• These Terms of Use ("Agreement") govern your access to and use of the basic SaaS accounting application ("the App" or "the Application")) and this Website (the "Site") provided by Veerappa Software Solutions and Services (hereinafter referred to as "we," "us," or "our"). By accessing or using the Application or the Site, you ("you" or "User") signify your agreement to be bound by these terms. This Agreement constitutes a legally binding contract between you and Veerappa Software Solutions and Services. If you do not agree with any part of these terms, you must not access or use the Application or the Site. You represent that you have the legal capacity to enter into this Agreement and, if acting on behalf of a company or other entity, that you have the authority to bind such entity to these terms. Your continued use of the Application or the Site constitutes your explicit and irrevocable acceptance of these Terms of Use.

• This Agreement governs your use of the Application, which is a software-as-a-service (SaaS) accounting platform, and the Site, which provides information about the Application and related services.

• Subject to your compliance with these Terms, Veerappa Software Solutions and Services grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Application solely for your internal business purposes. This license does not grant you any rights to modify, distribute, sublicense, create derivative works based on, or commercially exploit the Application except as expressly permitted herein.

• To utilize the Application, you are required to register and sign in using your Google account. By doing so, you grant the Application permission to access your Google Drive for the purpose of storing application data and app-specific files necessary for the Application's functionality.

• The Application leverages Google Firebase services to securely store and retrieve data within your designated Google Drive space.

• Each Google user and corresponding subscription is limited to the use of the Application for one business account.

5.1. Remembering Your Preferences and Keeping You Logged In:

• Our App uses small files called "cookies" and your browser's own storage space to remember your settings (like your preferred language or display options) and to keep you logged in seamlessly while you're using the App. This helps us provide a smoother and more convenient experience until your login session automatically expires for security reasons.

5.2. Understanding How Our App is Used (Anonymously):

• We may also use tools like Google Analytics to get a general understanding of how people use our website and App around the world. This information helps us learn what's popular, how we can improve the App, personalize your experience, and occasionally show you relevant promotions. These tools might also use their own cookies to track general usage patterns.

5.3. Your Consent to Cookies and Browser Storage:

• By using our App, you are agreeing to our use of cookies and your browser's storage as described in this policy and our separate Privacy Policy. You have control over cookies through your web browser's settings. You can usually choose to disable or delete cookies if you prefer, but please be aware that doing so might affect how well the App functions for you.

• User registration and login for the Application are facilitated through the secure Google Firebase authentication service.

• We retain limited personal information associated with your account, such as your business profile details, subscription history, participation in any affiliate or commission programs, and application usage diagnostics, on our secure server. This data is used for account management, support, and service improvement.

• All accounting data that you create within the Application, including but not limited to invoices, customer records, ledgers, purchase entries, sales transactions, and related metadata, is stored in an encrypted format exclusively within your own Google Drive account.

• We do not store any of your user-generated accounting data on our servers, thereby ensuring the privacy and security of your financial records.

• Logo Upload (Optional): : 

• By uploading your business logo, you grant us permission to access and utilize this image within the PDFs generated by the Application (such as invoices and receipts) and in emails sent to your customers through the Application.

• QR Code and Signature Upload (Optional): : 

• By uploading your UPI QR code and/or your signature, you grant us permission to access and utilize these images within the PDFs generated by the Application.

8.1. You Are the Key Guardian of Your Accounting Information:

• Because your accounting data is stored directly and securely within your own Google Drive, you are solely responsible for its integrity (accuracy and completeness), security (keeping it safe), and ensuring you have backups. We, Veerappa Software Solutions and Services, do not have independent access to your Google Drive and therefore cannot access, modify, or retrieve your accounting data without your explicit permission, which you grant by using the App.

8.2. Important Things to Keep in Mind About Your Data:

8.2.1. You Own Your Data:: 

• You are the ultimate owner and responsible guardian of all the accounting information you create and manage within the App.

8.2.2. Be Careful with Stock Data Files:: 

• Directly deleting the App's stock data file from your Google Drive can cause errors and inconsistencies in your stock ledger.

8.2.3. Avoid Manual Deletion of Transaction Files:: 

• Manually deleting any transaction files related to the App from your Google Drive can lead to incorrect entries and inaccuracies in your accounting ledgers and data logs.

8.2.4. Verify Data When Uploading:: 

• When you restore transaction data from external files like Excel, please carefully review and verify the accuracy of the imported information. Potential human errors, oversights, or changes in historical data during the upload process can lead to mismatches in your ledgers or stock records.

