Terms & Conditions

1. Introduction and Agreement to Terms

Welcome to AIVO Technologies Pvt Ltd. a secure AI-powered document storage and retrieval platform provided by AIVO Technologies Private Limited ("AIVO", "we", "our", or "us"). These Terms of Use ("Terms") govern your access to and use of the AIVO DocAI mobile application, website, and related services (collectively, the "Service").

These Terms also govern your use of optional integrations offered through the Service, including but not limited to Google Calendar synchronization and WhatsApp communication features (collectively, the "Integrations"). Use of these Integrations requires your explicit consent and may be subject to the respective third-party terms and privacy policies of Google LLC and Meta Platforms, Inc.

By accessing or using the Service, you confirm that you have read, understood, and agreed to be bound by these Terms, our Privacy Policy, and any other applicable agreements or policies referenced herein. If you do not agree with these Terms, you must not use the Service.

2. Eligibility

The Service is available for use by individuals of all ages. By using the Service, you represent and warrant that you are legally competent to enter into this agreement and to comply with these Terms.

3. User Account and Registration

AIVO Technologies Pvt Ltd. is the data controller for all personal data collected through the App and Services.

Data Protection Officer (DPO): Mr. Kushal Singh
Email: support@mysmartassistant.ai

To access the Service, you may be required to create a user account. When registering, you must provide accurate and complete information, including a valid phone number or email address. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You agree to:

Promptly update any changes to your information;
Use strong authentication, including biometric methods if available;
Not share your login credentials with anyone.

We reserve the right to suspend or terminate your account if any information provided is inaccurate, incomplete, or violates these Terms.

4. Description of the Service

AIVO DocAI allows users to upload, organize, store, search, and retrieve documents such as identity proofs, utility bills, property documents, financial records, and other personal information using AI tools. The Service includes but is not limited to:

Document scanning and uploading through mobile or web interface;
Secure, encrypted storage of user documents;
Natural language-based search and retrieval of documents;
Biometric and password-based authentication;
Optional premium services and advanced features.
Integration with third-party applications, including Google Calendar, for event synchronization and automated reminders;
WhatsApp-based service communications, including text messages and automated reminder calls (approximately 5–10 minutes before scheduled events), initiated through verified business channels;
User-controlled opt-in and opt-out functionality for communication and integration features.

The Service is designed to meet global data security and privacy standards, including compliance with the General Data Protection Regulation (GDPR).

5. User Responsibilities and Acceptable Use

By accessing or using the App, you agree to comply with the following responsibilities and acceptable use obligations. You shall:

Ensure that all information and documents uploaded, stored, or shared via the App are accurate, lawful, and rightfully owned or controlled by you;
Maintain the confidentiality of your login credentials and take full responsibility for all activity under your account;
Promptly notify AIVO of any unauthorized access or suspected breach of your account or the App's security;
Not use the App in any way that is unlawful, fraudulent, deceptive, or harmful to others or to AIVO;
Use the App solely for personal, non-commercial purposes unless otherwise authorized in writing by AIVO;
Use the AI features (including document retrieval, classification, and summarisation) responsibly and not in a manner intended to manipulate, exploit, or reverse-engineer the service or underlying models.
Provide accurate permissions and consents for third-party integrations such as Google Calendar and WhatsApp;
Ensure that your linked Google or WhatsApp account remains secure and accessible;
Not misuse WhatsApp or Calendar integrations for unsolicited communications or third-party data sharing;
Acknowledge that WhatsApp reminder calls and messages are service notifications, not promotional calls, and that AIVO shall not be liable for delays, call failures, or missed reminders caused by network issues, device unavailability, or third-party service outages.

In addition, you shall not engage in, encourage, or permit any of the following prohibited activities:

Uploading any material that is unlawful, threatening, abusive, defamatory, obscene, or otherwise objectionable;
Transmitting any viruses, worms, malware, or other harmful or disruptive code;
Attempting to gain unauthorized access to any systems, networks, or accounts of AIVO or its users;
Bypassing or circumventing any access controls, security mechanisms, or authentication requirements implemented in the App;
Reproducing, modifying, reverse-engineering, or tampering with any part of the App or its AI-powered functionalities;
Using the App to impersonate another person or entity or to misrepresent your identity or affiliation;
Violating any applicable local, national, or international law, regulation, or code of conduct;
Using the App to store or disseminate content that exploits, harasses, or harms others, especially minors;
Abusing the AI interface through repeated, excessive, or manipulative requests designed to disrupt or distort its functionality.

AIVO reserves the right to suspend, restrict, or permanently terminate your access to the App and Services without notice if you are found to be in breach of this section or any other provisions of these Terms. Legal action may be initiated in appropriate cases, and AIVO will cooperate with law enforcement where required.

6. Document Ownership and Access Rights

You retain full ownership of the documents you upload. AIVO does not claim ownership of any content you store on the Service. However, by using the Service, you grant AIVO a limited, non-exclusive, non-transferable, revocable license to store, process, and retrieve your content solely for the purpose of providing and improving the Service.

Access to your documents is restricted strictly to you, unless you use features that allow explicit document sharing. Our platform adheres to zero-knowledge principles to ensure your data remains private, inaccessible even to us unless explicitly shared or required under law.

Data processed or transmitted through third-party integrations (such as calendar metadata or WhatsApp message logs) remains your property but is handled in accordance with AIVO's Privacy Policy and the applicable third-party terms governing such platforms.

7. Subscription Plans and Fees (If Applicable)

Certain advanced features of the Service may be offered under paid subscription plans. Details of current subscription tiers, pricing, and payment mechanisms shall be displayed within the app or on our official website. All fees are exclusive of applicable taxes unless stated otherwise.

By subscribing, you agree to:

Pay all fees associated with the selected plan;
Authorize AIVO or its authorized payment processors to charge your payment method on a recurring basis (if applicable);
Abide by any usage limitations applicable to the plan selected.

We reserve the right to modify pricing or introduce new charges with reasonable advance notice. Failure to make timely payment may result in restriction or suspension of your access to premium features.

8. Termination and Account Deletion

AIVO reserves the right to suspend, restrict, or permanently terminate a user's access to the Service at its sole discretion, without prior notice, in the event of any suspected or actual breach of these Terms, misuse of the Service, unlawful activity, or violation of applicable laws or regulations, including but not limited to data protection or intellectual property laws.

Users may voluntarily terminate their account at any time by using the in-app account deletion option or by submitting a written request to support@mysmartassistant.ai. Upon such a request, AIVO will:

Acknowledge the user's request within 48 hours.
Initiate secure deletion of all user data, including personal data and uploaded documents, from its active systems and back-ups within 7 calendar days, unless retention is legally required.
Provide the user with a confirmation email of successful data deletion.

Where legally required or justified under legitimate interests (e.g., fraud detection, litigation preparedness), AIVO may retain certain metadata or transactional records in anonymised form for a reasonable period consistent with data minimisation principles under Article 5 of the GDPR. Account termination shall not limit AIVO's rights to pursue remedies under law for prior violations or misuse of the Service. Terminated users are prohibited from creating new accounts without explicit written permission from AIVO.

9. Intellectual Property Rights

All intellectual property rights in the Service, including but not limited to copyrights, trademarks, trade secrets, and patents, are owned by AIVO or its licensors. You are granted a limited, non-exclusive, non-transferable license to access and use the Service solely for your personal, non-commercial use in accordance with these Terms.

You may not copy, modify, distribute, sell, lease, or create derivative works based on the Service or any portion thereof without AIVO's express written consent.

10. Limitation of Liability

To the maximum extent permitted by applicable law, AIVO shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, goodwill, or other intangible losses, resulting from your use or inability to use the Service.

AIVO's total liability for any claims arising out of or in connection with the Service shall not exceed the amount you paid to AIVO in the twelve (12) months preceding the claim, or one hundred dollars ($100), whichever is greater.

11. Indemnification

You agree to indemnify, defend, and hold harmless AIVO, its affiliates, officers, directors, employees, agents, and licensors from and against any claims, damages, obligations, losses, liabilities, costs, or debt, and expenses (including but not limited to attorney's fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

12. Data Protection and Privacy

AIVO is committed to protecting your personal data and privacy. Our data collection, processing, and storage practices are detailed in our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to the collection and use of your personal data in accordance with our Privacy Policy.

AIVO implements industry-standard security measures, including end-to-end encryption, secure data transmission protocols (TLS 1.3), and robust access controls. Role-based access, audit trails, and incident management protocols are implemented to maintain the confidentiality, integrity, and availability of your data.

AIVO's use of Artificial Intelligence (AI) for document classification, summarization, or retrieval is limited to the scope of your explicit instructions and consent. AI features are disabled by default and may be activated only when you opt in. Any AI-generated outputs are automated and intended solely for user assistance—they do not constitute legal, financial, or factual advice.

In addition, with your explicit consent, AIVO may transmit limited personal data such as your phone number, calendar event metadata, or reminder preferences to third-party service providers (including Google LLC and Meta Platforms, Inc. for WhatsApp integration) to enable optional in-app features. These integrations are strictly voluntary and disabled by default. AIVO ensures that any such processing is conducted under appropriate contractual, technical, and organizational safeguards in compliance with the DPDP Act.

You may revoke consent for these integrations at any time through the in-app settings, upon which AIVO will immediately disable such integrations and delete associated tokens or connection data within seven (7) calendar days.

For any questions or requests relating to the processing of your personal data, you may contact our Data Protection Officer (DPO):
Name: Kushal Singh
Email: support@mysmartassistant.ai
Subject Line: Data Protection Inquiry – [Your Account Email]

By continuing to use the Service, you expressly acknowledge and agree to the terms of AIVO's Privacy Policy, which forms an integral part of these Terms. In the event of any conflict between this clause and the Privacy Policy, the provision that affords you the higher degree of data protection shall prevail.

13. AI Usage and User Consent

Our Service employs Artificial Intelligence for document classification and summarisation. Such AI processing is triggered only when users explicitly select or opt-in for these features. AIVO does not use AI to make automated decisions that have legal or significant effects on users. AI usage is confined to enhancing user experience, facilitating document discovery, and summarising content for ease of reference. AI tools may also be used to assist in analyzing metadata from calendar events to generate smart reminders or summaries. Such AI analysis is strictly limited to enhancing functionality and does not extend to the content of WhatsApp messages or calls.

Your consent is collected through clear, granular opt-in mechanisms, and you may withdraw such consent at any time by disabling AI features within your settings.

13.A Third-Party Integrations (Google Calendar and WhatsApp)

The Service may include integrations with third-party platforms such as Google Calendar and WhatsApp to facilitate scheduling, reminders, and communications.

Enabling such integrations constitutes your consent to allow AIVO to exchange limited data with these third parties strictly for providing the selected functionality.
AIVO acts as a data controller for data within its systems but is not responsible for the privacy, security, or data practices of third-party providers.
WhatsApp reminder messages and calls are transmitted via secure, authorized business APIs and may be logged for delivery verification.
Users may disable integrations or revoke consent at any time; doing so will immediately halt data exchange.
AIVO disclaims all responsibility for failures, delays, or technical errors caused by the third-party APIs or networks used in these integrations.

By enabling WhatsApp reminders, you authorize AIVO to send service-related text messages and automated reminder calls to your registered number through verified business channels. These calls are not recorded and are purely functional reminders triggered 5–10 minutes prior to scheduled events or document actions. AIVO shall not be liable for any missed reminders, delayed notifications, or disruptions caused by network issues, device settings, or third-party API performance.

14. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of India, without regard to conflict of law principles. Subject to the provisions below, any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the competent courts at Gurugram, Haryana, India.

For users residing in the European Economic Area (EEA), these Terms shall be interpreted in a manner consistent with your local mandatory consumer protection laws and data protection rights under the GDPR. Nothing in these Terms limits your right to file a complaint before a data protection authority or consumer forum in your country of residence.

15. Dispute Resolution

In the event of any dispute, controversy, or claim arising out of or in connection with these Terms of Use, the Privacy Policy, the use of the Service, or the interpretation, breach, termination, or validity thereof ("Dispute"), the Parties shall first attempt to resolve the Dispute amicably through good faith discussions and mutual negotiations within a period of thirty (30) days from the date the Dispute is first notified in writing by one Party to the other.

If the Dispute remains unresolved after such efforts, either Party may initiate appropriate legal proceedings exclusively before the courts situated at Gurugram, Haryana, India, which shall have exclusive jurisdiction to adjudicate upon all matters, to the express exclusion of all other courts, tribunals, or fora.

You agree and acknowledge that no arbitration or alternate dispute resolution mechanism shall apply, and that this clause constitutes a valid, binding, and enforceable agreement on jurisdiction under applicable laws.

AIVO further reserves the right, at its sole discretion, to seek interim or injunctive relief (including but not limited to orders for data protection, intellectual property enforcement, or misuse of the Service) in any court of competent jurisdiction, without limitation to the above.

The governing law of these Terms shall be the laws of India, without regard to its conflict of law principles. You irrevocably waive any objection to the venue or forum, including any claim of forum non conveniens.

16. Cancellation and Refund Policy

Users can cancel their subscription at any time. They need to delete their account on this website dashboard by logging in and clicking on their profile and deleting the account.

Please note that no refunds will be given for cancellations. Your access to the service will be suspended as soon as you delete your account.

17. Shipping Policy

As we are a service provider, our offerings are primarily in the form of digital products, online services deliverables. Therefore, no physical shipment or delivery of goods is applicable.

Service Delivery

All services are delivered digitally or through online communication channels (e.g., email, video conferencing, client portals, or other electronic means).
Any delay due to unforeseen circumstances will be promptly communicated to the client.

For ongoing services, periodic updates will be shared as per the agreed schedule.

18. Updates to Terms

We may update these Terms periodically to reflect changes in law, our Service features, or business practices. When we do, we will:

Notify users via email or in-app pop-up (where feasible);
Indicate the "Last Updated" date at the top of this page;
Provide at least 15 days' notice for material changes.

Continued use of the Service after such notice will constitute your acceptance of the revised Terms. If you disagree, you should stop using the Service and request account deletion.

19. Notices and Communication

All official notices under these Terms shall be sent to:
AIVO Technologies Private Limited
MGE-TW09-21D, Fairwaywest, M3M Golf Estate Sector-65
Badshahpur, Gurgaon- 122101, Haryana
Email: info@AIVODoc

Users are encouraged to keep their email address updated within their account profile to receive important legal or operational notices.

20. Force Majeure

AIVO shall not be held liable for any delay or failure in performance caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemic, war, terrorism, strikes, internet outages, cyberattacks, or government actions.

21. Severability

If any provision of these Terms is held to be unlawful, void, or unenforceable for any reason, then that provision shall be deemed severable from the Terms and shall not affect the validity and enforceability of the remaining provisions.

22. Entire Agreement

These Terms, along with the Privacy Policy and any applicable Service-specific disclosures, constitute the entire agreement between you and AIVO governing your use of the Service, superseding any prior agreements, communications, or understandings.

23. Definitions

"Service" means the AIVO DocAI app and its associated website, features, and functionality.
"User" or "You" means any individual who accesses or uses the Service.
"Personal Data" refers to any information relating to an identified or identifiable individual, as defined under GDPR and similar regulations.
"AI Features" means document summarisation, categorisation, or smart retrieval tools powered by machine learning models.
"Content" includes any documents, files, metadata, or information uploaded by the user.

Last Updated: 1st Aug 2025
Effective From: 1st Aug 2025
Support Contact: +91 9311615852