Terms & Conditions
Last updated: 2 November 2026
1. Introduction
These Terms & Conditions (the “Terms”) govern your access to and use of GDesk, the document collection and practice management platform owned and operated by LUCENWARD, a sole proprietorship owned by Muhamed Shamsad, with its principal place of business at Cabin No. 103, 1st Floor, The Sook, Near Mathrubhumi, Swagathamadu, Kottakkal, Malappuram, Kerala 676510, India (the “Company”, “GDesk”, “we”, “us” or “our”).
This document is an electronic record in terms of the Information Technology Act, 2000 and the rules made under it. By registering for an account, clicking to accept these Terms or using the Services, you agree to be bound by these Terms and by our Privacy Policy. If you do not agree, you must not use the Services.
2. Definitions
2.1
“Customer” or “Firm” means the firm, company or other business entity that registers for the Services, and “you” and “your” refer to the Customer.
2.2
“Authorised User” means an owner, partner, employee or contractor of the Customer whom the Customer permits to use the Services under its account.
2.3
“Client” means any person from whom the Customer requests information or documents through the Services, and includes the Customer’s contacts and leads.
2.4
“Platform” means the GDesk website at gdesks.com, the web application at app.gdesks.com, the client portal, the application programming interface (“API”) and any related applications.
2.5
“Services” means the Platform and all features, applications and support made available by the Company under the Customer’s Plan.
2.6
“Plan” means the subscription plan selected by the Customer, including the Free plan, and any paid applications or add-ons, together with the features and usage limits that apply to it.
2.7
“Subscription Period” means the monthly or yearly period for which the Customer has paid for a Plan.
2.8
“Customer Data” means all information, documents, files and content uploaded to or created in the Services by the Customer, its Authorised Users or its Clients, including Client Data.
2.9
“Client Data” means the Personal Information of Clients contained in Customer Data.
2.10
“Personal Information” has the meaning given in the Privacy Policy.
2.11
“Credits” means units of artificial intelligence usage or messaging included in a Plan or purchased separately as a pack.
2.12
“Security Breach” means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, Customer Data.
3. Eligibility and account registration
3.1
The Services are intended for business use only. The person who registers on behalf of the Customer represents that they are at least eighteen (18) years of age and are authorised to bind the Customer to these Terms.
3.2
You shall provide accurate and complete registration information and keep it up to date.
3.3
You are responsible for maintaining the confidentiality of the sign-in credentials of your account and for all activities carried out under it, including the acts and omissions of your Authorised Users. We strongly recommend that you require two-step verification for all Authorised Users.
3.4
You shall notify us immediately at contact@gdesks.com of any unauthorised use of your account or any other breach of security.
4. The Services
4.1
Subject to these Terms and payment of the applicable fees, the Company shall make the Services available to the Customer and its Authorised Users during the Subscription Period, in accordance with the Customer’s Plan.
4.2
Clients may access the Services through secure links without creating an account. The Customer is solely responsible for its relationship with its Clients and for the requests it sends to them.
4.3
The features and usage limits of each Plan, including limits on Authorised Users, storage, messages and Credits, are as displayed on the Platform at the time of purchase.
4.4
The Company may offer free trials and early-access or beta features. These are provided on an “as is” basis, may be changed or withdrawn at any time, and are excluded from any commitment made in these Terms.
5. Customer Data
5.1
As between the parties, the Customer owns all Customer Data. The Customer grants the Company a non-exclusive, worldwide, royalty-free licence to host, store, process, transmit and display Customer Data solely to the extent necessary to provide, secure and support the Services.
5.2
The Customer is solely responsible for the accuracy, quality and legality of Customer Data and for the means by which it was obtained. The Customer represents and warrants that it has provided all notices to, and obtained all consents from, its Clients that are required by applicable law for the collection and processing of Client Data through the Services, including consent to receive messages by WhatsApp.
5.3
The Customer may export Customer Data at any time while its account is active, using the tools provided in the Services.
5.4
The Company may compile aggregated and anonymised statistics about the use of the Services to operate and improve them, provided that such statistics do not identify the Customer, any Client or the contents of any document.
6. Data protection and security
6.1
With respect to Client Data, the Customer is the data fiduciary and the Company is its data processor. The Company shall process Client Data only on the documented instructions of the Customer, as given through these Terms and the Customer’s use of the Services, and shall inform the Customer if it believes that an instruction infringes applicable law.
6.2
The Company shall implement and maintain reasonable security practices and procedures to protect Customer Data, including those described in the Privacy Policy, and shall ensure that its personnel with access to Customer Data are bound by obligations of confidentiality.
6.3
Customer Data is stored in India. The Customer authorises the Company to engage service providers (sub-processors) to process Customer Data, including in other countries, under written obligations no less protective than those in this Section. A list of current sub-processors is available on request. The Company shall give the Customer at least thirty (30) days’ notice of any new sub-processor. If the Customer objects on reasonable grounds and the parties cannot resolve the objection, the Customer may terminate its subscription and receive a pro-rata refund of prepaid fees for the unused portion of the Subscription Period.
