Terms of Service

Corepilott is operated by [to fill: legal entity name], a company registered in India at [to fill: registered office address](“we”, “us”). These terms govern the Corepilott service — the web application, its API, the portals, and this website (together, the “Service”).

“You” means the company on whose behalf a workspace is created (the “Customer”). “Users” are the people you give access to: your employees, and the clients, vendors, candidates and auditors you invite to a portal. By creating a workspace you confirm that you are authorised to bind the Customer to these terms.

The Privacy Policy, the Refunds and cancellation policy and, where signed, the Data processing agreement form part of this agreement. If they conflict, a signed data processing agreement wins on data matters, and these terms win on everything else.

A workspace is created by one person with a work email address, who becomes its first administrator. You are responsible for keeping the details on the account accurate, for everything done in your workspace by your Users, and for keeping passwords and sign-in tokens confidential. Tell us at once at hello@corepilott.com if you believe an account has been compromised.

Your administrators decide who may see what inside the workspace, using the roles and scopes the product provides. We do not set those for you and cannot override them on your behalf.

The Service is sold to companies. A person may not hold an account as a consumer, and nobody under 18 may be an account holder.

You may use the Service only for your own business, and you agree not to:

• use it for anything unlawful, or store data you have no right to hold;
• resell, sublicense or rent access to it, or offer it to third parties as a service;
• copy, reverse-engineer or attempt to extract its source code, except where law allows;
• probe, scan or test its security, or try to reach another customer’s data, without our written permission;
• upload malware, or send unsolicited or unlawful mail through it;
• access it by automated means other than the API on a plan that includes one, within the published limits;
• share one User’s login between several people to avoid paying for seats.

If we believe you have breached this clause we will tell you and give you a reasonable time to put it right, unless the breach is putting other customers, the Service or the law at risk, in which case we may suspend the workspace first and explain immediately afterwards.

The Service is sold per seat per month. A seat is an active account held by a person who works at your company. Portal accounts for clients, vendors, candidates and auditors are free and do not count. Each plan has a seat minimum and a seat ceiling, and the modules it includes; all of this is shown on the pricing page and on your workspace’s organisation screen.

A new workspace starts as a trial. Nothing is charged during the trial, no payment instrument is taken, and the trial ends on the date shown in your workspace. When it ends you choose a plan and pay, or the workspace is suspended under clause 7 and then closed under clause 9.

Disabling a User’s account frees the seat. The record stays, because the audit trail refers to it, and it is not billed.

Subscriptions are billed monthly in advance, in Indian rupees, plus GST at the rate in force. We issue a tax invoice for every charge, to the GSTIN and billing address you give us; keep them current, because an invoice raised on wrong details cannot always be reissued.

The amount for a month is your billable seats — the number of active employee accounts on the billing date, or the plan minimum if that is higher — multiplied by the plan’s per-seat price. The organisation screen shows this figure before the invoice does.

A subscription renews automatically each month until you cancel it under clause 8. Moving to a higher plan takes effect at once, and the difference for the rest of the current month is charged then. Moving to a lower plan takes effect from the next renewal.

Enterprise plans are quoted and invoiced under a separate written order, which prevails over this clause where it says something different.

We may change the per-seat price or the seat minimum of a plan. We will give you at least 30 days’ notice by email to your account address, and the new price applies from the first renewal after that notice period ends. If you do not want to continue at the new price, cancel before that renewal and the old price applies to the end of your current month.

If a payment fails or an invoice is not paid on its due date, we tell you by email and retry the charge. You then have a grace period of 14 days from the due date. During it your workspace keeps working.

If the amount is still unpaid when the grace period ends, we may suspend the workspace: Users cannot sign in, and nothing is deleted. Paying the outstanding amount reinstates it. If it stays unpaid for 60 days after suspension we may terminate under clause 8, and the data return window in clause 9 then starts.

You may cancel at any time from the organisation screen or by email. Cancellation takes effect at the end of the month already paid for; access continues until then, and no further charge is made. Refunds are governed by the Refunds and cancellation policy.

We may terminate this agreement if you materially breach it and do not put the breach right within 15 days of our written notice, or at once if the breach is unlawful use, a threat to the security of the Service or of other customers, or non-payment beyond the period in clause 7. Either party may terminate at once if the other becomes insolvent or ceases to trade.

