Terms of Service

Last updated: 1 June 2026

These Terms govern your use of:

• The desktop software products Accounts HQ, RWA HQ, and tradeHQ (each, "the Software");
• The websites ai-consultants.in and apps.ai-consultants.in;
• The RWA HQ resident portal at resident.ai-consultants.in; and
• Any future AI Consultants resident mobile application (collectively with the above, "the Services").

The Services are published by AI Consultants ("we", "us"). By installing, activating, paying for the Software, or signing into the resident portal or mobile app, you agree to be bound by these Terms. Different sections apply to different categories of user:

• "Customer" — a business owner, accountant, society manager, or trader who purchases a Software licence. Bound by sections 1–7 and the common sections 12 onwards.
• "Resident" — an individual who is a resident, owner, or tenant of a society that uses RWA HQ and who signs in to the resident portal or mobile app. Bound by sections 8–11 and the common sections 12 onwards.

1. Licence grant

Subject to payment of the applicable fees and your continued compliance with these Terms, we grant you a non-exclusive, non-transferable, non-sublicensable licence to install and run the Software on the number of machines specified by your plan, for the duration of your subscription, for the internal business purposes of a single legal entity.

2. Plans, fees, and renewal

• The Software is sold on an annual subscription basis unless a different term is stated at checkout. tradeHQ is available on a single-tier subscription as described on the pricing page.
• Pricing is shown on the Pricing page and may be updated from time to time. Changes apply to new purchases and renewals; existing paid terms are honoured.
• Indian customers are billed in INR. Listed prices are inclusive of all applicable taxes.
• Renewals are not automatic. Towards the end of your term we email you a renewal reminder; you choose whether to renew.

3. Permitted use

You agree to:

• Use the Software only for lawful purposes and only for your own business.
• Keep your licence key confidential and not share it with anyone outside your organisation.
• Not reverse engineer, decompile, modify, or attempt to extract the source code of the Software, except as permitted by applicable law.
• Not resell, sublicense, rent, lease, or distribute the Software or your licence key.
• Not use the Software to develop a competing product.

4. Your data (Customers)

Your accounting records, vouchers, party ledgers, broker statements, and other business data ("Customer Data") are stored locally on your machine for Accounts HQ and tradeHQ.

For RWA HQ, society master data (flats, members, notices, etc.) is stored locally by default. When you activate the cloud sync feature, a copy is synced to our servers so the resident portal and any future resident mobile app can function. You are responsible for backing up Customer Data that remains on your machine. See our Privacy Policy for detail on what is collected, where it is stored, and our role as controller versus processor.

5. Society manager's responsibilities for resident data (RWA HQ)

If you are a Customer using RWA HQ to manage a society, you are the data fiduciary for the residents' personal data that you enter into the Software, and we act as your data processor for that data. You confirm and agree that:

• You have a lawful basis under the Indian Digital Personal Data Protection Act, 2023 ("DPDP Act") and any other applicable law to collect and hold each resident's data and to instruct us to process it (this typically arises from the society's membership agreement with each resident).
• You have given each resident the notices required by section 5 of the DPDP Act describing why their data is collected and how it is used.
• You will promptly forward to us, and assist us in responding to, any data-rights request a resident makes to you that relates to data we hold on your behalf.
• You will not use RWA HQ to send unsolicited commercial communications to residents in a way that breaches DPDP, TRAI, or other applicable rules. Routine society communications (visitor pass, maintenance reminders, society notices) are not marketing for this purpose; promotional content from third parties is — that route is the subject of section 11.
• You will notify us within 72 hours of becoming aware of any personal-data breach affecting residents' data held in RWA HQ.

A separate Data Processing Agreement ("DPA") is available on request to formalise these obligations. The terms of any DPA signed override this section to the extent of any conflict.

6. AI features

Some features of the Software send specific user-submitted content (for example, an invoice you choose to AI-fill) to Anthropic's Claude API. By using these features you authorise such submission. AI output is provided "as is" — you remain responsible for reviewing and approving every voucher, entry, or report the AI produces before relying on it for accounting, tax, or compliance purposes.

7. Not a substitute for professional advice

The Software helps you record transactions and generate reports, but it is not a substitute for a qualified chartered accountant, tax advisor, or company secretary. We do not provide GST, TDS, income-tax, or any other statutory advice through the Software.

8. Service availability

The Software runs locally on your machine and works offline. The licence server (used for activation, renewal reminders, and AI proxy), the RWA HQ resident portal, and any AI Consultants resident mobile-app backend are hosted on third-party infrastructure (Fly.io, Mumbai region) and provided on a best-effort basis. We do not guarantee specific uptime; brief interruptions for maintenance or upstream outages are possible.

