Terms of Service

Last updated: 15 March 2026

These Terms of Service ("Terms") govern your access to and use of the Kodspot Housekeeping platform ("Service") operated by Kodspot ("we", "us", "our"). By accessing or using the Service, you agree to be bound by these Terms.

1. Definitions

"Organization" means the entity (company, institution, hotel, hospital, etc.) that subscribes to the Service.
"Admin" means an authorized user with administrative privileges for an Organization.
"Supervisor" means an authorized user who manages day-to-day cleaning operations.
"Worker" means a staff member whose work is tracked through the Service (Workers do not have login accounts).
"Guest" means any person who submits a complaint via the public QR code scan feature.

2. Eligibility

The Service is intended for use by organizations and their authorized employees. You must be at least 18 years of age and authorized by your Organization to use the Service. By creating an account, you represent that you have the authority to bind the Organization to these Terms.

3. Account Responsibilities

You are responsible for maintaining the confidentiality of your login credentials.
You must notify your Organization's Admin immediately upon becoming aware of any unauthorized use of your account.
The Organization Admin is responsible for managing user access, creating and deactivating accounts, and ensuring that only authorized personnel have access.
You must not share your login credentials with others or allow others to access the Service through your account.

4. Acceptable Use

You agree to use the Service only for its intended purpose of managing facility housekeeping operations. You agree not to:

Use the Service for any unlawful purpose or in violation of any applicable laws.
Attempt to gain unauthorized access to other Organizations' data or the Service's infrastructure.
Upload malicious content, viruses, or content that violates the rights of others.
Use automated tools (bots, scrapers) to access the Service without our prior written consent.
Reverse-engineer, decompile, or attempt to extract the source code of the Service.
Upload photographs or content that are unrelated to cleaning operations, offensive, or violating third-party privacy.
Submit false or misleading complaints through the guest complaint system.

5. Data Ownership

Organization Data: All data entered by an Organization (cleaning records, locations, workers, tickets, photographs) remains the property of that Organization.
Platform: The Service, its design, code, features, and documentation are the intellectual property of Kodspot.
We will not access, use, or share Organization Data except as necessary to provide the Service or as required by law.

6. Photographs and Media

Cleaning evidence photographs uploaded via the Service are stored for 7 days and then automatically deleted.
Photographs are accessible only to authorized users within the same Organization.
By uploading photographs, you confirm that they were taken with proper authorization and do not violate any person's privacy rights.

7. Guest Complaint Feature

The QR code complaint feature is provided as a convenience for facility guests.
Guest complaints are routed to the Organization that manages the facility.
Kodspot is not responsible for the Organization's response to guest complaints.
Guest personal information (name, phone) is optional and collected only to enable follow-up by the Organization.

8. Service Availability

We aim to maintain 99.5% uptime for the Service but do not guarantee uninterrupted availability.
Scheduled maintenance will be communicated in advance when possible.
We are not liable for service disruptions caused by factors beyond our reasonable control (internet outages, GCP infrastructure failures, natural disasters, etc.).

9. Limitation of Liability

To the maximum extent permitted by applicable law:

The Service is provided "as is" without warranties of any kind, express or implied.
We do not guarantee that the Service will meet all of your requirements or be error-free.
Our total liability for any claim arising from or related to the Service shall not exceed the amount paid by the Organization to Kodspot in the 12 months preceding the claim.
We shall not be liable for any indirect, incidental, special, consequential, or punitive damages.

10. Indemnification

You agree to indemnify, defend, and hold harmless Kodspot and its affiliates from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any third party's rights.

11. Suspension and Termination

We may suspend or terminate an Organization's access to the Service if these Terms are violated.
An Organization may terminate their subscription at any time by contacting us.
Upon termination, Organization data will be retained for 90 days (for potential reactivation or export), after which it will be permanently deleted.

12. Data Breach Notification

In the event of a data breach involving your Organization's data, we will notify the designated Organization administrator via email within 72 hours of becoming aware of the breach. We will also notify the Data Protection Board of India as required under the DPDP Act, 2023. Details of our breach response procedures are outlined in our Privacy Policy.

13. Modifications

We may modify these Terms from time to time. Material changes will be communicated via the platform at least 15 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

14. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of India. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts in Bengaluru, Karnataka, India.

15. Dispute Resolution

Before initiating legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of 30 days. If no resolution is reached, the dispute shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, with the seat of arbitration in Bengaluru, Karnataka.

16. Contact

For questions about these Terms, contact us at:

Email: support@kodspot.in