Terms of Service

1. Definitions

• “CafeNex”, “we”, “us” — the CafeNex product and operating team providing the Services.
• “Customer”, “you” — the business or person who registers for or pays for CafeNex.
• “End Users” — gamers or customers of your cafe whose data you process in CafeNex.
• “Tenant” — your cafe workspace / instance within the multi-tenant platform.
• “Subscription” — paid or trial plan granting access to features for a defined period.
• “Custom Work” — any bespoke development, integration, migration, branding, or configuration beyond standard product features, quoted separately or agreed in writing (including chat/email).

2. Eligibility and account registration

• You must be legally able to enter a contract and, if acting for a cafe/business, authorized to bind that business.
• You must provide accurate registration information and keep it updated.
• You are responsible for all activity under your accounts and for keeping credentials, magic links, and staff devices secure.
• We may refuse, suspend, or terminate accounts that are inaccurate, abusive, or violate these Terms.

3. The Services — what CafeNex provides

CafeNex is software for operating gaming cafes and similar venues. Depending on your plan and enabled features, the Services may include:

• Dashboard for stations (PC, console, and other types), live status, and session control (start, stop, pause, extend, prepaid/postpaid).
• Billing, rate cards, packages, accessories, and checkout flows.
• POS for food and merchandise, add-ons, and related sales.
• Kitchen / order workflow and alerts.
• Bookings and reservations.
• Expenses tracking.
• Gamer / member records and related CRM-style tools.
• Notifications (in-app, realtime, and mobile push for staff).
• Reports and operational analytics.
• Admin settings, roles and permissions (RBAC), multi-location where available.
• Optional PC Station Agent for kiosk/lockdown-style station control and related capabilities.
• Mobile staff applications for floor operations and alerts.
• APIs, webhooks, or integrations we expressly enable.
• Support, onboarding guidance, and documentation we make available.

4. Trials, plans, and fees

• We may offer free trials or promotional plans. Trial scope, duration, and conversion to paid plans are described at signup or on pricing pages and may change for new customers.
• Paid Subscriptions are billed according to the plan you select (monthly, yearly, or other periods we publish).
• Prices may be shown in INR and/or other currencies. Taxes (including GST where applicable) may be added as required by law.
• Unless stated otherwise, Subscription fees are for software access and standard support—not unlimited custom engineering.
• We may change pricing for renewal periods with reasonable notice. Continued use after renewal constitutes acceptance of the then-current price.
• Failure to pay may result in suspension or termination of access, including agent and mobile app connectivity to your tenant.

5. Acceptable use

You agree not to:

• Use the Services for unlawful activity, fraud, money laundering, or infringement of others’ rights.
• Attempt to probe, scan, reverse engineer (except where mandatory law allows), or breach security of the platform.
• Interfere with other customers’ tenants or shared infrastructure.
• Resell, white-label, or sublicense CafeNex except under a separate written partnership agreement.
• Upload malware or content that is illegal, harmful, or violates third-party IP.
• Use automation to abuse APIs, create spam accounts, or overload the system.
• Misrepresent your identity or your relationship with CafeNex.
• Circumvent plan limits, licensing, or station-agent enforcement features.

6. Your data and responsibilities

• You retain ownership of business data you enter into CafeNex (menu, rates, sessions, customers you add, etc.).
• You grant us a limited license to host, process, transmit, and display that data solely to provide and improve the Services and as described in the Privacy Policy.
• You are responsible for the accuracy of data, for staff training, and for compliance with laws applicable to your cafe (consumer, tax/GST invoicing obligations, employment, local cyber cafe rules, etc.).
• You are responsible for End User notices and consents required for your use of customer data.
• You should maintain your own backups of critical business records where appropriate; SaaS availability does not replace your statutory record-keeping duties.

7. Intellectual property

• CafeNex software, branding, UI, documentation, and underlying IP remain our property or that of our licensors.
• These Terms grant you a limited, non-exclusive, non-transferable right to use the Services during an active Subscription in accordance with your plan.
• Feedback you provide may be used by us to improve the product without obligation to you.
• Custom Work deliverables are licensed for your use with CafeNex unless a separate contract assigns ownership differently.

