Terms of Service

1. Acceptance of Terms

By accessing or using CSTrax ("the Platform"), a product of Wenvia Technologies ("Company", "we", "our", or "us"), you agree to be bound by these Terms of Service ("Terms"). These Terms constitute a legally binding agreement between you and Wenvia Technologies. If you are entering into these Terms on behalf of a company, firm, or other legal entity, you represent that you have the authority to bind such entity to these Terms. If you do not agree with any part of these Terms, you must not access or use the Platform.

2. Service Description

CSTrax is a multi-tenant Software-as-a-Service (SaaS) platform designed specifically for practicing Company Secretary (CS) firms in India. The Platform provides an integrated suite of tools including:

• Case Management: End-to-end lifecycle management of client engagements, including status tracking, assignment, SLA monitoring, and MCA filing assistance.
• Document Management: Secure upload, storage, versioning, and collaborative editing of firm and client documents with support for DOCX, XLSX, PPTX, and PDF formats.
• Client Collaboration: Dedicated client portal for document sharing, case status visibility, and e-signature workflows.
• Compliance Tracking: Automated compliance calendar, deadline reminders, penalty calculations, and regulatory filing schedules per the Companies Act, 2013 and allied regulations.
• HRMS: Employee management, leave tracking, payroll processing, TDS computation, and attendance records for CS firm staff.
• Invoicing & Billing: Professional invoice generation, recurring billing, payment tracking via Razorpay, and GST-compliant invoice formatting.
• E-Signature: Token-based electronic signature requests, audit trails, and secure document signing workflows.
• Time Tracking: Billable and non-billable hour logging, stopwatch functionality, and time-based billing reports.
• Analytics & Reporting: Dashboard metrics, workload analysis, revenue tracking, and exportable compliance reports.

The Platform is provided on a subscription basis and is accessible via modern web browsers. We reserve the right to modify, enhance, or discontinue any feature of the Platform with reasonable prior notice.

3. Account Registration and Security

Access to CSTrax is invitation-only. New firm accounts must be approved by platform administrators, and individual user accounts are created by the firm's Tenant Administrator. By registering for and using an account, you agree to the following:

• Accurate Information: You must provide accurate, current, and complete information during registration and keep your profile information up to date at all times.
• Password Requirements: Passwords must meet minimum security standards, including a minimum length of 8 characters with a combination of uppercase letters, lowercase letters, numbers, and special characters. Passwords are stored using industry-standard one-way hashing algorithms and are never stored in plaintext.
• Two-Factor Authentication (2FA): We strongly recommend enabling two-factor authentication on your account. Certain firm administrators may enforce 2FA as a mandatory requirement for all users within their organization. When enabled, 2FA adds an additional verification step using time-based one-time passwords (TOTP).
• Account Responsibility: You are solely responsible for all activity that occurs under your account. You must immediately notify us at support@cstrax.com if you suspect unauthorized access to your account.
• Email Verification: Your email address must be verified before you can access the Platform. Login attempts with an unverified email will be rejected.
• Session Security: Authentication is managed through HTTP-only secure cookies with JWT tokens. Sessions expire after a period of inactivity, and refresh tokens are rotated automatically for security.
• One Account Per Person: Each individual may maintain only one user account. Creating multiple accounts to circumvent restrictions or quotas is prohibited.

4. Subscription Plans and Payment

CSTrax offers the following subscription tiers, billed monthly per firm. All prices are in Indian Rupees (INR) and exclusive of applicable GST:

• Starter Plan — Rs. 499/month: Designed for solo practitioners and small firms. Includes up to 5 users, 2 GB document storage, 50 active cases, basic compliance tracking, email notifications, and standard support (business hours).
• Professional Plan — Rs. 1,499/month: Suited for mid-size CS firms. Includes up to 25 users, 10 GB document storage, 500 active cases, advanced compliance with penalty calculations, e-signature workflows, time tracking, HRMS module, priority email support, and API access.
• Enterprise Plan — Rs. 4,999/month: Built for large firms and multi-office practices. Includes unlimited users, 50 GB document storage (expandable on request), unlimited active cases, all Professional features plus custom compliance rules, white-label options, dedicated account manager, SLA-backed support (24-hour response), and custom integrations.

