1. INTRODUCTION AND ACCEPTANCE OF TERMS
These Terms and Conditions ("Terms") govern access to and use of the PromShield website, application portal, software platform, features, integrations, and associated services (collectively, the "Services").
PromShield is operated by JachOOs Technologies Private Limited ("JachOOs", "PromShield", "Company", "we", "us", or "our"), having its office at SBC 3, 3rd Floor, Thapasya Building, Infopark, Kochi – 682030, Kerala, India.
These Terms constitute an agreement between JachOOs Technologies Private Limited and the individual or legal entity accessing or using the Services ("you", "your", "Customer", or "User", as applicable).
By registering for an account, accessing the application portal, purchasing a subscription, or otherwise using the Services, you acknowledge that you have read and understood these Terms and agree to be bound by them. If you access or use the Services on behalf of an organization, you represent and warrant that you have the authority to accept these Terms on behalf of that organization.
If you do not agree to these Terms, you must not access or use the Services.
These Terms should be read together with the PromShield Privacy Policy and any applicable subscription terms, order forms, service-level agreements, or other written agreements entered into between the Customer and JachOOs Technologies Private Limited. Where a separately executed agreement expressly conflicts with these Terms, that agreement shall prevail to the extent of the conflict.
2. DEFINITIONS
For the purposes of these Terms, the following definitions apply:
2.1 "Services" means the PromShield website, application, software platform, AI-related features, integrations, documentation, and associated services made available by JachOOs Technologies Private Limited.
2.2 "Customer" means an individual, company, organization, or other legal entity that subscribes to, purchases, or is authorized to use the Services.
2.3 "User" means an individual who accesses or uses the Services through an account or other authorized access method.
2.4 "Customer Data" means documents, files, prompts, AI-generated responses, corporate information, communications, metadata, and other content submitted to, connected with, or processed through the Services.
2.5 "AI Services" means third-party artificial intelligence models, applications, platforms, or tools that are accessed through or integrated with PromShield.
2.6 "Integrated Services" means external applications, data repositories, identity providers, cloud platforms, and other systems connected to PromShield.
2.7 "Confidential Information" means non-public information disclosed by one party to another that is identified as confidential or that reasonably should be understood to be confidential given its nature or the circumstances of disclosure.
2.8 "Subscription" means the applicable paid or authorized access arrangement under which a Customer may use the Services.
3. DESCRIPTION AND SCOPE OF SERVICES
PromShield provides AI-powered solutions designed to support organizations in managing AI interactions, accessing corporate information through AI, monitoring AI usage, and supporting AI security and governance.
The availability of specific features depends on the applicable Subscription, deployment model, configuration, and technical requirements.
3.1 Private AI
The Private AI functionality enables authorized Users to interact with AI systems using information from connected corporate data sources.
Depending on the configuration, the functionality may include:
- Uploading and processing corporate documents and files.
- Connecting to Google Drive, Gmail, SharePoint, Confluence, and other supported services.
- Retrieving relevant information from authorized corporate data sources.
- Processing business documents and communications to generate AI-assisted responses.
- Supporting organizational knowledge retrieval through conversational interfaces.
The scope of information accessible through Private AI depends on the data sources connected, the permissions granted, and the configuration established by the Customer.
3.2 AI Firewall
The AI Firewall functionality is designed to provide visibility into AI interactions involving supported AI services, which may include ChatGPT, Microsoft Copilot, Google Gemini, and other supported applications.
Depending on the features enabled and the applicable configuration, the AI Firewall may process or record:
- Prompts submitted to AI services.
- Files attached to prompts.
- AI-generated responses.
- Information associated with configured AI interactions.
- Technical, usage, monitoring, and security-related metadata.
The information collected and retained depends on the supported integrations, features enabled, and applicable configuration.
3.3 Service Modifications
JachOOs Technologies Private Limited may update, enhance, modify, or discontinue particular features to maintain security, improve performance, address technical limitations, or comply with legal requirements.
Where reasonably practicable, notice will be provided of material changes that significantly affect a paid Service, subject to applicable contractual commitments.
