Terms & Conditions

Effective Date: 1^st October 2026

1. Introduction

These Terms and Conditions ("Terms") govern access to and use of GuardMatic, a Security Operations Management platform owned and operated by Bhawish Technologies Private Limited, a company incorporated or registered under the applicable laws of India ("Company", "we", "us" or "our").

GuardMatic provides digital tools for managing security operations, personnel deployment, attendance, patrols, incident reporting, visitor management, access records, operational reporting and related workflows.

These Terms apply to customers, authorised administrators, employees, security personnel and other individuals who access or use the platform.

By accessing or using GuardMatic, you agree to these Terms. If you access GuardMatic on behalf of an organisation, you represent that you are authorised to accept these Terms on its behalf.

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

2. Definitions

For the purposes of these Terms:

"Platform" means the GuardMatic website, software, applications, dashboards, interfaces, APIs and related services made available by the Company.

"Customer" means an organisation or individual that subscribes to, purchases or is authorised to use GuardMatic.

"Authorised User" means a person permitted by a Customer to access the Platform.

"Customer Data" means information submitted to, collected through or generated within the Platform on behalf of a Customer.

"Personal Data" means digital personal data relating to an identifiable individual, as defined under applicable data protection law.

"Services" means the software functionality, hosting, support, maintenance and other services provided through GuardMatic.

"Applicable Law" means the laws and regulations applicable to the relevant party, activity or service.

3. Description of Services

GuardMatic is designed to support security operations through digital workflows and management tools.

Depending on the subscription and configuration, the Platform may include:

• Security personnel registration and management.
• Attendance and duty roster management.
• Deployment and shift monitoring.
• Patrol scheduling and verification.
• Visitor registration and management.
• Host approval and visitor access workflows.
• Incident reporting and investigation records.
• Security operations dashboards.
• Operational reports and analytics.
• Notifications and third-party integrations.
• Other security management features introduced from time to time.

The Company may modify, improve or discontinue features, subject to applicable law and any applicable customer agreement.

Any material changes to a paid service will be handled in accordance with the relevant subscription agreement and applicable law.

4. Customer Accounts and Access

Customers must provide accurate information when creating an account and maintain the confidentiality of their login credentials.

Customers are responsible for:

1. Appointing authorised administrators.
2. Assigning appropriate user permissions.
3. Ensuring that users access only information necessary for their duties.
4. Removing or updating access when a user leaves or changes responsibilities.
5. Protecting account credentials.
6. Informing the Company of suspected unauthorised access.
7. Ensuring that their use of the Platform complies with Applicable Law.

The Company may suspend access where reasonably necessary to address a security threat, prevent misuse or comply with Applicable Law.

Where reasonably practicable, the Company will notify the affected Customer and provide an opportunity to address the issue.

5. Acceptable Use

Customers and Authorised Users must use GuardMatic only for lawful and authorised purposes.

Users must not:

• Access another organisation's data without permission.
• Attempt to bypass authentication or access controls.
• Introduce malicious software or compromise Platform security.
• Use the Platform to unlawfully monitor or track individuals.
• Collect personal data without an appropriate lawful basis.
• Use visitor information for unrelated marketing without the required permissions.
• Falsify attendance, patrol or incident records.
• Upload unlawful, misleading or unauthorised content.
• Interfere with the operation or availability of the Platform.
• Reverse engineer or copy the Platform except to the extent permitted by applicable law.
• Use the Platform in a manner that violates another person's rights.

The Company may investigate suspected misuse and take proportionate action, including restricting access where necessary.

6. Customer Responsibilities

Customers are responsible for determining how GuardMatic is used within their organisation.

Customers must:

• Identify the purposes for which personal data is collected and processed.
• Establish an appropriate lawful basis for processing.
• Provide privacy notices where required.
• Obtain and manage consent where consent is the applicable basis for processing.
• Ensure that the information collected is relevant and necessary.
• Configure access permissions appropriately.
• Establish suitable data retention and deletion policies.
• Respond to applicable requests from individuals.
• Maintain required employment, security and operational records.
• Ensure that personnel using the Platform receive appropriate instructions.
• Comply with applicable employment, labour, privacy, surveillance and security requirements.

Customers must not assume that using GuardMatic automatically makes their organisation compliant with applicable law.

7. Data Protection and Privacy

The Company and Customers will handle personal data in accordance with Applicable Law and their respective roles in the processing activity.

