Appointments Host Terms and Conditions

Module: Utsav Appointments™ (Core)
Document Type: Hybrid — Plain English + Legal Reinforcement
Trademark: Utsav Appointments™ is a trademark of MyMahotsav Futuretech Ltd
Effective Date: 24th February 2026
Version: 1.0

Part A: Plain English Summary #

Your Agreement as a Utsav Appointments™ Host #

Welcome to Utsav Appointments™! This document is your agreement with us when you create an account and use our scheduling services. Please read it carefully—it’s a legally binding contract.

The Simple Truth #

• You control your calendar: You decide your availability, how you share it, and who can book time with you.

• We provide the tools: We make scheduling easy, but we’re not responsible for what happens in your meetings.

• Be honest: Don’t misrepresent yourself or use the service for illegal purposes.

• Respect others: Follow our Acceptable Use Policy and treat Invitees with courtesy.

• Your data is yours: You own your information, and we protect it according to our Privacy Notice.

• No guarantees: We can’t guarantee that Invitees will show up, that meetings will be productive, or that technology won’t fail.

Part B: Legal Terms and Conditions #

1. Scope and Acceptance #

1.1 These Host Terms and Conditions (“Host Terms”) govern your access to and use of the Utsav Appointments™ Services as a Customer (Host). By creating an Account or using the Services, you agree to be bound by these Host Terms.

1.2 These Host Terms incorporate by reference:

• The Definitions (Document 1)

• The Acceptable Use Policy (Document 4)

• The Privacy Notice (Document 5)

• The Data Processing Addendum (Document 6), where applicable

• Any applicable Industry-Specific Supplemental Terms (Document 8)

1.3 If you are an Entity, you represent and warrant that you have the authority to bind such Entity to these Host Terms, and that your Authorized Users will comply with these terms.

2. Account Registration and Eligibility #

2.1 Eligibility: You may register for an Account only if:

• You are at least 18 years of age (or the age of majority in your jurisdiction)

• You have the capacity to form a binding contract

• You are not barred from using the Services under Applicable Law

• You have not been previously suspended or terminated from the Services

2.2 Registration Information: You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.

2.3 One Account Per Person: You may register for only one Free Account (unless otherwise approved by us in writing). Multiple accounts for the same individual are prohibited.

2.4 Account Security: You are responsible for:

• Maintaining the confidentiality of your login credentials

• All activities that occur under your Account

• Promptly notifying us of any unauthorized use at support@utsavappointments.com

2.5 Account Ownership:

• Individual Accounts: If you register using a personal email address, you own and control your Account.

• Entity Accounts: If you register using an email domain owned by an Entity (e.g., your employer), and such Entity has a separate agreement with us, the Entity may own and control your Account. You acknowledge that the Entity may manage, monitor, and obtain reports on your use of the Services.

3. Services and Features #

3.1 Core Services: Utsav Appointments™ provides tools that allow Hosts to:

• Create and manage Availability

• Generate Booking Links to share with Invitees

• Accept Bookings from Invitees

• Sync with Third-Party Applications (calendars, video conferencing)

• Receive confirmations, reminders, and updates

• Utilize Meeting Intelligence Services (where enabled)

3.2 Free vs. Paid Accounts:

• Free Accounts: Access to basic features as described on our Website. We reserve the right to terminate inactive Free Accounts (no login for six months).

• Paid Accounts: Access to premium features upon payment of Fees. Paid Accounts are subject to the additional terms in Section 6 (Fees and Payment).

3.3 Modification of Services: We may modify, update, or discontinue features of the Services at any time. For Paid Accounts, material reductions in functionality will be communicated in advance.

3.4 Beta Features: We may offer beta or experimental features (“Beta Features”). Such features are provided “as is” without warranties, and we may discontinue them at any time.

4. Your Responsibilities as a Host #

4.1 Accurate Information: You are responsible for the accuracy, quality, and legality of all information you provide through the Services, including your Availability, profile information, and any questions you pose to Invitees.

4.2 Invitee Conduct: You are responsible for the activities of your Invitees, even if they are not from your organization. This includes ensuring that Invitees comply with these Host Terms and the Acceptable Use Policy to the extent of their interaction with your Booking Links.

