Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer", "you", or "your") and FlexBook India Pvt. Ltd. ("FlexBook", "we", "us") governing your access to and use of the FlexBook platform, including all associated software, APIs, mobile applications, and support services (collectively, the "Services").

By creating an account, clicking "I agree", or otherwise accessing the Services, you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree, do not use the Services.

If you are using the Services on behalf of a company or other legal entity, you represent that you have authority to bind that entity to these Terms.

FlexBook provides a cloud-based business management platform designed for wellness businesses in India, including salons, beauty studios, spas, clinics, and medical aesthetics centres. The platform includes:

• ·Appointment scheduling: Online and in-person booking management, staff calendar, room and equipment allocation.
• ·Point of Sale (POS): Invoice generation, GST-compliant billing, payment collection, package and membership management.
• ·Commission tracking: Automated calculation and reporting of staff commissions based on services rendered and products sold.
• ·WhatsApp automations: Appointment reminders, marketing campaigns, birthday messages, and bulk communications via the WhatsApp Business API.
• ·Clinical records (Clinic plan only): Secure patient notes, prescription management, and treatment history — accessible only to authorised medical staff.

FlexBook reserves the right to modify, suspend, or discontinue any feature of the Services at any time with reasonable notice.

As a Customer, you are responsible for:

Account security: Maintaining the confidentiality of your login credentials. You must notify FlexBook immediately at security@flexbook.in if you suspect any unauthorised access to your account. FlexBook is not liable for losses arising from your failure to secure your credentials.

Accurate information: Ensuring that all business information, GST details, staff profiles, and customer data entered into the platform is accurate and kept up to date.

Customer consent: Obtaining and maintaining valid consent from your customers before adding their contact information to FlexBook, sending them WhatsApp messages, or processing their payment data. You must comply with all applicable consent requirements under Indian law, including the DPDP Act, 2023.

Lawful use: Using the Services only for lawful purposes. You may not use FlexBook to engage in fraud, harassment, spam, or any activity that violates applicable Indian or international law.

Staff management: Ensuring that all staff members who access FlexBook on your behalf are trained on appropriate data handling practices and that their access privileges reflect their actual roles.

Data backup: While FlexBook maintains redundant backups of all customer data, you are solely responsible for exporting and maintaining your own backup copies of critical business records.

FlexBook offers subscription plans billed monthly or annually. Pricing is displayed on our Pricing page and is subject to applicable GST.

Free trial: New accounts receive a 14-day free trial with full access to the selected plan. No credit card is required to start a trial. At the end of the trial period, your account will be downgraded to a limited free tier unless you have entered payment details and activated a paid plan.

Payment: Subscriptions are billed in advance at the beginning of each billing cycle. Acceptable payment methods include UPI, credit/debit cards, and net banking. All transactions are processed by PCI-DSS certified payment processors.

Upgrades and downgrades: Plan changes take effect at the start of the next billing cycle. Upgrading mid-cycle will result in a pro-rated charge for the remainder of the current period.

Late payment: If a payment fails, FlexBook will retry the charge three times over seven days. After three failed attempts, your account will be suspended. Reactivation requires settlement of all outstanding amounts.

Refunds: Monthly subscriptions are non-refundable. Annual subscriptions may be refunded on a pro-rated basis within 30 days of the initial payment or annual renewal date, minus a processing fee of ₹499. Refund requests must be submitted to billing@flexbook.in.

FlexBook's IP: All software, designs, trademarks, documentation, and other intellectual property comprising the FlexBook platform are owned exclusively by FlexBook India Pvt. Ltd. These Terms do not transfer any ownership rights to you. You are granted a limited, non-exclusive, non-transferable licence to use the Services for your business operations during your active subscription.

Your data: You retain full ownership of all business data, customer records, and content you upload to FlexBook. You grant FlexBook a limited, non-exclusive licence to process and store this data solely to provide and improve the Services.

Feedback: If you provide FlexBook with suggestions, feedback, or feature requests, you grant FlexBook an irrevocable, royalty-free licence to use that feedback without any obligation to compensate you.

FlexBook processes personal data as both a Data Fiduciary (for account and billing data) and as a Data Processor (for your customer data) under the Digital Personal Data Protection Act, 2023.

Data Processing Agreement: By accepting these Terms, you also accept FlexBook's Data Processing Agreement, which is incorporated by reference. The DPA governs our obligations with respect to any personal data belonging to your customers that you input into the platform.

Subprocessors: FlexBook uses trusted third-party subprocessors including cloud hosting (AWS), payment processing (Razorpay, Stripe), email delivery (SendGrid), and WhatsApp messaging (Meta). An up-to-date list of subprocessors is available at flexbook.in/subprocessors.

Cross-border transfers: Some subprocessors may process data outside India. In such cases, FlexBook ensures appropriate safeguards are in place as required by the DPDP Act.

To the maximum extent permitted by applicable law:

Warranty disclaimer: The Services are provided "as is" and "as available" without warranties of any kind, express or implied. FlexBook does not warrant that the Services will be uninterrupted, error-free, or free of viruses or other harmful components.

Limitation of liability: FlexBook's aggregate liability to you for any claims arising under or related to these Terms shall not exceed the total subscription fees paid by you in the 12 months preceding the claim.

Exclusion of consequential damages: FlexBook shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, arising out of or in connection with the Services.

These limitations apply even if FlexBook has been advised of the possibility of such damages and regardless of the theory of liability (contract, tort, or otherwise).

By you: You may cancel your subscription at any time from the billing settings in your account dashboard. Cancellation takes effect at the end of the current billing period. Your data will be retained for 24 months after cancellation before permanent deletion; you may request immediate deletion by contacting support@flexbook.in.

By FlexBook: We reserve the right to suspend or terminate your account immediately, without notice, if we reasonably believe you have violated these Terms, engaged in fraudulent activity, or pose a security risk to the platform or other customers.

Effect of termination: Upon termination, your access to the Services will cease. You may request an export of your data within 30 days of termination date.

These Terms are governed by the laws of India. Any dispute arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation between the parties.

If negotiation fails, disputes shall be referred to binding arbitration under the Arbitration and Conciliation Act, 1996, with a sole arbitrator appointed by mutual agreement. The seat of arbitration shall be Bengaluru, Karnataka. Proceedings shall be conducted in English.

Nothing in these Terms prevents either party from seeking urgent injunctive or other equitable relief from competent courts in Bengaluru.

FlexBook may update these Terms from time to time. For material changes, we will provide at least 14 days' notice via email and an in-app notification before the revised Terms take effect.

Your continued use of the Services after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree to the changes, you may cancel your subscription before the effective date.

If you have questions about these Terms, please contact us at legal@flexbook.in.