Terms & Conditions

These Terms and Conditions (the “Terms”) form a binding agreement between Samantrix Technologies (“Samantrix”, “we”, “us”) and the organisation that subscribes to our services (the “Customer”), together with anyone the Customer authorises to use those services (an “Authorised User”).

They cover the samantrix.galyan.in website, the Samantrix web application, our desktop applications for Windows, macOS and Linux, any mobile applications we release, and all associated APIs, documentation and support (together, the “Services”).

By subscribing to, accessing or using the Services you accept these Terms. If you are accepting on behalf of an organisation, you confirm you have authority to bind that organisation. If you do not accept these Terms, do not use the Services.

Where the Customer has signed a separate written order form, master services agreement or enterprise agreement with us, that document takes precedence over these Terms to the extent of any conflict.

Samantrix is provided to organisations. When a Customer subscribes we create a workspace — a virtual office containing that Customer’s floors, rooms, people and records.

• The Customer designates one or more administrators who manage Authorised Users, roles, permissions and workspace configuration.
• Accounts are personal to each Authorised User and must not be shared. The Customer is responsible for all activity under its workspace.
• Authorised Users must provide accurate registration information, keep credentials confidential, and notify us promptly at security@samantrix.com of any suspected unauthorised access.
• Authorised Users must be at least 16 years old, or the minimum age of digital consent in their jurisdiction if higher.
• The Customer must ensure its Authorised Users comply with these Terms, and remains responsible for their acts and omissions.

The Services are sold as a company subscription across the Starter, Growth and Enterprise tiers described on our pricing page. The specific tier, headcount band, term, fees and currency applicable to a Customer are set out in the order form or quotation agreed between us.

• Fees are quoted exclusive of taxes. The Customer is responsible for applicable sales, use, VAT, GST or withholding taxes.
• Unless the order form says otherwise, invoices are payable within 30 days of the invoice date.
• Subscriptions renew automatically for successive terms of the same length unless either party gives written notice of non-renewal at least 30 days before the end of the current term.
• If the Customer exceeds the headcount band for its tier, we will contact the Customer to move to the appropriate tier, with fees pro-rated from the date of the change.
• We may revise fees at renewal on at least 45 days’ written notice before the renewal date.
• Late payments may accrue interest at the lower of 1.5% per month or the maximum permitted by law, and we may suspend the Services after reasonable notice of continued non-payment.

Except where required by law or expressly stated in an order form, fees are non-refundable and subscriptions cannot be cancelled mid-term.

The Services host live conversation, video and workplace records. The Customer and its Authorised Users must not:

• Use the Services to store, transmit or broadcast unlawful, defamatory, harassing, hateful, obscene or infringing material.
• Record any meeting, call or conversation in breach of applicable recording, wiretapping or privacy law, or without the notice and consent those laws require.
• Upload malicious code, attempt to gain unauthorised access to the Services or another workspace, or interfere with the integrity or performance of the platform.
• Reverse engineer, decompile or attempt to derive source code from the Services, except to the extent that restriction is prohibited by law.
• Resell, sublicense, white-label or provide the Services to third parties as a service bureau, unless expressly permitted in writing.
• Use automated means to scrape or extract data beyond the documented API and its published rate limits.
• Use the Services to conduct covert monitoring of employees in a manner that breaches applicable employment or privacy law in the relevant jurisdiction.

We may suspend access where we reasonably believe continued use poses a security risk, breaches this section, or exposes us or other customers to legal liability. Where practicable we will give notice first and restore access once the issue is resolved.

Ownership. The Customer retains all right, title and interest in the data, messages, recordings, files, layouts and other content it or its Authorised Users submit to the Services (“Customer Data”). We claim no ownership over it.

Licence to operate. The Customer grants us a non-exclusive, worldwide licence to host, copy, transmit, process and display Customer Data solely to provide, secure, maintain and support the Services, and as otherwise instructed by the Customer.

Responsibility. The Customer is responsible for the accuracy and legality of Customer Data, for having the rights necessary to submit it, and for meeting any notice or consent obligations it owes to its own employees — including in relation to attendance records and meeting recordings.

Handling. Our processing of personal data is described in the Privacy Policy, and, where applicable, in a data processing agreement executed between us.

The Services, including all software, 3D assets, office templates, avatars, designs, documentation, trademarks and the Samantrix name and logo, are owned by us or our licensors and protected by intellectual property law.

