ProXpense Platform Terms
These Terms and Conditions ("Terms") govern access to and use of the ProXpense platform, website, mobile applications, prepaid card programs, and related services (collectively, the "Services"). By accessing or using the Services, you agree to be bound by these Terms.
Order of Precedence
If a user participates in a Corporate Card Program, the Corporate Card Program Terms contained in Part B shall apply in addition to the Platform Terms contained in Part A.
In the event of any conflict relating to card issuance, card usage, transaction processing, regulatory requirements, issuer obligations, or prepaid card services, the Corporate Card Program Terms shall prevail with respect to such matters.
Definitions
refers to Prodesk Software Private Limited.
means the organization subscribing to or using the Services.
means any employee, contractor, administrator, finance team member, or individual authorized by a Customer to use the Services.
means ProXpense's expense management, reimbursement, corporate payments, prepaid card management, reporting, analytics, workflow automation, and related software services.
means a prepaid payment instrument issued under a Corporate Card Program as described in Part B.
means the individual User to whom a Card is issued.
means the Customer organization that procures Cards for issuance to Cardholders.
Eligibility
Users must:
- Be legally authorized to use the Services.
- Provide accurate and complete information.
- Use the Services in compliance with applicable laws, regulations, and organizational policies.
Account Responsibilities
Users are responsible for:
- Maintaining the confidentiality of login credentials.
- Restricting unauthorized access to their accounts.
- Promptly reporting any unauthorized access or suspected security incident.
Users remain responsible for all activities conducted through their accounts.
Acceptable Use
Users shall not:
- Use the Services for unlawful purposes.
- Attempt unauthorized access to systems, networks, or data.
- Circumvent security controls.
- Introduce malware, malicious code, or harmful software.
- Reverse engineer, copy, modify, or create derivative works of the Services.
- Submit fraudulent, misleading, or manipulated expense claims.
- Misuse company funds or payment instruments.
- Interfere with the operation, performance, or security of the Services.
Subscription and Commercial Terms
Certain Services may require payment of subscription fees. Commercial terms including pricing, implementation fees, billing cycles, payment terms, renewals, support services, and service commitments shall be governed by the applicable agreement executed between ProXpense and the Customer.
Expense Management Services
The Services may facilitate:
- Expense submissions
- Expense approvals
- Reimbursements
- Budget controls
- Policy enforcement
- Reporting and analytics
- Corporate card management
The Customer remains solely responsible for:
- Approval decisions
- Accounting treatment
- Tax treatment
- Regulatory compliance
- Internal controls
- Expense policies
- Financial reporting
Third-Party Integrations
The Services may integrate with:
- Banking institutions
- Payment processors
- ERP systems
- Accounting platforms
- Travel providers
- Authentication providers
- Other third-party systems
ProXpense is not responsible for the availability, performance, security, or practices of third-party services.
Beta Features
ProXpense may make certain features available on a beta, preview, pilot, trial, or evaluation basis. Such features may be modified, suspended, or discontinued at any time without notice and are provided on an "as-is" basis.
Artificial Intelligence Features
Certain features may utilize artificial intelligence, machine learning, OCR technologies, and automated processing systems. These technologies may be used for:
- Receipt extraction
- Invoice processing
- Expense categorization
- Merchant classification
- Duplicate detection
- Fraud monitoring
- Policy compliance checks
- Spending insights
Users acknowledge that AI-generated outputs may occasionally be inaccurate, incomplete, or unsuitable for specific purposes. Human review remains necessary for accounting, tax, legal, compliance, and financial decisions.
Customer Data Ownership
The Customer retains ownership of all expense records, receipts, invoices, reports, transaction data, and other information uploaded to the Services.
ProXpense retains ownership of:
- The platform
- Software
- Documentation
- Workflows
- Algorithms
- Models
- Intellectual property
- Product improvements
Customers grant ProXpense a limited right to process customer data solely for providing, securing, maintaining, and improving the Services.
Following termination of a Customer's use of the Services, ProXpense retains customer data only for the period required under applicable regulatory, tax, and record-keeping requirements, after which it is deleted or anonymized in accordance with ProXpense's data retention practices.
Feedback
If a user provides suggestions, recommendations, enhancement requests, comments, or feedback relating to the Services, ProXpense may use such feedback without restriction or compensation, provided that no confidential information is disclosed.
Intellectual Property
All intellectual property rights relating to the Services remain the exclusive property of ProXpense or its licensors. No ownership rights are transferred to users or customers through use of the Services.
Information Security and Compliance
ProXpense maintains commercially reasonable administrative, technical, and organizational safeguards designed to protect customer information. Additional information regarding security practices and compliance programs may be made available through ProXpense's Trust Center or upon reasonable request.
