Terms of Service

Last updated: April 2026 · Effective: April 1, 2026 · View Privacy Policy →

1. Acceptance of Terms

By accessing or using RoamEase — including the RoamEase student app, ManageEase warden portal, SecureEase security app, or roamease.in — you agree to be bound by these Terms and our Privacy Policy.

If you are accessing the platform on behalf of an educational institution, you represent that you have the authority to bind that institution to these Terms.

If you do not agree to these Terms, do not access or use the platform.

2. Description of Service

RoamEase is a multi-tenant SaaS hostel management platform that provides:

Leave and outpass management with dynamic approval workflows
QR-based gate entry and exit verification
Role-based access management for hostel staff
Parent approval via WhatsApp
SOS emergency alert with live location sharing
Complaint management, announcements, and visitor logging
Student, warden, and security staff mobile applications
Web-based management portal for administrators

The platform is licensed to institutions on a subscription basis. Features may vary depending on the subscription plan and enabled modules.

3. Account Registration and Access

3.1 Institution Accounts

Institution accounts are created by Scifyx Tech during the onboarding process. The institution designates administrators who are responsible for managing access within the platform.

3.2 Student and Staff Accounts

Student and staff accounts are created by the institution via bulk import or manual entry. Authentication is via phone number and OTP (one-time password).

3.3 Account Security

You are responsible for maintaining the security of your account credentials
You must notify us immediately at support@scifyx.com of any unauthorised access
We are not liable for any loss resulting from unauthorised use of your account
Phone numbers must be accurate and belong to the registered user

3.4 One Account Per User

Each phone number may be registered to only one account. Sharing accounts or credentials is not permitted.

4. Institutional Responsibilities

As the contracting institution, you agree to:

Provide accurate and complete data during onboarding and ongoing use
Obtain all necessary consents from students, parents, and staff before uploading their data to the platform
Maintain accurate records of student hostel assignments, room numbers, and parent contact information
Ensure staff use the platform in compliance with these Terms and applicable law
Promptly notify us of any data breaches, security incidents, or misuse
Comply with all applicable data protection laws in India, including the Information Technology Act 2000 and the Digital Personal Data Protection Act 2023
Not use the platform to store data unrelated to hostel management
The institution is the data controller for student and staff data. Scifyx Tech processes this data only as directed by the institution and in accordance with the Privacy Policy.

5. Student and Staff Obligations

All users of the RoamEase platform agree to:

Provide accurate information when submitting leave or outpass requests
Not submit fraudulent leave requests or misrepresent travel details
Not attempt to bypass or circumvent the approval workflow
Use the SOS feature only in genuine emergency situations
Not share QR codes with other students for unauthorised exits
Report bugs or security vulnerabilities to support@scifyx.com rather than exploiting them
Comply with the institution's hostel rules as enforced through the platform

6. Acceptable Use Policy

You may not use the RoamEase platform to:

Submit false, misleading, or fraudulent information
Attempt to access accounts or data belonging to other users or institutions
Reverse engineer, decompile, or attempt to extract source code from our applications
Perform automated scraping, crawling, or data extraction
Introduce malware, viruses, or any malicious code
Violate any applicable Indian or international laws or regulations
Harass, threaten, or harm other users through the platform
Use the platform for any purpose other than hostel management

Violations may result in immediate account suspension and, where required, reporting to relevant authorities.

7. Data Ownership and Privacy

7.1 Institutional Data

All data uploaded or generated by the institution (student records, leave records, staff data) remains the property of the institution. Scifyx Tech processes this data solely to provide the platform service.

7.2 Platform Data

Scifyx Tech retains ownership of the platform software, infrastructure, and aggregated/anonymised usage insights that do not identify individuals or institutions.

7.3 Data Export and Deletion

Upon termination of the subscription, institutions may request a full export of their data in CSV format within 30 days. After 60 days post-termination, data will be permanently deleted from our systems.

For full details, see our Privacy Policy.

8. SOS and Safety Features

Important: The SOS feature is designed to assist in emergencies. Misuse of the SOS feature (false alerts) may result in account suspension and may constitute a violation of applicable laws.

8.1 How SOS Works

When a student activates SOS, their live GPS location is shared with designated wardens, the principal, and parent contacts configured in the system. This data is retained for 90 days.

