Terms of Service — Veloxis

Effective date: [to be set on first publication] Last revised: 2026-04-16 Licensor / Service Provider: VKG & Associates, Chartered Accountants Contact: krishna@vkg.co.in

These Terms of Service ("Terms") govern access to and use of the Veloxis audit-management platform ("Veloxis", "the Platform") operated by VKG & Associates ("the Firm"). By logging in to Veloxis or otherwise using any part of the Platform, the user ("you") agrees to be bound by these Terms. Where these Terms refer to the "User", they mean any person with a login credential — Firm staff, Firm partners, articled clerks, contractors, or authorised client-portal users.

These Terms should be read together with:

  • The Privacy Policy at docs/legal/privacy-policy.md, which governs how personal data is handled.
  • The LICENSE at the repository root, which governs the intellectual property in the Platform.
  • The AI Usage Disclosure at docs/legal/ai-usage-disclosure.md, which governs the AI features of the Platform and the data sent to external AI providers.
  • The Cookie Notice at docs/legal/cookie-notice.md.
  • The Engagement Letter between the Firm and each client organisation, which governs the underlying professional relationship.

Where any conflict arises, the Engagement Letter prevails over these Terms, which in turn prevail over internal Firm policies.

1. Nature of the Platform

Veloxis is a professional-services tool. It assists the Firm's Chartered Accountants in conducting audits, tax computations, and filings under Indian law. It does not itself issue professional opinions, sign reports, or attest to financial statements. All opinions, conclusions, and signatures remain the responsibility of the qualified Chartered Accountant — typically the signing partner of the Firm — whose professional judgement is the operative act. Veloxis outputs are not valid professional deliverables until reviewed and signed by that partner.

Users must not represent that any Veloxis-generated draft or intermediate output constitutes a final audit report, tax return, or other professional deliverable.

1.1 AI-assisted features

The Platform contains AI-assisted features ("Smart Check", "Ask Tool", "AI Advisor", and AI-assisted drafting helpers). These features consult external AI providers (currently Anthropic and Google) under the Privacy Pipeline described in the AI Usage Disclosure at docs/legal/ai-usage-disclosure.md. No plaintext personal data of any client, counterparty, or individual leaves the Firm's servers in the course of these features' operation; all such data is replaced with deterministic synthetic names or opaque tokens before transmission.

AI suggestions are advisory. Users must review AI suggestions and exercise their own professional judgement before accepting any AI suggestion into a working paper, dashboard, register, or generated deliverable. AI output is not a professional opinion.

The Managing Partner or the signing partner of any engagement may disable AI features for that engagement at any time by instructing the Firm. The instruction is recorded in the engagement's permissions log.

2. Grant of access

The Firm grants each User a limited, non-transferable, non-sublicensable right to access and use the Platform solely as follows:

  • Firm staff — to perform the professional work of the Firm's clients in accordance with the Firm's policies, the ICAI Code of Ethics, and applicable law.
  • Authorised client-portal Users — to upload documents requested by the Firm, respond to queries raised by the Firm, view invoices issued by the Firm, and download signed deliverables once released by the Firm. No other use is authorised.

Access terminates automatically upon cessation of the User's authorised status — employment, engagement-letter expiry, or written revocation by the Managing Partner.

3. Acceptable use

Users agree NOT to:

  1. Attempt to access any engagement, client, document, or data item to which they are not authorised.
  2. Attempt to escalate their role, impersonate another user, or bypass any authentication or authorisation mechanism.
  3. Upload content known to be malicious (malware, viruses, zip bombs), fraudulent, misleading, or that infringes the intellectual property of any third party.
  4. Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code or methodology of the Platform, except to the extent this restriction is unenforceable under applicable law.
  5. Use the Platform or any output of the Platform to train, benchmark, or improve competing professional-services software or artificial-intelligence models.
  6. Copy, redistribute, or republish Platform content (other than legitimate Engagement Letter deliverables to the relevant client) without the Firm's prior written consent.
  7. Use automated tools, scrapers, or bots against the Platform beyond those explicitly sanctioned by the Firm.
  8. Share login credentials. Each User is responsible for maintaining the confidentiality of their credentials and for all activity under their account.
  9. Use the Platform to process personal data of persons outside the scope of an active engagement.
  10. Engage in any activity that could reasonably be expected to disrupt the Platform's operation for other users.

Violation of this section is grounds for immediate suspension of access and, where appropriate, referral to ICAI, law enforcement, or civil recovery.

4. Intellectual property

The Platform — including its source code, rule engines, knowledge base, audit logic, methodology, user interface, and documentation — is the proprietary work product of the Firm and is governed by the LICENSE at the repository root. No User acquires any intellectual property right in the Platform by using it.

Content uploaded by the User (client books of account, working papers, query responses, supporting documents) remains the property of the originator — ordinarily the client organisation. The Firm's access to that content is governed by the Engagement Letter and the Firm's retention obligations under SA 230, the Companies Act 2013, and the Income-tax Act.

Deliverables generated through the Platform — signed audit reports, signed Form 3CA/3CB/3CD, signed financial statements, ITR submissions — belong to the client organisation once released, subject to the Firm's right to retain working papers and audit evidence for the statutory retention period.