Service Availability
While ProXpense strives to provide reliable Services, uninterrupted availability is not guaranteed. The Services may be unavailable due to:
- Scheduled maintenance
- Emergency maintenance
- Network failures
- Third-party outages
- Events beyond ProXpense's reasonable control
Disclaimer
The Services are provided on an "as is" and "as available" basis. To the maximum extent permitted by law, ProXpense disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, and non-infringement.
Limitation of Liability
To the maximum extent permitted by law, ProXpense shall not be liable for:
- Indirect damages
- Consequential damages
- Incidental damages
- Special damages
- Loss of profits
- Loss of revenue
- Loss of business opportunities
- Loss of goodwill
- Data loss
ProXpense's aggregate liability shall not exceed the fees paid by the Customer to ProXpense during the twelve (12) months preceding the event giving rise to the claim.
Indemnification
Customers and users agree to indemnify and hold harmless ProXpense, its officers, directors, employees, affiliates, and partners against claims, liabilities, losses, damages, and expenses arising from:
- Violation of these Terms
- Misuse of the Services
- Violation of applicable laws
- Fraudulent activity
- Infringement of third-party rights
Suspension and Termination
ProXpense may suspend or terminate access to the Services where necessary for:
- Security reasons
- Fraud prevention
- Legal compliance
- Violation of these Terms
- Protection of the Services or other users
Termination shall not relieve Customers of payment obligations incurred prior to termination.
Governing Law
These Terms shall be governed by and construed in accordance with the laws of India.
Dispute Resolution
The parties shall first attempt to resolve disputes through good-faith discussions. If a dispute cannot be resolved amicably, it shall be subject to the exclusive jurisdiction of the courts located in Gurugram, Haryana, India.
Contact Information
For questions regarding these Terms or the Services:
Corporate Card Program Terms
Additional terms applicable to users participating in the ProXpense Corporate Card Program. Where these terms conflict with Part A on card matters, they prevail.
This document sets out the Terms and Conditions ("T&C") applicable to the Prodesk RuPay Card issued by Pine Labs - Contactless Variant.
Pine Labs Private Limited ("Pine Labs") has been granted an authorization to issue prepaid payment instruments by the Reserve Bank of India ("RBI").
Pine Labs have a co-branding agreement with Prodesk Software Private Limited (full legal entity name) ("Prodesk") to issue PPI RuPay Card issued by Pine Labs - Contactless Variant("Cards"). Prodesk provides B2B payments and expense management.
The T&Cs are available on ProXpense.com/terms-condition or www.pineperks.in/termsConditions.
These T&Cs may be updated from time to time at the sole discretion of Pine Labs and Prodesk. The Cards are reloadable Full KYC PPIs which are issued and operate in accordance with the RBI Master Directions, as amended from time to time.
The following terms and conditions are applicable to the Cardholder upon purchase of the Card from Prodesk:
All Cards shall be valid for period of 5(Five) years and shall remain valid till the date mentioned on the face of the Card. The validity of the Card may be extended, or a replacement card may be issued on expiry, upon request from the Purchaser or the Cardholder subject to applicable fees and at the sole discretion of Pine Labs and Prodesk.
The Cards can be redeemed at any of the websites and offline locations which accept RuPay instruments. However, there are certain Merchant categories, as listed at www.pineperks.in/termsConditions wherein the Card cannot be redeemed.
The Card cannot be resold, transferred for value or redeemed/exchanged for its value in cash by the Cardholder. Cash withdrawal facility is not available on the Card.
One Card will be issued per Cardholder, identified by unique mobile number.
This card will only be issued by Pine Labs on request of the Cardholder and distributed by Prodesk to the Cardholder on agreeing to these Terms and Conditions (as updated from time to time) and also successfully fulfilling the eligibility and Know Your Customer ("KYC") criteria as defined by Reserve Bank of India.
Full KYC PPI feature.
The amount loaded per Card cannot exceed Rs. 2,00,000/- (Rupees two Lakh). The amount outstanding per Card at any point of time shall not exceed Rs. 2,00,000/- (Rupees Two lakhs). Subject to applicable RBI Master Directions, Pine labs may set periodic transaction limits to the Card at its sole discretion. This limit is applicable at the user level and is across all the programs issued by Pine Labs.
Full KYC PPI cardholder will also be able to withdraw money from ATM. Per transaction limit of Rs. 2000/- will apply and a customer will be able to withdraw maximum of Rs. 10,000 in month. The monthly limit is at the customer level across all programs.
The Cardholder hereby acknowledges and agrees that if there are no Transaction for a consecutive period of one (1) year on the Card, subject to validity of the Card, the Card shall be made inactive by Pine Labs / Co-brand partner by sending a notice to the Cardholder.
The Card can be closed at any time and the balance funds available in the Card can be transferred 'back to source' (payment source from where the PPI was loaded) at the time of closure. The purchaser of the card should write to [email address, to be confirmed] to understand the refund process.