8.2 Limitations

SOS requires an active internet connection and GPS access on the student's device
Scifyx Tech is not a substitute for emergency services (112 / police)
The SOS feature is a tool — the institution retains responsibility for responding to emergencies
Accuracy of location data depends on the device's GPS hardware and network conditions

8.3 Institution Responsibility

Institutions are responsible for defining and communicating emergency response protocols to staff. Scifyx Tech provides the technology; the institution provides the response.

9. Intellectual Property

All intellectual property in the RoamEase platform — including software code, design, trademarks, logos, and documentation — is owned by Scifyx Tech Private Limited.

You are granted a limited, non-exclusive, non-transferable licence to use the platform during the subscription term for internal hostel management purposes only.

You may not:

Copy, reproduce, or distribute any part of the platform
Use RoamEase or Scifyx trademarks without written permission
Create derivative works based on the platform
Sub-license the platform to third parties

10. Service Availability and Uptime

We aim to provide a reliable service but do not guarantee 100% uptime. We target 99.5% monthly uptime, excluding scheduled maintenance windows.

Scheduled maintenance will be communicated at least 24 hours in advance via the ManageEase dashboard
Emergency maintenance may occur without prior notice
We are not liable for downtime caused by third-party services (AWS, WhatsApp, Firebase) or events outside our control
For service status, contact support@scifyx.com.

11. Payment and Subscription

11.1 Pricing

Subscription pricing is agreed in the service agreement between Scifyx Tech and the institution. Pricing may be based on student count, enabled modules, or a fixed annual fee.

11.2 Payment Terms

Payments are due as per the agreed billing cycle (monthly or annual)
Late payments may result in service suspension after 15 days' notice
All prices are in Indian Rupees (INR) and exclusive of applicable GST

11.3 Refunds

Subscription fees are non-refundable except where required by applicable law or as specifically agreed in writing.

11.4 Changes to Pricing

We will provide at least 60 days' notice before changing subscription pricing for existing customers.

12. Limitation of Liability

To the maximum extent permitted by Indian law, Scifyx Tech's total liability to any institution or user shall not exceed the total subscription fees paid by that institution in the 12 months preceding the claim.

Scifyx Tech shall not be liable for:

Indirect, incidental, special, or consequential damages
Loss of data, revenue, profits, or business opportunities
Any harm arising from a student's actions (including unauthorised exits)
Failure of third-party services (WhatsApp, Firebase, AWS)
Outcomes of emergency situations even when SOS is activated
Inaccurate data provided by the institution or its users
Actions taken or not taken by wardens, security staff, or parents in response to platform notifications
RoamEase is a technology tool. The institution remains responsible for student safety, disciplinary decisions, and compliance with its own policies and regulations.

13. Indemnification

The institution agrees to indemnify and hold harmless Scifyx Tech Private Limited, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

The institution's use or misuse of the platform
Violation of these Terms by the institution or its users
The institution's failure to obtain proper consents for data collection
Any claim by a student, parent, or third party arising from the institution's decisions made using platform data

14. Termination

14.1 By the Institution

The institution may terminate the subscription by providing 30 days' written notice. Data export will be made available for 30 days post-termination.

14.2 By Scifyx Tech

We may suspend or terminate access immediately if:

The institution is in material breach of these Terms
Payment is overdue by more than 30 days after notice
We are required to do so by law or court order
Continued operation poses a security risk to other tenants

14.3 Effect of Termination

Upon termination, all user access will be disabled. Data export will be available for 30 days, after which data will be permanently deleted.

15. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of India.

Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts in Bengaluru, Karnataka, India.

Before initiating legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of 30 days.

16. Changes to Terms

We reserve the right to update these Terms at any time. We will:

Update the "Last updated" date at the top of this page
Notify institutions via email at least 14 days before changes take effect
Post a notice in the ManageEase dashboard

If you do not agree to updated Terms, you must stop using the platform before the effective date. Continued use after the effective date constitutes acceptance.

17. Contact

For questions about these Terms, please contact:

Email: support@scifyx.com
Phone: +91 7892857456
Address: Scifyx Tech Private Limited, Bengaluru, Karnataka, India