5. Professional liability disclaimer

Veloxis is an internal software tool used by the Firm to organise and accelerate its professional work. It is not itself a provider of professional services. Any liability for the accuracy, completeness, or legal effect of audit opinions, tax computations, or other professional conclusions rests with the signing Chartered Accountant, whose professional indemnity insurance and ICAI registration govern accordingly.

Users (including client-portal Users) accept that:

  • The Platform may contain bugs, regressions, or computational errors. The signing partner reviews every deliverable before sign-off.
  • The Platform's rule engines reflect the Firm's interpretation of applicable law and professional standards, which may differ from another practitioner's interpretation.
  • Regulatory change (Finance Acts, ICAI Guidance Notes, MCA notifications, CBDT circulars) may not be reflected in the Platform in real time. The signing partner is responsible for ensuring the applicable law at the time of signing.

Nothing in this section limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded under applicable law.

6. Limitation of liability

Subject to Section 5, to the fullest extent permitted by applicable law, the Firm shall not be liable to any User for:

  • Indirect, incidental, consequential, special, or punitive damages of any kind.
  • Loss of profit, revenue, data, business opportunity, goodwill, or anticipated savings, whether in contract, tort (including negligence), or otherwise.
  • Any damage arising from the User's breach of these Terms, unauthorised access to the User's credentials, or the User's use of the Platform in a manner not contemplated by the Engagement Letter.

The Firm's aggregate liability to any User arising out of or in connection with the Platform shall not exceed the total professional fees actually paid by the User's organisation to the Firm in the twelve months preceding the event giving rise to the claim.

7. Availability, maintenance, and changes

The Firm endeavours to maintain Platform availability but does not guarantee uninterrupted or error-free operation. Scheduled maintenance is ordinarily performed outside normal business hours with reasonable advance notice. The Firm reserves the right to modify, update, or discontinue any feature of the Platform with reasonable notice, save where immediate change is required for security, legal compliance, or to preserve data integrity.

8. Data protection

The processing of personal data through the Platform is governed by the Privacy Policy. Users who access personal data through the Platform in the course of their work for the Firm agree to process that data solely for the purposes of the engagement to which it relates, to maintain professional confidentiality consistent with the ICAI Code of Ethics, and to comply with the DPDP Act 2023.

Users who believe personal data has been processed inappropriately — by another user, by the Firm, or by a Platform sub-processor — may raise the concern with the Grievance Officer at krishna@vkg.co.in.

9. Suspension and termination

The Firm may suspend or terminate any User's access to the Platform at any time for:

  • Violation of these Terms or the Acceptable Use provisions.
  • Cessation of the User's authorisation (employment end, engagement-letter termination, revocation by Managing Partner).
  • Requirement of any law, regulator, or order of a court of competent jurisdiction.

Upon termination, the User's obligations under these Terms (confidentiality, restrictions, disclaimers) survive the termination and continue for the period reasonably necessary to protect the Firm's interests.

10. Indemnity

Users agree to indemnify the Firm against losses, damages, and costs arising from their breach of these Terms, their unauthorised use of the Platform, or their infringement of any third-party right through their use of the Platform. This indemnity does not apply to claims arising from the Firm's own wilful misconduct or gross negligence.

11. Governing law and dispute resolution

These Terms are governed by the laws of India. Any dispute arising from or in connection with these Terms or the use of the Platform shall be subject to the exclusive jurisdiction of the courts at Pune, Maharashtra. The parties shall first attempt in good faith to resolve any dispute by negotiation between the User and the Grievance Officer before resorting to litigation.

12. Miscellaneous

  • Entire agreement — these Terms, together with the Privacy Policy and Engagement Letter, constitute the entire agreement between the User and the Firm regarding the Platform.
  • Severability — if any provision of these Terms is held unenforceable, the remaining provisions continue in force.
  • No waiver — failure or delay by the Firm to enforce any provision is not a waiver of its rights.
  • Assignment — Users may not assign their rights under these Terms. The Firm may assign in connection with a succession of the Firm's professional practice.
  • Notices — notices under these Terms shall be in writing and delivered to the contact details above (for the Firm) or the User's registered account email (for the User).

13. Contact

For questions about these Terms, rights-exercise requests under the Privacy Policy, or any other matter concerning the Platform:

CA Krishna Gujarathi
Managing Partner, VKG & Associates
Email: krishna@vkg.co.in

Firm-specific blanks to fill before publication

Before this document is made available at /terms in the Veloxis UI:

  1. Firm's registered address — append to the "Licensor" header.
  2. Effective date — set to the day of first Terms publication.
  3. Jurisdiction state — confirm whether Pune, Maharashtra is the correct venue (Section 11), or substitute the registered office state.
  4. Professional indemnity details — decide whether to disclose the Firm's PI insurance carrier and coverage limits. Not legally required but increases User trust.
  5. Separate client-portal ToS — decide whether client-portal Users should accept a narrower, ToS-light version on first portal login (recommended: one-page summary of Sections 1, 3, 5, 6, 8, 11).
  6. Engagement Letter cross-reference — confirm the standard Engagement Letter template cites these Terms by their URL.

Veloxis is operated by VKG & Associates, Chartered Accountants. Concerns about this document may be raised with the Grievance Officer at krishna@vkg.co.in.