4.3 Meeting Content: You are solely responsible for:

• The content and conduct of any meetings scheduled through your Booking Links

• Ensuring that your meetings comply with Applicable Law

• Obtaining any necessary consents from meeting participants (see Section 4.4 on Recording)

4.4 Recording and Consent:

4.4.1 If you use any recording, transcription, or meeting intelligence features:

• You are solely responsible for providing notices to, and obtaining consent from, all meeting participants as required by Applicable Law

• You acknowledge that consent requirements vary by jurisdiction; it is your responsibility to understand and comply with laws applicable to you and your participants

• Our features may assist with obtaining consent, but we make no representation that such functionality is sufficient for all jurisdictions

4.4.2 You agree to indemnify Utsav Appointments™ for any claims arising from your failure to obtain required consents.

4.5 Third-Party Applications:

4.5.1 The Services may integrate with Third-Party Applications (such as Google Calendar, Zoom, Microsoft Teams). Your use of such TPAs is subject to:

• The terms and conditions of the TPA provider

• Any fees charged by the TPA provider (separate from our Fees)

4.5.2 We do not control TPAs and are not responsible for:

• Their functionality, availability, or security

• Any data they collect or how they use it

• Any issues arising from your use of TPAs

4.5.3 You must maintain appropriate accounts and permissions with TPAs to enable integration with our Services.

4.6 Compliance with Laws: You agree to use the Services in compliance with all Applicable Laws, including:

• Data protection and privacy laws

• Laws regarding recording of communications

• Anti-spam laws

• Laws governing your profession or industry

5. Acceptable Use #

5.1 You agree to comply with our Acceptable Use Policy (Document 4), which is incorporated by reference.

5.2 Prohibited Uses (summary):

• No illegal activities

• No harassment or harmful conduct

• No misrepresentation or impersonation

• No infringement of intellectual property rights

• No collection of sensitive information without consent

• No interference with the Services

6. Fees and Payment (Paid Accounts) #

6.1 Fees: All Fees for Paid Accounts are as described on our Website or in an applicable Order Form. Fees are non-refundable except as expressly provided or required by law.

6.2 Payment Terms:

• Fees are billed in advance of the subscription period

• Payment is due upon receipt of invoice (for invoice-billed Customers) or at the time of purchase (for credit card customers)

• Late payments may result in suspension of Services

6.3 Taxes: Fees do not include any taxes. You are responsible for all applicable taxes (including GST, VAT, sales tax) imposed by any jurisdiction.

6.4 Subscription Term and Renewal:

• Initial Term: Your subscription begins on the date of purchase and continues for the period selected.

• Auto-Renewal: Subscriptions automatically renew for the same period unless cancelled before the renewal date.

• Cancellation: You may cancel at any time through your Account settings. Cancellation takes effect at the end of the current billing period. No partial refunds.

6.5 Price Changes: We may change Fees for future subscription periods with at least 30 days’ notice.

7. Intellectual Property Rights #

7.1 Our IP: Utsav Appointments™ and its licensors own all right, title, and interest in and to the Services, including all software, technology, and content (excluding Customer Data). This includes patents, copyrights, trademarks, and trade secrets.

7.2 Your IP: You retain all ownership rights in your Customer Data. You grant us a worldwide, royalty-free, non-exclusive license to host, store, and process your Customer Data solely to provide the Services to you.

7.3 Feedback: If you provide suggestions or feedback about the Services, you grant us a perpetual, irrevocable, royalty-free license to use such feedback without restriction.

8. Confidentiality #

8.1 Each party may have access to Confidential Information of the other party. The receiving party agrees to:

• Use Confidential Information only to perform obligations under these Host Terms

• Protect Confidential Information using reasonable care

• Not disclose Confidential Information to third parties except as necessary to perform under these Host Terms

8.2 Confidential Information does not include information that:

• Is or becomes publicly available without breach

• Was rightfully in the receiving party’s possession before disclosure

• Is independently developed by the receiving party

9. Data Protection and Privacy #

9.1 Our collection and use of personal information is governed by our Privacy Notice (Document 5).

9.2 To the extent we process Personal Data on your behalf, the terms of the Data Processing Addendum (Document 6) apply and are incorporated by reference.

9.3 If you are located in the European Economic Area, the United Kingdom, Switzerland, or California, additional terms in the DPA and Privacy Notice may apply to you.

10. Third-Party Links and Services #

10.1 The Services may contain links to third-party websites or services. These links are provided for convenience only. We do not endorse, guarantee, or warrant such third-party services.

10.2 We are not responsible for the content, privacy practices, or terms of third-party websites. You access them at your own risk.

