Terms &
Conditions

These Terms & Conditions (“Terms”, “Agreement”) govern your access and use of the Roadmint IMS platform, including all features, services, tools, modules and functionalities provided through the system. By using Roadmint IMS, you (“User”, “Institute”, “Administrator”, “Staff”, “Student”, “Parent” or “Authorized Personnel”) agree to fully comply with these Terms.

Roadmint IMS (“Roadmint”, “we”, “our”, “the platform”) operates as a cloud-based Institute Management System built for schools, colleges, coaching centers, training institutes, universities and other educational organizations. The platform is designed to help institutions manage administrative tasks, student information, staff data, attendance, finance, academic records, internal communication, onboarding and operational workflows.

By accessing or using the platform, you acknowledge that:

You have read and understood these Terms.
You agree to be legally bound by all rules and obligations mentioned.
You are authorized to act on behalf of your institute (if applicable).
You will follow all applicable laws, data-protection rules and institutional policies.

If you do not agree with any part of these Terms, you must stop using Roadmint IMS immediately and inform your institute administrator or Roadmint support.

1.1 Scope of These Terms

These Terms apply to:

Institutes using Roadmint IMS for management operations.
Administrators managing accounts, data and institutional activity.
Staff and faculty members accessing academic or administrative modules.
Students accessing academic records, attendance, schedules, etc.
Parents/guardians using the platform to access student information.
Any user interacting with any part of the Roadmint IMS ecosystem.

1.2 Changes or Modifications

Roadmint IMS may update, modify or revise these Terms at any time as part of system improvements, feature additions, legal compliance requirements, or security updates. Any major changes will be communicated to institutes via dashboard notifications, email or official announcements.

Continued use of the platform after such changes implies acceptance of the updated Terms. Institutes are responsible for keeping themselves informed of any modifications.

1.3 Platform Ownership

Roadmint IMS, along with all its software, design, source code, trademarks, text, content and intellectual property, is owned entirely byRoadmint. Users are granted limited access only for the purpose of running their educational institution using authorized modules.

No user is allowed to copy, modify, resell, redistribute, reverse-engineer, or reproduce any part of Roadmint IMS without written permission.

1.4 Institutional Responsibility

Institutes are fully responsible for:

Deciding who gets access to the system.
Ensuring users follow institutional and legal policies.
Accuracy of student, staff and financial data uploaded.
Maintaining confidentiality of login credentials.
Handling misuse or unauthorized activity performed by their users.

1.5 Agreement Duration

These Terms remain in effect as long as:

Your institute maintains an active subscription.
You continue using the platform in any capacity.
You hold a valid user account created by your institute administrator.

Termination of this agreement occurs only when the institute formally stops using Roadmint IMS or requests account cancellation.

2. User Accounts, Registration & Authorization

To access Roadmint IMS, all users must operate under a valid account created or approved by their respective educational institution. By registering or using an account on the platform, you agree to abide by all authentication, security and access-control policies defined under these Terms.

2.1 Account Creation & Institutional Control

Roadmint IMS does not allow open public registration. All accounts are created, verified or approved by an authorized institute administrator. Depending on your role, your account may include specific permissions and access levels.

Account creation may require:

Full name, email or phone verification
Institution-assigned user ID or enrollment number
Designation or academic role (Admin, Staff, Student, Parent)
Uploaded documents or ID verification (if applicable)

Institutes are responsible for managing the accuracy and legitimacy of all accounts under their organization.

2.2 User Roles & Permission Levels

Roadmint IMS operates with a Role-Based Access Control (RBAC) system. Each user’s access depends on their assigned role:

Institute Administrator: Full control over users, data, modules, staff, students, fees, settings and permissions.
Staff/Faculty: Access to academic, attendance and student sections as permitted by the institute.
Students: Access to their own academic and attendance information, announcements, fee details and resources.
Parents/Guardians: Limited access to their child’s data only.
Finance/Accounts Staff: Access to fee management, digital receipts, and financial modules.

Misuse or unauthorized escalation of privileges is strictly prohibited.

