SmartMy Hostel
Book a demo
HomeFeaturesWho it's forAppsSecurityPlansBook a demo
LEGAL

Terms of service

Last updated: 10 October 2026

These terms are made by Hadoopt Technologies Private Limited, a company incorporated in India ("Hadoopt", "we", "us"), which makes the SmartMy family of products: SmartMy HRMS, Campus, Placement, Hostel, Stay, Desk, VMS, Society, Events, Facility, Transit, Grievance, Feast, POS and Garage (each a "product", together the "service").

They have two parts. Part A covers anyone who visits a SmartMy website, including SmartMy Hostel. Part B summarises how the service is provided to the organisations that subscribe to it ("customers"). Our privacy notice and our data processing addendum form part of these terms.

Part A: using our websites

The websites

Our websites describe the SmartMy products. People, places, numbers and screens shown on them are sample data. We try to keep the sites accurate, but they are not an offer: if something on a site differs from a customer's agreement, the agreement applies. No prices are published; a price becomes binding only when it is offered in writing and accepted in an order or agreement.

What you send us

When you send the contact form, book a demo or start a sign-up, you tell us the truth about who you are and whom you represent. We use what you send as our privacy notice says.

Fair use

Do not try to break, overload, probe or scrape the websites or the service, send malware or spam through them, or pretend to be someone else. We may block traffic that does.

Names and content

The SmartMy name, the product names, logos and the content of our websites belong to Hadoopt. You may link to our pages; please ask before copying them.

Our sites link to app stores and to other sites. We are not responsible for their content or their privacy practices.

Part B: the service, in short

The service is provided under the agreement our customer accepts when it signs up or signs an order (the "customer agreement"). This part is a plain summary of it and does not replace it. Where they differ, the customer agreement applies.

Accounts

  • A customer gets its own workspace (its own database). The customer decides who in its organisation gets a login and what each role may see and do.
  • The customer keeps its logins safe, keeps its people's details accurate, and tells us at once if it suspects that an account has been misused.
  • People who use a SmartMy app or portal because their organisation uses SmartMy (staff, students, parents, residents, guests, visitors, members) do so under that organisation's rules. Questions about their records go to the organisation first.

The customer's data

  • The customer owns the data it puts into the service and is responsible for having the right to use it, including giving notices to, and taking consent from, the people it is about (for children, from a parent or guardian), as the Digital Personal Data Protection Act, 2023 requires of a Data Fiduciary.
  • We use the customer's data only to run the service for that customer, as the data processing addendum says. We do not sell it, use it for advertising or use it to train AI models.
  • SmartMy support looks at a customer's data only when the customer asks for help with a specific request, only for that request, and every such access is logged.
  • While a subscription is active, the customer can download its records with the export functions in each product. We do not run a separate export service for a product after it has been removed.

Acceptable use

The customer and its users may not use the service to break the law, to collect data about people without a lawful basis, to track or profile children beyond what a school, hostel or transport service lawfully needs, to send unsolicited messages, or to store unlawful content. We may suspend an account that does, and will tell the customer why.

Plans, limits and billing

  • The customer chooses a plan for each product and for each entity that uses it, charged in advance for a month or a year. A plan is bought for a number of units (for example employees, students, flats or gates); that number is the limit, and nothing can be added beyond it until the limit is raised.
  • Raising a limit is charged for the days left until the next bill. Lowering it applies from the next bill.
  • Nothing is refunded: not for unused units, not for a product or plan stopped before the end of a paid period. A charge made by mistake is corrected.
  • A bill is due on the first day of the period it covers. If it is not paid by then, access is blocked until it is paid. After 30 days blocked, the database, or the data of the unpaid product, is deleted; we send reminders before.
  • Only Starter plans have a free trial. A trial is never charged; at its end the product is locked unless the customer subscribes.
  • Each plan includes an allowance of messages, AI use and storage. Packs bought on top never expire and are not refunded.
  • Prices are before tax; GST is added. A price change is announced 60 days before it applies.

Giving up a product or leaving

A product given up at the end of a paid period is locked at once, and its data is kept for 30 days in case the customer takes it again. After that, or earlier if the customer chooses "Delete now", its data and files are deleted and cannot be restored. Data that the customer's other products use is kept. When a customer leaves altogether, its whole workspace is deleted the same way, and copies in our backups expire within the backup retention period stated in the data processing addendum.

Support

Faults in the product are fixed free of charge. Questions on how to use it are answered through the channel and within the time of the customer's plan. Work we do for a customer (data entry, set-up changes, training, custom formats and reports) is charged.

Availability and changes

We work to keep the service available and secure, and announce planned maintenance in advance where we can. We improve the products over time; we will not remove a core function of a paid plan during a paid period without telling the customer first.

Liability

The service is provided with reasonable skill and care. Except where the law does not allow it, neither side is liable to the other for indirect or consequential loss, and our total liability in any twelve months is limited to the fees the customer paid us in those twelve months for the product concerned. Nothing limits liability that the law does not allow to be limited.

Law and disputes

These terms are governed by the laws of India. We will first try to settle any dispute by talking. If that fails, the courts at the place of our registered office in India have exclusive jurisdiction.

Changes

We may update these terms. We publish every change on this page with a new date, and tell customers by e-mail at least 30 days before a change that affects them for the worse takes effect.

Contact

Hadoopt Technologies Private Limited, India. E-mail: [email protected], or for SmartMy Hostel: [email protected].