Additional storage beyond plan limits may be requested through the Platform's storage request workflow, subject to approval and additional charges. All payments are processed securely through Razorpay. We accept credit cards, debit cards, UPI, and net banking.

• Subscriptions automatically renew at the end of each billing cycle unless cancelled before the renewal date.
• Subscription fees are non-refundable, except where required by applicable consumer protection laws. Prorated refunds are not provided for mid-cycle cancellations.
• We reserve the right to modify subscription pricing with at least 30 days' advance written notice. Price changes take effect at the start of the next billing cycle following the notice period.
• Accounts with overdue payments exceeding 15 days may be suspended. Data will be retained for 90 days after suspension, after which it may be permanently deleted.
• Invoices and payment receipts are available for download from the Platform's Settings page.

5. Storage and Data

Documents and files uploaded to CSTrax are stored securely on Cloudflare R2 object storage infrastructure located in the Asia-Pacific (APAC) region. Each firm is allocated a storage quota based on their subscription plan:

• Starter: 2 GB per firm
• Professional: 10 GB per firm
• Enterprise: 50 GB per firm (expandable upon request)

Storage usage is calculated across all documents, attachments, and generated files associated with the firm. Firm administrators can monitor current usage from the Settings page. If a firm approaches or exceeds its storage quota, uploads will be blocked until additional storage is approved or existing files are removed.

• Firms may request additional storage through the Platform's built-in storage request workflow. Requests are reviewed and approved by platform administrators.
• Platform administrators may also set a storage override for specific firms, superseding the plan-based quota.
• Data Retention: Active account data is retained for the duration of the subscription. Upon account termination, data is retained for 90 calendar days to allow for export, after which all firm data, documents, and backups are permanently and irreversibly deleted.
• Backups: We perform automated daily database backups with encrypted storage. Document backups are maintained with redundancy through Cloudflare R2's built-in replication.

6. User Roles and Responsibilities

CSTrax implements a role-based access control (RBAC) system. Each user within a firm is assigned one of the following roles, which determines their permissions and capabilities:

• Tenant Administrator (TENANT_ADMIN): Full administrative control over the firm's account. Can manage users, configure settings, create and manage all cases, access billing information, manage compliance rules, run reports, and approve storage requests. Each firm must have at least one Tenant Administrator.
• Manager (TENANT_MANAGER): Can create and manage cases, assign work to team members, view team workload, access compliance dashboards, generate reports, and manage client communications. Managers cannot modify firm-level settings or billing information.
• User (TENANT_USER): Standard staff member who can view and work on assigned cases, upload documents, log time entries, submit leave requests, and update case statuses within permitted transitions. Cannot create cases or access administrative functions.
• Client (TENANT_CLIENT): External client with limited read access to their own cases and documents. Can view case status, download shared documents, submit documents for review, and sign documents through e-signature workflows. Cannot access other clients' data or internal firm operations.

All users are responsible for using the Platform in accordance with their assigned role. Attempting to access resources or perform actions beyond your assigned permissions constitutes a violation of these Terms. Tenant Administrators are responsible for ensuring that appropriate roles are assigned to their firm's users.

7. Acceptable Use

You agree not to:

• Use the Platform for any unlawful purpose or in violation of any applicable laws, including the Companies Act, 2013 and the Information Technology Act, 2000
• Upload malicious code, viruses, ransomware, or any harmful content to the Platform
• Attempt to gain unauthorized access to other firms' data, user accounts, or system infrastructure
• Interfere with or disrupt the Platform's infrastructure, services, or other users' access
• Reverse engineer, decompile, disassemble, or attempt to derive the source code of any part of the Platform
• Scrape, crawl, or use automated tools to extract data from the Platform without prior written authorization
• Share your account credentials with unauthorized individuals or allow multiple persons to use a single account
• Use the Platform to store or transmit content that infringes upon the intellectual property rights of any third party
• Circumvent or attempt to circumvent subscription limits, storage quotas, rate limits, or other usage restrictions
• Use the Platform in a manner that could damage, disable, overburden, or impair our servers or infrastructure

Violation of these acceptable use policies may result in immediate suspension or termination of your account without prior notice or refund.

8. Intellectual Property

The Platform, including its source code, design, user interface, features, logos, trademarks, documentation, and all related intellectual property, is and remains the exclusive property of Wenvia Technologies. You are granted a limited, non-exclusive, non-transferable, revocable license to use the Platform solely for its intended purpose during the term of your active subscription.

• Platform Templates: Document templates, compliance rule templates, service templates, and form templates provided within the Platform are the intellectual property of CSTrax. You may use these templates within the Platform for your firm's operations but may not redistribute, resell, or sublicense them.
• User Content: Documents, case data, client information, and other content created or uploaded by your firm remain your intellectual property. CSTrax does not claim ownership of user-generated content. We access your content only as necessary to provide, maintain, and improve the services.
• Feedback: If you provide suggestions, ideas, or feedback about the Platform, you grant us an irrevocable, royalty-free license to use such feedback for any purpose, including product improvement.
• Restrictions: You may not copy, modify, create derivative works from, distribute, sell, lease, or sublicense any part of the Platform or its documentation without our prior written consent.

9. Data Privacy and Security

We take the security and privacy of your data seriously. Our comprehensive security practices include:

• Encryption at Rest: All data stored in our PostgreSQL databases and Cloudflare R2 object storage is encrypted at rest using AES-256 encryption.
• Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2 or higher.
• Tenant Isolation: Each firm's data is logically isolated at the database level. All database queries are scoped by firm ID, ensuring that one firm's data can never be accessed by another firm. This isolation is enforced at the repository layer of the application.
• Access Controls: Role-based access control (RBAC) ensures users can only access resources appropriate to their role. API endpoints enforce authorization checks at both the controller and service layers.
• Audit Logging: Critical operations including login attempts, data modifications, document access, and administrative actions are logged with timestamps and user identification for audit trail purposes.
• GDPR-like Protections: Although primarily operating under Indian jurisdiction, we implement data protection practices aligned with GDPR principles, including data minimization, purpose limitation, storage limitation, and the right to erasure.

For complete details on how we collect, use, and protect your information, please refer to our Privacy Policy.

10. Service Level Agreement

We are committed to providing reliable and consistent access to the Platform. Our service level commitments are as follows:

• Uptime Target: We target 99.9% uptime for the Platform, measured on a monthly basis. This equates to no more than approximately 43 minutes of unplanned downtime per month.
• Scheduled Maintenance: Routine maintenance is performed during off-peak hours, typically between 01:00 AM and 05:00 AM IST on weekends. We will provide at least 48 hours' advance notice for scheduled maintenance through in-app notifications and email.
• Incident Response: Critical incidents affecting service availability are addressed with a target initial response time of 1 hour during business hours (9:00 AM to 6:00 PM IST, Monday through Saturday). Enterprise plan customers receive priority incident response.
• Exclusions: The uptime target does not cover downtime caused by: force majeure events, third-party service outages (payment gateways, email providers), scheduled maintenance windows, or issues resulting from the customer's own systems, network, or equipment.
• Service Credits: If monthly uptime falls below 99.9% due to causes within our control, Enterprise plan customers may request a service credit equal to 5% of that month's subscription fee for each full 1% below the target, up to a maximum of 30% of the monthly fee.

11. Limitation of Liability

To the maximum extent permitted by applicable law, CSTrax and Wenvia Technologies, including our directors, employees, partners, agents, suppliers, and affiliates, shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of profits, revenue, or business opportunities
• Loss of data or data corruption
• Loss of goodwill or reputation
• Cost of procurement of substitute services
• Any damages arising from unauthorized access to or alteration of your data
• Any damages arising from interruption or cessation of the service

In no event shall our total aggregate liability for all claims arising out of or related to these Terms or your use of the Platform exceed the total amount you have paid to us in subscription fees during the twelve (12) months immediately preceding the event giving rise to the claim.

