1. About these terms
These Terms & Conditions ("Terms") govern the use of Serial Letterhead (the "Service"), developed and operated by M PRO 9 Pvt. Ltd. ("M PRO 9", "we", "us"). "Customer" or "you" means the organisation that subscribes to the Service, and "Users" means the admins and staff that the Customer allows to use it.
By signing up, signing in or using the Service, you agree to these Terms. If you accept them for an organisation, you confirm that you are authorised to do so. A separate written agreement or order form signed with us takes priority over these Terms where they differ.
2. The service
Serial Letterhead lets organisations issue letters on their own letterhead with automatic reference numbers and QR codes, verify printed letters, and keep a record of letters and actions (such as previews, downloads, prints, scans, edits and deletion approvals). Features depend on the plan the Customer has chosen. We may improve, change or add features over time; we will not knowingly remove a core feature of a paid plan during a paid period without notice.
3. Accounts
- The Customer's admin creates and manages User accounts, roles and access. The Customer is responsible for all activity under its accounts.
- Users must keep their passwords confidential and tell their admin immediately about any unauthorised use.
- Account details you give us must be accurate and kept up to date.
4. Acceptable use
You must use the Service lawfully and only for your organisation's genuine correspondence. You must not:
- create letters that are false, misleading, defamatory, fraudulent, or that impersonate another person or organisation;
- upload a letterhead, logo or content that you do not have the right to use;
- try to bypass reference numbering, watermarks, QR verification, approvals or audit records, or tamper with them;
- attempt to access other customers' data, probe or disrupt the Service, or upload malicious code;
- resell or provide the Service to third parties without our written permission.
The Customer alone is responsible for the content of the letters it issues and for complying with laws that apply to that content.
5. Your data
- The Customer owns its data: letterheads, letters, templates, images, user details and records ("Customer Data").
- The Customer gives us permission to store and process Customer Data only to provide, secure, support and improve the Service, and as described in our Privacy Policy.
- The Customer is responsible for having the right to share any personal data of its staff, recipients or others with the Service, including telling staff that the Service records location, device and network details of their actions where that feature is switched on.
- We take reasonable technical and organisational measures to protect Customer Data. No system is completely secure, and we cannot guarantee that unauthorised access will never happen.
6. AI features
The optional AI writing assistant drafts letters from a User's description. Depending on the Customer's settings, drafts may be produced by an open-source model run by the Customer or by a third-party provider (for example Ollama or Anthropic), in which case the description and draft text are sent to that provider. AI drafts can contain mistakes. A User must review, correct and approve every draft before issuing it; the Customer remains responsible for the final letter. The Customer's admin can switch the AI assistant off.
7. Fees and payment
- Fees, billing period and the number of users or branches are set out in our quote or order form. Prices are exclusive of GST and other applicable taxes, which are added to the invoice.
- Invoices are payable by the due date shown on them. If payment is overdue, we may suspend access after giving notice, until the amount is paid.
- Subscriptions renew for the same period unless cancelled as described in our Refund & Cancellation Policy.
- We may change prices for future billing periods by giving at least 30 days' notice before the renewal.
8. Demos and trials
Free demos and trial accounts are provided "as is" for evaluation, may have limits, and may be ended at any time. Letters issued during a trial should not be relied on for official use unless the trial is converted to a paid plan.
9. Availability and support
We work to keep the hosted Service available and secure, but it may occasionally be unavailable because of maintenance, updates or events outside our control (such as internet or power failures). Support is provided by phone, WhatsApp and email during our working hours, at the level included in the Customer's plan.
10. Self-hosted installations
Where the Service is installed on the Customer's own computer or server, the Customer is responsible for that hardware, its security, internet access, backups of the data folder, and any third-party accounts it connects (for example AI providers). We are not responsible for data loss caused by the Customer's hardware, backups or environment.
11. Intellectual property
The Service, its software, design, logo and documentation belong to M PRO 9 and its licensors. We grant the Customer a limited, non-exclusive, non-transferable right to use the Service for its internal purposes during the subscription. The Customer keeps all rights in Customer Data and its own trademarks and letterhead. Open-source components remain under their own licences.
12. Confidentiality
Each party will keep the other's non-public information confidential and use it only for the purposes of this relationship, except where disclosure is required by law.
13. Ending the service
- The Customer may cancel as described in the Refund & Cancellation Policy.
- We may suspend or end access if the Customer seriously breaches these Terms (for example misuse under section 4 or unpaid fees) and does not fix it after notice, or immediately where needed to prevent harm or comply with law.
- After the Service ends, the Customer can ask for an export of its letter register and PDFs within 30 days. After that period we may delete Customer Data from the hosted Service, except where we must keep it by law.
14. Disclaimers
Except as expressly stated in these Terms, the Service is provided "as is" and "as available". We do not guarantee that it will be error-free or uninterrupted, or that it will meet every requirement of the Customer. QR verification confirms that a letter was issued through the Service and shows its recorded status; it does not certify the truth of the letter's content.
15. Limitation of liability
To the extent permitted by law, M PRO 9 is not liable for indirect, incidental or consequential losses, or for loss of profits, revenue, goodwill or data arising from the use of the Service. Our total liability for any claim relating to the Service is limited to the fees the Customer paid us for the Service in the 12 months before the claim arose.
16. Indemnity
The Customer will compensate M PRO 9 for claims, losses and costs arising from letters the Customer or its Users issue, content they upload, or their breach of these Terms or of applicable law.
17. Changes to these terms
We may update these Terms from time to time. We will show the date of the latest version on this page and, for significant changes, tell Customers in advance by email or in the portal. Continuing to use the Service after the changes take effect means accepting them.
18. Law and disputes
These Terms are governed by the laws of India. The parties will first try to settle any dispute by discussion in good faith. If it cannot be settled, the courts at Mysuru, Karnataka, will have exclusive jurisdiction.