Terms of Service
ParishInfo is a Software-as-a-Service (SaaS) church management platform provided by Theosys Infotech Pvt. Ltd. These terms describe service use, commercial arrangements, data protection, and customer exit rights.
These Terms of Service (Terms) govern subscriptions to ParishInfo, including its web ERP, mobile applications and associated hosted services (Service). "ParishInfo" is a brand and SaaS service operated by Theosys Infotech Pvt. Ltd. ("Theosys"). Theosys is the contracting service provider responsible for ParishInfo subscriptions, invoicing, development and support. These Terms, published at parishinfo.com, apply to all ParishInfo customers serviced by Theosys, including dioceses, parishes and other subscribing organisations, unless an applicable signed agreement expressly provides otherwise. "Theosys", "we" and "us" mean Theosys Infotech Pvt. Ltd.; "Customer" means the subscribing diocese, parish or other organisation; "Customer Data" means information and files supplied to, stored in, or generated from the Customer's use of the Service. The Customer shall designate authorised administrators. The effective version of these Terms is identified below. An existing signed agreement or expressly accepted order takes precedence over these Terms where its provisions conflict; a change to this website does not retrospectively vary an earlier signed agreement.
Subject to payment and compliance with applicable terms, Theosys grants the Customer a limited, non-exclusive, non-transferable right to access the subscribed Service for its own church and administrative activities. Access may be provided to authorised employees, clergy, parish members and other users within the agreed service scope. The Customer controls user roles, approvals and access permissions and must promptly disable credentials no longer required. No software ownership is transferred under a SaaS subscription.
Theosys does not acquire ownership of Customer Data. The respective parish and/or diocese retains the rights it lawfully holds in its records. Where parish and diocesan records share an installation, the allocation of decision-making, access and export authority must follow their documented governance arrangements and applicable law; the mere use of a shared domain does not resolve ownership disputes between them. Theosys will act on verified instructions from authorised Customer representatives and may require joint authorisation where competing claims arise. Customer remains responsible for accuracy, lawful collection, permissions, notices and other lawful grounds for processing. Theosys may process Customer Data only to deliver, secure, support, maintain and improve the contracted Service, on authorised instructions or as legally required. We will not sell Customer Data.
Theosys will maintain reasonable technical and organisational safeguards appropriate to the Service, including access controls, secure transmission where applicable, restricted privileged access, security maintenance, backup arrangements and incident response processes. The Customer is responsible for its user permissions, endpoint security, account administration and lawful use. Theosys may use hosting and support subprocessors subject to appropriate confidentiality and security arrangements. Material security incidents involving Customer Data will be communicated to affected Customers without undue delay following confirmation, with information and updates reasonably available and subject to applicable law. Nothing here excludes mandatory statutory obligations. The Customer may request high-level security information or suitable independent assurance; disclosure of specific vulnerabilities, credentials, network diagrams and other security-sensitive details is subject to risk assessment and confidentiality safeguards.
ParishInfo software, source code, object code, frameworks, workflows, database schema as software design, interfaces, documentation, trademarks, configurations, know-how and improvements remain the property of Theosys or its licensors. The SaaS subscription provides use of functionality, not a licence to obtain source code or unrestricted access to hosting accounts, server files, backups containing other customers' data or infrastructure secrets. Except where applicable law permits, the Customer shall not reverse engineer, copy, resell, distribute, sublicense, commercially exploit, or provide the software to third parties. Customer Data exports are not restricted by this clause. Source-code handover, escrow, on-premise deployment or buyout rights require a separate written agreement specifying scope, consideration, permitted use and intellectual property rights.
Theosys uses hosted infrastructure appropriate to the subscribed service plan and will make commercially reasonable efforts to provide continuous service, subject to maintenance, connectivity interruptions and other reasonable exclusions. The existing published 99% annual availability target is retained unless a customer-specific written SLA provides otherwise; remedies and measurement will be governed by that SLA or a separately agreed service credit schedule. "Fully Managed" hosting refers to contracted hosting-provider management services and is not itself an unconditional performance, recovery-time or security guarantee from Theosys. Hosting provider specifications and infrastructure configurations may change without changing the contracted functional service. Customers requesting customer-owned or third-party infrastructure require a separate deployment and responsibility matrix; Theosys is not responsible for failures attributable to infrastructure outside its management, but remains responsible for its own contracted work and acts or omissions.
Theosys will maintain backup and recovery processes appropriate to the subscribed plan and may test restoration periodically. Backup frequency, retention, restoration targets and exclusions will be published in a service schedule or separately agreed in writing; no recovery point or recovery time is guaranteed unless expressly stated there. Customers may request information about their backup entitlement and available self-service exports. The Customer should independently retain downloaded copies of critical records, subject to its privacy and security obligations. Backup arrangements do not relieve either party of duties imposed by law.
Technical support is available through published channels. Routine fixes, maintenance, security patches, compatible application enhancements and platform changes may be implemented without separate contracts, with reasonable notice for material planned disruption where practicable. Material removal of a paid core feature, substantial degradation of service or material change to the agreed service scope will be notified in advance and handled under the relevant order, agreed service schedule and applicable law. New modules, custom development, integrations, enhanced service levels and special assistance may be separately quoted.