Nothing in this section overrides an express service-level commitment or other obligation contained in a separately executed written agreement.
4. ACCOUNT REGISTRATION AND ACCESS
4.1 Account Requirements
Access to certain Services may require registration, organizational authorization, or authentication through a supported identity provider.
Users must provide accurate information where registration details are requested and maintain the confidentiality of their authentication credentials.
4.2 Single Sign-On and Organizational Access
Where Single Sign-On (SSO) or another identity provider is used, access may be governed by the authentication and access-control policies configured by the Customer or the relevant identity provider.
Customers are responsible for managing User access, assigning appropriate permissions, and promptly revoking access when an individual is no longer authorized to use the Services.
4.3 Account Security
Customers and Users must take reasonable measures to protect account credentials and prevent unauthorized access.
Any suspected compromise, unauthorized access, or security incident affecting an account should be reported promptly to JachOOs Technologies Private Limited.
Customers are responsible for activities performed through their accounts to the extent attributable to their acts, omissions, negligence, or failure to safeguard credentials, subject to applicable law.
4.4 Suspension of Access
Access may be restricted or suspended where reasonably necessary to investigate suspected unauthorized activity, address a security risk, comply with applicable law, or enforce these Terms.
Where reasonably practicable and legally permitted, notice will be provided before suspension, except where immediate action is reasonably necessary.
5. CUSTOMER DATA AND DATA RIGHTS
5.1 Ownership of Customer Data
As between the Customer and JachOOs Technologies Private Limited, the Customer retains its rights in Customer Data, subject to third-party rights and the licenses necessary to provide the Services.
The Customer is responsible for ensuring that it has the necessary rights, permissions, and legal authority to submit, upload, connect, or otherwise make Customer Data available through PromShield.
5.2 Limited Right to Process Customer Data
The Customer grants JachOOs Technologies Private Limited a limited, non-exclusive right to host, access, transmit, reproduce, and process Customer Data only to the extent reasonably necessary to:
- Provide and operate the Services.
- Fulfil applicable contractual obligations.
- Maintain, troubleshoot, and support the Services.
- Protect the security and integrity of the Services.
- Comply with applicable legal obligations.
This limited right does not transfer ownership of Customer Data to JachOOs Technologies Private Limited.
5.3 Connected Corporate Data
When a Customer connects corporate repositories, communication systems, or other Integrated Services, the Customer authorizes PromShield to access and process information within the scope of the permissions and configuration provided.
Customers are responsible for ensuring that connected accounts and data sources are configured appropriately and that Users only access information they are authorized to view.
5.4 Customer Responsibilities
Customers must not submit or connect information in violation of applicable law, confidentiality obligations, intellectual property rights, privacy rights, or third-party contractual restrictions.
Customers should evaluate whether their selected configuration and integrations are appropriate before submitting sensitive, regulated, or confidential information.
5.5 Data Retention, Export, and Deletion
Customer Data may be retained for as long as reasonably necessary to provide the Services, fulfil contractual obligations, maintain security and operational records, and comply with applicable law.
Retention and deletion periods may vary according to the data type, deployment model, technical configuration, subscription, and applicable legal requirements.
Where available, Customers may use the provided administrative controls or data-management features to export, manage, or request deletion of information.
Customers should export any information they need to retain before terminating their use of the Services, where export functionality is available.
Certain records may remain in backups or be retained for legal, security, or legitimate operational purposes for a limited period, subject to applicable law.
6. THIRD-PARTY AI SERVICES AND INTEGRATIONS
6.1 Third-Party Services
PromShield may integrate with or enable access to AI models, cloud platforms, identity providers, data repositories, and other external applications.
The use of these services may be subject to separate terms, privacy policies, usage restrictions, technical requirements, and contractual commitments imposed by the relevant providers.
6.2 Processing by External Providers
When a feature requires an external AI service or integration, relevant information may be transmitted to that provider for processing.
Depending on the functionality and configuration, the information transmitted may include prompts, files, retrieved corporate information, AI-generated responses, and technical metadata.
