Terms and Conditions
1. Definitions
- Multi-venue pricing: Published plan prices cover one venue. Each additional venue on the same subscription plan qualifies for a 25% discount on that venue’s plan charge, subject to checkout confirmation. Promotional coupon codes may offer additional discounts according to their eligibility, expiration, and usage limits. Discounts are not guaranteed to stack unless explicitly stated.
- Workspace: the account for one venue or business, with its own users, data and subscription.
- Customer or you: the person or business that creates or uses a Workspace. Users are the people you allow into your Workspace.
- Your Clients: the couples, companies and other people who book or inquire about events with you, including visitors to your website chat, booking page, proposal and client pages.
- Customer Data: the information you and Your Clients put into the Service, such as contacts, leads, bookings, contracts, files and messages.
- Plan: the subscription you choose (Starter, Professional or Premium, for a given team size and billing period), as described on our website and the billing page.
2. Accounts and security
- You must be at least 18 years old and able to form a binding contract. The Service is for business use, not for personal or household use.
- Give accurate, complete sign-up information and keep it up to date, including a billing contact who can receive notices about your subscription.
- The person who creates a Workspace is its administrator and controls who is added and what they can do. You are responsible for your Users and for everything done under their accounts.
- Every account uses a password and two-step verification. Keep passwords, authenticator devices and recovery codes private, do not share logins, and tell us promptly if you believe an account has been compromised.
3. Free trial and subscriptions
- Free trial. New Workspaces may receive a free trial (currently 7 days). Where a card is required, you add it when you sign up; it is not charged during the trial. We email the Workspace before the trial ends.
- Automatic renewal. Unless you cancel before the trial ends, your card is charged automatically when the trial ends, and then at the start of each billing period (every month or every year, depending on your Plan) until you cancel. By adding a card you authorize these recurring charges.
- The AI Employee. The AI Employee is included only in the Premium Plan, whose price includes it. It is also available during a free trial. It stops working if your Workspace moves to another Plan, and while your subscription is unpaid past the grace period, cancelled or suspended. We may set a fair monthly usage limit; when a Workspace reaches it, the AI Employee stops acting for the rest of the month and only drafts replies for your Users. Moving from Premium to another Plan from the Billing page ends it straight away; section 5 applies to fees already paid.
- Plans and limits. Each Plan includes the features and the number of active Users described for it. If you need more Users or features, change your Plan; differences are prorated by our payment processor.
- Cards on file. Card details are entered on, and stored by, our payment processor, Stripe. We keep only the card brand, last four digits and expiry date so we can show you which card is on file and remind your billing contact before it expires. Keep a valid card on file.
4. Fees, taxes and payment
- Fees are the prices shown for your Plan when you subscribe, in US dollars, and are charged in advance for each billing period. Prices are per venue, not per person, unless the Plan says otherwise.
- Some charges depend on use. On the Professional Plan, each active User beyond the five included costs $14.99 a month ($152.90 a year on yearly billing), adjusted as Users are added, disabled or removed, with the difference prorated. On the Premium Plan, AI Employee inquiries beyond 300 in a calendar month cost $15 for each started block of 100, added to your next invoice; we email your administrators when a block is added, and you can pause the AI Employee at any time.
- Fees do not include taxes. You are responsible for any sales, use, value-added or similar taxes that apply, other than taxes on our income.
- If a payment fails, we may retry it, notify your billing contact and give a short grace period, after which access may be limited until payment is made. Your data is not deleted because a payment failed.
- Subscription price changes. Topvora may change subscription prices for future billing periods. We will provide at least 30 days’ advance notice of price increases by email, account notification, or another appropriate communication channel. For monthly subscriptions, an increase takes effect no earlier than the first monthly renewal after both the announced effective date and the required notice period. For annual subscriptions, the price you paid remains unchanged throughout the current annual term; an increase takes effect no earlier than the first annual renewal after that term ends and the required notice period has elapsed. We will not charge increases retroactively for periods already paid. You may cancel before the increase takes effect, subject to Section 5. Applicable law may require additional notice, consent, or cancellation rights, which will control where required.
5. Cancellation and refunds
- An administrator can cancel at any time from the Billing page. Cancelling ends access to the Workspace immediately and stops future charges.
- If you cancel during a free trial, you are not charged. After the trial, fees already paid are non-refundable, including for partial billing periods and unused Users, except where the law requires a refund.
- After cancelling, your data is kept so you can come back, until you or we delete the Workspace as described in section 7.
6. Payments from your clients
- The Service can let Your Clients pay deposits, installments, add-ons and gratuities by card. These payments are processed by Stripe on your own Stripe account; you are the merchant, and the money goes directly to you. Your use of Stripe is governed by Stripe's own agreements, and Stripe's fees apply.
