Terms & Conditions

1 Definitions

• “VC HotelDesk”, “Platform” or “Service” means the hotel management software provided by Vaishno Codex.
• “We”, “Us” or “Our” means Vaishno Codex.
• “User”, “You” or “Customer” means the individual or organisation registering for or using VC HotelDesk.
• “Hotel Account” means the workspace created for managing a hotel or hospitality property.
• “Authorised User” means an owner, manager, receptionist, accountant, restaurant employee, kitchen user, housekeeping user or other person authorised by the hotel.
• “Subscription” means a trial, monthly or yearly plan that permits access to the Platform.

2 Eligibility

You must be legally capable of entering into a binding agreement and authorised to act for the hotel or business being registered.

VC HotelDesk is intended for business use by hotels, guest houses, resorts and other authorised hospitality establishments. It is not intended for direct use by children.

3 Account registration

You must provide accurate, current and complete information during registration and hotel setup. You are responsible for keeping account and business details updated.

You are responsible for:

• Protecting your username, password and login credentials.
• Restricting access to authorised staff members.
• Assigning appropriate roles and permissions.
• Removing access when a staff member leaves or no longer requires access.
• Informing us promptly about suspected unauthorised access.

4 Email verification and communication

You may be required to verify your email address before accessing the Platform. You agree to receive essential messages relating to verification, security, password resets, subscriptions, payments, support and service updates.

You are responsible for maintaining access to the registered email address and keeping it accurate.

5 Permitted use

Subject to these terms and an active subscription, we grant you a limited, non-exclusive, non-transferable right to use VC HotelDesk for lawful hotel operations.

Available functionality may include:

• Hotel, room and room-type management.
• Guest registration and booking management.
• Check-in, check-out and room assignment.
• Invoice, payment and receipt generation.
• Restaurant POS, KOT and room-service management.
• Staff, housekeeping and role management.
• Expenses, cash closing and accounting reports.
• Support and help-centre functionality.

Features may vary according to your selected plan, usage limits and product version.

6 Prohibited activities

You must not:

• Use the Platform for unlawful, fraudulent or misleading activities.
• Enter information that you are not authorised to collect, store or process.
• Share accounts or credentials with unauthorised persons.
• Attempt to access another hotel’s information.
• Bypass subscription limits, roles, permissions or security controls.
• Introduce malware, harmful code or automated attacks.
• Probe, scan or test the Platform for vulnerabilities without written permission.
• Copy, reverse-engineer, resell or commercially exploit the Platform except under a separate written agreement.
• Use the Service in a manner that could damage, overload or disrupt its operation.

7 Plans and subscriptions

Access to VC HotelDesk may be provided through a free trial, monthly subscription or yearly subscription. Plan names, prices, AMC, limits and included features will be displayed before purchase.

A subscription applies to the hotel account for which it was purchased and may not be transferred without our approval.

We may introduce, modify or discontinue plans and features. Changes affecting an existing paid subscription will normally apply from its next billing or renewal period unless an immediate change is required for security, compliance or legal reasons.

8 Free trial

Where available, eligible users may receive a 28-day trial for supported plans. A trial is intended to evaluate the Platform before purchasing a paid subscription.

Trial eligibility may be limited to one trial per user, hotel, business, email address, phone number, device or related account.

We may refuse, suspend or terminate a trial where we reasonably suspect duplication, misuse, fraud or violation of these terms.

When a trial expires, access to subscription-protected features may be restricted until a paid subscription is activated.

9 Payments, taxes and AMC

Subscription payments may be processed through an authorised third-party payment gateway. You must provide accurate billing details and complete any authentication required by the payment provider.

Applicable plan charges, AMC, GST or other taxes will be displayed during purchase or on the subscription invoice.

A subscription is activated only after successful payment verification, unless we have expressly approved manual or promotional activation.

Failed, pending, reversed or disputed payments may result in delayed activation or suspension of the subscription.

10 Renewal and expiry

Unless automatic renewal is expressly enabled and disclosed, you must renew the subscription before its expiry date.

We may send expiry or renewal reminders, but you remain responsible for renewing the subscription on time.