The processing, storage, retention, and use of information by external providers are subject to their applicable policies and contractual arrangements.
6.3 Customer Authorization
Customers are responsible for reviewing the permissions granted to integrations and ensuring that their use complies with applicable laws, organizational policies, and third-party service terms.
Customers must not connect accounts or data sources without appropriate authorization.
6.4 Third-Party Availability
JachOOs Technologies Private Limited does not control the independent availability, operation, or policies of third-party services.
Subject to applicable law and any express written commitments, we are not responsible for interruptions, outages, API changes, discontinued features, rate limits, or failures originating from third-party providers.
An integration may be modified, restricted, or disabled where reasonably necessary due to security concerns, technical limitations, provider requirements, or changes in applicable law.
7. ARTIFICIAL INTELLIGENCE LIMITATIONS
PromShield facilitates the use of artificial intelligence technologies. AI systems may generate inaccurate, incomplete, misleading, biased, or outdated outputs.
By using the Services, you acknowledge that:
- AI-generated outputs are not guaranteed to be accurate, complete, or reliable.
- Information retrieved from corporate data sources may be incomplete, outdated, or incorrectly interpreted.
- AI-generated outputs should be independently reviewed before being relied upon for important decisions.
- AI outputs do not constitute professional legal, financial, medical, or other regulated advice unless expressly provided under a separate authorized service.
- AI Firewall functionality does not guarantee the detection or prevention of every security threat, data disclosure, policy violation, or unauthorized AI interaction.
- The availability and quality of AI functionality may depend on external providers, connected data sources, permissions, and technical configuration.
Customers are responsible for maintaining appropriate human oversight, internal policies, review procedures, and risk-management controls when using AI-generated outputs.
PromShield does not guarantee that the Services will eliminate all risks associated with AI adoption or usage.
8. ACCEPTABLE USE AND RESTRICTIONS
Customers and Users must use the Services lawfully and in accordance with these Terms.
You must not:
- Use the Services to violate applicable laws or regulations.
- Access, collect, disclose, or process information without appropriate authorization.
- Bypass authentication, permissions, security controls, or usage restrictions.
- Interfere with the availability, performance, or security of the Services.
- Introduce malware, malicious code, or other harmful material.
- Attempt to obtain unauthorized access to systems, infrastructure, or another User's account.
- Reverse engineer, decompile, or disassemble the software except to the extent expressly permitted by applicable law.
- Copy, resell, sublicense, or commercially exploit the Services except as expressly authorized in writing.
- Infringe intellectual property, privacy, confidentiality, or other third-party rights.
- Submit unlawful, fraudulent, deceptive, or malicious content.
- Use the Services in violation of applicable AI provider policies or third-party service terms.
- Conduct unauthorized security testing, disrupt systems, or attempt to circumvent technical safeguards.
- Use the Services to facilitate unlawful surveillance, unauthorized data extraction, or other prohibited activity.
JachOOs Technologies Private Limited may investigate suspected violations and take proportionate action, including restricting access, suspending accounts, or terminating access where justified under these Terms and applicable law.
9. CONFIDENTIALITY
9.1 Protection of Confidential Information
In connection with the Services, either party may disclose or make available Confidential Information to the other party.
Confidential Information may include business strategies, internal procedures, financial information, pricing, customer and supplier information, trade secrets, technical documentation, software architecture, security information, unpublished materials, corporate documents, and non-public communications.
Each receiving party agrees to:
- Protect Confidential Information using reasonable safeguards and at least the same degree of care used to protect its own comparable confidential information.
- Use Confidential Information only for the authorized purposes of accessing, providing, administering, or supporting the Services or fulfilling applicable contractual obligations.
- Not disclose Confidential Information to unauthorized third parties without prior written consent.
- Restrict access to employees, contractors, professional advisers, and service providers who reasonably require the information for an authorized purpose and are subject to appropriate confidentiality obligations.
- Promptly notify the disclosing party, where legally permitted and reasonably practicable, of any unauthorized access to or disclosure of its Confidential Information.
9.2 Exclusions
Confidential Information does not include information that the receiving party can demonstrate:
- Is publicly available through no breach of these Terms.
