Terms of Service

Please read these Terms of Service carefully. They contain important information regarding your legal rights and obligations when using Kovanio products and services.

These Terms of Service (“Terms”) together with our Privacy Policy govern your access to and use of all services, applications, platforms, websites, APIs, and software products operated by Kovanio Private Limited (“Kovanio”, “we”, “our”, or “us”), including but not limited to:

• SynCivil — Construction & infrastructure management platform;
• Kovanio One — AI Business & Expense Platform;
• Kovanio WMS — Warehouse and inventory management platform;
• Automation Suite — Enterprise workflow and process automation platform;
• TradeFlow — Export, import, and trade management platform;
• OpsCore — Enterprise workspace and operations platform;
• Kovanio websites, mobile applications, and APIs;
• Any future Kovanio-operated products, services, or platforms.

By accessing or using our Services, you acknowledge that you have read, understood, and agreed to be bound by these Terms and our Privacy Policy. If you do not agree with these Terms, you must discontinue use of the Services immediately.

“Agreement”

Means these Terms of Service together with the Privacy Policy and any supplemental product-specific terms.

“Services”

Means all websites, applications, APIs, software products, mobile applications, integrations, platforms, analytics tools, AI systems, and services operated by Kovanio — including SynCivil, Kovanio One, Kovanio WMS, Automation Suite, TradeFlow, OpsCore, and any future products.

“SynCivil”

Means the construction and infrastructure management platform operated by Kovanio, accessible at syncivil.com, for managing projects, procurement, purchase orders, vendor workflows, GST operations, inventory, and approvals.

“Kovanio One”

Means the Kovanio AI Business & Expense Platform providing AI-powered expense tracking, approval workflows, policy enforcement, multi-entity business management, analytics, and financial reporting automation.

“Kovanio WMS”

Means the Kovanio Warehouse Management System platform for managing inventory, stock movements, inbound and outbound logistics, warehouse operations, bin management, and supply chain visibility.

“Automation Suite”

Means the Kovanio enterprise workflow automation platform for building, deploying, and managing intelligent process automation across business operations.

“TradeFlow”

Means the Kovanio platform for managing export, import, logistics, trade documentation, compliance, and international business operations.

“OpsCore”

Means the Kovanio enterprise workspace platform for team collaboration, operations management, task tracking, and organizational workflows.

“Data”

Means any data, documents, files, content, operational records, transactions, analytics, reports, or information submitted, uploaded, stored, or processed through the Services.

“User”

Means any individual, company, organization, contractor, vendor, employee, or entity using the Services.

“Confidential Information”

Means any non-public business, technical, operational, financial, product, customer, or proprietary information disclosed by either party.

“Intellectual Property Rights”

Means all intellectual property rights including copyrights, trademarks, patents, trade secrets, software rights, database rights, domain names, designs, logos, source code, algorithms, AI models, and related proprietary rights.

By using the Services, you:

• Confirm that you are legally capable of entering into binding agreements;
• Agree to comply with these Terms and our Privacy Policy;
• Accept responsibility for all activity conducted under your account;
• Confirm you are at least 18 years of age or the age of legal majority in your jurisdiction.

If you are using the Services on behalf of an organization, you represent that you are duly authorized to bind that organization to these Terms, and references to “you” include both the individual user and that organization.

To access certain Services, you may be required to create an account. You agree to:

• Provide accurate, complete, and current registration information;
• Keep your account credentials secure and confidential;
• Maintain updated account and billing information;
• Notify us immediately of any unauthorized use or suspected security breach;
• Not share account credentials with unauthorized individuals.

You are solely responsible for all activities occurring under your account. Kovanio is not liable for any loss or damage arising from unauthorized account access due to your failure to protect credentials.

Organization Accounts

If you create an account on behalf of a business or organization, the organization is the account holder. Administrators may manage user roles, permissions, and access within the platform. Each organization is responsible for ensuring all users under their account comply with these Terms.

You may use the Services only for lawful business, operational, and professional purposes consistent with these Terms.

