Terms & Conditions

1. Definitions

“Contact Convoy”, “we”, “us”, or “our” means the operator of the Contact Convoy mobile application, website, and related APIs (the “Service”).

“You” or “Customer” means the individual user or the company (organisation) that registers for the Service.

“Company Account” means a B2B tenant where employees of one organisation share scanned business-card data under one admin.

“Card Credit” means one unit of allowed usage when a business card is successfully saved to your Company Account through our servers (see Section 2). Card Credits work like usage credits or tokens in AI tools — each plan includes a monthly allowance; extra usage may require an upgrade or top-up.

“AI Feature” means any function that sends content to third-party artificial intelligence providers (e.g. OCR correction, company intelligence, visit planning) including Google Gemini, Groq, or similar services.

2. Card Credits & monthly usage limits

2.1 Company plans (price per company, not per user)

Subscriptions are sold per company. All employees share one Card Credit pool and one team-member allowance for the billing period.

2.2 How Card Credits are counted

• Counted: A successful new save via /cards/scan (or equivalent) that increments your company’s monthly scan counter.
• Not counted: Duplicate detection that returns an existing card; idempotent retries of the same offline scan; local-only OCR on your phone before save.
• Reset: Card Credits reset at the start of each billing cycle (monthly, quarterly, or yearly plan as applicable). Unused credits do not roll over unless we publish a promotion stating otherwise.
• Display: Your remaining allowance is shown in the app and/or admin dashboard. When you reach 80%, we may send a warning; at 100%, new saves may be blocked until you upgrade, purchase a top-up pack, or the next cycle begins.

2.3 Plan allowances (fixed — part of these Terms)

By subscribing or using a paid plan, you agree to the Card Credit limits below for each billing cycle.

Quarterly and yearly billing apply the discounts shown on our pricing page. Card Credit limits apply per calendar billing period and do not roll over.

2.4 Top-up packs

You may purchase additional Card Credits (top-up packs) without changing your base plan at ₹0.40 (forty paise) per Card Credit, unless we publish a different rate on the pricing page. Example packs: 50 credits = ₹20; 100 = ₹40; 250 = ₹100.

Top-up credits apply to the current billing period unless stated otherwise at purchase. Top-ups are non-refundable once applied.

2.5 Team member limits

Each plan allows a maximum number of active user accounts (admin, co-admin, employee) per company. Adding a user beyond the limit requires upgrading the plan. Business tier may list “unlimited” users subject to fair use — we may contact you if usage threatens platform stability.

2.6 Fair use

Card Credits are for normal business-card scanning by humans in your organisation. You must not automate bulk scraping, resell Card Credits, or use the Service to process unrelated image datasets. We may throttle or suspend accounts that abuse quotas or threaten platform stability.

3. AI features & third-party limits

AI Features rely on external providers with their own rate limits (requests per minute/day, tokens per minute, etc.) — similar to how ChatGPT or other AI tools limit messages per hour.

• We do not guarantee uninterrupted AI availability. During high demand, exhibitions, or provider outages, AI Features may be slow, unavailable, or routed to alternate models.
• “Fix with AI” and similar tools may fail with HTTP 429 (rate limit) or quota errors. You agree we are not liable for such failures if we act reasonably to restore service.
• If you provide your own Bring Your Own Key (BYOK) API key, usage is billed by your provider; our Card Credit limits may still apply to saves on our platform. You are responsible for compliance with your provider’s terms.
• AI output may be inaccurate. You must review all extracted names, phone numbers, and emails before relying on them for business or legal purposes.

4. Accounts, company approval & eligibility

• Registration requires a valid company domain email (personal domains such as Gmail may be rejected).
• Company Accounts may remain in pending approval until we verify your organisation. We may approve or reject registrations at our sole discretion.
• You are responsible for all activity under your Company Account, including actions by employees you invite.
• You must be at least 18 years old and authorised to bind your company to these Terms.

5. Acceptable use

You agree not to:

• Violate any applicable law, including India’s IT Act, DPDP Act (where applicable), and anti-spam rules when sending thank-you or marketing emails;
• Upload unlawful, defamatory, or infringing content;
• Attempt to bypass Card Credit limits, authentication, or rate limits;
• Reverse engineer, scrape, or overload our APIs;
• Share login credentials outside your organisation.