- Was lawfully known to the receiving party before disclosure.
- Was lawfully obtained from a third party without a confidentiality obligation.
- Was independently developed without using the disclosing party's Confidential Information.
- Must be disclosed under applicable law or a lawful order, provided that notice is given where legally permitted and reasonably practicable.
9.3 Permitted Processing
Nothing in this section prevents the processing of Customer Data reasonably necessary to provide, secure, maintain, or support the Services in accordance with these Terms, the Privacy Policy, and any applicable written agreement.
9.4 Continuing Obligations
Confidentiality obligations continue after termination for as long as the relevant information remains Confidential Information, subject to applicable law and any separate written agreement.
10. INTELLECTUAL PROPERTY RIGHTS
10.1 Ownership
PromShield and its associated software, interfaces, designs, branding, documentation, website content, and other materials are protected by applicable intellectual property laws.
Except for rights expressly granted under these Terms, JachOOs Technologies Private Limited and its respective licensors retain their rights, title, and interests in the Services.
10.2 Limited License
Subject to payment of applicable fees and compliance with these Terms, the Customer is granted a limited, non-exclusive, non-transferable right to access and use the Services during the applicable Subscription or authorized usage period.
This license does not transfer ownership of the software or underlying intellectual property.
10.3 Restrictions
Unless expressly permitted by a separate written agreement or applicable law, you must not:
- Copy, modify, or redistribute the Services or underlying software.
- Sell, rent, lease, sublicense, or commercially distribute the Services.
- Remove proprietary notices or branding where removal is not authorized.
- Use PromShield intellectual property to develop or distribute an unauthorized competing product.
- Claim ownership of intellectual property belonging to PromShield.
10.4 Customer Content
Customers retain their rights in Customer Data. The rights applicable to AI-generated outputs depend on applicable law, the terms of the relevant AI provider, and any third-party rights that may apply.
10.5 Feedback
Where you voluntarily provide suggestions, feedback, or recommendations concerning the Services, we may use them to improve or develop our products without restriction or compensation, provided that this does not transfer ownership of your Customer Data or authorize the use of your Confidential Information for unrelated purposes.
11. SUBSCRIPTIONS, FEES, AND PAYMENT
Where the Services are offered under a paid Subscription or commercial agreement, the applicable fees, billing cycle, subscription term, usage limits, and payment conditions will be specified in the relevant order, quotation, subscription details, or written agreement.
Unless otherwise agreed in writing:
- Customers must pay applicable fees according to the agreed payment schedule.
- Customers are responsible for applicable taxes, duties, and similar charges, excluding taxes imposed on our income.
- Subscription renewals, cancellations, and refunds are governed by the applicable subscription terms or written agreement.
- Additional usage or features may incur additional charges where disclosed and agreed.
- Failure to pay undisputed amounts may result in suspension or restriction of the relevant paid Services after reasonable notice, where appropriate.
Any refunds, credits, or service adjustments will be governed by the applicable commercial terms and mandatory legal requirements.
Nothing in this section overrides rights or protections that cannot lawfully be excluded.
12. SERVICE AVAILABILITY AND SUPPORT
JachOOs Technologies Private Limited will make reasonable efforts to maintain the availability and proper functioning of the Services.
Unless expressly provided under a separate written service-level agreement, uninterrupted or error-free operation is not guaranteed.
The Services may be affected by scheduled maintenance, emergency maintenance, network failures, security incidents, third-party service disruptions, or circumstances beyond our reasonable control.
Support availability, response times, uptime targets, maintenance commitments, and service credits, where applicable, will be governed by the relevant Subscription terms or separate written agreement.
13. PRIVACY AND DATA PROTECTION
Use of the Services is also subject to the PromShield Privacy Policy, available at:
https://promshield.com/privacy-policy/
The Privacy Policy explains how personal information may be collected, used, disclosed, stored, and protected in connection with the Services.
Customers are responsible for ensuring that they have the necessary rights, permissions, and lawful basis to submit personal information or corporate data to PromShield and enable relevant integrations.
