or MSA, the software and services we provide.

By using this website, submitting an inquiry, or signing up for our services, you agree to these Terms. If you are accepting on behalf of a company, you confirm that you are authorised to bind that company. If you do not agree, please do not use the website or our services.

You may browse this website and share its pages for legitimate business purposes. You agree not to:

• copy, scrape, or republish our content, designs, or product screenshots without written permission;
• attempt to gain unauthorised access to the website, our servers, or any client system;
• submit false, misleading, or automated (spam) inquiries; or
• use the website in any way that breaks applicable law, including the Information Technology Act, 2000.

Product screens, metrics, and example figures shown on this website (for example, dashboards, quotations, and response times) are illustrative. The exact scope, features, and performance of your system are set out in your Order Form.

When you send an enquiry, book a consultation or request a demo, you agree that we may contact you by phone, email, or WhatsApp about your inquiry. We use the details you share only to evaluate and respond to it, as described in Section 8.

• Limited cohort. We work with a maximum of 200 client businesses. Submitting an application does not guarantee acceptance, and we may decline any application at our discretion.
• No commitment. Demos, workflow studies, and proposals do not create a contract. A binding engagement starts only when both parties sign an Order Form.
• Response times mentioned on this website (such as review within 24 hours, or a 4-business-hour response) are goals we work hard to meet, not contractual guarantees, unless they are written into your Order Form.

For each client, we set up a dedicated, single-tenant codebase and private database, built from our product core (MaithilOps, MaithilCRM, or the Unified Suite) and customised to your workflow. The modules, user seats, customisations, hosting arrangement, and go-live plan for your system are described in your Order Form.

Timelines such as a 14-day go-live depend on you providing timely access to your team, processes, and data. If information or approvals are delayed, delivery dates will move accordingly.

• Fees. Subscription fees are charged per month for the plan and seat count in your Order Form. Annual plans are billed in advance at the discounted annual rate; monthly plans are billed monthly in advance.
• Taxes. All prices are in Indian Rupees and exclude GST, which is added at the applicable rate. Any TDS you deduct must be deposited on time and the certificate shared with us.
• Payment. Invoices are due within 15 days of the invoice date unless your Order Form says otherwise.
• Late payment. If an invoice remains unpaid 30 days after its due date, we will notify you in writing and may suspend access until it is settled. We will never delete your data because of a late payment.
• Custom work. Changes or new features you request beyond your plan are quoted separately and billed only after you approve the quote.
• Price changes. We will not change your price during a paid term. Any change applies only from your next renewal, with at least 60 days' written notice.

This is our core promise: we will not alter, update, or redeploy your software except

• to apply a critical security patch or a fix required by law (for example, a change in GST rules); or
• to deliver a change or feature that you have requested and approved.

Wherever possible we will tell you in advance, schedule the work outside your working hours, and keep a rollback ready. Routine infrastructure maintenance (such as server or operating-system updates) that does not change how your software looks or behaves may be carried out with reasonable notice.

• Your data belongs to you at all times. We claim no ownership over it.
• Custom code. Once the related fees are paid in full, you own the code we write specifically for your business, including your custom screens, fields, workflows, reports and integrations.
• Our product core. The underlying MaithilOps and MaithilCRM frameworks, libraries, and tools that we reuse across clients remain the property of Maithil Systems. We grant you a perpetual, non-exclusive, non-transferable licence to use the parts included in your codebase for your own internal business, including after your subscription ends.
• Restrictions. You may not resell, sublicense, or offer our product core to third parties as a competing product or service.
• Website content. The Maithil Systems name, logos, MaithilOps™, MaithilCRM™, and this website's content are our trademarks and copyright.

• Isolation. Your data is stored in a private database that is not shared with any other client.
• Use. We access your data only to build, run, support, and secure your system, or when you ask us to. We never sell your data or use it to market to others.
• Confidentiality. Business details, numbers and processes you share with us, including in enquiries and workflow studies, are treated as confidential and are not disclosed to anyone except team members and sub-processors (such as hosting providers) who need them and are bound by confidentiality obligations. A separate NDA can be signed on request.
• Personal data. We process personal data in line with the Digital Personal Data Protection Act, 2023 and other applicable Indian law. For client systems, you decide what personal data is collected, and we process it on your instructions.
• Security. We use reasonable security practices, including encryption in transit, access controls, and regular backups. We will notify you without undue delay if we become aware of a breach affecting your data.

As a client, you agree to:

• keep your user logins secure and tell us promptly about any unauthorised access;
• make sure the data you enter is accurate and that you have the right to share it with us;
• use the software lawfully, including for GST, invoicing, and statutory records, and remain responsible for your own tax filings and compliance decisions; and
• give us timely access to the people, information, and approvals needed to deliver and support your system.

Every client gets a direct escalation channel to our founder and core architects. Your support hours, response times (for example, the 2-hour priority SLA on the Unified Suite), and any availability commitments are defined in your Order Form or Service Level Agreement. Where a commitment is not written there, we provide support on a reasonable-efforts basis during Indian business hours.

• Term. Your subscription runs for the period in your Order Form and renews automatically for the same period unless either party gives at least 30 days' written notice before renewal.
• Termination for breach. Either party may terminate if the other materially breaches these Terms or the MSA and does not fix the breach within 30 days of written notice.
• Refunds. Fees already paid for the current term are non-refundable, except where you terminate because of our uncured material breach. In that case we refund the prepaid fees for the unused period.
• Exit and data export. When your subscription ends, we will provide a full export of your data in standard, open formats (such as CSV and SQL) and hand over your custom code. You will have 30 days to request the export, after which your data is securely deleted from our systems unless the law requires us to keep it.

We will provide our services with reasonable skill and care, and your software will work materially as described in your Order Form. If it does not, tell us and we will fix it at no extra cost.

Apart from that, and to the extent the law allows, the website and services are provided "as is". We do not guarantee that they will be completely uninterrupted or error-free, or that they will meet requirements you have not shared with us. Information on this website is for general guidance and is not legal, tax, or financial advice.

To the maximum extent permitted by law:

• neither party is liable for indirect, incidental, or consequential losses, including loss of profit, revenue, or goodwill; and
• our total liability arising out of or relating to the services in any 12-month period is limited to the fees you paid us for those services in that period.

These limits do not apply to breaches of confidentiality, your payment obligations, a party's fraud or wilful misconduct, or any liability that cannot be limited under Indian law.

We will defend you against third-party claims that the software we supplied infringes their intellectual property, and cover the resulting costs, provided you notify us promptly and let us control the defence. You will do the same for us against claims arising from data or content you supply, or from your use of the software in breach of these Terms or the law.

Neither party is responsible for delays or failures caused by events beyond its reasonable control, such as natural disasters, epidemics, government action, war, power or internet outages, or failures of third-party infrastructure, provided it notifies the other party promptly and takes reasonable steps to limit the impact. Payment obligations for services already delivered are not excused.

These Terms are governed by the laws of India. If a dispute arises, both parties will first try in good faith to resolve it through discussion between senior representatives within 30 days.

If it is not resolved, it will be referred to arbitration by a sole arbitrator under the Arbitration and Conciliation Act, 1996. The seat of arbitration will be the city of Maithil Systems' registered office, and proceedings will be in English. Subject to this, the courts at that city have exclusive jurisdiction.

We may update these Terms from time to time. The "Last updated" date at the top of this page shows when they last changed. For active clients, material changes will be notified by email at least 30 days in advance and will not override a signed Order Form or MSA during its current term.

Questions about these Terms, or formal legal notices, can be sent to: