Terms & Conditions

Welcome to Codniox Hostel OS. These Terms & Conditions (“Terms”) govern your access to and use of Codniox Hostel OS (“Software”, “Platform”, “Service”, “we”, “our”, or “us”). By creating an account, purchasing a subscription, starting a free trial, or using the Software, you agree to these Terms. If you do not agree with these Terms, please do not use the Software. 1. About Codniox Hostel OS Codniox Hostel OS is a hostel management software platform designed to help hostel owners and authorized staff manage operations such as: Students and guardians Rooms and beds Hostel branches Fees, dues and receipts Student wallets Staff, Admins and Wardens Income and expenses Leave requests Complaints Reports Subscription and related management features Features available to an account may depend on its active subscription plan. 2. Account Registration To use certain features, you must create an account and provide accurate and complete information. You are responsible for: Keeping your login credentials secure Maintaining accurate account information Activities performed through your account Providing access only to authorized staff Immediately reporting suspected unauthorized access You must not create an account using false, misleading or unauthorized information. 3. Hostel Owner Responsibility The Hostel Owner is responsible for information entered into their hostel account, including student, guardian, employee, financial and operational records. The Hostel Owner is also responsible for ensuring that: Information is collected lawfully Necessary permissions or consent have been obtained Staff access is appropriately controlled Information entered into the Software is accurate The Software is used only for lawful purposes Codniox provides the management platform and does not independently verify every record entered by hostel users. 4. 1 Month Premium Free Trial Eligible new hostel accounts may receive a 1 Month Premium Free Trial. During the free trial: Premium features may be available without subscription charges. Eligible Premium limits may apply. No subscription payment is required for the trial itself. The trial begins from the eligible account activation or registration date. The free trial is intended to allow users to evaluate the Software before selecting a paid subscription. Codniox may prevent misuse of free trials, including repeated accounts created primarily to obtain additional free trial periods. 5. What Happens After the Free Trial When the 1 Month Premium Free Trial expires, the account will become subject to the subscription plan and limits applicable at that time. If the user does not purchase a paid subscription, the account may move to the available Free Plan. If existing usage exceeds the applicable plan limits: Existing data will not ordinarily be deleted merely because the trial expired. Excess accounts, students, branches or other limited resources may become inactive or restricted. Historical records may remain stored. New records beyond the applicable plan limit may be prevented. Upgrading to an eligible plan may restore access according to that plan's limits. The exact limits depend on the current plan configuration. 6. Subscription Plans Codniox Hostel OS may offer Free, Basic, Pro, Premium or other subscription plans. Each plan may have different: Student limits Branch limits Admin/Warden limits Features Reports Branding options Support levels Billing periods Current features, limits and prices displayed within the Software or official website apply at the time of purchase. 7. Subscription Payments Paid subscriptions may be offered on monthly, yearly or other billing cycles. Before completing a purchase, users should review: Selected plan Billing period Price Applicable taxes, if any Included features and limits A paid subscription becomes available according to successful payment and activation. Payment processing may be handled through third-party payment service providers. 8. Plan Upgrades and Changes Users may be allowed to upgrade their subscription according to the options available within the Software. When a plan changes, features and usage limits associated with the newly active plan may apply. If a subscription expires or an account moves to a lower plan, resources exceeding the new plan limits may be restricted or made inactive instead of being immediately deleted. 9. Refunds Refund eligibility is governed by the separate Refund Policy displayed on our website or Software. A refund is not automatically available merely because a user stops using the Software. Users should review the Refund Policy before purchasing a paid subscription. 10. Fees, Receipts and Financial Records Codniox Hostel OS provides tools that allow hostel users to record and manage fees, dues, receipts, wallets, income and expenses. The Hostel Owner is responsible for verifying the accuracy of financial entries and reports. Software-generated reports and records are management tools and should not automatically be considered professional accounting, taxation, legal or financial advice. 11. Payment Gateway Online payments may be processed through third-party payment gateways. Codniox is not responsible for interruptions, bank declines, processing delays or technical issues caused solely by banks, UPI networks, card networks or third-party payment providers. Where appropriate, payment status may be updated based on information received from the relevant payment provider. 12. User Roles and Permissions The Software may provide different roles such as: Owner Admin Warden Other authorized roles Access to features and information may vary according to the assigned role. The Hostel Owner is responsible for assigning appropriate permissions and removing access when a staff member is no longer authorized. 13. Acceptable Use You must not use Codniox Hostel OS to: Conduct unlawful activities Upload malicious software or harmful code Attempt unauthorized access to another hostel's data Bypass subscription restrictions Manipulate payments or subscription records Interfere with Software security Attempt to damage or overload our systems Copy, reverse engineer or commercially exploit protected portions of the Software except where permitted by applicable law Use another person's account without authorization Accounts involved in serious misuse may be restricted or suspended. 14. Data and Privacy Personal information is handled according to our Privacy Policy. By using the Software, you acknowledge that information necessary to provide the Service may be processed and stored according to the Privacy Policy and applicable law. Hostels remain responsible for having the appropriate authority to enter information relating to their students, guardians and staff. 15. Data Backup and Availability We take reasonable measures to maintain the availability and reliability of the Software. However, uninterrupted access cannot be guaranteed at all times. Temporary interruptions may occur due to: Maintenance Software updates Hosting problems Internet/network failures Third-party service failures Security incidents Events outside our reasonable control Users should maintain copies of particularly important records where appropriate for their business requirements. 16. Software Updates Codniox may update the Software from time to time to: Add or improve features Fix bugs Improve security Improve performance Meet technical or legal requirements The appearance, workflow or availability of individual features may therefore change over time. 17. Intellectual Property Codniox Hostel OS, including its software, design, branding, code, interfaces and other proprietary elements, is owned by or licensed to Codniox, except for content owned by users or third parties. Using the Software does not transfer ownership of Codniox intellectual property to the user. 18. Account Suspension or Termination We may restrict or suspend access where reasonably necessary due to: Serious violation of these Terms Fraudulent activity Security threats Unauthorized system access Subscription or payment abuse Illegal use of the Service Where reasonably possible, appropriate notice or an opportunity to resolve the issue may be provided. 19. Cancellation Users may stop using the Software or cancel an eligible paid subscription according to the cancellation options available at that time. Cancellation does not automatically create a right to a refund. Refunds remain subject to the applicable Refund Policy. 20. Limitation of Liability To the maximum extent permitted by applicable law, Codniox will not be responsible for indirect, incidental, special or consequential losses arising from the use or inability to use the Software. Hostel owners remain responsible for operational decisions, financial entries, student records and actions performed by their authorized users. Nothing in these Terms excludes liability that cannot legally be excluded under applicable law. 21. Third-Party Services The Software may rely on or integrate with third-party services such as payment gateways, hosting providers, messaging services or other technology providers. Use of such third-party services may also be subject to their respective terms and policies. 22. Changes to These Terms We may update these Terms when necessary due to changes in: Software features Subscription structure Business operations Security requirements Applicable laws or regulations The latest version will be made available through the Software or official website. The “Last Updated” date at the top indicates the latest revision. 23. Governing Law These Terms shall be governed by the applicable laws of India. Any dispute relating to these Terms or the use of Codniox Hostel OS will be subject to the jurisdiction of the competent courts applicable to Codniox's registered business location, unless applicable law requires otherwise.