You agree NOT to:

• Use the Services for illegal, fraudulent, or unauthorized activities;
• Attempt unauthorized access to systems, accounts, or infrastructure;
• Reverse engineer, decompile, or attempt to extract source code;
• Interfere with platform security, integrity, or performance;
• Upload malicious code, viruses, or harmful content;
• Misuse APIs, webhooks, or integrations beyond their intended purpose;
• Resell, sublicense, or white-label the Services without prior written consent;
• Use automated scraping, crawling, or data extraction tools without authorization;
• Use the Services to send unsolicited communications or spam;
• Impersonate any person, entity, or Kovanio representative;
• Circumvent or manipulate billing, licensing, or usage limits;
• Process or store data that violates applicable laws or third-party rights.

Product-Specific Use

Each Kovanio product is designed for specific business use cases. Misuse of product features outside their intended purpose — such as using SynCivil for non-construction workflows, or using Kovanio One for personal non-business expenses without organizational authorization — may result in account review or suspension.

Users retain full ownership of their business data uploaded into the Services. Kovanio claims no ownership over your operational, financial, or business records.

By using the Services, you grant Kovanio a limited, non-exclusive, worldwide license to process, store, transmit, analyze, and use such data solely for:

• Providing and operating the Services;
• Enabling platform features and functionality;
• Generating analytics, dashboards, and reports;
• Powering AI-driven recommendations and workflow automation;
• Customer support and issue resolution;
• Security monitoring and fraud prevention;
• Platform stability and service improvement.

Kovanio does not sell, rent, or commercially trade customer business data to third parties. Aggregated and anonymized data may be used for product improvement and industry benchmarking.

Data Responsibility

You are responsible for the accuracy, legality, and appropriateness of all data you upload into the Services. You warrant that you have all necessary rights and consents to process such data through Kovanio platforms.

Kovanio products include AI-powered and automation features across our platform portfolio, including:

SynCivil AI

• Smart procurement recommendations;
• Material cost analytics and variance detection;
• Vendor performance insights;
• Automated approval workflows;
• Project budget forecasting.

Kovanio One — AI Business & Expense Platform

• Automated expense categorization and policy enforcement;
• Anomaly detection and fraud flagging;
• Predictive budget analysis and multi-entity consolidation;
• Receipt parsing and document processing;
• Reimbursement workflow automation;
• AI-driven business spend insights and recommendations.

Kovanio WMS

• Intelligent inventory replenishment recommendations;
• Automated stock movement tracking and bin allocation;
• Inbound and outbound logistics optimization;
• Predictive demand forecasting;
• Warehouse performance analytics and reporting.

Automation Suite

• Intelligent process automation across connected systems;
• Trigger-based workflow execution;
• Cross-platform data synchronization;
• Automated reporting and notifications.

TradeFlow AI

• Trade document classification and extraction;
• Compliance checks and regulatory alerts;
• Logistics and shipment tracking analytics.

OpsCore AI

• Financial anomaly detection;
• Automated reconciliation workflows;
• Intelligent task prioritization and scheduling.

Important Disclaimer

AI-generated outputs are provided for informational and operational assistance purposes only. Users are responsible for independently reviewing and validating all AI-generated recommendations, predictions, and automated decisions before acting upon them. Kovanio does not guarantee the accuracy, completeness, or suitability of AI-generated outputs for any specific business decision.

All rights, title, and interest in and to the Services — including but not limited to software, UI/UX designs, source code, APIs, databases, documentation, trademarks, logos, AI systems, product architectures, algorithms, and platform designs — remain the exclusive property of Kovanio Private Limited or its licensors.

No ownership rights are transferred to users through these Terms.

Restrictions

Users may not, without prior written consent from Kovanio:

• Copy, reproduce, or duplicate any part of the Services;
• Modify, adapt, or create derivative works;
• Reverse engineer or decompile any platform component;
• Redistribute, resell, or publicly display platform content;
• Remove or alter proprietary notices, branding, or attributions;
• Use Kovanio trademarks, logos, or brand assets without written permission.

User Content License

You retain ownership of any content or materials you create using the Services. By submitting content, you grant Kovanio the rights necessary to operate and display such content within the platform for your benefit.

