Terms & Conditions

1. Definitions

• "EventAxis" refers to Tantragyan Technologies Private Limited, its platform, mobile applications, kiosk software, and APIs.
• "Organiser" / "Customer" refers to the company or individual that creates and manages an EventAxis account to run events.
• "Attendee" / "Delegate" refers to any person who registers for an event created through EventAxis.
• "Platform" refers to the EventAxis web application, mobile apps, kiosk software, and all related services.
• "Event" refers to any conference, exhibition, meeting, or gathering configured and managed through the Platform.
• "Payment Gateway" refers to a third-party payment service provider (such as Easebuzz or Razorpay) that processes attendee payments for paid tickets.
• "Organiser Gateway" refers to a Payment Gateway with which the Organiser holds its own merchant account and which the Organiser connects to the Platform (see Section 4.4).
• "Event Package" refers to the per-event fee tier, banded by the number of registered attendees, described in Section 4.1.
• "Platform Access" refers to the annual, per-organisation subscription that keeps an account fully working between events, described in Section 4.1.
• "Agreement" refers to these Terms & Conditions together with the Privacy Policy and Refund Policy.

2. Acceptance of Terms

By creating an EventAxis account, accessing the Platform, or using any EventAxis service, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions.

If you are entering into this Agreement on behalf of a company or other legal entity, you represent that you have the authority to bind that entity. If you do not have such authority, you must not use the Platform.

These terms apply to all users of the Platform including Organisers, their team members, and any third party granted access to an EventAxis account.

3. Platform Access & Accounts

3.1 Account Registration

• You must provide accurate, current, and complete information during registration.
• You are responsible for maintaining the confidentiality of your account credentials.
• You must notify us immediately of any unauthorised access at [email protected].
• One account per organisation. Multi-team access is available via user roles within a single account.

3.2 Account Eligibility

• You must be at least 18 years old to create an account.
• You must be legally incorporated or registered as a business entity to buy a paid Event Package or Platform Access.
• EventAxis reserves the right to refuse accounts from prohibited industries or jurisdictions.

3.3 Subdomains & Custom Domains

• Organisers may publish event pages on an EventAxis-provided subdomain or on a domain they own and connect to the Platform.
• If you connect your own domain, you are responsible for owning or controlling that domain and for its DNS records. EventAxis verifies ownership and issues TLS certificates through its infrastructure provider (Cloudflare), but cannot serve your pages if your DNS records are changed or removed.
• You must not connect a domain you are not authorised to use.

4. Fees, Billing & Attendee Payments

4.1 What EventAxis Charges

EventAxis charges Organisers for use of the Platform as follows. Current prices are published at eventaxis.co/pricing or set out in a signed order form; where an order form and the pricing page differ, the order form applies.

• Event Package. Each event uses one Event Package, banded by the number of registered attendees: Starter (up to 50, free), Standard (up to 200), Growth (up to 500) and Professional (up to 2,000). Events larger than 2,000 registered attendees are quoted individually.
• Overage. An event's capacity cannot be set above its band ceiling plus 10%, and registration stops when the event reaches its capacity. If an event goes past its band, each registered attendee above the band ceiling is charged at the published per-attendee overage rate; on Starter, an event that goes past its band is instead charged the price of the smallest package that covers its attendee count. The count includes every attendee ever registered for the event; cancellations and refunds do not reduce it. Overage is invoiced after the event and is not discounted.
• Platform Access. An annual fee per organisation that keeps the account fully working between events. It is included with the Growth and Professional packages. It renews annually: rupee (INR) subscriptions are renewed by a payment link we send before the renewal date, and US dollar (USD) subscriptions renew automatically through Paddle. You may cancel at any time; Platform Access then continues to the end of the paid term and does not renew. Without Platform Access, an account becomes read-only 90 days after each event; your data is not deleted for that reason and remains available to export.
• Add-ons. Optional add-ons (such as on-site hardware, consumables, staff, messaging and Assurance) are priced per unit as listed on the pricing page or in an order form.
• Multi-event commitments. Commitments to 3, 6 or 12 events are prepaid. Each event uses one prepaid Event Package. Unused packages expire 12 months after purchase and are non-refundable.

4.2 Paying EventAxis

• All fees are exclusive of GST and other applicable taxes, which are added to the invoice.
• India. Organisers billed in Indian rupees pay EventAxis through our payment partner, Easebuzz. GST is charged on our invoices.
• International. Purchases billed in US dollars are sold by Paddle.com, our reseller and merchant of record, which collects payment and handles applicable sales tax or VAT. Paddle's buyer terms apply to that transaction, in addition to these Terms for your use of the Platform.
• Unpaid fees, including overage, may result in suspension of paid features or of the account until they are settled. While an overage invoice is unpaid, you cannot create or publish events or open registration on an event. Registration that is already open and check-in for an event already running are not blocked for this reason.

4.3 Price Changes

EventAxis may revise its prices with notice. A change does not affect an Event Package or multi-event commitment you have already bought. A Platform Access renewal is charged at the price in effect on the renewal date. Continued use after a change takes effect constitutes acceptance of the revised pricing.

4.4 Attendee Payments: Your Own Payment Gateway

• To sell paid tickets, the Organiser connects its own Organiser Gateway account to the Platform. Paid events cannot be published until an Organiser Gateway is connected.
• Attendee payments are made directly to the Organiser Gateway account. The Organiser is the merchant of record for all ticket sales.
• EventAxis never collects, holds, settles or pays out ticket revenue, and does not charge a per-ticket platform fee or commission on attendee payments.
• Payment Gateway fees, the timing of funds reaching the Organiser, merchant onboarding checks and chargebacks are governed by the Organiser's own agreement with its Payment Gateway provider.
• Refunds to attendees are the Organiser's responsibility and are processed through the Organiser Gateway, in line with the Organiser's own refund policy.
• The Organiser is responsible for keeping its Organiser Gateway credentials valid. EventAxis stores these credentials encrypted and uses them only to create, verify and refund payments for the Organiser's events.

5. Permitted Use

You may use EventAxis to:

• Create and manage legitimate business events, conferences, exhibitions, and meetings.
• Collect paid or free delegate registrations.
• Send event-related communications via WhatsApp and email.
• Process check-in, print badges, and capture leads at events.
• Access analytics and reports relating to your events.

You may not use EventAxis to:

• Create fraudulent, misleading, or illegal events.
• Collect registrations for events that do not take place (except in genuine cancellation situations).
• Send unsolicited bulk communications (spam) via WhatsApp or email.
• Reverse-engineer, copy, or create derivative products from the Platform.
• Resell or sublicense access to the Platform without written authorisation.
• Use the Platform in a manner that violates any applicable law or regulation.
• Process payments for goods or services prohibited by the acceptable use policies of the Payment Gateway used for your event.

6. Data & Privacy

Your use of the Platform is governed by our Privacy Policy, which is incorporated into these Terms by reference.

You retain ownership of all data you input into the Platform, including event data and attendee information. EventAxis has a limited licence to process that data solely to deliver the services you use.

Attendee personal data (name, email address and phone number) is encrypted at rest. Our Privacy Policy lists the service providers we use to operate the Platform.

EventAxis will not use your event data or attendee data for its own marketing, selling, or analytics beyond what is required to operate the Platform.

7. Attendee Data Responsibility

As an Organiser, you are the data controller (a "Data Fiduciary" under India's Digital Personal Data Protection Act, 2023) for all attendee personal data collected through EventAxis. EventAxis processes that data on your behalf, as your data processor, to provide the Platform. You are responsible for:

• Obtaining valid consent from attendees to collect and process their data.
• Ensuring your event registration forms comply with applicable data protection laws.
• Responding to attendee data rights requests (access, correction, deletion). The Platform provides tools to export and erase an individual attendee's data.
• Setting an appropriate refund policy and communicating it clearly to attendees.
• Not collecting data that is disproportionate to the purposes of your event.

EventAxis is not liable for any data protection violations arising from an Organiser's failure to comply with their obligations as Data Controller. The Organiser indemnifies EventAxis against any claims arising from such failures.

8. WhatsApp Communications

EventAxis uses the WhatsApp Business Platform (governed by Meta's policies), through our messaging provider AiSensy, to deliver event communications on behalf of Organisers.

• Organisers must obtain explicit consent from attendees before sending WhatsApp messages.
• Messages must be event-related and relevant to the registration (no promotional spam).
• EventAxis is not liable for WhatsApp message delivery failures caused by Meta's platform, network issues, or incorrect phone numbers.
• Abuse of WhatsApp communications may result in account suspension.

9. Hardware & Kiosk Terms

EventAxis kiosk hardware (tablets, stands, badge printers) is available for rental on an event-day basis.

• Hardware is delivered to the event venue and collected after the event.
• The Organiser is responsible for the hardware from the time of delivery until collection.
• Damage, theft, or loss of hardware will be charged to the Organiser at replacement cost.
• Hardware must not be used for purposes other than EventAxis-managed check-in operations.
• Kiosk software is licensed for the duration of the rental only and must not be copied or retained.
• Rental fees are non-refundable once the hardware has been dispatched.

10. Intellectual Property

All elements of the EventAxis Platform — including software code, design, user interface, logos, trademarks, algorithms, and proprietary processes — are the intellectual property of Tantragyan Technologies Private Limited and are protected under Indian and international IP law.

• You are granted a limited, non-exclusive, non-transferable licence to use the Platform for the purposes covered by your Event Packages, Platform Access and add-ons.
• This licence does not include the right to copy, modify, distribute, reverse-engineer, or create derivative works.
• You retain all intellectual property rights in content you upload to the Platform (event branding, logos, custom form content).
• By uploading content, you grant EventAxis a limited licence to display and process it solely for platform operation.

11. Disclaimers & Limitation of Liability

11.1 Service Availability

EventAxis aims for 99.5% platform uptime. However, the Platform is provided "as is" and "as available". We do not guarantee uninterrupted or error-free service.

11.2 Limitation

To the maximum extent permitted by applicable law, EventAxis's total liability for any claim arising under this Agreement shall not exceed the total fees paid by the Organiser to EventAxis in the 3 months preceding the claim.

• EventAxis is not liable for indirect, incidental, consequential, or punitive damages.
• EventAxis is not liable for losses arising from internet outages, third-party service failures (including WhatsApp, email providers, video-conferencing providers and Payment Gateways), or venue infrastructure issues.
• EventAxis is not liable for the actions of event attendees or any dispute between Organisers and their delegates, including disputes about payments, refunds or chargebacks processed through an Organiser Gateway.

12. Indemnification

You agree to defend, indemnify, and hold harmless EventAxis, its officers, directors, employees, and agents from and against any claims, damages, losses, and expenses (including legal fees) arising from:

• Your use or misuse of the Platform.
• Your violation of these Terms.
• Your violation of any attendee's data rights.
• Content you upload to the Platform.
• Any dispute between you and your event attendees.

13. Termination

13.1 By You

You may cancel Platform Access at any time. Cancellation takes effect at the end of the current paid term, and no refund is issued for unused time or unused prepaid Event Packages (see Refund Policy). You may close your account at any time.

13.2 By EventAxis

EventAxis may suspend or terminate your account with immediate effect if:

• You breach any provision of these Terms and fail to remedy the breach.
• You initiate fraudulent chargebacks.
• You use the Platform for illegal purposes or prohibited activities.
• You fail to pay fees due to EventAxis within the grace period.
• Continued operation of your account poses a risk to other customers or the platform.

Before your account closes, you can export attendee lists and reports from the dashboard. After termination, contact [email protected] to request an export or deletion of your organisation's data. Records we are required by law to keep, such as invoices, are retained for the period the law requires.

14. Governing Law

This Agreement is governed by the laws of India. Any dispute arising out of or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts at Mumbai, Maharashtra.

15. Contact

For questions about these Terms, email [email protected].