After expiry, access to some or all operational features may be restricted. We may continue to provide limited access necessary for renewal, account management or lawful data export.

11 Hotel and customer data

As between you and Vaishno Codex, you retain ownership of the hotel information and business records you lawfully enter into VC HotelDesk.

You grant us permission to host, process, back up and transmit that information only as reasonably necessary to provide, secure and improve the Service or comply with applicable requirements.

You are responsible for:

• Accuracy of guest, booking, tax and financial information.
• Having authority to collect and process personal information.
• Obtaining required notices, consent or permission.
• Correctly configuring GST, SAC, prices, taxes and invoice details.
• Maintaining any additional records required by applicable law.

12 Invoices and accounting information

VC HotelDesk provides software tools for generating invoices, receipts, reports, journals and calculations using the information and configuration supplied by the hotel.

You must independently verify tax rates, GST treatment, SAC codes, invoice particulars, account balances and reports before relying on or submitting them.

13 Backups and exports

We may maintain technical backups as part of operating the Service. Backups are intended for system recovery and are not guaranteed to function as a permanent archive for individual customers.

You should periodically download or maintain copies of important invoices, reports and legally required records.

14 Availability and maintenance

We aim to provide reliable access, but continuous, uninterrupted or error-free availability is not guaranteed.

Access may be affected by:

• Scheduled maintenance and software updates.
• Hosting, internet or payment gateway interruptions.
• Security incidents or emergency maintenance.
• Events outside our reasonable control.

Where reasonably possible, significant planned maintenance may be communicated in advance.

15 Support

Support may be provided through support tickets, email, phone or other available channels. Response times may depend on the selected plan, issue priority and support availability.

You must provide sufficient and accurate information to help us investigate an issue. You must not include passwords, OTPs, UPI PINs, card CVVs or other secret credentials in support messages.

16 Intellectual property

VC HotelDesk, its source code, design, branding, documentation, logos and platform functionality are owned by or licensed to Vaishno Codex.

These terms do not transfer ownership of the Platform or its intellectual property to you. You may not use the Vaishno Codex or VC HotelDesk name and branding in a misleading manner.

17 Suspension and termination

We may restrict or suspend access where reasonably necessary because of:

• Non-payment or subscription expiry.
• Violation of these terms.
• Fraudulent, abusive or unlawful activity.
• A security risk to the Platform or other users.
• A lawful request from a court, regulator or authority.

Where appropriate, we may provide an opportunity to resolve the issue before permanent termination. Serious security, fraud or legal issues may require immediate action.

18 Third-party services

The Platform may depend on third-party services such as hosting providers, email delivery systems and payment gateways.

Your use of a third-party service may also be governed by that provider’s terms. We are not responsible for failures caused solely by an independent third-party service outside our reasonable control.

19 Disclaimer

The Platform is provided on an “as available” basis, subject to applicable law. We do not guarantee that every feature will meet every hotel’s individual business, accounting, tax or legal requirements.

You are responsible for reviewing outputs and taking reasonable precautions before making operational, financial or compliance decisions.

20 Limitation of liability

To the extent permitted by applicable law, Vaishno Codex will not be liable for indirect, incidental, special or consequential losses resulting from use of or inability to use the Platform.

This may include loss caused by incorrect information entered by users, unauthorised credential sharing, third-party outages, failure to maintain exports or reliance on unverified reports.

Nothing in these terms excludes liability that cannot lawfully be excluded or limited.

21 Your responsibility

You are responsible for claims or losses resulting from unlawful data collection, misuse of the Platform, violation of these terms or violation of another person’s rights by you or your authorised users, subject to applicable law.

22 Changes to these terms

We may update these terms to reflect changes in the Service, pricing, security, business practices or applicable requirements.

Updated terms will be published with a revised date. Material changes may also be communicated through the Platform or registered email address.

23 Governing law and disputes

These terms are governed by the laws of India. Subject to applicable consumer rights and mandatory legal requirements, disputes will be subject to the competent courts having jurisdiction in Sirsa, Haryana.

Before starting formal proceedings, both parties should attempt to resolve the matter through written communication in good faith.

24 Contact information

Questions regarding these terms may be submitted using the following contact details: