Terms and Conditions

Last Updated: November 2, 2025 [cite: 18]

Please read these Terms and Conditions ("Terms") carefully before using the DormCircle platform and any associated mobile applications (collectively, the "Service")[cite: 18]. Your access to and use of the Service is conditioned upon your acceptance of and compliance with these Terms[cite: 19].

These Terms apply to the educational institution (the "**School**," "you," "your") and all its authorized users, including administrators, wardens, and staff ("School Staff")[cite: 20]. By signing an Order Form, accessing, or using the Service, you agree to be bound by these Terms[cite: 21]. If you disagree with any part of the terms, you may not access the Service[cite: 22].

1. The Service

DormCircle provides a Software-as-a-Service (SaaS) platform designed to help Schools manage hostel operations and facilitate communication with the parents or legal guardians ("Parents") of their enrolled students[cite: 23].

2. Data Roles and Responsibilities

Data Controller (The School): The School is the "Data Controller"[cite: 24]. You are solely responsible for the accuracy, quality, and legality of all data, including personal information of Students, Parents, and School Staff, that is entered into the Service ("School Data")[cite: 25]. You confirm that you have obtained all necessary consents from Parents and Staff to collect and process this data via our Service[cite: 26].

Data Processor (DormCircle): We are the "Data Processor"[cite: 27]. We will only process School Data on your behalf and in accordance with your instructions, these Terms, and our Privacy Policy[cite: 27].

3. School's Obligations

• **Acceptable Use:** Use the Service in compliance with all applicable laws[cite: 28].
• **User Accounts:** Be solely responsible for maintaining the confidentiality of all School Staff login credentials and for all activities that occur under your accounts[cite: 29].
• **Data Accuracy:** Be solely responsible for the accuracy and timeliness of all information entered into the Service, including health logs, attendance records, and academic reports[cite: 30].
• **Parental Consent:** Secure all necessary consents from Parents to allow DormCircle to send communications to them[cite: 31].

4. Fees and Payment

• **Subscription Fees:** The School agrees to pay the subscription fees outlined in the mutually agreed-upon Order Form[cite: 32].
• **Payment Terms:** All invoices are due within thirty (30) days of receipt unless otherwise specified[cite: 33].
• **Non-Payment & Suspension:** We reserve the right to suspend your access to the Service after providing ten (10) business days' written notice of non-payment[cite: 34].

5. Intellectual Property (IP)

• **Our IP:** We own all rights, titles, and interests in and to the Service, the DormCircle platform, our logo, and all underlying software and code[cite: 35].
• **Your IP:** You own all rights, titles, and interests in and to your School Data[cite: 36]. You grant us a limited license to use this data solely for the purpose of providing the Service to you[cite: 37].

6. Term and Termination

This agreement will begin on the "Service Start Date" specified in your Order Form and will continue for an initial term of one (1) year[cite: 38]. It will automatically renew for subsequent one (1) year terms unless either party provides written notice of non-renewal at least thirty (30) days before the end of the current term[cite: 39].

• **Effect of Termination:** Upon termination, your right to access the Service will cease[cite: 40]. We will delete all your School Data within ninety (90) days, as detailed in our Privacy Policy[cite: 41].

7. Disclaimer of Warranties

The Service is provided on an "**AS IS**" and "**AS AVAILABLE**" basis[cite: 42]. We do not warrant that the Service will be uninterrupted, error-free, or completely secure[cite: 43].

8. Limitation of Liability

DormCircle is a communication and data-logging platform. We are **not a health, safety, or emergency service**[cite: 44]. The School and its Staff are solely responsible for the actual care, supervision, and well-being of the students in their charge[cite: 45].

Our total liability shall not exceed the total amount of subscription fees paid by you to us in the twelve (12) months immediately preceding the event that gave rise to the claim[cite: 46].

9. Indemnification

The School agrees to defend, indemnify, and hold harmless DormCircle from and against any and all claims, damages, or expenses arising from your use of the Service or your breach of these Terms[cite: 47].

10. Governing Law

These Terms shall be governed by the laws of India, with exclusive jurisdiction given to the courts located in **Guwahati, Assam**[cite: 48].

11. Contact Us

If you have any questions about these Terms, please contact us at info@dormcircle.com[cite: 51].

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