2.3 Login Credentials & Password Protection

You are responsible for maintaining the confidentiality of your login credentials. This includes:

Not sharing your password with anyone
Using strong, secure passwords
Ensuring you log out after each session (especially on shared devices)
Not using another user’s account under any circumstances

The institute may enforce periodic password resets or two-step verification to ensure account security.

2.4 Authentication Using JWT Tokens

Roadmint IMS uses JWT (JSON Web Tokens) for secure authentication. JWT ensures:

Encrypted, tamper-proof session validation
Role-based access to protected modules
Automatic expiration of inactive sessions
Safe, password-free request verification

Manipulating, forging or misusing JWT tokens is a violation of these Terms and may result in immediate account termination.

2.5 User Information Accuracy

Users must ensure that all personal, academic or professional details provided are accurate, complete and up to date. Institutes are responsible for validating and correcting user information whenever necessary.

2.6 Unauthorized Access & Account Misuse

You must not attempt to:

Access accounts or data not assigned to you
Bypass security features or authentication systems
Use someone else’s login credentials
Modify, delete or manipulate institutional data without authorization

Any such misuse may lead to immediate suspension, legal action or permanent banning of the account by the institute or Roadmint IMS.

2.7 Account Suspension or Termination

Roadmint IMS and the institute reserve the right to suspend or terminate any user account if:

There is evidence of misuse or suspicious behavior
User violates security policies or these Terms
Institute withdraws authorization
User becomes inactive for extended periods
Subscription expires and remains unpaid

Upon termination, access to all modules, data, dashboards and associated features will be revoked immediately as per institutional policy.

3. Acceptable Use Policy & Platform Restrictions

To maintain system integrity, protect user privacy and ensure smooth platform operations, all users must strictly follow this Acceptable Use Policy. Any attempt to misuse, exploit, damage or interfere with Roadmint IMS is prohibited and may lead to immediate suspension, account termination or legal action.

3.1 Proper & Authorized Use of Roadmint IMS

You agree to use Roadmint IMS solely for educational, academic, administrative, communication and operational purposes authorized by your institution. You must ensure that:

You only access modules or features granted to your role.
You respect the confidentiality of institutional data.
You follow all institutional rules while using the system.
You avoid any activity that harms or slows down the platform.
You use the platform responsibly and ethically.

Any usage outside the defined educational purpose may be considered a violation.

3.2 Strictly Forbidden Activities

You must NOT engage in any of the following activities while using Roadmint IMS:

Unauthorized Access: Accessing modules, data, accounts, or dashboards you do not have permission for.
Data Manipulation: Editing, deleting, misusing or altering student/staff records without authorization.
Sharing Credentials: Sharing your login credentials or using another user’s account.
Misuse of Sensitive Data: Downloading, distributing or leaking academic, financial, personal or institutional information.
Disruption: Attempting to overload, slow down or destabilize servers, databases or platform components.
Reverse Engineering: Copying, decoding, extracting or attempting to reverse-engineer any part of the Roadmint IMS system.
Fraudulent Use: Creating fake student accounts, falsifying attendance, manipulating fee records or tampering with academic data.
Using Bots or Scripts: Automating platform actions without written permission.
Security Violation: Any attempt to bypass security features, JWT tokens or authentication processes.
Uploading Harmful Content: Viruses, malware, harmful files, or any content that risks system integrity.
Impersonation: Pretending to be another student, staff member or administrator.
Using the Platform for Illegal Activities: Any criminal, abusive, fraudulent or harmful behavior.

3.3 Staff & Administrator Responsibility

Staff and administrators have elevated access. Therefore, they must ensure:

No student or staff data is accessed without academic or administrative purpose.
No discrimination, favoritism or misuse of institutional authority.
No editing or removing records without verified approvals.
No unauthorized export or downloading of institutional data.
All actions adhere to institutional policies and legal requirements.

Violations by staff or admins may result in disciplinary, legal or institutional action.

3.4 Technical Restrictions & System Protection

To protect system stability and security, users are not permitted to:

Attempt to modify or break platform code, UI or functionality.
Use unauthorized tools to scrape, copy or clone platform data.
Make API requests beyond assigned permissions.
Use debugging tools to interfere with Roadmint IMS operations.
Exploit potential bugs or vulnerabilities for personal gain.

