Affiliation &
Referral Policy

2. Who Can Refer (Eligibility)

• Individuals (18+): Residents of India with valid bank details and PAN for payouts.
• Businesses/Agencies: Indian entities with active GST/PAN may participate, subject to due diligence.
• Employees: Company employees are ordinarily excluded to avoid conflict of interest, unless an internal scheme is run separately in writing.
• Existing Clients: Clients may refer other firms or locations; self-referrals (referring your own order) are not eligible unless approved in writing.

We may approve or reject any referrer at our discretion for compliance, ethics, or capacity reasons.

3. Key Definitions

• Referred Client: A new customer introduced by the Referrer, not already in our active sales pipeline (no prior direct contact, quotation, or negotiation in the last 120 days).
• Qualified Referral: A referral that (i) we accept in writing, (ii) converts into a signed order/PO, and (iii) is paid and activated by the Referred Client.
• Subscription Amount: The monthly service fee for RO rental (excluding taxes, deposits, installation charges, and one-time fees).
• AMC Cost (Monthly): The monthly service fee for an AMC contract (excluding taxes and separately billed spares if non-comprehensive).

4. What Counts as a Qualified Referral

• The Referred Client is introduced via our official form/email and accepted by us as new.
• The Referred Client signs a rental or AMC agreement and makes the first successful payment.
• No overlapping claims: if multiple referrers submit the same lead, the reward goes to the first verified referrer recorded in our system.
• Corporate groups: if multiple sites/branches join later, each site can be treated as a separate referral if introduced by the referrer and approved by us.

5. Rewards & Payout Structure (Rental & AMC)

For every Qualified Referral that results in a paid activation:

• Rental (RO on Subscription): Referrer earns a cash reward equal to one (1) month of the Subscription Amount (base monthly service fee only; exclusive of taxes, deposits, installation charges, discounts, credits, or waivers).
• AMC: Referrer earns a cash reward equal to one (1) month of the AMC Cost (base monthly AMC fee only; exclusive of taxes and separately billed spares in a non-comprehensive AMC).

Rewards are granted only after the Referred Client’s first payment is successfully realized in our bank and the service is activated. If the order is subsequently canceled or refunded within the cooling period defined in Section 11, a clawback will apply.

6. Calculation Rules, Caps & Examples

• Base for Calculation: Reward is computed on the net monthly service fee actually billed and paid (post agreed discounts). Taxes, deposits, one-time charges are excluded.
• Multiple Units/Sites: Each independently billed site qualifies for its own reward if introduced by the same Referrer and accepted by us.
• Caps: We may set per-referral or per-referrer caps (e.g., annual cap) and will disclose them in writing if applied to a program period.
• Example (Rental): If the monthly subscription is ₹8,000 + 18% GST, the reward is ₹8,000 (pre-tax service fee).
• Example (AMC): If the monthly AMC fee is ₹5,000 + 18% GST, the reward is ₹5,000 (pre-tax service fee).

7. When We Pay (Milestones & Timelines)

Payouts are processed after the Referred Client’s first successful payment is received and post a short verification window. Typical payout timeline: within 15–30 working days from activation, subject to bank KYC and invoice (if applicable). Payouts are via NEFT/RTGS to the Referrer’s registered bank account only.

8. How to Refer (Process & Tracking)

1. Submit Lead: Share the lead via our official referral form or email contact@rolan.in with subject “Referral Lead”. Include full name, company, phone, email, city, and service type (Rental/AMC).
2. Acknowledgement: We confirm if the lead is new and assign a reference ID. If the lead is already in our pipeline, we will notify you and the referral will not qualify.
3. Conversion: Our team manages sales closure. Once payment is realized and service is activated, we record the reward.
4. Payout: We collect KYC/invoice (as applicable) and release the reward within the stated timeline.

9. Disqualifications & Prohibited Conduct

• Self-referrals or referrals where the Referrer is a director/partner/employee of the Referred Client (unless approved in writing).
• Spam, misrepresentation, unauthorized marketing, or false claims about our services.
• Leads obtained by violating privacy or data protection laws.
• Attempting to switch the referrer after our sales contact began with the client.
• Any fraudulent documents, inflated invoices, or side agreements.

10. Taxes, TDS & Compliance

Rewards are subject to TDS and other applicable taxes as per Indian law. Individuals must provide PAN and bank details; businesses must provide GST/PAN and a valid invoice (if requested). We will deduct TDS at applicable rates and issue certificates as required. The Referrer is responsible for reporting such income and complying with personal tax obligations.

11. Clawbacks, Cancellations & Refunds

If the Referred Client’s first payment is reversed, refunded, or charged back within 30 days of activation, the referral reward becomes void. If already paid, we will adjust it against future rewards or raise a recoverable debit note. If the client downgrades or cancels prior to activation, the referral is not eligible. Our Refund and Cancellation Policies apply to client-side changes; these do not obligate us to pay or retain a referral reward.

12. Data, Privacy & Communication

By submitting a lead, you confirm you have lawful grounds to share the prospect’s details. We will process personal data per our Privacy Policy and Indian IT Rules. We may send you status updates about your referrals. Do not share screenshots or confidential pricing publicly; all sales communication remains our prerogative.

13. Term, Changes & Termination

We may modify, pause, or terminate the referral program at any time with prospective effect by updating this Policy. Leads accepted before such changes will be honored under the version applicable at the time of acceptance, subject to all other terms herein. We may suspend a Referrer for policy violations, fraud, or reputational risk.

14. Disputes & Jurisdiction

Disputes shall first be addressed through good-faith discussion. Failing resolution within 30 days, disputes shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, with a sole arbitrator mutually appointed; seat/venue Pune, Maharashtra; proceedings in English. Subject to arbitration, the courts at Pune shall have exclusive jurisdiction.

15. Contact & Support

For enrollment, lead submission formats, or payout queries, write to us at the email above with the subject “Affiliation & Referral Program”.