Where applicable, additional data-processing agreements may define the parties' respective obligations concerning personal data.
If a separately executed data-processing agreement conflicts with these Terms regarding the processing of personal data, the data-processing agreement will prevail to the extent of the conflict.
14. DISCLAIMER OF WARRANTIES
To the maximum extent permitted by applicable law, the Services are provided on an "as available" basis, subject to any express warranties or service commitments contained in a separate written agreement.
Except as expressly stated in these Terms or required by applicable law, JachOOs Technologies Private Limited disclaims warranties and representations, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, and uninterrupted availability.
We do not warrant that:
- The Services will always be available, uninterrupted, or error-free.
- All defects, vulnerabilities, or security threats will be identified or eliminated.
- AI-generated responses will be accurate, complete, or reliable.
- Information retrieved from connected systems will always be current or complete.
- The Services will meet every Customer's specific requirements.
- Third-party AI services or integrations will remain available or operate without changes.
Descriptions, documentation, examples, and other informational materials are provided for general guidance. We make reasonable efforts to maintain accurate and current materials but do not guarantee that every item will be free from errors or omissions.
Nothing in these Terms excludes any warranty or right that cannot lawfully be excluded under applicable law.
15. LIMITATION OF LIABILITY
To the maximum extent permitted by applicable law, JachOOs Technologies Private Limited will not be liable for indirect, incidental, special, exemplary, punitive, or consequential losses arising out of or in connection with the use of, or inability to use, the Services.
Such losses may include loss of profits, revenue, anticipated savings, business opportunities, goodwill, business interruption, or data, to the extent such losses constitute indirect or consequential loss under applicable law.
Subject to applicable law and any express written agreement, we are not responsible for losses arising from:
- Inaccurate, incomplete, or misleading AI-generated outputs.
- Decisions made by Customers or Users without appropriate verification of AI-generated information.
- Compromised Customer credentials or failure to maintain appropriate access controls.
- Incorrect permissions or configurations established by the Customer.
- Independent actions, outages, or failures of third-party AI services, integrations, or infrastructure providers.
- Customer Data that the Customer is not authorized to submit or process.
- Events beyond our reasonable control.
Nothing in these Terms excludes or limits liability for fraud, wilful misconduct, death or personal injury where caused by negligence and where liability cannot lawfully be limited, or any other liability that cannot be excluded or limited under applicable law.
Liability for other claims will be determined under applicable law and any enforceable limitation expressly agreed in a separate written agreement.
16. INDEMNIFICATION
To the extent permitted by applicable law, the Customer is responsible for third-party claims, losses, and reasonable expenses arising directly from:
- The Customer's unlawful use of the Services.
- Infringement of third-party rights through Customer Data or the Customer's use of the Services.
- The Customer's material breach of these Terms.
- The Customer's failure to obtain necessary rights or permissions for information submitted to or accessed through the Services.
The Customer is not required to indemnify JachOOs Technologies Private Limited for losses to the extent caused by our own breach of these Terms, negligence, wilful misconduct, or other conduct for which the Customer cannot lawfully be held responsible.
Where an indemnification obligation applies, the affected party must provide reasonably prompt notice of the claim and reasonable cooperation in its defence.
No settlement that imposes an admission of liability or continuing obligation on the other party may be made without that party's consent.
Additional indemnification obligations may be specified in a separate written agreement.
17. SUSPENSION AND TERMINATION
17.1 Termination by the Customer
A Customer may discontinue use of the Services, subject to the applicable Subscription terms, payment obligations, and contractual commitments.
17.2 Suspension or Termination by the Company
JachOOs Technologies Private Limited may suspend, restrict, or terminate access where reasonably necessary if:
- The Customer materially breaches these Terms.
- The Customer's use presents a credible security risk or threatens the integrity of the Services.
- An account is involved in suspected fraud, unlawful activity, or unauthorized access.
- Suspension or termination is required by law or a competent authority.
- Applicable Subscription or payment terms permit such action.
Where reasonably practicable and legally permitted, we will provide notice and an opportunity to address the relevant issue before taking action, except where immediate action is reasonably necessary.