Any detected exploit attempt will be treated as a security breach.

3.5 Zero-Tolerance Policy for Data Abuse

Roadmint IMS follows a strict zero-tolerance approach towards:

Leaking student personal data
Sharing internal institute information outside the institution
Manipulating financial, academic or attendance records
Misusing administrator permissions
Intentional harm to reputation or operation of the institute

Such actions may lead to account termination, permanent ban, institute-level escalation or legal prosecution.

3.6 Reporting Misuse or Security Incidents

If you suspect any unauthorized activity, suspicious behavior, account breach, or data misuse, you must immediately report it to:

Your institute’s administrator
Roadmint IMS support team (support@roadmint.in)

Early reporting helps prevent data damage, unauthorized access and potential system harm.

4. Data Ownership, User Content & Institutional Responsibility

Roadmint IMS functions as a secure technology platform for maintaining and processing institutional information. The system stores data related to students, staff, finance, admissions, attendance, communications and other academic operations. This section outlines ownership rights, responsibilities, and permitted usage of all such information.

4.1 Institutional Ownership of Data

All data uploaded, generated or processed within Roadmint IMS-including student profiles, staff information, attendance records, fee details, documents, academic reports, ID cards, admission files and communication logs-belongs exclusively to the educational institution using the platform.

Roadmint does not claim ownership over institutional information and does not use such data for marketing, advertising or unrelated business purposes.

4.2 Institutional Control Over Information

The educational institution is the sole authority responsible for:

Managing user roles and permissions
Approving or removing staff, student and parent access
Ensuring data accuracy and lawful usage of information
Maintaining ethical use of student and staff information
Verifying modifications or corrections in academic or financial data

Roadmint IMS only provides tools; full operational responsibility rests with the institute.

4.3 User-Provided Content

Users may upload content such as documents, certificates, profile images, attendance entries, messages, notices, comments or other academic/administrative information. By uploading content, you confirm that:

You have permission to upload or share such information.
Content does not violate privacy, copyright or institutional rules.
Content is accurate and not misleading.
No harmful, malicious or illegal material is uploaded.

The institute retains authority to modify, remove or restrict content that violates policy or compromises data safety.

4.4 Roadmint's Limited Rights to Process Data

By using the platform, you grant Roadmint IMS a limited, non-exclusive, and temporary right to process institutional data solely for:

Providing platform services and functionalities
Technical support, troubleshooting and maintenance
Security monitoring and fraud prevention
Backup, disaster recovery and data integrity operations
Feature improvements and performance optimization

At no point does Roadmint sell, trade or misuse institutional data.

4.5 Responsibility for Data Accuracy

The institute, not Roadmint, is responsible for verifying that:

Student and staff details are correct
Attendance entries are genuine
Fee collection and financial records are accurate
Uploaded documents are authentic
Academic results are entered responsibly

Roadmint IMS is not liable for errors arising from incorrect or unauthorized data entered by the institute or its users.

4.6 Institutional Duty to Protect User Information

Institutes must follow strict internal processes to ensure:

Authorized access to sensitive data
Employee compliance with data protection norms
Responsible handling of students' and staff privacy
Timely reporting of misuse or unauthorized access
Secure off-boarding of former staff to prevent data leaks

Any negligence on the part of the institute regarding security or misuse does not make Roadmint accountable.

4.7 Data Export, Portability & Deletion Requests

Only authorized institute administrators may request:

Full data export (CSV, Excel, PDF or structured formats)
Permanent deletion of institute data
Closing or deactivating user accounts

Once deleted, data cannot be restored. Roadmint IMS will execute requests only after verifying institutional identity.

4.8 Prohibited User Content

Users must not upload or share:

Sexually explicit material
Content promoting hate, abuse or harassment
Fraudulent academic information
Malware, viruses or harmful software
Copyrighted material without permission
Non-educational or irrelevant promotional content

Violations may lead to suspension or permanent banning of accounts.