Feedback

Any feedback, suggestions, or ideas you provide regarding the Services may be used by Kovanio without restriction or compensation.

The Services may integrate with, connect to, or depend on third-party systems, including:

• ERP and accounting platforms (Tally, SAP, Zoho, QuickBooks);
• Government portals including GST systems and e-invoicing platforms;
• E-commerce and marketplace platforms;
• Payment gateways and banking integrations;
• Logistics and shipping providers;
• Cloud infrastructure providers (AWS, GCP, Azure);
• Communication and productivity tools.

Kovanio is not responsible for:

• Third-party service availability, performance, or failures;
• Data accuracy or completeness from third-party systems;
• Third-party pricing changes or service discontinuation;
• Security incidents originating from third-party platforms.

Use of third-party integrations is subject to their respective terms, privacy policies, and service agreements. Users are responsible for reviewing and complying with applicable third-party terms.

Certain Services require payment of subscription fees, usage-based charges, or one-time setup fees as described in your applicable pricing plan or order form.

Payment Obligations

You agree to:

• Pay all applicable fees on time as per agreed billing cycles;
• Provide valid and current billing information;
• Comply with applicable tax obligations including GST where applicable;
• Promptly update billing information if payment details change.

Billing Terms

• Subscriptions are billed in advance (monthly or annually as selected);
• Usage-based charges are billed in arrears;
• Fees are exclusive of applicable taxes unless stated otherwise;
• Pricing may change with prior written notice of at least 30 days;
• Invoices are issued electronically.

Non-Payment

Failure to pay fees may result in suspension of access to the Services. Kovanio reserves the right to charge late payment interest and recovery costs for overdue amounts.

Refunds

Unless otherwise stated or required by applicable law, fees are non-refundable. Refund requests for exceptional circumstances may be considered at Kovanio’s sole discretion.

Both parties agree to maintain the confidentiality of Confidential Information received from the other party and not to disclose it except:

• With prior written consent of the disclosing party;
• To authorized employees, contractors, or service providers who need access;
• As required by applicable law, regulation, or court order.

Both parties agree to protect Confidential Information using at least the same degree of care they use to protect their own confidential information, but no less than reasonable care.

Confidentiality obligations survive termination of the Agreement for a period of three (3) years, except for trade secrets which remain protected indefinitely.

Kovanio implements commercially reasonable technical and organizational security measures to protect your data, including:

• Encryption in transit (TLS) and at rest;
• Role-based access controls and least-privilege principles;
• Multi-factor authentication support;
• Secure cloud infrastructure with reputable providers;
• Continuous monitoring, logging, and alerting;
• Regular automated backups and disaster recovery procedures;
• Vulnerability management and security patching.

However, no platform can guarantee absolute security. In the event of a confirmed data breach affecting your data, Kovanio will notify affected users in accordance with applicable law.

User Responsibilities

Users are responsible for securing their own devices, access credentials, internal access controls, and ensuring that only authorized personnel access organizational accounts.

Kovanio strives to maintain reliable, high-availability Services but does not guarantee uninterrupted or error-free operation. The Services may occasionally experience:

• Scheduled maintenance downtime (communicated in advance where possible);
• Unplanned system interruptions or outages;
• Performance degradation during peak usage;
• Delays in processing or data synchronization.

Kovanio reserves the right to:

• Modify, update, or improve features with or without notice;
• Suspend specific Services for maintenance;
• Discontinue products with reasonable prior notice to customers;
• Restrict access for security or compliance reasons.

Support

Customer support is available through the support channels specified in your subscription plan. Response times and support scope vary by plan tier. Critical security issues are treated with highest priority regardless of plan level.

The Services are provided on an “AS IS” and “AS AVAILABLE” basis. To the maximum extent permitted by applicable law, Kovanio disclaims all warranties, express or implied, including:

• Merchantability or fitness for a particular purpose;
• Non-infringement of third-party rights;
• Accuracy, reliability, or completeness of data or reports;
• Uninterrupted or error-free availability;
• Suitability of AI-generated outputs for specific business decisions;
• Compatibility with all third-party systems or integrations.