17.3 Consequences of Termination
Upon termination, the right to access the affected Services will end.
Data export, retrieval, retention, and deletion will be handled in accordance with the applicable Subscription terms, written agreements, Privacy Policy, and applicable law.
Termination does not affect accrued payment obligations or rights and obligations that arose before termination.
Provisions that by their nature should survive termination, including confidentiality, intellectual property, applicable disclaimers, and enforceable limitations of liability, will survive to the extent permitted by law.
18. FORCE MAJEURE
Neither party will be responsible for delay or failure to perform its obligations to the extent caused by circumstances beyond its reasonable control, including natural disasters, war, civil unrest, governmental action, widespread telecommunications or internet failures, power outages, epidemics, or significant third-party infrastructure disruptions.
The affected party will make reasonable efforts to mitigate the effects of the event and resume performance as soon as reasonably practicable.
This section does not excuse payment obligations for Services already provided or limit obligations that cannot lawfully be excluded.
19. AMENDMENTS TO THESE TERMS
JachOOs Technologies Private Limited may revise these Terms to reflect changes to the Services, business operations, technology, or legal requirements.
The revised version will be published on the PromShield website with an updated "Last Updated" date.
Where changes materially affect Customers, reasonable notice will be provided where practicable and as required by applicable law or contractual commitments.
Continued use of the Services after revised Terms become effective will constitute acceptance only where such acceptance is legally valid. Where affirmative consent is required by law, that consent will be obtained.
If you do not agree to a material change, you should discontinue use of the affected Services, subject to applicable contractual rights and obligations.
20. GOVERNING LAW AND DISPUTE RESOLUTION
These Terms will be governed by the laws of India, subject to applicable conflict-of-law principles and mandatory legal requirements.
The parties will attempt in good faith to resolve disputes arising from these Terms through reasonable discussions.
If a dispute cannot be resolved amicably, it will be submitted to the competent courts in Ernakulam, Kerala, India, subject to applicable law and any valid dispute-resolution provision in a separate written agreement.
Nothing in this section limits mandatory consumer, privacy, or other legal rights that cannot lawfully be waived or restricted.
21. GENERAL PROVISIONS
21.1 Entire Agreement
These Terms, together with the Privacy Policy and applicable Subscription terms, order forms, service-level agreements, and separately executed agreements, govern the relevant use of the Services.
Where a separately executed agreement expressly overrides a provision of these Terms, that agreement will prevail to the extent of the inconsistency.
21.2 Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain effective to the extent permitted by law.
21.3 No Waiver
A failure or delay in enforcing any provision of these Terms does not constitute a waiver of that provision or any other right.
21.4 Assignment
You may not assign or transfer your rights or obligations under these Terms without prior written consent, except where otherwise permitted by applicable law.
JachOOs Technologies Private Limited may assign these Terms in connection with a merger, restructuring, or transfer of the relevant business or assets, subject to applicable law and contractual restrictions.
21.5 Independent Parties
Nothing in these Terms creates a partnership, joint venture, employment relationship, or agency relationship between the parties.
21.6 Notices
Service-related notices may be provided through the application, by email, or through other reasonable communication channels associated with the Customer's account.
Customers are responsible for keeping their contact information up to date and reviewing important service communications.
21.7 No Third-Party Beneficiaries
Except where expressly provided in a separate written agreement or required by applicable law, these Terms do not confer enforceable rights on persons or entities that are not parties to the relevant agreement.
22. CONTACT INFORMATION
All enquiries concerning these Terms and Conditions may be directed to:
JachOOs Technologies Private Limited
PromShield
SBC 3, 3rd Floor, Thapasya Building
Infopark, Kochi – 682030
Kerala, India
Telephone: +91 484 405 3219
Website: https://promshield.com/
Application Portal: https://app.promshield.com/
For enquiries relating to personal information or data-processing practices, please refer to the PromShield Privacy Policy:
https://promshield.com/privacy-policy/
These Terms and Conditions govern access to and use of PromShield, subject to applicable law and any additional written agreements governing the relevant Services.