6. Subscriptions, billing & refunds

• Paid plans are billed per company on a monthly, quarterly, or yearly basis through our payment partner (e.g. Razorpay). Team size is limited per plan (see §2.5).
• Prices shown on our website may include promotional “sale” pricing with a higher MRP displayed for comparison. We may change prices for new subscriptions with notice on the website or app.
• Auto-renewal: Subscriptions renew automatically unless cancelled before the renewal date.
• Refunds: Except where required by law, subscription fees and top-up packs are non-refundable once the billing period has started or credits have been applied. If you believe you were charged in error, contact us within 7 days.
• Failure to pay may result in downgrade to Free, loss of features, or suspension after a reasonable grace period.

7. Your data & content

• You retain ownership of business-card data and content you submit. You grant us a limited licence to host, process, and display it solely to operate the Service.
• You represent that you have a lawful basis to collect and store contact data (e.g. consent or legitimate business interest at trade events).
• You may request export or deletion of your Company Account data as described in our Privacy Policy.
• We do not sell your contact database to third parties.

8. Disclaimers

The Service is provided “as is” and “as available.”

To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that:

• OCR or AI extraction will be 100% accurate;
• The Service will be uninterrupted, secure, or error-free;
• Exhibition directories or third-party data are complete or current;
• Any particular number of Card Credits or AI requests will succeed in a given period.

9. Limitation of liability

To the maximum extent permitted by applicable law in India:

• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost leads, lost business, or reputational harm, even if we were advised of the possibility.
• Our total aggregate liability for all claims arising from or related to the Service in any 12-month period shall not exceed the greater of: (a) ₹5,000; or (b) the amount you paid us for the Service in that period.
• These limits apply to the extent permitted by law and do not limit liability for fraud, wilful misconduct, or death/personal injury caused by negligence where such limitation is prohibited.

10. Suspension & termination

We may suspend or terminate your access immediately if you breach these Terms, abuse Card Credits, pose a security risk, or fail to pay. You may cancel your subscription through the app or by contacting us. Upon termination, your right to use the Service ends; we may delete or retain data per our Privacy Policy and legal obligations.

11. Downtime, maintenance & service availability

Contact Convoy is hosted on cloud infrastructure and depends on third-party services (AI APIs, email, storage, payment). We do not guarantee 100% uptime.

• Planned maintenance: We may take the Service offline for updates, security patches, or database work. We will try to notify admins in advance when practical.
• Unplanned outages: Server failures, network issues, DDoS, or provider outages (e.g. Google Gemini rate limits, hosting faults) may occur without notice.
• No SLA compensation: Unless a separate written enterprise agreement says otherwise, we do not offer credits or refunds for downtime or degraded performance.
• Your responsibility during outages: Use offline scan queue features where available; retry saves when the Service returns. We are not liable for cards you could not sync during an outage if you did not use reasonable backup practices.

12. Data loss, backups & retention

• We perform reasonable technical measures to protect data, but data loss can still occur due to bugs, hardware failure, accidental deletion, account termination, or force majeure.
• You are responsible for maintaining your own backups (e.g. periodic Excel/CSV export where your plan allows).
• After account termination or prolonged non-payment, we may delete or anonymise data per our Privacy Policy and retention schedule.
• We are not liable for loss of business contacts, revenue, or opportunities resulting from lost or corrupted data, except where liability cannot be excluded by law.
• Deletion requests: verifiable requests from the Company Admin will be handled within 30 days where applicable under Indian law.

13. Changes to terms, limits & pricing

We may update these Terms, Card Credit allowances, AI rate limits, or pricing with reasonable notice (e.g. posting on this page and updating the “Last updated” date). Continued use after changes take effect constitutes acceptance. Material reductions to your paid Card Credits mid-cycle will not apply retroactively without your consent or a pro-rata remedy where required by law.

14. Governing law & disputes

These Terms are governed by the laws of India. Courts at Ahmedabad, Gujarat shall have exclusive jurisdiction, subject to mandatory consumer protections in your state if applicable.

Before filing suit, you agree to contact us at support@contactconvoy.in and attempt good-faith resolution for 30 days.

15. Contact

Contact Convoy — Legal & support
Email: support@contactconvoy.in
Phone / WhatsApp: +91 98989 96496
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