Terms & Conditions

These Terms and Conditions (the “Terms”) constitute a legally binding contract between Simantrix Technologies (“Simantrix”, “we”, “us”, or “our”) and the business entity or individual that subscribes to, accesses, or uses our platform (the “Customer”), together with any end user authorized by the Customer to access a virtual workplace (an “Authorized User”).

These Terms govern your use of the simantrix.com marketing portal, our web applications, our desktop clients (Windows, macOS, Linux), our 3D and 2D virtual office environments, real-time spatial communication APIs, and associated documentation (collectively, the “Services”).

By creating an account, registering an organization, or accessing the Services, you confirm that you have read, understood, and agreed to be bound by these Terms. If you are entering into these Terms on behalf of a company, partnership, or other legal entity, you represent and warrant that you possess full legal authority to bind that organization.

Simantrix is structured around organizational workspaces — dedicated, multi-tenant digital offices containing custom floors, conference rooms, team desks, presence ledgers, and communication archives:

• Organization Administrators: The Customer designates one or more workspace administrators with authority to manage user invitations, provision or deprovision accounts, define floor plan layouts, configure retention rules, and access administrative audit logs.
• Account Security: Authorized Users must maintain the absolute confidentiality of their login credentials and session tokens. You must immediately notify our security team at simantrix.com@gmail.com upon discovering any unauthorized access, compromised passwords, or security anomalies.
• Age Restriction: Authorized Users must be at least 16 years of age (or the minimum legal age of digital consent in their jurisdiction, whichever is greater). The Services are intended exclusively for professional enterprise and team collaboration.
• Customer Responsibility: The Customer remains fully responsible for all actions, uploads, and communications conducted under its workspace credentials.

The Simantrix virtual office simulates a real workplace where team members walk between rooms, interact over spatial audio, and share digital collaboration tools. All Authorized Users must observe professional decorum:

• Avatar Presentation: Custom avatars, display names, and profile imagery must remain professional and suitable for a workplace. Impersonation of other employees, executives, or public figures is strictly prohibited.
• Spatial Proximity Etiquette: Proximity voice activates automatically when walking near colleagues in open bullpen zones. Users must mute their microphone when background noise is disruptive and respect colleagues displaying “Heads Down” or “Do Not Disturb” statuses.
• Meeting Room Privacy: Walk-in conference rooms, war rooms, and executive cabins feature sound isolation. Users must not attempt to eavesdrop on private room sessions or circumvent room access controls.
• Recording Compliance: Initiating meeting recordings without notifying all participating individuals or in violation of applicable wiretapping and privacy statutes is strictly forbidden. Simantrix displays visual and audible recording banners to all participants whenever recording is active.

Simantrix is provided on a subscription basis under the tiers published on our Pricing Page:

• Free Forever Tier: Complimentary access for startup teams up to 10 members with essential virtual office, proximity voice, and walk-in meeting room capabilities.
• Growth Starter Tier: Per-seat subscription for growing teams with promotional pricing at ₹249 per seat/month (special launch pricing cut from ₹499), including multi-wing campuses, layout editor, and attendance tracking.
• Professional Team Tier: Advanced enterprise collaboration at ₹549 per seat/month (special launch pricing cut from ₹999), including autonomous AI meeting intelligence, 250-capacity Town Hall broadcasts, and advanced utilization analytics.
• Enterprise Custom Tier: Dedicated multi-region deployments, SSO/SAML integration, custom data residency, dedicated WebRTC relays, and custom Service Level Agreements (SLAs) available via direct sales consultation.
• Payment Gateway Integration: Payments are processed securely via authorized third-party payment gateways (including Razorpay and Stripe). By submitting payment details, you authorize our payment gateway to charge the applicable recurring fees to your chosen payment method.
• Taxes: All subscription fees are quoted exclusive of statutory taxes. Customers are responsible for all applicable Goods and Services Tax (GST), Value Added Tax (VAT), sales tax, or regulatory duties.

We maintain transparent policies regarding cancellations, renewals, and refunds:

• Cancellation: An organization administrator may cancel an active subscription at any time directly from the Admin Console. Cancellation becomes effective at the conclusion of the currently paid billing cycle.
• Non-Refundable Fees: Because workspace infrastructure and serverless cloud databases are allocated immediately upon payment, all subscription charges, onboarding fees, and renewal fees are non-refundable, except where mandatory consumer protection laws require otherwise.
• Failed Payments & Grace Period: If a scheduled renewal charge fails, we provide a 7-day grace period during which administrators can update payment methods. If payment remains outstanding, workspace access transitions to a read-only state.
• Post-Cancellation Data Export Grace Period: Following subscription termination, Customer Data remains securely exportable in standard formats for 30 calendar days. After 30 days, workspace databases, spatial coordinates, uploaded files, and transcripts are permanently and irreversibly purged from our systems.