6.4
Upon becoming aware of a Security Breach, the Company shall notify the Customer without undue delay and in any event within forty-eight (48) hours, providing the information then available to enable the Customer to meet its own obligations, and shall take reasonable steps to contain and remedy the Security Breach.
6.5
The Company shall provide reasonable assistance to the Customer in responding to requests from Clients exercising their rights under applicable law, and to enquiries from regulators, primarily through the export, correction and erasure tools available in the Services (a “User Data Request”).
6.6
Client documents are retained for the retention period agreed with the Customer, which may range from thirty (30) days to ten (10) years after the closure of a request. Upon termination of the Customer’s account, the Customer may export Customer Data for not less than thirty (30) days, after which the Company shall delete it. Deleted data is removed from backups within thirty-five (35) days. The Company may retain invoices and limited records of account activity where required by law.
6.7
Not more than once a year and upon reasonable written request, the Company shall respond to the Customer’s reasonable security questionnaire and provide information necessary to demonstrate compliance with this Section.
7. Acceptable use
You shall not, and shall ensure that your Authorised Users do not:
7.1
use the Services in violation of any applicable law or the rights of any person, or to collect Personal Information without a lawful basis;
7.2
send unsolicited messages, or messages that recipients have not agreed to receive;
7.3
upload viruses or other malicious code, or attempt to circumvent any security measure, usage limit or billing mechanism;
7.4
access or attempt to access the data of another customer, or probe, scan or load-test the Services without our prior written consent;
7.5
copy, modify, resell, sublicense, decompile or reverse-engineer the Services, or use them to build a competing product or service.
8. Fees, billing and taxes
8.1
Fees. The Free plan is provided without charge, subject to its usage limits. Paid Plans and paid applications are billed in advance for each Subscription Period at the prices displayed at the time of purchase. All fees are exclusive of Goods and Services Tax (GST) and other applicable taxes, which shall be charged in addition where applicable.
8.2
Renewal. Paid subscriptions renew automatically at the end of each Subscription Period unless cancelled before the renewal date. Payments are collected through our payment gateway partner, and you authorise us to charge the payment method you provide.
8.3
Changes of Plan. An upgrade takes effect once payment is approved, and the Customer pays the difference in price for the days remaining in the current Subscription Period. A downgrade takes effect at the end of the current Subscription Period.
8.4
Credit packs. Additional Credits purchased as packs are valid for twelve (12) months from the date of purchase, are non-refundable and cannot be exchanged for cash.
8.5
Cancellation and refunds. The Customer may cancel a subscription at any time from the billing settings of its account. Cancellation takes effect at the end of the current Subscription Period, and access to paid features continues until then. Fees once paid are non-refundable, except as expressly stated in these Terms or required by law.
8.6
Failed payments. If a payment fails, the Customer will have seven (7) days to make payment. If payment is not received within that period, the account will become read-only until payment is made. Customer Data will remain available for viewing and export and will not be deleted on this account.
8.7
Price changes. The Company may revise its prices by giving at least thirty (30) days’ notice by email. Revised prices apply from the next Subscription Period after the notice period.
9. Artificial intelligence features
9.1
Artificial intelligence features are disabled by default and are enabled only at the Customer’s choice. Their use is subject to the Credits available under the Customer’s Plan or purchased packs.
9.2
Results produced by artificial intelligence features are suggestions only and may be inaccurate. The Customer shall review all such results, and remains solely responsible for every decision made and any work performed on the basis of them.
10. Third-party services and integrations
10.1
The Services may enable the Customer to connect third-party services, including WhatsApp, Google Drive, Microsoft OneDrive, calendar applications, the Customer’s own email domain and the Customer’s systems through the API (“Third-Party Services”). By connecting a Third-Party Service, the Customer instructs the Company to exchange with it the data required for that connection.
10.2
Third-Party Services are governed by their own terms and privacy policies. The Company does not control and is not responsible for any Third-Party Service, or for any loss or damage arising from its use.
10.3
The Customer shall keep its API keys confidential and is responsible for all activity carried out using them.
11. Confidentiality
11.1
Each party shall keep confidential all non-public information disclosed to it by the other party in connection with these Terms, including Customer Data, and shall use it only for the purposes of these Terms.
11.2
This obligation does not apply to information that is or becomes public without breach of these Terms, was lawfully known to the receiving party before disclosure, is independently developed, or must be disclosed by law, in which case the receiving party shall, where lawful, give the other party prior notice.
12. Intellectual property and grant of licences
12.1
The Platform, including its software, design, text, graphics, logos and the GDesk name and marks, is the property of the Company or its licensors and is protected by intellectual property laws. Nothing in these Terms transfers any ownership to the Customer.
12.2
Subject to these Terms and conditional on payment of the applicable fees, the Company grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable licence to use the Services for its internal business purposes during the Subscription Period.