We may also withdraw the Service altogether on 90 days’ notice, in which case we refund any amount paid for the period after withdrawal.

For 30 days after termination or expiry, your administrator can sign in for the sole purpose of exporting your data, and every module offers an export in an open format (CSV or JSON, with files as they were uploaded). Ask us if you need help with it.

After that window we delete your workspace data within a further 60 days, and it leaves our backups as those roll off, within 30 days more. We keep only what tax and company law require us to hold about our own dealings with you — our invoices to you, and our own audit records — for as long as that law requires.

Everything you and your Users enter, upload or generate in your workspace (“Customer Data”) belongs to you. We process it only to provide the Service to you, on your instructions, as described in the Privacy Policy. We do not sell it, use it for advertising, share it between customers, or use it to train any model.

Under the Digital Personal Data Protection Act, 2023 you are the Data Fiduciary for the personal data of your employees, candidates, clients and vendors held in your workspace, and we are your Data Processor. You are responsible for having a lawful basis and for giving those people the notices the law requires; we are responsible for processing only as you instruct and for the safeguards described in the Privacy Policy and the Data processing agreement.

We use commercially reasonable efforts to keep the Service available around the clock and to fix faults promptly. We do not promise a particular uptime percentage unless an Enterprise order says so in writing. We tell you in advance about planned maintenance and try to schedule it outside Indian working hours.

Support is by email. Our staff cannot see inside your workspace unless your administrator turns on support access, which is off by default, read-only, expires after 60 minutes, requires a stated reason, and is written into your own audit trail.

We separate each customer’s data at the database level, log every write to an audit trail the application cannot edit, encrypt data in transit, and take backups that we practise restoring. The measures are described on the security page. If we become aware of a breach of security affecting your data we will tell you without undue delay, and in any case within the time the law requires.

Each of us will keep the other’s confidential information — anything marked confidential or that a reasonable person would treat as such, which for you includes all Customer Data — secret, use it only for this agreement, and share it only with staff and advisers who need it and are bound to keep it confidential. This does not apply to information that is public, already lawfully known, or independently developed, or that a court or regulator requires to be disclosed, in which case the receiving party tells the other first where the law allows. This clause survives for three years after the agreement ends, and for Customer Data for as long as we hold it.

The Service, its software, design and documentation are ours or our licensors’. You get a non-exclusive, non-transferable right to use it for the term of your subscription, and nothing else is transferred. Templates, documents, reports and exports you create with it are yours. If you send us suggestions we may use them without owing you anything.

Beyond what these terms say, the Service is provided as it is. It calculates GST, provident fund, ESI, professional tax and TDS from rates and rules you configure; it is not tax, legal or accounting advice, and you remain responsible for the accuracy of your configuration and for every filing and payment to any authority. We do not warrant that the Service will be uninterrupted or error-free.

Neither party is liable to the other for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss, however it arises.

Our total liability to you under or in connection with this agreement, in any 12-month period, is capped at the fees you paid us in the 12 months before the event giving rise to the claim.

Nothing in this clause limits liability for fraud, wilful misconduct, gross negligence, death or personal injury, or your obligation to pay fees, or anything that cannot be limited under Indian law.

You will indemnify us against third-party claims arising from Customer Data or from your use of the Service in breach of these terms. We will indemnify you against third-party claims that the Service, used as permitted, infringes their intellectual property in India, provided you tell us promptly and let us handle the defence. Clause 16 does not apply to these indemnities.

We may update these terms. For a material change we give at least 30 days’ notice by email and show the change in the product; it applies from the first renewal after that period. If you do not accept it, cancel before that renewal. Continuing to use the Service after the change takes effect is acceptance of it.

This agreement is governed by the laws of India. Before starting proceedings, each party agrees to raise the dispute with the other in writing and to try in good faith to resolve it within 30 days. The courts at [to fill: city of the registered office] have exclusive jurisdiction over any dispute that is not resolved.

• These terms, the documents in clause 1, and any Enterprise order are the whole agreement between us and replace earlier discussions.
• Notices are sent by email: to you at your account address, to us at hello@corepilott.com.
• Neither party may assign this agreement without the other’s consent, except to a successor to its whole business.
• Neither party is liable for delay caused by events beyond its reasonable control, other than for payment.
• If a clause is found unenforceable the rest stand, and a failure to enforce a clause is not a waiver of it.