If the Cardholder information provided by the Purchaser or the Cardholder is found to be incorrect at any time, the Card in question is liable to be cancelled and the entire amount forfeited, and no claims in respect thereof will be entertained by Pine Labs/ Prodesk.
The limit for contactless transactions will be as prescribed by RBI.
The Cardholder shall indemnify, defend and hold harmless Pine Labs/Prodesk from and against any and all third party liability, losses, costs and expenses (including reasonable attorneys' fees) relating to or arising out of the breach of these terms and conditions, the negligence or wilful misconduct or fraud by the Purchaser, or its employees or agents.
PINE LABS DOES NOT MAKE ANY WARRANTIES, EXPRESS OR IMPLIED, WITH RESPECT TO THE CARDS, INCLUDING WITHOUT LIMITATION, ANY EXPRESS OR IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN THE EVENT A CARD IS NON-FUNCTIONAL, THE PURCHASER AND THE CARDHOLDER'S SOLE REMEDY WILL BE THE REPLACEMENT OF SUCH CARD.
The Cardholder shall inform Prodesk, by contacting the Customer Care at +918587000123 or email at [email address, to be confirmed], within 10 (Ten) days of occurrence of any transaction, if any irregularities or discrepancies exist in such transaction or if such Cardholder has any query or complaint in relation to the Transaction including for any unauthorised transaction. If Prodesk does not receive any information to the contrary within 10 (Ten) days of occurrence of any Transaction, it shall be entitled to assume and proceed on the basis that the relevant Transaction(s) was effected without any irregularity/ discrepancy. Subject to the foregoing, all transactions as aforesaid shall be dealt with in accordance with the Customer Grievance Redressal Policy of Pine Labs, which can be accessed at https://www.pineperks.in/grievancePolicy. Cardholder can reach out to Pine Labs via email at [email address, to be confirmed] or by contacting at 080-69806393 for any complaints and escalation as per its grievance redressal policy. These cards will be distributed by authorised Prodesk personnel only.
All fees, surcharges, goods and applicable taxes with respect to Card shall be borne by the Purchaser or the Cardholder. Pine Labs/Prodesk shall have no liability towards the same. There may be surcharges applicable on certain card transactions. In such an event, the same will be deducted from the card balance available in the Card at the time of transaction. In case the card balance is not sufficient to provide for the surcharge the transaction shall be declined.
In case of no financial transaction for a consecutive period of one year then Card shall be made inactive after sending a notice to the Cardholder. These can be reactivated only after validation and due diligence.
Any change of Cardholder credentials like mobile number, e-mail, etc. will have to be communicated by the Purchaser only. The Cardholder cannot request for any changes directly. Cardholders can check the available balance of cards by logging in on the ProXpense Website and ProXpense Mobile App.
Any dispute in relation to the Cards shall be referred to Prodesk and the decision of Pine Labs shall be final in this regard. Any disputes and claims in relation to the card shall be subject to the laws of India and the jurisdiction of the courts at New Delhi.
For detailed terms and conditions, please visit www.pineperks.in/termsConditions
By using and accessing the Prepaid Card issued under Corporate Program, you understand and agree to the following terms and conditions:
Card Activation and Access: You hereby grant explicit and irrevocable authorization to your employer to access the balance and usage of your Card, as well as to review all transactions and data for managing the Corporate Prepaid Card program.
Consent for Transaction Data Sharing: You consent to the disclosure of transaction details including but not limited to Date & Time, Merchant Category Code (MCC), Amount, Transaction Reference Number, Card Number, Track ID, and Merchant Name, for the purpose of processing approvals in accordance with the Company's policy.
Special instructions for Petty Cash & Expense Management: In the event funds under this wallet pertain to the Petty Cash and Expense Management, may be reclaimed by your employer upon separation in line with the company's policy and RBI guidelines.
Notwithstanding anything contained herein above, the user hereby accepts and confirms that as a pre-condition to the use of the Card, the user gives consent to the disclosure by Pine Labs and/or Prodesk of all or any such:
Information and data relating to the Card / user.
Information or data relating to any of the terms of this agreement; and
Default, committed by the user in discharge of the obligation contained herein; as Pine Labs and/or Prodesk may deem appropriate and necessary, to disclose and furnish to Credit Information Bureau (India) Ltd. And any other agency authorized on this behalf by the Reserve Bank of India or any other regulatory authority.
Reclamation of Official Funds: Funds allocated for official purposes, including but not limited to the Petty Cash and Expense Management, may be reclaimed by your employer at any time during the tenure of your employment. You hereby waive any rights or claims to these funds.
Settlement of Residual Funds: Any residual funds remaining on your Card upon the cessation of your employment shall be settled by Pine Labs upon your formal request submitted to [email address, to be confirmed]. Subject to verification, the residual funds shall be transferred directly to your registered bank account.