1. The service
Vidyom is a multi-tenant, cloud-hosted school-management platform for Indian schools, delivered with offline-tolerant clients that keep working on unreliable networks. The platform brings together, among other capabilities: fee management (an append-only ledger recorded in integer paise, offline cash collection over 2G, and online payments via UPI and Razorpay); admissions and the full student lifecycle; academics and examinations; operations such as transport, hostel, library, front-office, health and store; HR and payroll (including PF, ESI, professional tax and TDS handling); communications over DLT-registered SMS and WhatsApp (metered); analytics; and DPDP consent and privacy tooling. The service is provided through separate applications for school owners/admins, teachers, parents, and platform operators, together with an operator/group console for trusts running multiple schools, and per-school white-label theming.
Vidyom is a living product. We continuously improve, add, change, deprecate, or remove features, and we may vary how a capability works. We do not guarantee that any specific feature, integration, or behaviour will remain available for any particular period. Where a change materially reduces core functionality of a paid module, we will use reasonable efforts to give you advance notice.
2. Accounts and access
You are responsible for your account and for everything done under it. This includes the accuracy of your account and organisation details, the roles and permissions you assign, the actions of the staff and users you authorise, and keeping all credentials (including operator, admin, teacher and parent logins) confidential and secure. Access is role-based; you control which people hold which roles within your school. You must promptly disable access for anyone who should no longer have it, and notify us without undue delay of any suspected unauthorised access to your account or School Data.
3. Subscriptions, billing and taxes
- Subscriptions are charged per school on a monthly or annual cycle, as stated in your plan or order, and renew automatically for successive terms unless cancelled before the renewal date in accordance with your plan.
- New schools receive a 90-day free trial. Unless you cancel before the trial ends, the subscription converts to a paid plan and billing begins at the then-current price for your plan.
- All prices are exclusive of Goods and Services Tax (GST), which is added at the applicable rate (currently 18%). We issue a valid GST tax invoice for each charge.
- Communications (SMS and WhatsApp) are metered and charged per message sent on a pay-per-use basis, funded from a prepaid comms-credit wallet. You are responsible for maintaining a sufficient wallet balance; sends may be paused when the balance is exhausted. Prepaid comms credit is consumed as messages are sent.
- Fees are payable in advance and, except where required by law, are non-refundable once a term has begun. Late, failed, or disputed payment may lead to reminders, restriction, or suspension of the service as described in your plan and in Section 10.
4. Your data, and our respective roles
You retain all rights in the data that you and your users put into Vidyom (“School Data”). With respect to personal data within School Data, you are the Data Fiduciary and Vidyom is your Data Processor, processing School Data only to provide the service and on your documented instructions, as described in our privacy policy and the applicable Data Processing Agreement (DPA). As Data Fiduciary, you are responsible for the lawfulness of your use of the platform, for obtaining and maintaining any required consent from data principals (including parental consent for children under the DPDP framework), and for the accuracy, quality, and legality of the data you and your users upload. You must not use the platform to process personal data for which you have no lawful basis.
5. Ownership of School Data, export, and no lock-in
School Data belongs to you. We do not sell it, and we do not use it to build products for other customers. You can export your School Data at any time during your subscription using the export tools we provide. On termination or expiry, you may export your School Data during a 30-day export window, after which we delete it from active systems once any applicable statutory retention period has lapsed, in line with the privacy policy and the DPA. We design the platform to avoid lock-in: your data is yours to take with you.
6. Money integrity
Financial records in Vidyom are recorded as integer paise in an append-only ledger; balances are computed from immutable events rather than by editing rows in place. Vidyom does not alter, delete, or back-date a school’s financial records except through the product’s own audited, user-initiated operations (for example a posted reversal or adjustment that is itself recorded as an event). While we build the system for accuracy and auditability, you remain responsible for reconciling your own books and for the correctness of the data your users enter.
7. Intellectual property and licence
The platform, the software, the underlying models and designs, and the Vidyom name, logos, and trademarks are and remain owned by Vidyom and its licensors. Subject to these terms and to payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable licence to access and use the service for your school’s internal administration during your subscription term. All rights not expressly granted are reserved. Any feedback you give us may be used to improve the service without obligation to you.
8. Acceptable use
- Use the service only for lawful school-administration purposes and in compliance with applicable law.
- Do not reverse-engineer, decompile, copy, resell, rent, sublicense, or otherwise commercially exploit the platform or make it available to any third party except your own authorised users.
