User Agreement

This User Agreement applies to everyone who signs in to Prajna, whether you own the organisation or were invited into it. It sits alongside our Terms of Service. By using the Service you agree to both. Where this document and the Terms disagree about how you may behave on the Service, this document applies.

Every person in an organisation has a role that decides what they can see and change.

• Owner and Admin manage the organisation, billing and team. They are responsible for inviting the right people, choosing roles carefully, and removing access when someone leaves.
• Accountant and Manager create and maintain business records within the permissions their role grants.
• CA (chartered accountant) users have broad working access to the books so they can serve the organisation.
• Auditor users are read-only.

One person can belong to several organisations (for example a CA serving several clients) and switch between them. Information from one organisation must never be copied into another without that organisation’s permission.

• Use your own account. Do not share a login between people; invite each person instead so actions are traceable.
• Choose a strong password you do not use elsewhere. If you receive a temporary password, change it when you first sign in.
• Tell us straight away at invoices.prajna@gmail.com if you think your account or a device was compromised.
• We record sign-in and change activity (for example who did what, when, and from which IP address) to protect the account and meet audit needs.

You agree not to:

• use Prajna for anything unlawful, or to evade or misreport tax, including creating false, inflated or circular invoices, claiming input tax credit you are not entitled to, or issuing documents without a genuine transaction;
• try to access another organisation’s data, other users’ accounts, or parts of the Service you were not given access to, or test our security without our written permission;
• upload malware, or content that is unlawful, infringing, defamatory or that you have no right to share;
• scrape the Service, or use bots or scripts beyond the documented import tools, in a way that degrades it for others;
• copy, reverse engineer, resell, white-label or sub-license the Service, or use it to build a competing product;
• misrepresent who you are, or use the Service to harass or defraud anyone.

• Review before you post. Documents you import (CSV, bulk import) are created as drafts so you can check them. Posting writes to your books, GST data and stock, so please review first.
• AI-read documents. OCR and other automated extraction can misread amounts, dates and tax numbers. Treat the result as a draft.
• Statutory filings. You decide what to file and when. Prajna prepares data, but you are responsible for the filing, the payment and the deadlines.
• Records. Keep your own exports and the records the law requires you to hold for the periods it specifies.

You will enter details of your customers, vendors and employees (names, contact details, GSTIN and PAN, and for payroll possibly Aadhaar and bank account numbers). For that information you decide why and how it is used, and we process it on your behalf.

• Only enter data you have a lawful reason to hold, and no more than you need. Payroll identifiers are sensitive; collect them only where payroll requires it.
• Tell the people concerned how you use their data, and respond to their requests. We will help where we reasonably can.
• Limit access to payroll and bank details to the roles that need them.

See our Privacy Policy for how we protect and handle data on our side.

The Prajna Desktop application is licensed, not sold, for your organisation’s internal business use under the licence key issued to you. Do not share the key, copy the software to other organisations, or remove licence checks.

If you find a vulnerability or see data that should not be visible to you, stop, do not share it, and email invoices.prajna@gmail.com with the details. We will not take action against good-faith reports that avoid privacy violations, data destruction and service disruption.

If we believe this agreement has been broken, we may warn you, remove content, suspend access, or end the account, depending on how serious and how urgent the problem is. Where practical we will explain why and give you a chance to export your data. We may report unlawful activity to the authorities.

Questions about this agreement: invoices.prajna@gmail.com or +91 87679 45406.