Terms of Service

VAHANA Terms and Conditions Draft template — for legal review before publishing. Effective date: 23-July-2026 1. Acceptance of Terms These Terms and Conditions (“Terms”) govern access to and use of Vahana, a software-as-a-service platform for transport and logistics management, operated by VAHANA, a company/entity registered under the laws of India with its registered office at [REGISTERED ADDRESS] (“Vahana”, “we”, “us”, or “our”). By creating an account, accepting an invitation to join a tenant, or otherwise accessing or using the platform, you agree to be bound by these Terms. If you do not agree, you must not use the platform. 2. Definitions • “Platform” means the Vahana web application, available at vahana.cloud and any related subdomains or applications. • “Tenant” means a transport or logistics company that has been onboarded to the Platform and has its own isolated account and data. • “Authorized User” means any individual granted access to the Platform under a Tenant’s account, including a Tenant’s Super Admin, Admin, Dispatcher, Accountant, Driver, or Viewer roles. • “Platform Admin” means personnel authorized by Vahana to create Tenants, manage subscriptions, and administer the Platform at an account level. • “Tenant Data” means all data entered into, uploaded to, or generated within the Platform by or on behalf of a Tenant, including vehicle records, driver records, trip and consignment records, invoices, and any personal data of the Tenant’s employees, drivers, or business contacts. • “Data Principal”, “Data Fiduciary”, and “Data Processor” have the meanings given to them under the Digital Personal Data Protection Act, 2023 (“DPDP Act”). 3. Eligibility and Account Registration The Platform is provided on an invite-only basis. A prospective Tenant may submit a request for access through the Platform, following which Vahana, at its sole discretion, may create a Tenant account and issue the first Super Admin login for that Tenant. A Tenant’s Super Admin may thereafter invite additional Authorized Users under that Tenant. Each Tenant is responsible for ensuring that the information provided during onboarding (including company name, GSTIN, PAN, and registered address) is accurate and kept up to date, and for maintaining the confidentiality of login credentials issued to its Authorized Users. 4. Subscription Plans, Fees, and Payment Access to the Platform is provided under subscription plans described by admin to the super user of the tenant, which may be based on fleet size, number of users, storage, or other usage metrics. Fees are exclusive of applicable taxes, including GST, which will be charged separately in accordance with Indian tax law. Fees are billed in advance on a monthly/annual basis via our payment partner, and are non-refundable except as required by law or as separately agreed in writing. We may suspend or restrict access to a Tenant’s account for non-payment of undisputed fees, following reasonable notice. 5. Tenant and User Responsibilities Each Tenant and its Authorized Users agree to: • Use the Platform only for lawful purposes connected with the operation of a transport or logistics business. • Ensure the accuracy of all Tenant Data entered into the Platform, including vehicle, driver, GST, and financial information. • Obtain all necessary consents from their own employees, drivers, customers, and other individuals before entering personal data about those individuals into the Platform, where the Tenant is acting as the Data Fiduciary in respect of that data (see Section 7). • Comply with all applicable laws, including the Motor Vehicles Act, 1988, the Central Goods and Services Tax Act, 2017 and corresponding state GST legislation, the Income Tax Act, 1961, and the DPDP Act, in the conduct of their business and their use of the Platform. • Not attempt to access another Tenant’s data, circumvent the Platform’s security controls, or use the Platform to transmit unlawful, defamatory, or infringing content. 6. Ownership of Data As between Vahana and a Tenant, the Tenant retains all ownership rights in its Tenant Data. Vahana is granted a limited, non-exclusive license to host, store, process, and display Tenant Data solely for the purpose of providing, maintaining, and improving the Platform, and as otherwise permitted under these Terms and our Privacy Policy. 7. Data Protection Roles In respect of account, billing, and login data of Authorized Users, Vahana acts as a Data Fiduciary under the DPDP Act and is responsible for providing notice and obtaining consent directly from each Authorized User, as described in our Privacy Policy. In respect of Tenant Data concerning individuals who do not themselves use the Platform — for example, driver personal details entered by a Tenant’s office staff — Vahana acts as a Data Processor, processing that data solely on the Tenant’s instructions. In such cases, the Tenant is the Data Fiduciary and is solely responsible for establishing a valid legal basis (including consent, where required) for processing that individual’s personal data, and for providing any notice required under the DPDP Act to that individual. 