- Do not attempt to breach tenant isolation, circumvent security or entitlement controls, probe or disrupt the service, or gain unauthorised access to any system or data.
- Do not upload or transmit unlawful, infringing, harmful, or malicious content, and do not use the platform to process data you have no lawful basis to process.
9. Warranties and disclaimer
We provide the service on a commercially reasonable “as is” and “as available” basis and will use reasonable skill and care in operating it. Except as expressly stated in these terms or a separate written agreement, we make no warranties of any kind, whether express or implied, including any implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that it will meet every requirement. Unless a separate written service-level agreement (SLA) applies, we give no uptime or availability guarantee. We are not responsible for your own misuse or mis-configuration of the service, or for the acts or omissions of your users, staff, parents, or other third parties, or for third-party networks, payment rails, or messaging providers outside our control.
10. Suspension and termination
We may suspend or restrict all or part of the service where reasonably necessary: for non-payment; for a breach of these terms (including the acceptable-use section); to protect the security, integrity, or lawful operation of the platform or other customers; or to comply with a legal or regulatory requirement. Where practicable we will give notice and a 30-day period to cure a material breach. Either party may terminate the subscription in accordance with the plan or order, and either party may terminate for the other’s material, uncured breach. On termination or expiry, your right to access the service ends, you may export School Data during the export window (Section 5), and School Data is deleted after any applicable statutory retention period lapses. Fees already due remain payable.
11. Limitation of liability
To the fullest extent permitted by law, neither party is liable for any indirect, incidental, special, punitive, or consequential loss, or for loss of profits, revenue, goodwill, anticipated savings, or loss of or corruption of data, arising out of or in connection with the service, even if advised of the possibility of such loss. To the fullest extent permitted by law, Vidyom’s total aggregate liability arising out of or relating to the service and these terms will not exceed the total subscription fees (excluding pass-through communication / comms-wallet charges) actually paid by the School to Vidyom for the service in the twelve (12) months immediately before the event giving rise to the claim. Nothing in these terms excludes or limits any liability that cannot be excluded or limited under applicable law (for example for fraud, or for death or personal injury caused by negligence).
12. Indemnity
You will defend, indemnify, and hold harmless Vidyom and its personnel against any third-party claims, demands, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of or relating to: your use of the service in breach of these terms or applicable law; the School Data you upload or process (including any lack of a lawful basis or required consent); or the acts or omissions of your users. We will notify you of any such claim and allow you to control the defence, provided any settlement that imposes obligations on Vidyom requires our prior written consent.
13. Confidentiality
Each party may receive information from the other that is confidential. Each party will protect the other’s confidential information with reasonable care, use it only to perform under these terms, and not disclose it except to personnel and advisers who need it and are bound by confidentiality, or as required by law. This does not apply to information that is or becomes public through no fault of the receiving party, or that is independently developed or lawfully obtained without a duty of confidence.
14. Force majeure
Neither party is liable for a failure or delay in performance (other than a payment obligation) caused by events beyond its reasonable control, including acts of God, natural disaster, epidemic, war, civil unrest, government action, strike, failure of power, internet, telecom, cloud-hosting, payment, or messaging infrastructure, or other force-majeure events.
15. Changes to these terms
We may update these terms from time to time. Where a change is material, we will give reasonable notice (for example by in-product notice or email to your registered contact) before it takes effect. Your continued use of the service after the effective date constitutes acceptance of the updated terms. If you do not accept a material change, your remedy is to stop using the service and terminate in accordance with your plan.
16. Assignment
You may not assign or transfer these terms or your subscription without our prior written consent. We may assign or transfer these terms to an affiliate or in connection with a merger, acquisition, reorganisation, or sale of assets, on notice to you.
17. Governing law and dispute resolution
These terms are governed by the laws of India. The parties will first attempt to resolve any dispute amicably in good faith. Any dispute not resolved amicably will be referred to and finally settled by arbitration under the Arbitration and Conciliation Act, 1996, by a sole arbitrator appointed by mutual agreement of the parties (failing which, as provided under that Act), with the seat of arbitration at Bengaluru, Karnataka, and proceedings conducted in English. Subject to arbitration, the courts at Bengaluru, Karnataka have exclusive jurisdiction.
18. General
These terms, together with your plan/order, the privacy policy, and the DPA, form the entire agreement between the parties on this subject and supersede prior discussions. If any provision is found unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver. There are no third-party beneficiaries.
19. Contact
Questions about these terms? Email info.vidyom@gmail.com.