11. Term and Termination #

11.1 Term: These Host Terms remain effective as long as you maintain an Account or use the Services.

11.2 Termination by You: You may terminate your Account at any time through Account settings.

11.3 Termination by Us: We may suspend or terminate your Account or access to the Services if:

• You materially breach these Host Terms

• Your use of the Services violates Applicable Law

• You have been inactive for more than six months (Free Accounts)

• We are required to do so by law

• For any reason with 30 days’ notice (for Paid Accounts, with pro-rated refund)

11.4 Effect of Termination: Upon termination:

• Your right to access the Services ceases immediately

• We may delete your Customer Data after 30 days (unless required by law to retain it)

• Sections that by their nature should survive (intellectual property, Indemnification, limitation of liability) will survive

12. Disclaimer of Warranties #

12.1 THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.

12.2 TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING:

• Implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement

• Warranties that the Services will be uninterrupted, error-free, secure, or virus-free

• Warranties regarding the accuracy, reliability, or completeness of any information provided through the Services

12.3 No Guarantee of Meetings: We do not guarantee that:

• Invitees will attend scheduled meetings

• Meetings will be productive or successful

• Your Invitees are who they claim to be

• Third-party integrations will function without error

13. Limitation of Liability #

13.1 TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY SHALL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL.

13.2 OUR TOTAL LIABILITY TO YOU ARISING OUT OF OR RELATED TO THESE HOST TERMS SHALL NOT EXCEED THE GREATER OF:

• The amount you paid us in the 12 months preceding the claim, or

• £100 (or equivalent in local currency)

13.3 THESE LIMITATIONS APPLY REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STATUTE, OR OTHERWISE) AND EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

13.4 Nothing in these Host Terms excludes or limits liability for:

• Death or personal injury caused by negligence

• Fraud or fraudulent misrepresentation

• Any liability that cannot be limited or excluded by law

14. Indemnification #

14.1 You agree to indemnify, defend, and hold harmless Utsav Appointments™, MyMahotsav Futuretech Ltd, and their affiliates, officers, directors, employees, and agents from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

• Your use of the Services (including by your Authorized Users and Invitees)

• Your violation of these Host Terms

• Your violation of Applicable Law

• Your meetings or interactions with Invitees

• Any content you submit to the Services

• Your failure to obtain required consents (including for recording)

15. Dispute Resolution and Arbitration #

15.1 Informal Resolution: Before filing any claim, you agree to attempt to resolve the dispute informally by contacting us at disputes@utsavappointments.com. We will attempt to resolve the dispute within 45 days.

15.2 Arbitration Agreement: If the dispute is not resolved informally, it shall be resolved exclusively by binding arbitration in accordance with the following:

15.2.1 Rules: The arbitration shall be conducted in English by a single arbitrator under the rules of the London Court of International Arbitration (LCIA), which rules are deemed incorporated by reference.

15.2.2 Place: The arbitration shall take place in London, United Kingdom.

15.2.3 Governing Law: These Host Terms shall be governed by the laws of England and Wales, without regard to conflict of laws principles.

15.3 Class Action Waiver: YOU AND UTSAV APPOINTMENTS™ AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING.

15.4 Exceptions: This arbitration provision does not apply to:

• Small claims court claims (where eligible)

• Claims of intellectual property infringement

• Claims where interim relief is sought

16. General Provisions #

16.1 Entire Agreement: These Host Terms constitute the entire agreement between you and Utsav Appointments™ regarding the Services and supersede all prior agreements.

16.2 Waiver: Our failure to enforce any provision is not a waiver of our right to do so later.

16.3 Severability: If any provision is found unenforceable, the remaining provisions remain in full force and effect.

16.4 Assignment: You may not assign these Host Terms without our written consent. We may assign them without restriction.

16.5 Notices: We may provide notices to you via email (to the address associated with your Account) or through the Services. You may provide notices to us at legal@utsavappointments.com.

16.6 Force Majeure: Neither party shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including acts of God, war, terrorism, strikes, or governmental action.

Part C: Jurisdiction-Specific Addendums #

India Addendum #

GST: For Indian Customers, applicable GST will be charged on all Fees. Tax invoices will be provided.

IT Act, 2000: Utsav Appointments™ is an intermediary under Section 2(w) and is entitled to safe harbor protection under Section 79, subject to compliance with due diligence requirements.

Consumer Protection: Indian consumers have rights under the Consumer Protection Act, 2019. Nothing in these Host Terms limits those rights.

UK/EU Addendum #

Consumer Rights: If you are a consumer (not a business), you have rights under the Consumer Rights Act 2015 and Consumer Contracts Regulations. These Host Terms do not affect your statutory rights.

GDPR: See Data Processing Addendum (Document 6) for GDPR-specific terms.

US Addendum #

State Law Variations: Some states do not allow limitations of liability for certain types of damages. The limitations in Section 13 apply to the fullest extent permitted by law in your state.