Pilot Terms - Draft

1. Service

SocietyLedgerApp provides software for housing societies and their authorized staff to manage flats, bills, payment references, receipts, reminders, and reports. The relevant society remains responsible for its instructions, records, payment decisions, and communications with residents. SocietyLedgerApp does not determine maintenance amounts or collect money on its own behalf.

2. Accounts and Authority

Users must provide accurate account information, protect their credentials, and use the service only for a society and role they are authorized to represent. By accepting these terms, the Society Secretary / Authorized Signatory warrants that he/she is duly authorized by the Managing Committee / Association to onboard the society and share Resident Data for billing workflows.

Administrators may manage access within their own society and are responsible for activity performed through accounts they control.

3. Data Protection - DPDP Act 2023 Compliance

a) Roles: For purposes of the Digital Personal Data Protection Act, 2023, the Society is the Data Fiduciary and SocietyLedgerApp is the Data Processor.

b) Purpose Limitation: SocietyLedgerApp will process Resident Data (name, flat no, phone, email, bill history) only on the instructions of the Society and only for providing billing, receipt, reminder, support, and reporting features.

c) Consent Warranty: Society warrants that it has obtained required consent from residents for sharing their data with SocietyLedgerApp and the applicable channel-specific opt-ins for transactional service communications.

d) No Independent Use: SocietyLedgerApp will not use Resident Data for its own marketing or sell it to third parties.

e) Security: Sensitive Resident Data is encrypted at rest using AES-256-GCM, protected in transit using TLS, and subject to role-based access controls and audit logging. Core application data is stored through Supabase services configured for India. Communication providers may process delivery data under their applicable terms and privacy documentation.

f) Data incidents: SocietyLedgerApp will notify the affected Society of a personal data incident without undue delay, subject to applicable law.

4. Support Access Model

SocietyLedgerApp does not access Society data for routine operations. Resident Data is private to the Society.

Support access is exception-only and requires a Society support ticket or incident, a valid Ticket ID and recorded reason, authorization for the specific Society, a time-bound grant, and audit logging. The standard grant is 2 hours; the support workflow can authorize grants up to 72 hours. Active grants may be revoked. Views are masked by default unless full view is strictly required to resolve the ticket.

5. Service Communications

Bills and receipts are sent through the channel selected by the Society during onboarding using the sender configuration available for that channel. The Society is responsible for maintaining applicable resident consent and channel-specific opt-in records. SocietyLedgerApp sends transactional society-workflow messages, not promotional spam, and applies applicable channel controls.

6. Acceptable Use

Users must not bypass access controls, upload unlawful or defamatory content, use Resident Data for purposes unrelated to Society management, attempt to reverse engineer the Platform, or use the service to harass residents.

7. Data Retention and Deletion

Society data is retained while the account is active. On termination, the Society has a 30-day export window. Some records are retained longer under applicable legal, accounting, security, or operational retention requirements; approved receipt documents may be retained for up to 8 years and audit logs for 1 year. Records are securely deleted or anonymized when the applicable retention period ends.

8. Changes and Support

Service features and these Pilot Terms may change when reasonably necessary. Material changes will be presented with a new version for review. For support and grievance contact, email support@societyledgerapp.com.

9. Liability, Indemnity, and Governing Law

9.1 Platform role. SocietyLedgerApp processes information and instructions provided by the Society and its authorized staff to generate records, bills, receipts, reminders, and reports. We do not independently determine or verify maintenance amounts, interest, penalties, due dates, payment approvals, or Society decisions. The Society remains responsible for the accuracy and legality of its data, bills, approvals, and communications.

9.2 No financial or dispute role. SocietyLedgerApp is not a bank, payment gateway, auditor, or legal advisor, and does not hold Society funds. We are not a party to disputes between the Society and its residents, members, tenants, or vendors concerning dues, payments, facilities, or governance.

9.3 Service basis. To the extent permitted by applicable law, the Platform is provided on an as-is and as-available basis, without implied warranties.

9.4 Excluded damages. To the extent permitted by applicable law, SocietyLedgerApp will not be liable for indirect, incidental, special, punitive, or consequential damages, or for lost profits, business opportunities, or anticipated savings. Any exclusion relating to data loss or corruption remains subject to liability that cannot legally be excluded.

9.5 Liability cap. To the extent permitted by applicable law, the total aggregate liability of SocietyLedgerApp and its founders, directors, and employees, collectively, for claims arising from these Terms or use of the Platform will not exceed fees actually paid by the Society to SocietyLedgerApp in the three months immediately before the first event giving rise to the claim. Claims arising from the same event will be treated together for this cap. This cap does not apply to liability that cannot legally be limited.

9.6 Society indemnity. The Society will indemnify SocietyLedgerApp against third-party claims to the extent they arise from inaccurate data or instructions supplied by the Society, the Society's failure to obtain legally required resident consent or communication opt-ins, or the Society's unlawful use of the Platform. This does not apply to the extent a claim is caused by SocietyLedgerApp's own breach of these Terms or unlawful conduct. The Society must be notified promptly of a claim, may control its defense with reasonable cooperation, and may not settle it in a way that imposes an admission or obligation on SocietyLedgerApp without our written consent.

9.7 Governing law and disputes. These Terms are governed by the laws of India. The parties will first attempt in good faith to resolve a dispute through discussion for 15 days after written notice. They may then attempt mediation with a mutually agreed mediator. Either party may seek urgent interim relief where necessary. Subject to applicable law, courts at Hyderabad, Telangana will have exclusive jurisdiction.

Acceptance

I am duly authorized by the Managing Committee to accept on behalf of the Society and share Resident Data.

I warrant that the Society has obtained required resident consent and applicable channel-specific opt-ins for service communications.

I understand SocietyLedgerApp is a record-keeping platform and that the Society remains responsible for its data, bills, approvals, and financial decisions.

I HAVE REVIEWED AND ACCEPT THIS PILOT TERMS DRAFT (2026-09-29-v3).