4.9 No Liability for Institutional Misuse

Roadmint IMS is not responsible for any misuse, mishandling, unauthorized access or illegal sharing of data by institute staff or users. Institutes must enforce strict internal policies to prevent such incidents.

5. Subscription Plans, Payments & Billing Policies

Roadmint IMS operates on a subscription-based model. Institutions may choose from different plans such as Starter, Professional, or Enterprise, depending on their operational requirements. This section outlines how subscriptions, billing, renewals and cancellations work.

5.1 Subscription Plans & Feature Access

Each subscription plan includes a specific set of features, modules and access levels. The institute agrees that:

Features differ between plans and may change over time.
Access to certain modules requires upgrading to a higher plan.
Add-on features may involve additional charges.
Roadmint may introduce new plans or discontinue outdated ones.

The institute must review plan details before selecting or upgrading.

5.2 Free Trial Policy

Roadmint IMS may offer a limited free trial (e.g., 14 days or custom duration) to institutions. During the free trial:

No payment or credit card information is required.
Institutes get temporary access to selected features.
Data entered during the trial may be retained upon upgrading.
Access will automatically pause at the end of the trial if not upgraded.

Free trial availability is not guaranteed and may change at any time.

5.3 Payment Terms & Invoicing

By subscribing to a paid Roadmint IMS plan, the institute agrees to:

Pay all subscription fees on or before the due date.
Provide accurate billing and contact information.
Ensure payments are completed using approved payment methods.
Accept GST and applicable taxes as per government laws.

Failure to complete payment may result in restricted access or account suspension.

5.4 Subscription Duration & Auto-Renewal

All paid subscriptions run on a recurring billing cycle (monthly, quarterly, or annually, depending on the plan purchased). Unless explicitly cancelled:

Your subscription automatically renews at the end of each cycle.
The institute is responsible for ensuring future payments are made.
Pricing may be revised upon renewal with prior notice.

Auto-renewal ensures uninterrupted access to student and staff systems.

5.5 Overdue Payments & Suspension

If an institute fails to pay on time, Roadmint IMS may:

Limit access to premium modules
Restrict data exports or downloads
Suspend dashboards and administrative access
Disable account access until payment is completed
Charge late fees where applicable

Suspension due to non-payment does not cancel the subscription; charges may continue to apply until formal cancellation.

5.6 Refunds & Non-Refundable Services

Roadmint IMS follows a strict no-refund policy for:

Partially used subscription cycles
Unutilized features in the plan
Plan downgrades during an active cycle
Suspension due to policy violations
Failure to use the platform after activation

Refunds may only be considered in rare cases of billing errors validated by Roadmint’s support team.

5.7 Plan Upgrades & Downgrades

Institutes may request upgrades at any time - the new plan becomes active immediately after payment. For downgrades:

Downgrades apply from the next billing cycle
Feature access will adjust based on the new plan
Data from higher-tier modules may become restricted

Roadmint is not responsible for loss of access due to downgrading decisions.

5.8 Subscription Cancellation Policy

Institutes may cancel their subscription by contacting Roadmint support or using the portal’s subscription management settings. Upon cancellation:

Access remains active until the end of the current billing cycle
No refunds are provided for unused time
Data retention follows section-based retention policies
Export requests must be submitted before the cycle ends

Accounts cannot be reactivated after final deletion without creating a new subscription.

5.9 Pricing Changes & Notifications

Roadmint IMS may update pricing at any time due to:

New features or service expansions
Infrastructure cost changes
Government tax revisions
Market adjustments

Institutes will be notified in advance of any pricing change. Continued usage constitutes acceptance of the new pricing.

6. Platform Security, Authentication & Data Protection Obligations

Roadmint IMS is built on a multi-layered security framework designed to protect user information, institutional data and all system operations. While Roadmint implements industry-standard protection measures, both the institution and individual users must also follow strict security practices to maintain data integrity and prevent unauthorized access.

6.1 Encryption & Data Protection Standards

Roadmint IMS uses modern encryption standards to protect all data:

AES-256 encryption for data stored at rest
HTTPS/TLS 1.2+ for all data in transit
Hashed & salted passwords stored using secure hashing algorithms
Encrypted backups stored in protected regions
Database segmentation to isolate institutional data

At no point does Roadmint store plain-text passwords or unencrypted personal data.