Depending on the actual arrangement:

• A Customer may act as a Data Fiduciary when it determines the purposes and means of processing personal data.
• The Company may act as a Data Processor when it processes personal data on the Customer's behalf and in accordance with the Customer's documented instructions.
• The Company or Customer may have independent obligations where determines its own processing purposes.

These roles will be assessed according to the actual processing activities and not merely the labels used in an agreement.

Where required, the parties will enter into a separate Data Processing Agreement ("DPA").

Customers must ensure that their instructions to the Company are lawful and that they have the necessary authority to provide the personal data processed through the Platform.

The Company will implement appropriate technical and organisational measures for the services it provides, in accordance with applicable legal obligations and contractual commitments.

Further details about the handling of personal data are set out in the GuardMatic Privacy Policy.

8. Security Operations and Monitoring

GuardMatic provides tools to record and manage security-related information.

The Platform does not independently guarantee that a building, organisation or individual is secure.

Customers remain responsible for:

• Establishing physical security procedures.
• Deciding who may enter a facility.
• Approving or rejecting visitor access.
• Supervising security personnel.
• Verifying the accuracy of operational records.
• Responding to emergencies and incidents.
• Ensuring that monitoring practices are lawful and proportionate.
• Making decisions concerning employment, discipline and access authorisation.

Where GPS tracking, photographs, CCTV integrations, identity verification or biometric features are enabled, Customers must ensure that their use complies with applicable legal requirements.

9. Visitor Management

Customers using the visitor management functionality are responsible for determining what visitor information is necessary for their facilities.

Customers must provide appropriate information to visitors about the collection and use of their personal data, where required.

Customers must ensure that:

• Visitor information is collected for specified and lawful purposes.
• Only authorised personnel can access visitor records.
• Identity documents are not collected or retained unnecessarily.
• Visitor records are retained only for appropriate periods.
• Information is disclosed only to authorised recipients or as permitted or required by law.
• Requests from visitors are handled in accordance with Applicable Law.

GuardMatic is a software tool and does not independently determine whether a particular visitor should be admitted to a facility.

10. Subscription, Fees and Payment

Access to certain features may require a paid subscription.

The applicable subscription, pricing, billing cycle, usage limits and payment terms will be communicated through the relevant order form, quotation, subscription agreement or other written arrangement.

Unless otherwise agreed in writing:

• Fees are payable in accordance with the agreed billing terms.
• Applicable taxes will be charged in addition to fees where required by law.
• Customers must provide accurate billing information.
• The Company may restrict paid functionality for materially overdue payments after appropriate notice, subject to the applicable agreement and law.

Refunds, cancellations, renewals and termination charges will be governed by the relevant subscription agreement or published cancellation and refund terms.

No fee or renewal obligation will be imposed contrary to Applicable Law.

11. Third-Party Services and Integrations

GuardMatic may integrate with external services, including messaging providers, email services, identity verification providers, cloud infrastructure, mapping services and other business applications.

Third-party services may be governed by separate terms and privacy policies.

The Company will take appropriate steps concerning third-party service providers used in delivering the Platform, as required by Applicable Law and applicable agreements.

The Company is not responsible for independent changes to third-party services outside its reasonable control. This does not exclude any liability that cannot lawfully be excluded.

Customers must ensure that information shared with third-party services is necessary and that the relevant processing and disclosures are appropriately authorised.

12. Data Retention and Deletion

The Company will handle Customer Data in accordance with the applicable agreement, documented instructions, configured retention requirements and Applicable Law.

Customers are responsible for specifying appropriate retention requirements for their operational records where this is their responsibility.

The Platform may provide configurable retention and deletion features, depending on the subscription and functionality enabled.

The Company may retain information where necessary to comply with Applicable Law, resolve disputes, maintain security or establish, exercise or defend legal claims, subject to applicable requirements.

Upon termination, Customer Data will be made available for export or deleted in accordance with the applicable agreement and retention requirements.

Any deletion process involving backups will follow the applicable backup-retention and security procedures.

13. Intellectual Property

All intellectual property rights in GuardMatic, including its software, source code, interfaces, design, trademarks, documentation and associated materials, belong to the Company or its licensors.

Subject to these Terms and payment of applicable fees, the Company grants the Customer a limited, non-exclusive, non-transferable right to use the Platform for its authorised internal business purposes during the applicable subscription period.

Customers retain their rights in Customer Data.

Customers grant the Company only those rights reasonably necessary to host, process, transmit, secure and provide the Services in accordance with the applicable agreement.