Subscription fees, billing unit (such as active family records), included capacity, storage allocations, taxes, payment cycle, annual escalation and applicable discounts will be shown in the accepted order, quote, invoice or customer-specific commercial schedule. "Active family" and similar billing units should be defined in that schedule and made reasonably verifiable through billing records or a dashboard where offered. Discounts and negotiated rates are specific to the applicable customer and scope and are not a permanent price guarantee. Theosys may revise future-period fees due to infrastructure cost, resource usage, storage, bandwidth, application activity, regulatory expense, third-party charges or changed service scope, subject to applicable agreements, reasonable advance notice and the Customer's right not to renew where permitted. No change to a committed fixed-price term is effective unless contractually authorised or accepted.
Any stated disk-storage quota is a storage entitlement only and does not imply unlimited CPU, memory, database processing, concurrent sessions, API requests, mobile-app activity, certificate generation, bandwidth or other shared infrastructure resources. Theosys may periodically assess actual and anticipated usage against the subscribed plan, normal usage patterns and reasonably published fair-use thresholds to preserve service performance, security and availability for all customers. A temporary usage spike will not by itself automatically trigger higher charges. Where sustained or exceptional usage materially exceeds the plan's fair-use allowance or adversely affects service performance, Theosys will notify the Customer of the relevant usage indicators and proposed capacity or plan upgrade, including any revised charges and effective date, and allow a reasonable opportunity to discuss or address the usage. An upgrade carrying additional fees requires acceptance under Section IX and the applicable agreement; the additional fee is not imposed solely because a threshold is exceeded. If excessive usage creates an immediate and significant security or stability risk, Theosys may apply proportionate temporary protective controls with prompt notice, without unnecessarily blocking access to Customer Data. These provisions also apply where mobile-app adoption or user activity materially increases resource requirements despite storage remaining within quota.
Theosys may recommend upgrades or downgrades in capacity, hosting, storage, support or features. Where they change charges or materially alter service obligations, Theosys will communicate the revised scope, price and effective date through an authorised channel, such as a quotation, service notice or revised invoice. Where the Customer has received clear notice and has authority to accept, express approval, or payment of the corresponding revised invoice together with continued use after the effective date, may constitute acceptance by conduct to the extent permitted by law and the applicable agreement. Payment alone does not override a contractual requirement for a signed amendment. We will retain reasonable records of notices, invoices, authorisations and payments. If the Customer rejects a material revision, its renewal, termination and data-export rights remain available under these Terms and applicable contracts.
Invoices will describe the charged service and applicable taxes. The Customer should report specific invoice disputes within 30 days of receipt, where reasonably practicable, identifying the invoice and grounds. Theosys will investigate documented differences in good faith and provide available reconciliation material, subject to legal and confidentiality obligations. A failure to dispute within that period is relevant commercial evidence but does not waive statutory rights or make incorrect taxation lawful. Undisputed charges remain payable. Payment terms, late charges and suspension notices follow the applicable accepted commercial schedule and law.
The subscription renews for the agreed billing period unless terminated or not renewed under the accepted order. Material changes to fees, data-handling terms, liability allocation or customer rights will be notified to the Customer's registered administrator at least 30 days in advance where practicable and otherwise as legally required. Updated Terms will state a version and effective date; prior versions should be retained by Theosys. Where express acceptance is required by law or contract, Theosys will obtain it. For other validly notified amendments, continued use after the effective date may evidence acceptance, subject to applicable law and termination rights. Administrative or non-material clarifications may be published without changing existing commitments.
The Customer must not misuse the Service, infringe rights, upload unlawful content, share credentials improperly, interfere with others' data, or conduct intrusive testing of production infrastructure without prior coordination and written authorisation. Requests for security reviews, penetration tests or compliance assurance will be considered reasonably, subject to a defined scope, protection of other customers and confidentiality. Nothing in this clause restricts lawful regulatory reporting or mandatory rights.
Theosys may suspend access for substantial non-payment, material security threats or material breach, using reasonable advance notice and an opportunity to remedy except where immediate action is necessary to protect customers, the Service or comply with law. Suspension should, where reasonably possible, be proportionate and preserve a route to export Customer Data. The Customer may discontinue at the end of the committed term or earlier where permitted by the applicable agreement or law. Fees already earned remain payable; prepaid unused amounts will be handled under the accepted order, statutory requirements and any applicable service remedies. Neither party may delete Customer Data solely to frustrate an active, good-faith dispute over charges.
Customers may migrate to another service provider. On verified written request from the authorised Customer representative, Theosys will provide a standard export of Customer Data held in the Service, subject to access rights of relevant parishes, data subjects and applicable law. Standard exports will use reasonably available, commonly usable formats such as CSV/XLSX for structured records and original or widely readable formats for uploaded documents and images, with available identifiers, filenames and basic field descriptions sufficient to interpret the exports. Where reasonably technically feasible, linked-record references and an export manifest will be provided. A standard self-service or one-time export of the Customer's available data is included without a separate extraction fee. Such export does not include ParishInfo source code, proprietary database schema or stored procedures, hosting images, infrastructure secrets, another customer's data or third-party licensed materials. A raw SQL database dump is not a standard SaaS deliverable; a separate negotiated transfer may be possible where legally and technically appropriate. No export is guaranteed to import automatically into the chosen replacement system.