6.2 JWT-Based Authentication & Secure Sessions

Roadmint IMS uses JWT (JSON Web Tokens) to authenticate users. JWT tokens:

Are digitally signed to prevent tampering
Automatically expire after defined sessions
Cannot be forged or reused after logout
Contain only minimal necessary identification data
Are securely stored and transmitted

Any attempt to manipulate JWT tokens is strictly prohibited and may result in account suspension.

6.3 User Security Obligations

All users-including administrators, staff, students and parents-must follow these mandatory security practices:

Never share login credentials with anyone.
Use strong, unique passwords for Roadmint IMS.
Log out after every session, especially on shared devices.
Keep devices protected with passwords and screen locks.
Report suspicious activity immediately.
Do not open suspicious links or files from unknown sources.

Any breach caused by user negligence is the user’s responsibility, not Roadmint’s.

6.4 Institutional Security Responsibilities

Institutes must ensure that their staff follow proper security measures. Institutional obligations include:

Providing correct permissions to staff and removing access when staff leave.
Ensuring users do not misuse or illegally share student information.
Verifying identity before granting user accounts.
Monitoring login activities and suspicious actions.
Training employees about data safety and privacy responsibilities.

Roadmint IMS is not responsible for security breaches caused by improper internal management within the institution.

6.5 Data Backup, Redundancy & Disaster Recovery

Roadmint IMS performs regular encrypted backups to ensure zero data loss due to technical failure. Our infrastructure includes:

Automated daily or scheduled backups
Multi-region redundancy storage
Disaster recovery protocols for emergencies
Infrastructure scaling to handle heavy load
Failover mechanisms for high availability

Backups are strictly for system reliability and cannot be accessed without proper verification.

6.6 Protection of Application Integrity

Users must not attempt to interfere with the functionality or integrity of Roadmint IMS. This includes:

Modifying platform code or UI
Running unauthorized scripts or bots
Attempting to access database or server endpoints directly
Attempting SQL injection, XSS, CSRF or other cyber attacks
Using debugging tools to manipulate system behavior

Any such attempts will be considered a violation and may lead to legal action.

6.7 Vulnerability Reporting & Ethical Use

If a user detects a potential vulnerability or bug, they must:

Refrain from exploiting it
Immediately report it to institute administrators or Roadmint support
Provide relevant details for technical resolution

Users who attempt to abuse a vulnerability may face immediate termination.

6.8 Limitations of Security Guarantees

While Roadmint implements advanced security measures, no digital platform can guarantee 100% protection. Roadmint IMS is not liable for breaches caused by:

User negligence or poor password practices
Institute-level mismanagement of permissions
Malware or compromised devices
Third-party service outages or network failures
Acts beyond reasonable control (cyberattacks, disasters, etc.)

Users and institutions must follow strict digital hygiene to ensure safety.

7. Platform Availability, Service Levels & Maintenance Policies

Roadmint IMS aims to provide stable, uninterrupted access to all platform modules, ensuring smooth operations for educational institutions. However, due to the nature of cloud infrastructure, routine maintenance, updates and unforeseen issues, availability cannot be guaranteed at all times. This section outlines our service level expectations and maintenance procedures.

7.1 Platform Availability Commitment

Roadmint IMS strives to maintain high availability across all components of the platform. While we aim for optimal uptime, the following must be understood:

Uptime targets are based on reasonable best efforts, not absolute guarantees.
Availability may vary based on hosting provider performance, regional load or scheduled maintenance.
Emergency fixes or updates may temporarily interrupt access without prior notice.
Certain features or modules may experience intermittent outages during upgrades.

Roadmint IMS will attempt to ensure consistent platform performance and rapid recovery from outages.