9. Resident portal — terms for Residents

The sections below apply if you are signing in to the RWA HQ resident portal at resident.ai-consultants.in or using any AI Consultants resident mobile application.

9.1 Eligibility

You may use the resident portal only if you are at least 18 years old and are a resident, owner, or tenant of a society that has activated RWA HQ. Your society manager controls who is registered.

9.2 Account use

• You agree to provide accurate information and to keep it current via the portal's profile pages.
• You will not impersonate another resident, share login credentials, or attempt to access another resident's account.
• One-time passwords (OTPs) sent to your email are personal to you; do not share them.

9.3 Resident content

You retain ownership of content you submit through the portal (complaints you raise, profile updates you propose, poll votes you cast). By submitting that content you grant your society and us the limited right to display, store, and process it for the purpose of operating the society's services. We do not use Resident content for any other purpose.

9.4 Acceptable use

You will not use the portal to harass other residents or society staff, to post unlawful or defamatory content, or to interfere with the integrity of polls, complaints, or any other society function.

10. Communications you receive through the portal

• Essential service communications — login OTPs, visitor pass notifications, society notices, maintenance reminders, and similar messages necessary to deliver the service. These are not marketing and cannot be opted out of as long as you have an active resident account.
• Marketing communications — see section 11.

11. Marketing communications — opt-in only

AI Consultants may offer Residents the option to receive promotional messages from us or from selected third-party advertisers (for example, local businesses near your society). This feature is strictly opt-in.

• The default state is OFF. You will receive no marketing communications unless you affirmatively opt in inside the resident portal or mobile app.
• You may choose granular categories at opt-in (e.g., grocery, wellness, household services). Categories not selected will not produce messages to you.
• Advertisers do not receive your name, phone number, email, or any other contact detail. They specify targeting criteria; we dispatch on their behalf.
• We cap marketing volume platform-wide at a small number of messages per Resident per week.
• Every marketing message includes a one-click opt-out link that withdraws consent across all categories and all advertisers. Withdrawal is permanent unless you opt in again.
• Your society's committee may disable marketing for the entire society regardless of individual opt-ins; in that case no marketing reaches any Resident of that society.
• The full mechanics, including audit retention of consent and withdrawal records, are described in our Privacy Policy.

Until this feature is publicly launched, no marketing communications will be sent regardless of any preference you record. Advertisers participate under a separate Advertiser Agreement (not part of these Terms); that agreement governs their obligations including content review, frequency, and prohibited categories.

12. Term and termination

• For Customers: your licence is effective from the date the key is delivered until the end of the paid term. We may suspend or terminate your licence without refund if you materially breach these Terms or use the Software fraudulently or in a way that harms other users or third parties. On termination, you must uninstall the Software. Local Customer Data on your machine is yours to keep. Server-side data is retained per the Privacy Policy.
• For Residents: your resident-portal account remains active for as long as your society's RWA HQ licence is active and you have not requested deletion. You may delete your resident-portal account at any time via the portal settings or by emailing us; this does not delete the copy of your data held by your society in its RWA HQ installation. Your society may also remove you from RWA HQ if you cease to be a resident.

13. Refunds and cancellation

See our Cancellation & Refund Policy. Resident-portal access is provided as part of the society's licence; Residents are not charged directly and the refund policy does not apply to Resident accounts.

14. Warranties and limitation of liability

The Software is provided "AS IS" without warranty of any kind, express or implied, including but not limited to fitness for a particular purpose, accuracy, or non-infringement.

To the maximum extent permitted by law, our total aggregate liability arising out of or related to your use of the Software is limited to the fees you have paid us in the 12 months preceding the event giving rise to the claim. We are not liable for any indirect, incidental, consequential, or punitive damages, including lost profits or loss of data.

15. Indemnification

You agree to indemnify and hold us harmless from any third-party claim arising from your misuse of the Services, your violation of these Terms, or your violation of any law. For Customers using RWA HQ, this includes claims arising from your failure to establish or maintain a lawful basis for processing residents' data under section 5 above.

16. Governing law and jurisdiction

These Terms are governed by the laws of India. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts at New Delhi, Delhi, India.

17. Changes to these Terms

We may update these Terms from time to time. Material changes will be notified by email to active Customers and, where they affect Residents, to Residents who have signed in to the portal in the previous 12 months, at least 30 days before they take effect. Continued use of the Services after the change indicates acceptance.

18. Contact