12.3
The Customer shall not use the GDesk name, logo or trademarks without the Company’s prior written consent. If the Customer provides suggestions or feedback, the Company may use them without restriction or obligation.
13. Updates to the Platform
The Company may update, modify or improve the Services from time to time. Where the Company removes a material feature included in the Customer’s paid Plan, it shall give prior notice, and the Customer may cancel and receive a pro-rata refund of prepaid fees for the unused portion of the Subscription Period.
14. Disclaimer
14.1
The Services are a tool to help the Customer organise its work. The Company does not provide tax, accounting, legal or other professional advice. Reminders, compliance calendars and artificial intelligence results are aids only, and the Customer remains solely responsible for its professional work, filings and deadlines.
14.2
Except as expressly stated in these Terms, the Services are provided on an “as is” and “as available” basis, and to the fullest extent permitted by applicable law the Company disclaims all other warranties, express or implied, including warranties of merchantability, fitness for a particular purpose and non-infringement. The Company does not warrant that the Services will be uninterrupted or error-free.
15. Limitation of liability
15.1
To the fullest extent permitted by applicable law, neither party shall be liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, goodwill or data, arising out of or in connection with these Terms.
15.2
Each party’s total aggregate liability arising out of or in connection with these Terms shall not exceed the fees paid by the Customer to the Company in the twelve (12) months preceding the event giving rise to the claim, or, for a Customer on the Free plan, Indian Rupees ten thousand (INR 10,000).
15.3
The limitations in this Section shall not apply to the Customer’s payment obligations, to its obligations under Section 16, or to any liability that cannot be limited under applicable law.
15.4
Any claim arising out of or relating to these Terms must be brought within one (1) year after the cause of action arises, failing which it shall be permanently barred.
16. Indemnification
The Customer shall indemnify, defend and hold harmless the Company, its directors, officers, employees and agents from and against all claims, losses, damages, liabilities, costs and expenses (including reasonable legal fees) arising out of or relating to (a) Customer Data collected or processed without a lawful basis, (b) the Customer’s breach of Section 5.2 or Section 7, or (c) the Customer’s violation of applicable law.
17. Termination and suspension
17.1
The Customer may stop using the Services and close its account at any time.
17.2
The Company may suspend or terminate the Customer’s account if the Customer materially breaches these Terms, fails to pay the fees due, or uses the Services in a manner that poses a risk to the Company, the Services or others. Where reasonably possible, the Company shall give prior notice and an opportunity to remedy the breach.
17.3
Upon termination, the Customer’s right to use the Services ends, and Customer Data shall be handled as set out in Section 6.6.
17.4
Sections 5, 6, 11, 12, 14, 15, 16, 19 and 23, and any other provisions that by their nature are intended to survive, shall survive termination.
18. Changes to these Terms
The Company may amend these Terms from time to time. The amended Terms will be posted on this page with a revised “Last updated” date. For material changes, the Company shall notify the Customer by email at least thirty (30) days before they take effect. If the Customer does not agree to the changes, it may cancel its subscription before they take effect and receive a pro-rata refund of prepaid fees for the unused portion of the Subscription Period. Continued use of the Services after the changes take effect constitutes acceptance of the amended Terms.
19. Governing law and dispute resolution
19.1
These Terms shall be governed by and construed in accordance with the laws of India.
19.2
The parties shall attempt in good faith to resolve any dispute arising out of or in connection with these Terms through negotiation within thirty (30) days of written notice of the dispute.
19.3
Subject to Section 19.2, the courts at Kochi (Ernakulam), Kerala shall have exclusive jurisdiction over all disputes arising out of or in connection with these Terms.
19.4
If any provision of these Terms is held to be invalid or unenforceable, it shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.
20. Force majeure
Neither party shall be liable for any delay or failure to perform its obligations (other than payment obligations) caused by events beyond its reasonable control, including natural disasters, epidemics, war, acts of government, power or internet failures, and outages of third-party hosting or communication providers.
21. Entire agreement and order of precedence
These Terms, together with the Privacy Policy and any order form or written agreement signed by both parties, constitute the entire agreement between the parties regarding the Services and supersede all prior understandings. In the event of a conflict, a signed order form or written agreement shall prevail over these Terms, and these Terms shall prevail over the Privacy Policy.
22. Electronic communications
By using the Services, you consent to receive communications from the Company electronically, including by email and through notices on the Platform. All agreements, notices and other communications provided electronically satisfy any legal requirement that such communications be in writing. Notices to the Customer shall be sent to the email address of the account owner.
23. Miscellaneous
23.1
The Customer may not assign or transfer these Terms without the prior written consent of the Company. The Company may assign these Terms to an affiliate or to a successor in connection with a merger, acquisition or sale of assets, with notice to the Customer.
23.2
No failure or delay in exercising any right under these Terms shall operate as a waiver of that right.
23.3
The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship.
24. Contacting us
If you have any questions about these Terms, your Plan or the Services, please contact us at contact@gdesks.com.