Use of the Services, including reliance on AI recommendations, automation outputs, and analytics, is at your own risk.

To the maximum extent permitted by applicable law, Kovanio and its officers, directors, employees, affiliates, and partners shall not be liable for:

• Indirect, incidental, special, or consequential damages;
• Loss of profits, revenue, or business opportunities;
• Loss, corruption, or unauthorized access to data;
• Business interruption or operational downtime;
• Decisions made based on AI-generated recommendations;
• Third-party service failures or integration issues;
• Damages arising from unauthorized account access due to user negligence.

Kovanio’s total aggregate liability to you for all claims arising under or in connection with these Terms shall not exceed the total amount paid by you to Kovanio during the twelve (12) months immediately preceding the event giving rise to the claim.

Some jurisdictions do not allow the exclusion of certain warranties or limitations on liability. In such cases, the above limitations apply to the maximum extent permitted by law.

You agree to indemnify, defend, and hold harmless Kovanio Private Limited and its employees, directors, officers, affiliates, agents, and partners from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:

• Your misuse or unauthorized use of the Services;
• Your violation of these Terms or applicable laws;
• Your violation of any third-party rights, including intellectual property rights;
• Data you upload or process through the Services;
• Any dispute between you and a third party related to your use of the Services.

Termination by Kovanio

Kovanio may suspend or terminate your access to the Services immediately if:

• You violate any provision of these Terms;
• Subscription fees remain unpaid after the due date;
• Fraudulent, unlawful, or abusive activity is detected;
• Continued access poses a security risk to the platform or other users;
• Required by law or regulatory order.

Termination by User

You may discontinue use and request account closure at any time by contacting us at info@kovanio.com. Termination does not relieve you of payment obligations already incurred.

Effect of Termination

Upon termination:

• Your right to access the Services ceases immediately;
• Kovanio may retain your data for a limited period as required by law;
• You may request export of your data before account closure;
• Provisions of these Terms that by their nature should survive (confidentiality, IP, liability) remain in effect.

These Terms shall be governed by and construed in accordance with the applicable laws of the jurisdiction where Kovanio Private Limited is incorporated and operates, without regard to conflict of law principles.

Dispute Resolution

In the event of any dispute arising out of or relating to these Terms or the Services, the parties shall first attempt to resolve the matter through good-faith negotiation within 30 days of written notice.

If resolution cannot be achieved through negotiation, disputes shall be subject to the exclusive jurisdiction of the competent courts or arbitration forums as determined by Kovanio in the applicable jurisdiction. You waive any objection to such jurisdiction.

Kovanio reserves the right to update, modify, or replace these Terms at any time. When we make material changes:

• Updated Terms will be published on our website with a revised “Last Updated” date;
• We will notify active users via email or in-platform notification where practicable;
• Changes will take effect 14 days after publication unless they address legal or security requirements (which take effect immediately).

Continued use of the Services after the effective date of revised Terms constitutes your acceptance of those changes. If you do not accept revised Terms, you must discontinue use and request account closure.

Entire Agreement

These Terms, together with the Privacy Policy and any applicable product-specific agreements or order forms, constitute the entire agreement between you and Kovanio regarding the Services.

Severability

If any provision of these Terms is found to be invalid or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable. The remaining provisions shall continue in full force and effect.

Waiver

Failure by Kovanio to enforce any right or provision of these Terms shall not constitute a waiver of future enforcement.

Assignment

You may not assign or transfer your rights or obligations under these Terms without Kovanio’s prior written consent. Kovanio may assign these Terms in connection with a merger, acquisition, or sale of assets.

Force Majeure

Kovanio shall not be liable for failures or delays in performance resulting from causes beyond its reasonable control, including acts of God, government actions, network failures, cyberattacks, or natural disasters.

Language

These Terms are written in English. In the event of any conflict between an English version and a translated version, the English version prevails.

For questions, concerns, or notices regarding these Terms of Service, contact us at:

Kovanio Private Limited

• Website: www.kovanio.com
• Email: info@kovanio.com