8. Customizations and professional services

• Standard Subscriptions do not include unlimited custom development. Feature requests may be added to our product roadmap at our discretion without guaranteed timelines.
• If you request Custom Work (unique workflows, custom reports, special integrations, one-off migrations, bespoke UI, hardware integrations, etc.), we may quote fixed fees or time-and-materials.
• Unless a written quote states otherwise, custom engineering is billable at USD $10 per hour (approximately INR ₹850 per hour; INR amount may be adjusted to the prevailing exchange rate or a fixed INR rate we confirm in writing at the time of the work).
• Work starts after mutual confirmation (email, chat, or signed quote) and any required advance payment.
• Custom Work may be non-refundable once development has begun, except as described in the Refund Policy (partial refunds may deduct hours already spent at the rates above).
• Estimates are good-faith approximations; scope changes can increase hours and cost.

9. Mobile apps, notifications, and station agent

• Mobile apps and the station agent are provided to support cafe operations and may require OS permissions (network, notifications, device admin/kiosk-related capabilities where used).
• Push notifications depend on third-party infrastructure (e.g. Firebase) and device settings; we do not guarantee delivery in all network or OEM battery-optimization conditions.
• You must only install agents and apps on devices you are authorized to manage.
• Misconfiguration of lockdown/agent features can affect station usability; test carefully and follow our guidance.

10. Third-party services

The Services may interoperate with third parties (payment gateways, messaging, cloud hosting, game metadata, Google Play services, etc.). Those services have their own terms. We are not responsible for outages or policy changes of third parties beyond our reasonable control.

11. Availability and support

• We aim for high availability but do not guarantee uninterrupted or error-free operation. Maintenance, updates, and force majeure events may cause downtime.
• Support channels (email, WhatsApp, in-app) and response times may vary by plan and volume.
• We may modify features, provided we do not materially reduce core paid functionality without reasonable notice where practical.

12. Warranties disclaimer

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL MEET ALL OF YOUR REQUIREMENTS OR BE FREE OF BUGS.

13. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CAFENEX AND ITS TEAM WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, BUSINESS INTERRUPTION, OR COST OF SUBSTITUTE SOFTWARE. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF THE SERVICES WILL NOT EXCEED THE AMOUNTS YOU PAID TO CAFENEX FOR THE SERVICES IN THE THREE (3) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS; IN THOSE CASES OUR LIABILITY IS LIMITED TO THE MAXIMUM EXTENT PERMITTED.

14. Indemnity

You agree to defend and indemnify CafeNex against claims arising from your misuse of the Services, your cafe’s treatment of End User data, your tax/invoicing practices, content you upload, or your violation of these Terms or applicable law.

15. Suspension and termination

• You may stop using the Services at any time; cancellation and refunds are governed by the Refund Policy and your plan terms.
• We may suspend or terminate access for non-payment, abuse, legal risk, or material breach.
• Upon termination, your right to access the Services ends. We may delete or anonymize tenant data after a retention window, subject to legal requirements and the Privacy Policy.
• Sections that by nature should survive (IP, liability limits, indemnity, refund terms already accrued) survive termination.

16. Export, sanctions, and compliance

You represent that you are not barred from receiving software under applicable export control or sanctions laws, and you will not use the Services in violation of such laws.

17. Governing law and disputes

These Terms are governed by the laws of India, without regard to conflict-of-law principles, unless mandatory local consumer law provides otherwise. Courts in India shall have exclusive jurisdiction, subject to any non-waivable rights you may have. Before filing a formal dispute, please contact support so we can try to resolve the issue amicably.

18. Changes to the Terms

We may update these Terms periodically. The “Last updated” date will change when we do. Material changes may be notified via email or product notice. Continued use after the effective date constitutes acceptance where permitted by law.

19. Contact

Questions about these Terms: support@cafenex.com. WhatsApp support is also available via the contact options on https://cafenex.com.