8. Compliance Features Are Not Professional Advice The Platform includes features intended to help Tenants track and manage compliance-related information, including GST treatment of invoices, e-way bill thresholds, vehicle permit and fitness expiry, and applicable state road tax and green tax schedules. These features are provided as an operational aid only. They do not constitute legal, tax, or professional advice, and do not guarantee compliance with any law. Each Tenant remains solely responsible for its own statutory filings, tax positions, and regulatory compliance, and should consult a qualified chartered accountant, tax consultant, or relevant authority (including the RTO) as appropriate. 9. Intellectual Property The Platform, including its software, design, trademarks (including the name “Vahana” and associated logos), and underlying technology, is owned by or licensed to Vahana. Nothing in these Terms transfers any intellectual property rights in the Platform to any Tenant or Authorized User, other than the limited right to use the Platform as set out herein. 10. Service Availability and Support Vahana will use commercially reasonable efforts to make the Platform available, but does not guarantee uninterrupted or error-free operation. Scheduled maintenance will be notified in advance where practicable. Support is available via support@vahana.cloud 11. Data Retention and Archiving Tenant Data is retained in an active, readily accessible state for a default period, after which it may be moved to an archived storage tier for cost and performance reasons, while remaining fully retrievable by the Tenant. Vahana will not delete Tenant Data before the minimum retention periods required under applicable law (including the CGST Act, 2017 and the Income Tax Act, 1961), and any Tenant-configured deletion period below the platform-wide floor is the Tenant’s own compliance decision and risk. Further detail is set out in our Privacy Policy. 12. Suspension and Termination Vahana may suspend or terminate a Tenant’s access to the Platform for material breach of these Terms, non-payment of fees, or unlawful use, following reasonable notice where practicable. Upon termination, the Tenant will be given a reasonable opportunity (not less than [30 days]) to export its Tenant Data before it is deleted, except where earlier deletion is required by law or requested by the Tenant. 13. Limitation of Liability To the maximum extent permitted by law, Vahana shall not be liable for any indirect, incidental, special, or consequential damages, or for any penalty, fine, or loss arising from a Tenant’s own failure to comply with applicable tax, transport, or other regulatory requirements. Vahana’s aggregate liability arising out of or relating to these Terms shall not exceed the fees paid by the Tenant in the twelve (12) months preceding the event giving rise to the claim. 14. Indemnification Each Tenant agrees to indemnify and hold Vahana harmless from any claim, loss, or liability arising from the Tenant’s breach of these Terms, the Tenant’s unlawful use of the Platform, or the Tenant’s failure to obtain necessary consents in respect of personal data entered into the Platform. 15. Third-Party Service Providers Vahana relies on third-party service providers to operate the Platform, including cloud database and storage hosting, payment processing, and communication providers for email, SMS, and WhatsApp notifications. Tenant Data may be processed by these providers solely to the extent necessary to deliver the Platform’s functionality, under appropriate contractual safeguards. 16. Changes to These Terms Vahana may update these Terms from time to time. Where changes are material, Authorized Users will be required to review and accept the updated Terms before continuing to use the Platform, as described in our in-app acceptance process. 17. Governing Law and Dispute Resolution These Terms are governed by the laws of India. Subject to applicable law, the courts at [CITY, STATE — e.g., Chennai, Tamil Nadu or Bengaluru, Karnataka] shall have exclusive jurisdiction over any dispute arising out of or in connection with these Terms. 18. Grievance Officer In accordance with applicable law, any grievances relating to these Terms or the Platform may be addressed to our Grievance Officer: • Name: [GRIEVANCE OFFICER NAME AND DESIGNATION] -- will be rolled out soon • Email: [GRIEVANCE OFFICER EMAIL] -- will be rolled out soon • Address: [REGISTERED ADDRESS] -- will be rolled out soon We will endeavour to acknowledge and address grievances within the timelines prescribed under applicable law. 19. Miscellaneous If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force. These Terms, together with our Privacy Policy, constitute the entire agreement between the Tenant and Vahana regarding use of the Platform. Neither party may assign these Terms without the other’s prior written consent, except that Vahana may assign these Terms in connection with a merger, acquisition, or sale of assets.