You agree to use the Services strictly for lawful workplace collaboration. The Customer and its Authorized Users must not:

• Broadcast, transmit, or store content that is illegal, defamatory, harassing, racially or ethnically offensive, sexually explicit, or that promotes violence or self-harm.
• Upload, introduce, or propagate malware, viruses, ransomware, trojans, worms, or any code designed to disrupt or compromise computer systems.
• Attempt to probe, scan, or test the vulnerability of our platform, reverse-engineer proprietary rendering shaders, or bypass rate limits, authentication tokens, or access controls.
• Utilize unauthorized automation scripts, bots, or scrapers to extract data, avatars, or telemetry from the platform outside of our documented REST APIs.
• Use Simantrix to conduct clandestine or unlawful surveillance of employees in violation of applicable labor laws or data protection legislation.

Simantrix reserves the right to immediately suspend or terminate any user or workspace found in material breach of this Acceptable Use Policy.

Customer Ownership: The Customer retains full and exclusive ownership of all right, title, and interest in all data, chat messages, uploaded attachments, custom office layouts, attendance ledgers, and media recordings submitted to the Services (“Customer Data”). Simantrix claims zero ownership over Customer Data.

Limited Operating License: Customer grants Simantrix a limited, non-exclusive, worldwide license to host, transmit, cache, and display Customer Data strictly to the extent necessary to provide, secure, and support the Services.

Data Processing Agreement: Where processing of personal data falls under European, UK, or Indian data protection laws, our standard Data Processing Agreement (incorporating EU Standard Contractual Clauses) is automatically incorporated into these Terms and governs our processing as a Data Processor.

All intellectual property rights in the Services — including our proprietary procedural 3D office engine, custom WebGL shaders, avatar mesh models, furniture libraries, soundscapes, software codebases, documentation, and the Simantrix name and brand marks — belong exclusively to Simantrix Technologies and its licensors.

We grant the Customer a revocable, non-exclusive, non-transferable, non-sublicensable license to access and use our software applications during the active subscription period solely for internal business collaboration.

We respect the intellectual property rights of creators and comply with the Indian Copyright Act, 1957, and the U.S. Digital Millennium Copyright Act (DMCA). If you believe material hosted within our Services infringes your copyright:

Submit a formal written notification to our Designated Copyright Agent at simantrix.com@gmail.com containing:

• Identification of the copyrighted work claimed to have been infringed.
• Identification of the infringing material and specific URL or workspace path where it appears.
• Your contact details (full name, address, telephone number, and email address).
• A statement confirming your good-faith belief that the disputed use is not authorized by the copyright owner, its agent, or the law.
• A statement made under penalty of perjury that the information provided is accurate and that you are authorized to act on behalf of the owner.

Simantrix incorporates autonomous AI workplace features (meeting transcripts, action-item extraction, semantic workspace search):

• Ownership of Generated Content: As between Customer and Simantrix, Customer owns all AI-generated meeting recaps, task cards, and synthesized reports derived from Customer Data.
• Verification Responsibility: Artificial intelligence models may occasionally produce imprecise summaries or misinterpret spoken phrases. Customer and its users are responsible for independently reviewing AI-generated text before relying upon it for critical organizational decisions.
• Model Training Prohibition: We will never use Customer Data or voice transcripts to train public foundation AI models without explicit, written customer authorization.

We warrant that we will provide the Services with professional skill and care in accordance with our documentation.

Except as expressly set forth herein and to the fullest extent permitted by applicable law, the Services are provided on an “as is” and “as available” basis. We disclaim all other warranties, whether express, statutory, or implied, including merchantability, fitness for a particular purpose, and non-infringement.

Simantrix is a workplace presence and collaboration platform. It does not constitute a statutory legal system of record for regulatory payroll, overtime compliance, or labor arbitration. Customer remains solely responsible for verifying any attendance records used for employee compensation.

To the maximum extent permitted by applicable law:

• Neither party shall be liable for any indirect, consequential, special, incidental, or punitive damages, including lost revenue, lost profits, business interruption, or loss of business reputation.
• Each party’s aggregate total liability arising out of or related to these Terms, whether in contract, tort (including negligence), or otherwise, shall not exceed the total subscription fees paid or payable by the Customer to Simantrix during the twelve (12) months immediately preceding the claim.

In compliance with the Information Technology Act, 2000, and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, any user grievance regarding content or terms may be submitted to our designated officer:

Governing Law: These Terms shall be governed by and construed in accordance with the laws of India. The courts located in Gurugram, Haryana, India shall possess exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

Simantrix is committed to digital inclusivity and adhering to Web Content Accessibility Guidelines (WCAG) 2.1 Level AA:

• Dual 3D and 2D Modes: To accommodate users with motion sensitivity, vestibular conditions, or assistive technology setups, our platform includes a lightweight, accessible 2D Floorplan Mode providing full parity with 3D rooms, presence indicators, and audio zones without rapid camera rotations.
• Keyboard Navigation & Screen Readers: Core navigation, chat channels, room selectors, and attendance ledgers support keyboard accessibility and semantic ARIA labeling.
• Feedback: If you encounter accessibility barriers, email our design team at simantrix.com@gmail.com. We continuously refine our interfaces based on community feedback.