8.2.5. Manage Your Google Drive Trash Bin:: 

• The App might display all files and folders within its designated areas on your Google Drive, including items you've moved to your Google Drive Trash Bin. To ensure the App functions correctly, it's important to regularly empty your Google Drive Trash Bin of any unwanted App files.

8.2.6. Avoid Copying and Pasting App Files: : 

• Please refrain from copying App-created files from one location within your Google Drive and pasting them back into the App's designated folders. Due to the specific way the App interacts with Google Drive permissions, it can only reliably access the files it originally created. Files that are copied and pasted back might be treated as entirely new, user-created files, which can prevent the App from accessing them correctly and lead to errors.

8.2.7. Do Not Edit or Rename App Files and Folders: : 

• It's crucial that you avoid editing or renaming any files or folders that the App has created in your Google Drive. If you modify or rename these items directly through Google Drive, the App may no longer recognize them. It might treat them as tampered files or as completely new, user-created files, effectively preventing the App from accessing the data they contain. This can lead to data loss or the App malfunctioning.

• This App is optimized for major browsers such as Google Chrome, Mozilla Firefox, Microsoft Edge, and Apple Safari. While it can be used on desktops, laptops, tablets, and mobile devices, we recommend using a desktop or laptop for the best experience, particularly for data entry and importing data.

• We do not support Internet Explorer or other less common browsers.

10.1. Regular 3-months Free Trial

• Evaluate all the app's features for a full week at no cost.

10.2. Extended 6-months Free Trial (with Member Code)

• If a current Khata Easy user referred you, simply apply their code on the Subscription page during your first trial signup to an extended 6-months free trial. This gives you ample time to assess if Khata Easy meets your needs.

• Once your subscription expires, the App will enter a read-only mode. While you can still view your accounting data, all actions that modify data, including creating new entries, editing or deleting records, downloading PDF reports, AI Analytics and sending emails (invoices, receipts, etc.) to customers, will be restricted.

• We may, from time to time, introduce optional add-on services, such as WhatsApp messaging integration or AI-powered data reports, which may require separate purchase. The specific terms and pricing for these add-ons will be made available at the time of offering. Add-ons can typically only be utilized with an active paid subscription, unless their usage has been fully consumed as per their specific terms.

• All payments for paid subscriptions or Add-on services to the Application are securely processed through the Razorpay payment gateway.

• By initiating a payment, you agree to be bound by the terms and conditions, privacy policy, and terms of use of the Razorpay payment gateway, which are separate from this Agreement. We encourage you to review Razorpay's legal agreements before making a payment.

14.1. Changing or Disabling Your PIN:

• You have the flexibility to change your 2-Step PIN or disable/enable this security feature at any time directly from the account settings within the App. This gives you full control over your preferred level of security.

14.2. Why We Can't Directly Reset Your PIN:

• For enhanced security, the 2-Step PIN you set within the App is stored securely within your own private Google Drive. This means we, as the App providers, do not have access to it and therefore cannot directly change or reset it for you. This design ensures that only you control your 2-Step PIN.

14.3. How to Request a PIN Reset:

• To reset a forgotten 2-Step PIN, you'll need to email our support team from your registered Google email address at: help@khataeasy.com

• Kindly be aware that we process these requests based on the originating email address without additional identity verification. If you have already used your three free PIN reset attempts, your request will be processed once the nominal fee for subsequent resets has been paid.

14.4. Steps After Your Reset Request:

• Once we receive and process your PIN reset request, you will receive a confirmation email from us. After receiving this confirmation, you can log back into the Application using your regular Google account credentials. Upon successful login, the App should display a prompt that will guide you through the process of resetting your 2-Step PIN or choosing to disable the feature entirely.

14.5. Free and Paid Reset Requests:

• Each user is entitled to a total of three (3) free requests to reset their 2-Step PIN. If you require more than three resets, subsequent requests may be subject to a small service charge. The details of this nominal fee will either be communicated to you when you make the request or clearly displayed within the App on the PIN reset request page after you've logged in. This ensures transparency regarding any potential charges.

15.1. Data Processing:

• To provide the AI Summary feature, your encrypted accounting data is temporarily decrypted on your device and sent via a secure HTTPS connection to our AI server. The server then transmits this unencrypted data to the AI model for analysis. We only send the data necessary to generate the summary. This data is not stored on our server after the summary is generated.