7.2 Service Level Expectations (SLE)

Although Roadmint IMS does not guarantee a fixed uptime SLA, the platform typically targets a service level similar to:

99%+ uptime under normal operating conditions
Fast recovery mechanisms for critical service interruptions
Continuous monitoring of server and application performance
Load balancing and auto-scaling to handle peak times

Service levels may differ across regions and plans (e.g., Enterprise plans may receive prioritized support or infrastructure).

7.3 Scheduled Maintenance & Downtime

To improve stability and add new features, Roadmint periodically performs maintenance activities. During scheduled maintenance:

Some modules or dashboards may temporarily be unavailable.
Access interruptions may occur for short periods of time.
Users may be logged out for security or technical updates.

Whenever possible, we will notify institutions in advance regarding significant scheduled downtimes.

7.4 Emergency Maintenance & Critical Patches

Unplanned issues-such as security vulnerabilities, server failures, bugs, or system degradation-may require immediate emergency maintenance. In such cases:

No prior notice may be possible
Certain functions may become temporarily inaccessible
Login sessions may be reset
New patches or fixes may be applied instantly

Emergency maintenance is crucial for protecting system integrity and user data.

7.5 Feature Releases, Enhancements & Deprecations

Roadmint IMS is continuously evolving, with regular updates that may include:

New features and modules
UI/UX enhancements
Performance optimizations
Security improvements
Bug fixes and patch releases

Some older features may be upgraded, modified or discontinued to align with evolving educational and technological standards. Institutes will be notified when major changes occur.

7.6 Dependence on Third-Party Services

Roadmint IMS relies on trusted third-party hosting providers, communication services and infrastructure technologies. Availability may be impacted by:

Cloud provider downtime
Network disruptions or ISP failures
Internet outages in the user's region
API limitations or provider-level upgrades

While Roadmint aims for high availability, we cannot control third-party service interruptions.

7.7 User-side Technical Requirements

For optimal usage of Roadmint IMS, users must ensure:

A stable internet connection
Updated browsers (Chrome, Edge, Firefox, Safari)
Properly functioning devices (mobile/computer)
No installed malware or harmful extensions
Correct date/time settings for session validation

Roadmint IMS cannot be held responsible for disruptions caused by local device issues, poor network quality or outdated software.

7.8 No Guarantee of Continuous Availability

While we aim to provide stable, round-the-clock access, Roadmint IMS does not guarantee:

100% uptime at all times
Zero interruptions or delays
Immediate restoration after outages
Availability during security or infrastructure upgrades

Access may be temporarily unavailable due to maintenance, updates or unforeseen technical issues.

8. Limitations of Liability, Warranties & Legal Disclaimers

This section defines the scope of responsibilities Roadmint IMS holds in relation to platform operation, data handling, service performance and user experience. These limitations are essential to ensure fair, transparent and legally compliant usage of Roadmint IMS.

8.1 No Warranty on Service Performance

Roadmint IMS is provided on an "as-is" and "as-available" basis. While we aim to deliver a robust and reliable service, Roadmint makes no warranties - express or implied - regarding:

Uninterrupted or error-free service
100% uptime or continuous accessibility
Compatibility with all devices or browsers
Instant resolution of all bugs or issues
Accuracy or completeness of data entered by institute users

All features, modules and services are subject to availability, maintenance and system upgrades.

8.2 Limitation of Liability

To the maximum extent permitted by law, Roadmint IMS is not liable for any direct, indirect, incidental, consequential or punitive damages including but not limited to:

Data loss caused by institute error or unauthorized access
Loss of revenue, business or reputation due to system downtime
Incorrect information entered by institute staff or users
Misuse of data by institution employees or unauthorized persons
Failing to use the platform correctly or ignoring guidelines
Errors caused by third-party service providers or hosting failures

Roadmint’s liability, under any circumstances, is strictly limited to the subscription amount paid for the current active cycle.

8.3 No Liability for Institutional Misuse of Data

Roadmint IMS only provides tools and infrastructure. The institute is solely responsible for:

How data is accessed, shared or processed internally
Actions taken by administrators, staff or authorized users
Maintaining ethical and legal compliance in data usage
Preventing unauthorized disclosures or privacy violations

Roadmint is not liable for institutional negligence, human errors or misuse of sensitive information by users within the institution.

