Standard Terms and Conditions

1. Definitions and application

Vendor means Smart Bio Nexus, as identified on the quotation or invoice. Client means the purchaser. Products include supplied devices, hardware, accessories and materials. Software means licensed desktop, web or cloud applications. Services include installation, configuration, training, support and maintenance.

AMC means an Annual Maintenance Contract, comprehensive or non-comprehensive. Any partial-duration warranty/support or one-time support is governed by its separately agreed coverage.

These terms govern quotations, invoices, service agreements, Scope of Work, implementation and support where supplied or referenced before the client confirms the order. Order-specific variations require Smart Bio Nexus’ written confirmation. Browsing this website alone does not confirm an order.

2. Quotation validity

Quotations are valid for 30 days from issue unless stated otherwise. Changes to scope, requirements, timelines or site conditions may require a revised price and written quotation.

Verbal discussions, assumptions and informal communications are not binding unless confirmed in writing by Smart Bio Nexus.

3. Prices and taxes

Prices exclude applicable taxes unless explicitly stated. Taxes and statutory changes apply in accordance with prevailing Government of India requirements.

4. Payment schedule and overdue payments

A 50% advance is required before delivery or installation unless otherwise agreed in writing. The balance is payable according to the confirmed quotation: before installation, at installation, or within 15 days of installation, as agreed.

Payments must be made without unilateral deductions, set-off or withholding, except deductions required by law. Where a statutory deduction applies, provide the relevant certificate or supporting details.

Payment delay or default may lead to suspension of implementation/support, lawful recovery of supplied equipment or restriction of software access where permitted by the applicable licence and agreement, and legal or statutory recovery proceedings.

5. Delivery and installation

Delivery and implementation timelines are indicative unless expressly agreed otherwise. They depend on site readiness, infrastructure, accurate data, timely client approvals and events beyond reasonable control. Delays caused by client dependencies are not Vendor defaults.

6. Scope limitation

Services are limited to what is expressly included in the confirmed quotation, Scope of Work and these terms. Unspecified tasks, features, integrations, customisation and support activities are outside scope, including assumptions based on a discussion or demonstration that were not included in the written order.

Extra work requires a written change request, feasibility confirmation, agreed charges/timelines and the client’s written approval.

7. Warranty conditions

Standard warranty is 12 months from installation or invoice, whichever is earlier. The applicable written product/manufacturer conditions also apply. No lifetime warranty is included.

• Hardware warranty covers manufacturing defects only.
• Physical damage, misuse, power surges, accidents, tampering and unauthorised third-party handling are excluded.
• RFID cards, power adapters, batteries, exit readers, accessories, cables and other consumables are excluded from standard warranty coverage.
• Software warranty covers applicable bug fixes only; new features, enhancements and customisation are excluded.
• Products purchased or serviced through unauthorised sources are not eligible for standard Vendor warranty coverage. Any manufacturer warranty is governed by that manufacturer’s applicable conditions.

Non-waivable statutory rights remain unaffected.

8. AMC and support

AMC begins after warranty expiry unless otherwise mutually agreed. Coverage is limited to the applicable C-AMC, N-AMC, partial-duration or one-time support agreement.

Standard support excludes network/internet faults, power failures, third-party hardware/software and attendance/payroll data manipulation or correction. Remote support is diagnostic; resolution may require a chargeable visit or paid technical intervention.

For hardware service, the client sends the device by courier to the service location confirmed by Smart Bio Nexus unless on-site support is explicitly included. Standard support is during business hours; after-hours assistance is subject to availability and additional charges.

9. Training

One basic session of up to one hour covers standard operations and reports. Additional sessions or retraining due to staff turnover, non-attendance or internal changes are chargeable.

10. Data, attendance and compliance

The client is responsible for accurate employee/user data, attendance rules, HR policies and statutory/compliance correctness. The client must validate configuration, reports and payroll outcomes.

Smart Bio Nexus does not edit, alter or manipulate attendance or payroll records as part of the standard service. Audit, employee-dispute and statutory compliance responsibilities remain with the client; Vendor liability for these matters is excluded to the extent permitted by law.

11. Network and IT responsibilities

IP configuration, router/firewall settings, port forwarding, VPN/domain restrictions, network permissions and internal IT policies are the client’s responsibility. IT or network administration is not included unless explicitly agreed in writing.

12. Limitation of liability

To the extent permitted by law, the Vendor’s total liability is limited to the invoice value of the affected product or service. Indirect, incidental and consequential damages, including business loss, loss of profits and employee disputes, are excluded.

These limits do not exclude liability or rights that applicable law does not permit the parties to exclude.

13. Ownership and risk

Title to supplied products and Vendor-owned deliverables remains with the Vendor until 100% payment is received. Partial payment does not transfer ownership. Release and use of software licences are also subject to full payment and the applicable manufacturer/licensor conditions; intellectual property remains with its owner.

Risk of loss or damage transfers to the client on delivery or installation, whichever is earlier.

14. Suspension, termination, recovery and refunds

Non-payment may result in suspension or termination of services. The Vendor reserves contractual rights to recover supplied devices or restrict software access until dues are cleared, subject to applicable law, licence conditions and lawful notice/recovery procedures.

No refund applies after installation unless agreed in writing or required by applicable law.

15. Delayed-payment interest and statutory recovery

Where Smart Bio Nexus qualifies as an eligible supplier and the delayed-payment provisions of the Micro, Small and Medium Enterprises Development Act, 2006 apply, statutory interest under Section 16 is payable at three times the RBI-notified Bank Rate, compounded with monthly rests.

Applicable statutory remedies, including reference to the competent Micro and Small Enterprises Facilitation Council, remain available. Legal, statutory and recovery costs are recoverable to the extent permitted by law and the agreed terms.

16. Intellectual property and software licensing

Software intellectual property remains with the Vendor or the respective manufacturer/licensor. The client receives a non-exclusive, non-transferable licence for internal business use, subject to the applicable licence.

Copying, resale, modification and reverse engineering are prohibited except to the extent expressly permitted by the licensor or applicable law.

17. Dispute resolution

The parties first attempt an amicable resolution. Unresolved disputes that may lawfully be arbitrated are referred to arbitration under the Arbitration and Conciliation Act, 1996. The venue is Chennai and proceedings are in English.

Mandatory consumer, MSMED or other statutory forums and non-waivable remedies remain available where applicable.

18. Events beyond reasonable control

To the extent permitted by law, the Vendor is not liable for delay or failure caused by events beyond reasonable control, including natural disasters, external power/internet outages or government restrictions.

19. Updates to these terms

The Vendor may update these terms prospectively and communicate them by email or the official website. Updates do not retrospectively change an already accepted order without the agreement required by law or the applicable contract.

20. Entire agreement

The accepted quotation, Scope of Work and these terms constitute the agreement and supersede prior discussions about that order. Any agreed variation must be confirmed in writing by the Vendor.

21. Indian law, jurisdiction and client acceptance

Indian law governs the agreement. Subject to mandatory statutory jurisdiction and remedies, the competent courts at Ambattur, Chennai have jurisdiction.

After these terms have been provided or referenced, accepting the quotation, issuing a purchase order, making partial/full payment, confirming by email/WhatsApp or authorising installation on that basis confirms acceptance of the applicable terms and scope. Retain the accepted version with your quotation and project records.