The Platform is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Platform will be error-free, uninterrupted, or free of harmful components.

Nothing in these Terms shall exclude or limit liability that cannot be excluded or limited under applicable law, including liability for fraud, willful misconduct, or gross negligence.

12. Termination and Data Export

• Voluntary Termination: You may terminate your subscription at any time by contacting our support team at support@cstrax.com. Termination takes effect at the end of the current billing cycle. No prorated refunds are provided for unused portions of the billing period.
• Termination by Us: We may suspend or terminate your account immediately and without prior notice if you materially breach these Terms, engage in fraudulent activity, fail to pay subscription fees for more than 15 days, or if required to do so by law or regulatory authority.
• Data Export: Upon termination or at any time during your subscription, you may export your data using the Platform's built-in export functionality. We support export of case data, client records, documents, invoices, and compliance records in standard formats (CSV, PDF, JSON). We recommend exporting your data before your subscription ends.
• Data Retention After Termination: Following account termination, your data will be retained in a read-only state for 90 calendar days. During this period, you may contact us to request a data export if you have not already done so. After the 90-day retention period, all firm data, documents, user accounts, and associated backups will be permanently and irreversibly deleted.
• Surviving Provisions: Sections relating to intellectual property, limitation of liability, indemnification, dispute resolution, and governing law shall survive termination of these Terms.

13. Indemnification

You agree to indemnify, defend, and hold harmless Wenvia Technologies, its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to: (a) your use or misuse of the Platform; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) your infringement of any intellectual property or other right of any third party.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email to the registered email address of all Tenant Administrators and through an in-app notification banner at least 15 days before taking effect. Non-material changes (such as formatting or clarification) may be made without prior notice.

Your continued use of the Platform after the effective date of modified Terms constitutes your acceptance of the updated Terms. If you do not agree to the modified Terms, you must discontinue use of the Platform and terminate your subscription before the changes take effect.

15. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of India, without regard to its conflict of laws principles. Any dispute, controversy, or claim arising out of or relating to these Terms, or the breach, termination, or invalidity thereof, shall be resolved as follows:

• Informal Resolution: The parties shall first attempt to resolve any dispute informally by contacting each other in writing. You agree to contact us at support@cstrax.com before initiating formal proceedings. We will endeavor to resolve the dispute within 30 business days.
• Arbitration: If informal resolution fails, either party may elect to resolve the dispute through binding arbitration conducted in accordance with the Arbitration and Conciliation Act, 1996, as amended. The arbitration shall be conducted by a sole arbitrator appointed by mutual agreement of the parties, seated in Hyderabad, Telangana, India. The language of arbitration shall be English.
• Jurisdiction: For any disputes not subject to arbitration, the courts of Hyderabad, Telangana, India shall have exclusive jurisdiction.
• Class Action Waiver: You agree to resolve disputes with us on an individual basis and waive any right to participate in a class action, collective action, or representative proceeding.

16. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy and any applicable subscription agreement, constitute the entire agreement between you and Wenvia Technologies regarding the Platform.
• Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
• Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.
• Force Majeure: Neither party shall be liable for any failure or delay in performance due to causes beyond its reasonable control, including but not limited to natural disasters, acts of government, pandemic, war, terrorism, riots, power failures, internet outages, or telecommunications failures.
• Notices: All legal notices to us should be sent to legal@cstrax.com. Notices to you will be sent to the email address associated with your account.

17. Contact Information

For questions, concerns, or requests regarding these Terms of Service, please contact us through any of the following channels:

• General Support: support@cstrax.com
• Legal Inquiries: legal@cstrax.com
• Billing Questions: billing@cstrax.com
• Contact Form: cstrax.com/contact

Wenvia Technologies
Hyderabad, Telangana, India
CIN: [Company Registration Number]