8.4 Third-Party Services, Hosting & External Factors

Roadmint IMS relies on trusted third-party services for hosting, storage, emails, SMS and application infrastructure. Therefore, Roadmint is not responsible for:

Delays or outages by external cloud providers
Failures of network providers or internet service issues
Third-party API changes or service disruptions
Hardware/software faults on user devices

Issues caused by external services do not constitute a breach of contract by Roadmint IMS.

8.5 No Guarantee for Data Accuracy or Completeness

Roadmint does not verify or validate the correctness of:

Student or staff details entered by the institute
Attendance or academic records input by users
Financial entries, fee collections or transaction history
Uploaded documents, certificates or proofs

All data accuracy is the full responsibility of the institution.

8.6 Bugs, Glitches & Temporary Issues

As with any software, Roadmint IMS may occasionally experience:

System latency or slow performance
Minor bugs or visual inconsistencies
Temporary feature malfunction
API or database sync delays

These issues will be fixed in upcoming updates, but they do not qualify for refunds, compensation or legal claims.

8.7 Force Majeure (Events Beyond Control)

Roadmint IMS is not liable for failures caused by circumstances outside our reasonable control, including but not limited to:

Natural disasters (floods, earthquakes, storms)
Cyberattacks or large-scale hacking incidents
Government restrictions or legal orders
Power outages or infrastructure failures
Pandemics, emergencies or national disruptions

Such events do not constitute a violation of these Terms.

8.8 No Legal, Financial or Academic Advice

Information provided through Roadmint IMS-such as academic analytics, fee reports, or performance metrics-is generated automatically and should not be considered legal, financial or professional advice. Institutes must verify data before making decisions based on it.

8.9 Indemnification

By using Roadmint IMS, the institute agrees to indemnify and hold Roadmint harmless against any claims, losses or damages arising from:

User negligence or policy violations
Improper data handling by institute staff
Unauthorized sharing or disclosure of information
Institution-specific legal disputes related to user data

The institute is fully responsible for actions taken by its authorized users.

9. Termination of Services & Account Deactivation Policies

This section explains when and how Roadmint IMS, an institution or an end user may terminate or lose access to the platform. Termination policies are essential to maintain platform security, operational integrity and compliance with data protection standards.

9.1 Institutional Termination of Subscription

An institution may terminate its subscription at any time by submitting a cancellation request through the portal or by contacting Roadmint support. Upon termination:

The subscription will remain active until the end of the current billing cycle.
No refunds will be provided for unused or remaining days.
Feature access will be restricted after subscription expiry.
Institutes must request data export BEFORE the cycle ends.

Once the subscription expires, Roadmint IMS reserves the right to disable access to the platform.

9.2 Account Deactivation by the Institution

Institute administrators hold full control over user accounts and may deactivate or terminate any staff, student or parent account in cases such as:

Completion of academic year or student graduation
Staff resignation or role changes
Policy violations or misuse of permissions
Inactive accounts over extended periods
Security risks or suspicious activity

Roadmint does not interfere with institutional decision-making regarding user accounts.

9.3 Termination Initiated by Roadmint IMS

Roadmint IMS may suspend or terminate access to the platform (institution or individual user) if:

A user violates security policies or attempts unauthorized access
There is evidence of data manipulation or fraud
Non-payment continues beyond the grace period
There are repeated violations of Terms & Conditions
The platform is used for illegal or unethical purposes
Abusive, threatening or harmful behavior is directed toward Roadmint staff

In severe cases, Roadmint may issue an immediate suspension without prior notice.

9.4 Suspension for Non-Payment or Billing Issues

If an institution fails to pay its invoice within the required timeframe:

Premium features may be disabled
Data export and certain admin actions may be blocked
Attendance, finance and communication modules may be restricted
Full deactivation may occur after repeated non-payment

Payment-related suspension does not cancel your subscription-fees may continue to accrue until formal cancellation.

9.5 Emergency Suspension for Security & Compliance

Roadmint IMS may issue immediate suspension if the platform faces:

A cyberattack or hacking attempt
Unauthorized bulk data export attempts
Mass manipulation of student or financial records
Severe system vulnerability requiring instant shutdown
Legal orders or government directives

Users will be notified after emergency actions are taken.

