Terms of Service

1. About PG Manager One

PG Manager One is a cloud software service for paying-guest (PG) accommodation, hostel and co-living operators. It helps you manage branches, rooms and beds, tenant applications and admissions, rent invoices, receipts and deposits, expenses, staff access, reminders and reports. It is owned and operated by UtilifyLabs ("we", "us"). By creating an account or using the service you agree to these terms. If you do not agree, please do not use it.

2. Your account

• You must be at least 18 and able to enter into a binding contract. If you sign up for a business, you confirm you are authorised to bind it.
• Give accurate information and keep it up to date, including the business and billing details that appear on invoices.
• The owner login is responsible for everything done through the workspace, including actions by staff and by anyone you give access to. Keep passwords private and tell us quickly about any unauthorised use.
• You decide which staff members can see which parts of the workspace. Residents and applicants you invite only see their own information.
• We may place a hold on or end an account that breaks these terms, puts others at risk, or is required by law.

3. Free plan and trials

• Free plan. The Free plan has no expiry and needs no payment details. It has lower limits and fewer features than paid plans, shown on the plans page.
• Free trial. Paid plans start with a free trial (the length is shown on each plan; it is 7 days unless the plan says otherwise). No card is needed and nothing is charged during or automatically after the trial. A trial can be used once per account.
• When the trial ends. We issue an invoice for the first paid period and email it to you. You decide whether to pay. Nothing is debited from you without you acting.
• If you do not pay. Your records are kept. Depending on how the service is configured, your workspace either moves to the Free plan (within its limits) or is restricted and scheduled for closure after a notice period that is shown in your account. Paying inside that period restores the workspace.
• You can skip the trial and pay at sign-up. The plan page shows the exact amount, dates and what you will pay later before you choose.

4. Prices, offers and renewals

• All prices are in Indian rupees (INR). GST is shown separately wherever it applies and is added to the invoice.
• What you agree to at sign-up. The plan page shows your first payment, any introductory price and for how many billing periods it lasts, and the regular price after that. Those figures, as shown when you choose the plan, become your pricing agreement.
• Renewals. While your agreement protects you, the price shown to you is the price you pay. After that, the plan's regular price applies. We will not raise the price that applies to you without emailing you at least 30 days before the increase takes effect. A price decrease applies automatically.
• Offers and coupons. An offer or coupon applies to the billing period(s) it states, is limited by date or number of customers where it says so, can be restricted to certain customers or stages (for example first payment or returning customers), and does not combine with another discount. Eligibility and the final amount are checked on the payment review screen. An offer that has not been used yet can be changed or withdrawn; an invoice already issued keeps its price.
• Negotiated prices. If we agree a custom price with you in writing, it applies instead of the above for as long as agreed.
• If you go back to the Free plan and later return, the current regular price applies, and a returning customer may not be eligible for an introductory price again, unless the offer says otherwise.

5. Payments, invoices and GST

• We invoice you in advance for each service period and email the invoice before the period starts. We do not charge your card or bank account automatically.
• You can pay online (UPI, cards and netbanking through our payment partner, currently Razorpay) or, where we have enabled it, by bank transfer or UPI followed by uploading proof. We may switch bank-transfer payments off while online payment is available.
• Service activates when the payment is verified. If you pay after the service period began, the paid period still runs from the original start date, so no days are lost, and any unpaid period beyond your grace period may be restricted.
• We do not store full card or bank account numbers. Tax invoices show our GST details and yours where you provide them. Keep your billing state and address up to date because they decide how GST is split.

6. Cancellation and refunds

• You can switch renewal off at any time in Subscription & Billing. You keep access until the end of the period you have paid for. Switching renewal off does not cancel a period you already paid for.
• Fees already paid are not refundable for time you did not use, except where the law requires it. If you were charged twice or by mistake, tell us at pg-manager@utilifylabs.com and we will correct it and refund the extra amount to the original payment method.
• Switching to a cheaper plan or the Free plan takes effect when the paid period ends; limits that no longer fit stop new additions but never delete your records.

7. Suspension, closure and deletion

• Administrator hold. We may place a hold on a workspace (for example for a security, legal or payment dispute). While a hold is on, changes are blocked even if a payment is made. We will tell you why unless the law prevents us.
• Expired subscription. After the end of your service period and any grace period, access follows the rules in section 3. Records stay available in read-only or restricted form during the notice period.
• Deleting your account. The owner can ask for deletion in My Account. There is a 7-day window to cancel the request, during which renewal invoices are paused. After that we archive the workspace, sign everyone out and anonymise login details so the e-mail address can be used to register again. Financial and audit records that we must keep by law are retained.
• If you want a copy of your data before closing, ask us at pg-manager@utilifylabs.com while the account is still open.

8. Your data and your tenants' data

You own the information you enter. You give us permission to store and process it to run the service for you. You are responsible for having a lawful basis and any consent you need to collect, store and use tenants' and staff members' personal data (including identity documents and photos), and for what you send through reminders and e-mail. For that data we act on your instructions as your service provider. How we handle personal data is explained in the Privacy Policy, which is part of these terms.

9. Acceptable use

Use PG Manager One only for lawful purposes. Do not:

• store or send unlawful, abusive, misleading or fraudulent content, including fictitious tenant or financial records;
• try to get into accounts, systems or data that are not yours, or probe or disrupt the service;
• use the service to send spam or bulk messages unrelated to your business with your tenants;
• copy, reverse-engineer or resell the service, or use it to build a competing product.

10. Availability and support

We work to keep the service available and to fix problems quickly, but we do not promise it will always be uninterrupted or error-free. We may carry out maintenance and will try to give notice for planned downtime. Support is available by e-mail at pg-manager@utilifylabs.com and through Support Tickets inside the product.

11. Intellectual property

The service, its design, software, documentation and branding belong to UtilifyLabs. These terms give you a right to use the service, not to own it, and do not allow use of our names or logos without written permission. We do not claim ownership of your data.

12. Warranties and liability

The service is provided "as is" and "as available". To the extent the law allows, we are not liable for indirect or consequential loss, or for loss of profit, revenue, data or business opportunity. Our total liability for any claim relating to the service is limited to the amount you paid us in the 12 months before the event that gave rise to the claim. Nothing in these terms limits liability that cannot be limited by law.

13. Governing law

These terms are governed by the laws of India. Courts in India have exclusive jurisdiction over any dispute. We would like to hear about a problem first, so please contact us before starting a formal process.

14. Changes to these terms

We may update these terms. For a material change we will email you or show a notice in the product before it takes effect. Changes to prices follow section 4. If you keep using the service after a change takes effect, you accept the updated terms; if you do not agree, you can stop using it and close your account.

15. Contact

Questions about these terms: pg-manager@utilifylabs.com, or use the contact form.