At the Customer's request, Theosys will reasonably cooperate with migration planning, including explaining export fields and coordinating a mutually agreed handover. Standard documentation and export will be provided as stated above. Extra work such as custom data mapping, transformation, API development, test migrations, validation, external vendor workshops, bulk document conversion, dual-running arrangements or on-site support may be charged under a written statement of work approved in advance, specifying deliverables, estimated effort, charges, responsibilities and timetable. The receiving provider is responsible for its new system's compatibility, import logic, security, data integrity after receipt and cutover, except for errors caused by Theosys's own agreed deliverables. Any direct transfer to a third party requires verified authorisation, appropriate confidentiality and data-processing safeguards, a secure transfer channel and a record of delivery. Theosys may decline unsafe access to its production systems and instead propose a secure alternative. Neither migration assistance nor provision of data grants software or intellectual-property rights.
Where a subscription ends, the Customer should request its export before the service end date. Unless a different contract, legal obligation or urgent security situation applies, Theosys will make standard exports available for at least 30 calendar days after effective termination and will give at least 15 days' notice before routine deletion of active Customer Data. Reasonable export access will be offered during this period, subject to identity verification and proportionate safeguards. At the end of the period, active data may be deleted and backups removed through normal retention cycles, except where legally required or reasonably necessary for claims, security or accounting; retained data will remain protected and subject to restricted use. Theosys will provide written deletion confirmation upon reasonable request once deletion is completed, describing any lawful retention exceptions. The Customer is responsible for testing its received export promptly and reporting material deficiencies within the agreed exit window; Theosys will reasonably address deficiencies attributable to its export process.
Both parties must comply with applicable Indian privacy, cybersecurity and other laws to the extent they apply, including operative provisions and implementing rules as they come into force. The Customer determines the lawful purposes and permissions for its records; Theosys processes them to perform the Service and follow authorised instructions, except where law requires otherwise. The parties will cooperate reasonably on legally required access, correction, erasure, security incidents and regulatory requests, and will maintain appropriate confidentiality. Any separate data-processing agreement required for a specific Customer or legal regime may be agreed in writing.
Theosys will use reasonable care and skill in delivering contracted services but does not warrant error-free or uninterrupted operation or fitness for every external system. Nothing limits liabilities that cannot lawfully be excluded, including applicable statutory obligations, fraud or wilful misconduct. Subject to those exclusions and any separately agreed SLA, each party's aggregate contractual liability is limited to the fees paid or payable for the affected Service in the 12 months before the event giving rise to the claim. Neither party will generally be liable for indirect or consequential losses to the extent legally permissible. These limits do not eliminate the obligation to return Customer Data under these Terms or protect it as required by law. Any additional indemnities or insurance obligations must be expressly agreed.
A reseller may handle billing or first-line support only under an authorised arrangement. The Customer retains its lawful rights in Customer Data and may contact Theosys for continuity if its reseller relationship ends, subject to identity checks, payment of agreed charges and applicable contracts. Resellers do not acquire ownership of Customer Data or general access to ParishInfo production servers. Theosys will use the Customer's recorded administrator contacts for binding commercial and operational notices and will reasonably verify changes in those contacts.
Customer-owned servers, escrow, custom integrations, source-code licences, full buyouts, dedicated service levels and large migrations are optional arrangements requiring a separately accepted order or agreement. Such agreements must define ownership, permitted modifications, third-party access, source-code protection, payments, deployment, support, termination, migration and transition milestones. No offer, quotation or discussion confers any such right until it is validly accepted.
The parties will first seek to resolve disputes through authorised management representatives using documented invoices, service records and correspondence. Internal changes in a Customer's administration do not by themselves cancel accepted commitments or impose a duty to recreate unavailable records; each party should maintain its own records and reasonably assist with copies it holds. Any applicable signed order or service agreement controls over conflicting provisions of these Terms, followed by any agreed service schedule and then these Terms. Disputes are governed by Indian law and the courts specified in the applicable signed agreement, or otherwise courts of competent jurisdiction in India, subject to mandatory law. Nothing prevents amicable ecclesiastical consultation where mutually desired.
Notices to Theosys may be sent to service@parishinfo.com; notices to Customers will use the administrator contact recorded in the billing or application account and may additionally appear in the application. Theosys will maintain reasonable evidence of versioned Terms and material notices. A Customer accepts the applicable terms through an authorised signup or electronic assent, a signed order, or other legally sufficient conduct after receiving notice. Acceptance of a revised invoice and continued service can be evidence of assent to a notified commercial change, but will not supersede a mandatory signature or other legal requirement. These Terms take effect prospectively on the date shown below and do not rewrite earlier historical agreements.