9.6 Data Access After Termination

Upon termination or subscription expiry, institutions may request data export before the account is permanently closed. After closing:

All access to dashboards and modules will be disabled
Data export requests may no longer be honored
Data retention will follow Roadmint’s retention schedule
Archived data may be deleted after a defined period

It is the institution’s responsibility to request data before final closure.

9.7 Reinstatement of Suspended Accounts

Suspended accounts may be reinstated if:

All outstanding payments are cleared
The reason for suspension is resolved
Compliance with Roadmint’s security policies is confirmed
Proof of institutional authorization is provided

Reinstatement is not guaranteed and is subject to internal review.

9.8 User Data Retention After Personal Account Removal

When individual user accounts (students, staff, parents) are removed:

Their personal dashboard access is revoked
Their academic or operational records may still remain as part of institute history
Institutes decide which data remains or is deleted
Roadmint does not alter or erase institutional records unless instructed

Deleting a user account does not automatically delete institutional data.

9.9 Permanent Termination & Irreversible Actions

Permanent termination occurs when:

The institute fails to renew subscription for an extended period
A legal or compliance directive requires platform removal
Multiple severe violations of policy occur
The institute explicitly requests full account deletion

After permanent account closure, all stored data may be deleted and cannot be recovered.

10. Governing Law, Dispute Resolution & Contact Information

This section outlines the legal framework governing Roadmint IMS, along with guidelines for resolving disputes, clarifying jurisdiction and establishing communication procedures. These terms ensure transparency, accountability, and fairness for both Roadmint and the institutions using the platform.

10.1 Governing Law

These Terms & Conditions are governed by and interpreted in accordance with the laws of India. Any legal considerations, rights or obligations arising from the use of Roadmint IMS shall be handled under applicable Indian laws, including but not limited to:

The Information Technology Act, 2000
Relevant state-specific rules and guidelines
Applicable privacy and data protection frameworks
Contract and commercial laws of India

Institutes operating outside India agree that Indian laws shall still apply to matters relating to Roadmint IMS.

10.2 Legal Jurisdiction

In the event of a legal dispute, the exclusive jurisdiction shall lie with the courts located in:

Bareilly, Uttar Pradesh, India (or)
A location designated by Roadmint if required for operational purposes.

No other regional or international courts shall have authority over Roadmint IMS legal matters unless explicitly stated.

10.3 Dispute Resolution Procedure

Roadmint IMS prioritizes amicable resolution of conflicts. If a dispute arises:

Initial Discussion: The institute should first contact Roadmint support to attempt informal resolution.
Mediation: If unresolved, both parties may attempt mediation using a mutually agreed third-party mediator.
Arbitration: If mediation fails, disputes shall be resolved through binding arbitration as per the Arbitration & Conciliation Act, 1996 (India).
Legal Action: Court intervention will occur only as a last resort.

The institute agrees to follow this hierarchy before initiating legal proceedings.

10.4 No Class Action Allowed

Users and institutions agree that disputes must be resolved on an individual basis. Class actions, collective lawsuits or group litigation against Roadmint IMS are not permitted.

10.5 Severability

If any part of these Terms is found to be invalid, illegal or unenforceable, the remaining provisions shall continue in full effect. Invalid sections will be modified to reflect the original intent as closely as possible.

10.6 Entire Agreement

These Terms & Conditions constitute the entire agreement between the institution and Roadmint IMS. No verbal agreements, prior contracts or informal commitments shall override any provision of this document.

10.7 Compliance Obligations

By using Roadmint IMS, the institution agrees to comply with:

All applicable legal, academic and financial regulations
Internal policies related to student and staff data
Local/state education department guidelines
Any Roadmint-issued policy updates or platform notices

10.8 Contact Information

For questions, disputes, support requests or legal communications, you may contact us at:

Email: support@roadmint.in
Website: https://www.roadmint.in
Platform: Roadmint IMS (Institute Management System)

All official communication must be routed through authorized institutional representatives.