15.2. Summary Storage:

• The plain text AI Summary returned by the model is immediately encrypted by your application and stored on your Google Drive along with a "Summary Date." This stored summary will be displayed to you until you manually refresh it or until the related file is available untampered. The AI summary will need to be fetched again if app is language changed.

15.3. No Guarantee:

• While the AI Summary feature is designed to provide useful insights, we make no warranty or guarantee regarding the accuracy, completeness, or reliability of the analysis provided by the AI model. You should always cross-reference AI-generated summaries with your raw accounting data.

15.4. AI Credit Consumption:

• One (1) AI Credit is consumed for every AI Summary query or manual refresh.

• Monthly Free AI Credits are consumed first each month. Note that, any unused monthly free AI credits are not carry forwarded.

• Purchased AI Credits have no expiry and are used only after the Monthly AI Free Credits are exhausted. However, you should have an active subscription to consume any available AI credits.

• Your access to the AI Summary feature is contingent upon the availability of AI Credits in your account and an active subscription.

• AI credits are non-transferable to another Google user or login. Also, no refund can be provided for purchased AI credits that are unused.

16.1. Important: Discouraging Multiple Logins:

• For optimal and reliable performance, we strongly discourage simultaneous logins to the App from multiple devices or browsers using the same Google account. Due to potential intermittent internet connectivity issues on your browser or occasional delays or failures with the Google Drive API, the App may not consistently and accurately register and manage multiple active sessions. This could lead to unexpected behavior, including failures in updating or checking the session status, potentially resulting in data inconsistencies or loss of functionality in one or more sessions. For the most stable experience, please ensure you are logged into the App on only one device or browser at a time.

16.2. How We Protect Your Data During Simultaneous Logins:

• To safeguard your accounting information and prevent accidental data conflicts, our App has a system to manage multiple logins from the same Google account.

16.3. What Happens with Multiple Sessions:

If you are already logged into the App and another login is made using the same Google account on a different device or browser, your first App session will automatically become read-only. In this read-only mode, you will be able to view your accounting data, but you will not be able to perform any actions that modify the data, such as:

• Creating new records

• Editing existing records

• Deleting any records

16.4. Real-Time Data Updates:

• Even in a read-only session, the App will not store any temporary data ("caching"). Instead, every time you navigate to a different page or click on an element within the App, it will fetch the latest and most up-to-date information directly from your Google Drive. This ensures you are always viewing the current state of your accounts.

16.5. Regaining Full Access:

To regain the ability to create, edit, and delete records, you have the following options:

16.5.1. Log out of the new session:: 

• By logging out of the more recent App session, your original session might become active again. You may need to refresh the page in your original session to see if full functionality has been restored.

16.5.2. Log out and log back in: : 

• Alternatively, you can log out of your original (read-only) session entirely and then log back into the App. This new login will become your active session with full, unrestricted functionality.

17.1. Clearing Individual Customer Ledgers:

• To reduce your Google Drive usage, you can clear the transaction history for individual customers. Before doing so, easily download this data in Excel format to your computer or mobile device for your records and the option to re-import it later.

17.2. Deleting Data by Financial Year (FY):

• You have the option to select and permanently delete all accounting data and any associated backups for a specific Financial Year (FY).

• Important Backup Reminder: Before deleting all your accounting data for an entire Financial Year (FY), we strongly advise you to create a backup using the App's backup feature and save it securely to your local storage (like your computer or an external drive). This step is critical, as we cannot recover any data once it's deleted.

17.3. Continued App Access After Deletion:

• Please note that even if you choose to delete specific accounting data or backups, you will generally still be able to access and utilize other features and functionalities of the App that are not directly related to the deleted information.

17.4. Restoring Deleted Data:

• It is essential to understand that we cannot independently restore any accounting data or backups that you have deleted.

• If you need to recover deleted information, you will need to rely on any data exports or backups that you have previously created and stored yourself. Therefore, maintaining regular and accessible backups is vital for data recovery.

18.1. Initiating Account Deletion:

• You have the option to permanently delete your user account and unsubscribe from the Application at any time through the account settings provided within the App.

18.2. Consequences of Account Deletion:

Upon your initiation of account deletion, the following actions will occur:

• All your accounting data and any backups associated with your account will be permanently removed from your Google Drive including any optional uploads like Business Logo, UPI QR code or signatures images.

• Your business information will be permanently deleted from our servers.

• Your active subscription and any active add-on services will be immediately cancelled.

