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Service agreement

Terms of Service

These terms explain how coaching and tuition institutes may use SmartHisaab Education, what the institute remains responsible for and how subscriptions, access and records are handled.

Effective 23 July 2026 · Last revised 25 August 2026

SmartHisaab Education (the “Service”) is developed and operated by Swayam Digital Systems, a sole proprietorship of Sitanshu Panda. In these Terms, “we”, “us” and “our” refer to Swayam Digital Systems. By using the Service, an institute agrees to these Terms.

1. What the Service is

  • Admissions, student and guardian records, batches, attendance, academics and assessments
  • Fee invoices, instalments, payment records, balances, reminders and receipts
  • Institute-authorised operational communication with delivery history
  • Staff, department, reporting, audit, administration and subscription-billing surfaces
  • Separate Owner, Admin, Teacher and Student access appropriate to each role

2. Accounts and access

  • Access is provided through credentials issued for an institute and its authorised users.
  • The institute is responsible for keeping issued credentials secure and ensuring only authorised personnel use them.
  • Actions performed using valid access may be attributed to the institute or account concerned, subject to applicable law.
  • The institute must promptly contact support@smarthisaab.in if credentials may be compromised. We may revoke sessions, credentials or access where necessary for security.

3. The institute's responsibilities

  • Accuracy: admissions, student, guardian, staff, academic and money records entered or approved by the institute must be correct.
  • Notice and authority: the institute must have a lawful basis to place personal data in the Service and send operational messages to the contacts it provides.
  • Lawful use: the Service may be used only for legitimate institute operations—not unrelated marketing, spam, unlawful profiling or messaging people with no relevant relationship.

4. Messaging

Messages are delivered through the WhatsApp Business Platform operated by Meta. Delivery depends on factors outside our control, including the recipient's network, device, WhatsApp availability and platform rules. Messages may be delayed or fail; the institute should review available delivery status and must not use the Service as its only channel for legally significant notices.

5. Payments between students, guardians and institutes

Current position: SmartHisaab is a record-keeper, not the processor of student-fee money. Fees are paid directly to the institute using the institute's methods. PhonePe is the selected future online-fee provider, but no gateway checkout is live until merchant approval, disclosures, production integration and the settlement model are complete. Current disputes about student fees, refunds, classes or discounts remain between the institute and the payer.

6. Service fees, trials and suspension

  • New institutes receive a 45-day full-feature trial beginning when the invited Owner activates the account. No payment details are required and no automatic charge is made at the end.
  • The standard subscription is ₹10 per active student per month, subject to a ₹499 monthly minimum. The billing calculation shows headcount, rate and whether the minimum applies. See Pricing.
  • We may suspend access for non-payment, misuse of messaging or a security concern. Suspension may revoke active sessions and restrict account access.
  • A suspended institute's data may be retained while the issue is resolved. Closure and deletion are described in the Privacy Policy.

7. Availability and support

We aim to keep the Service available and reliable, but it is provided on a best-effort basis without a guaranteed uptime level. Planned maintenance and occasional interruptions can occur. See Support for official assistance routes.

8. Intellectual property

The Service, its design and software are the property of Swayam Digital Systems. The institute retains its rights in the data it supplies; we process that data to run the Service as described in the Privacy Policy.

9. Limitation of liability

The Service is provided “as is”. To the maximum extent permitted by law, we are not liable for indirect or consequential losses, including fee disputes, missed collections or losses caused by undelivered messages. Our total liability for a claim is limited to the amount the institute paid us for the Service in the three months before the claim arose.

10. Changes and termination

  • We may update these Terms. Material changes will be reflected on this page with a new revision date.
  • An institute may stop using the Service and request account closure at any time. See the Cancellation & Refund Policy.

11. Governing law

These Terms are governed by the laws of India. Courts at Jharsuguda, Odisha have jurisdiction over disputes, subject to applicable law.

12. Contact

Swayam Digital Systems, a sole proprietorship of Sitanshu Panda · UDYAM-OD-19-0176589 · Odisha, India.

Formal legal notices: legal@smarthisaab.in
Service assistance: support@smarthisaab.in
Billing and refund enquiries: billing@smarthisaab.in
Phone: +91 80938 03809