Subject to these Terms and payment of applicable fees, we grant the Customer a non-exclusive, non-transferable, revocable right to access and use the Services during the subscription term for its internal business purposes.

All rights not expressly granted are reserved. If you send us feedback or suggestions, we may use them without restriction or obligation to you, and doing so will not affect your ownership of Customer Data.

The Services can connect to third-party systems the Customer chooses to enable, such as Git hosting providers, identity providers, calendars and payroll systems. Those connections are made at the Customer’s direction and using credentials the Customer supplies.

• Third-party services are governed by their own terms, and we are not responsible for their availability, security or content.
• Enabling an integration authorises us to exchange the data necessary for it to function, within the scopes the Customer approves.
• The Customer may disconnect an integration at any time from the admin console, which revokes our stored tokens for it.

We aim to keep the Services continuously available and publish uptime targets by tier on the pricing page. Contractual service level commitments, where offered, are set out in an order form or service level agreement.

• We may perform scheduled maintenance, and will give advance notice of maintenance we expect to be disruptive.
• We may modify, add to or discontinue features. We will not materially degrade the core functionality of a paid subscription during its term without notice and a reasonable alternative.
• Beta, preview and early access features are provided as-is, may change or be withdrawn, and are excluded from any service level commitment.

Each party may receive non-public information from the other that is marked confidential or would reasonably be understood to be confidential. The receiving party will use it only to perform under these Terms, protect it with at least reasonable care, and disclose it only to personnel and advisers bound by similar obligations.

These obligations do not apply to information that is or becomes public without breach, was already lawfully known, is independently developed, or is lawfully received from a third party. A party may disclose confidential information where required by law, giving prompt notice where legally permitted.

We warrant that we will provide the Services with reasonable skill and care and in accordance with the documentation, and that we will not materially decrease the security protections of the Services during a subscription term.

Except as expressly stated, and to the maximum extent permitted by law, the Services are provided “as is” and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Services will be uninterrupted, error-free, or that they will meet every requirement of the Customer.

Samantrix is a workplace collaboration tool. It is not a system of record for payroll, statutory time-keeping or legal compliance, and the Customer remains responsible for verifying any data it relies on for those purposes.

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, goodwill or anticipated savings, however caused.

Each party’s total aggregate liability arising out of or relating to these Terms is limited to the fees paid or payable by the Customer for the Services in the twelve months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, a party’s indemnity obligations, the Customer’s obligation to pay fees, or any other liability that cannot lawfully be excluded.

We will defend the Customer against third-party claims alleging that the Services, as provided by us and used in accordance with these Terms, infringe that third party’s intellectual property rights, and will pay damages finally awarded or agreed in settlement.

The Customer will defend us against third-party claims arising from Customer Data, from the Customer’s use of the Services in breach of these Terms or applicable law, or from the Customer’s failure to give its own personnel any notices or obtain any consents required in relation to recordings or attendance records.

Each indemnity is conditional on the indemnified party giving prompt notice, reasonable cooperation and control of the defence to the indemnifying party.

Either party may terminate for material breach that remains uncured 30 days after written notice, or immediately if the other party becomes insolvent or enters an equivalent proceeding.

• On termination or expiry, the Customer’s right to access the Services ends and outstanding fees become due.
• For 30 days after termination, the Customer may export Customer Data through the admin console or request an export from us.
• After that period we will delete or anonymise Customer Data in accordance with our retention schedule and applicable law, except where retention is legally required.
• Sections relating to fees accrued, confidentiality, intellectual property, disclaimers, liability, indemnities and governing law survive termination.

Changes to these Terms. We may update these Terms from time to time. For material changes affecting an active subscription we will give at least 30 days’ notice by email or in-product notice. Continued use after the effective date constitutes acceptance.

Assignment. Neither party may assign these Terms without the other’s written consent, except to a successor in connection with a merger, acquisition or sale of substantially all assets.

Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.

Publicity. We will not use the Customer’s name or logo in marketing without prior written consent.

Entire agreement and severability. These Terms, with any order form and referenced policies, are the entire agreement between the parties. If any provision is held unenforceable, the rest remains in effect.

Governing law. These Terms are governed by the laws of India, and the courts of Bengaluru, Karnataka have exclusive jurisdiction, unless a signed order form specifies otherwise.

Contact. Questions about these Terms can be sent to legal@samantrix.com.