• Your commission percentage for any affiliate membership or commission programs will be reset to 0, and you will no longer be eligible for any future commission earnings.

18.3. Data Restoration Limitations:

• Please be aware that we have no independent ability to restore any data that is deleted as a result of your account deletion. Any potential recovery of your data would depend entirely on whether you have previously created and retained your own data exports or backups. It is crucial to understand that even your own backups from previous financial years may not be restorable after account deletion.

18.4. No Refunds:

• NO REFUNDS WILL BE ISSUED for any remaining portion of your subscription term or for any add-on services that you have purchased, regardless of when you choose to delete your account.

18.5. Preservation of Subscription History:

• To prevent potential misuse or abuse of the Application, your subscription history will be preserved on our servers even after your account has been deleted. This limited data retention is solely for security and abuse prevention purposes.

18.6. Scope of Deletion:

• It is important to understand that deleting your account within our Application does not remove or delete your Google account itself or any information associated with your Google account. Your Google account remains separate and is governed by Google's own terms and privacy policies.

• The Application and its underlying technology, including but not limited to its software, algorithms, user interface design, graphics, content, and documentation, are owned by Veerappa Software Solutions and Services and are protected by copyright, trademark, and other intellectual property laws. Except as expressly granted in this Agreement, no right, title, or interest in or to the Application or its intellectual property is transferred to you. You are not permitted to reproduce, modify, distribute, or create derivative works based upon the Application without our prior written consent.

• THE APPLICATION AND THE SITE ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. VEERAPPA SOFTWARE SOLUTIONS AND SERVICES EXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE MAKE NO WARRANTY THAT THE APPLICATION OR THE SITE WILL MEET YOUR REQUIREMENTS, OR THAT THE OPERATION OF THE APPLICATION OR THE SITE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE.

• TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VEERAPPA SOFTWARE SOLUTIONS AND SERVICES SHALL NOT BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO, DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA, OR OTHER INTANGIBLE LOSSES (EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES), ARISING OUT OF OR IN CONNECTION WITH THE USE OR INABILITY TO USE THE APPLICATION OR THE SITE, THE COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES, OR UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR TRANSMISSIONS OR DATA. OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THIS AGREEMENT OR YOUR USE OF THE APPLICATION OR THE SITE SHALL NOT EXCEED THE AMOUNT YOU PAID TO US FOR THE APPLICATION IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE LIABILITY, OR HUNDRED INDIAN RUPEES (INR 100), WHICHEVER IS LOWER.

• You agree to indemnify, defend, and hold harmless Veerappa Software Solutions and Services, its owners, affiliates, officers, directors, employees, agents, and licensors from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to (a) your use of the Application or the Site; (b) your violation of these Terms of Use; (c) your violation of any rights of a third party, including but not limited to intellectual property rights or privacy rights; or (d) any content you submit, post, or transmit through the Application or the Site.

• Application, constitute the entire agreement between you and Veerappa Software Solutions and Services concerning your use of the Application and the Site, and supersede all prior and contemporaneous communications and proposals, whether oral or written.

• If any provision of these Terms of Use is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be deemed severed from these Terms, and the remaining provisions shall continue in full force and effect as if such invalid, illegal, or unenforceable provision had never been included.

• The failure of Veerappa Software Solutions and Services to exercise or enforce any right or provision of these Terms of Use shall not constitute a waiver of such right or provision. Any waiver of any provision of these Terms will be effective only if in writing and signed by a duly authorized representative of Veerappa Software Solutions and Services.

• You may not assign, delegate, or otherwise transfer your rights or obligations under these Terms of Use, in whole or in part, without the prior written consent of Veerappa Software Solutions and Services. Veerappa Software Solutions and Services may assign its rights and obligations under these Terms, in whole or in part, without your consent.

• Veerappa Software Solutions and Services reserves the sole right to modify, suspend, or terminate the Application, or any part thereof, at any time, with or without prior notice to you.

• Veerappa Software Solutions and Services may also update these Terms of Use periodically. It is your responsibility to regularly review the most current version of these Terms, which will be posted on the Site. Your continued use of the Application after any such modifications constitutes your acceptance of the revised Terms.

• This Agreement shall be governed by and construed in accordance with the laws of India.

• Any disputes arising out of or relating to this Agreement, the App, or its use shall be subject to the exclusive jurisdiction of the courts located in Amravati, Maharashtra, India. You hereby consent to the personal jurisdiction of such courts.