Nothing in these Terms transfers ownership of Customer Data to the Company.

14. Confidentiality

Each party must take reasonable steps to protect confidential information received from the other party.

Confidential information must be used only for the purposes for which it was disclosed and shared only with persons who need access and are subject to appropriate confidentiality obligations.

These obligations do not apply to information that is lawfully public, independently developed or required to be disclosed by law.

15. Service Availability and Maintenance

The Company will use reasonable efforts to maintain the availability and reliability of the Platform.

The Platform may occasionally be unavailable because of maintenance, upgrades, technical failures, telecommunications issues, third-party outages or circumstances beyond the Company's reasonable control.

Where appropriate, the Company will communicate planned maintenance and material service interruptions.

Specific uptime commitments, service credits, recovery targets and support response times will apply only where expressly agreed in a separate service-level agreement.

16. Security Incidents

The Company will maintain an appropriate process for identifying, investigating and responding to security incidents affecting the Services.

Where an incident affects Customer Data, the Company will notify the affected Customer in accordance with Applicable Law and the relevant agreement.

The parties will reasonably cooperate in investigating incidents, limiting harm, preserving evidence and meeting applicable notification obligations.

Customers remain responsible for notifications and other actions assigned to them under Applicable Law.

Nothing in this clause limits any mandatory legal obligation of either party.

17. Disclaimers

GuardMatic supports security operations but does not replace professional security personnel, physical security controls, emergency response procedures or the Customer's own operational judgement.

The Company does not warrant that:

• Every security incident will be detected or prevented.
• Every attendance or patrol record will be accurate.
• Every visitor identity will be authentic.
• The Platform will be continuously available without interruption.
• Use of the Platform will, by itself, ensure legal or regulatory compliance.

The Platform is provided subject to the warranties and commitments expressly stated in the applicable agreement and any non-excludable rights under Applicable Law.

18. Limitation of Liability

To the maximum extent permitted by Applicable Law, neither party will be liable to the other for indirect or consequential losses that are not reasonably foreseeable, subject to any contrary contractual commitment or non-excludable legal right.

Any contractual limitation on direct damages, including any financial cap, must be specified in the applicable subscription agreement or order form.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by law.

Nothing in these Terms removes statutory rights available to a Customer or individual.

19. Indemnity

To the extent permitted by Applicable Law, a party may be responsible for losses arising from its breach of these Terms, unlawful conduct, infringement of third-party rights or violation of its applicable legal obligations.

Any specific indemnity obligations, exclusions, procedures and liability caps will be set out in the applicable subscription agreement.

No indemnity under these Terms will require a party to compensate another party for liability that cannot lawfully be transferred.

20. Suspension and Termination

A Customer may terminate its subscription in accordance with the applicable subscription agreement.

The Company may suspend or terminate access where reasonably necessary because of:

• A material breach of these Terms.
• Unlawful use of the Platform.
• A material security threat.
• Fraud or misuse.
• Non-payment in accordance with the applicable agreement.
• A legal or regulatory requirement.
• Discontinuation of the relevant service in accordance with the applicable agreement.

Where appropriate, the Company will provide notice and a reasonable opportunity to remedy a breach before suspension or termination.

Following termination, Customer Data will be handled in accordance with the applicable data export, retention and deletion provisions.

21. Changes to These Terms

The Company may update these Terms to reflect changes in the Platform, Applicable Law, security practices or business operations.

Material changes will be communicated through an appropriate channel where required by law or contract.

The revised Terms will identify the effective date.

Where a change requires additional consent or agreement, the Company will obtain it as required by Applicable Law.

22. Governing Law and Jurisdiction

These Terms will be governed by the laws of India.

Subject to mandatory statutory rights and applicable dispute resolution arrangements, the courts at Mumbai, Maharashtra, India will have jurisdiction over disputes arising from these Terms.

Any arbitration arrangement must be expressly agreed in a separate agreement or otherwise validly established under Applicable Law.

23. Contact Information

For questions concerning these Terms:

Legal Entity: Bhawish Technologies Private Limited
Product: GuardMatic By FACILINK
Registered Address: B-609, Raj Tower CHS, I.C. Colony, Borivali West, Mumbai – 400103.
Email: hello@facilink.co.in
Website: www.guardmatic.in

For privacy-related enquiries, please refer to the GuardMatic Privacy Policy and contact the designated privacy contact listed there.