- You are responsible for the prices, taxes, deposits, cancellation and refund terms you offer Your Clients, for issuing refunds, and for handling disputes and chargebacks. We are not a party to any transaction between you and Your Clients, and we do not hold or transfer their money.
- A platform fee of 1% of each card payment your Clients make through the Service (or the rate shown before you connect Stripe) is deducted by Stripe from that payment. It comes out of your payout, is not added to what your Client pays, and is in addition to Stripe's own processing fees.
7. Your data
- Ownership. You own Customer Data. You give us a limited permission to host, copy, process and display it only to provide, secure and support the Service for you, and as described in our Privacy Policy.
- Separation. Each Workspace's data is kept separate from every other Workspace's. We do not sell Customer Data and do not use it to market to Your Clients.
- Export. An administrator can download a full copy of the Workspace's data at any time from the Billing page.
- Deletion. An administrator can delete the Workspace from the Billing page. Nothing is erased for 30 days, so the deletion can be undone and a final export taken; after that the Workspace's data and files are permanently deleted. Backups and records we must keep by law (for example billing records) may be retained for a limited time as described in the Privacy Policy.
- Your backups. Keep your own copies of anything critical, such as signed contracts.
8. Your clients and your events
- You are responsible for having the right to collect and use Your Clients' information, for giving them any notices required by law, and for how you use the Service toward them.
- Topvora provides contract, proposal and e-signature tools, templates and calculators as a convenience. We do not give legal, tax or financial advice, we are not a party to your contracts, and we do not guarantee that a template or an electronic signature is valid or enforceable where you operate. Have your contract text reviewed by your own lawyer.
- You are solely responsible for your events and venue, including bookings, availability, pricing, permits, alcohol service, safety, insurance and your relationships with Your Clients and vendors. Double-booking protection, holds, reminders and pricing hints are tools to help you, not guarantees.
9. Email and text messages
When you use the Service to email or text Your Clients, you are the sender. You must comply with the laws that apply to you, including the CAN-SPAM Act and the Telephone Consumer Protection Act in the United States: only message people who have asked you to or who would reasonably expect it, obtain consent before sending text messages, include required identification and opt-out instructions, and honor opt-out requests promptly. Delivery depends on email and phone carriers and on your setup, and is not guaranteed.
10. AI features
- Some features use artificial intelligence, including the website assistant (Sanaa), AI-drafted replies and other suggestions. AI output can be inaccurate or incomplete. You are responsible for reviewing it before relying on it, and AI drafts are never sent to Your Clients unless one of your Users sends them, except what the AI Employee sends once you switch it on (below).
- The website assistant answers only from the documents and answers you provide, and identifies itself to visitors as a virtual assistant. Do not configure it to mislead visitors, including into believing they are speaking with a human.
- The AI Employee, on the Premium Plan and once you switch it on, writes to and acts for Your Clients in your name without a User reviewing each step: it replies by email, text and website chat, places tentative holds, books tours and, unless you keep "Ask first" on, sends proposals. It identifies itself to Your Clients as your AI assistant and tells them they can ask for a person. It is designed to use only your own information, packages and pricing rules, never to offer discounts or change terms, never to take payments or confirm bookings, and to hand unusual requests to your Users, but AI can make mistakes, including in prices, dates and availability. You are responsible for everything sent, held or proposed in your name, for your settings and limits, and for checking its work, and you can pause it on a lead or stop it at any time. Do not use it where the law requires a person to make or review the communication.
- AI features are provided through Amazon Bedrock. Your content is processed to produce the response and is not used by us or the model provider to train AI models.
- Voice features use the visitor's own web browser for speech recognition and speech output; some browsers send audio to their own speech service, under that browser maker's terms.
11. Third-party services
The Service relies on third parties, including Amazon Web Services (hosting, email, text messages, file storage and AI) and Stripe (payments). If you connect other services, such as calendar feeds, Zapier, accounting exports or your own website, your use of them is governed by their terms, and we are not responsible for them.
12. Acceptable use
You and your Users must not:
- break any law or anyone's rights, including privacy, consumer-protection and anti-discrimination laws;
- send spam, unsolicited messages or misleading content, or upload malware;
- access or try to access another Workspace's data, probe, scan or overload the Service, or get around its security, limits or billing;
- copy, resell, rent or sublicense the Service, or use it to build a competing product, without our written agreement;
- upload content you have no right to use, or highly sensitive information the Service is not designed for, such as payment card numbers, government identity numbers or health records.
We may remove content or suspend access where reasonably necessary to stop a breach of this section or to protect the Service, other customers or the public.
13. Our intellectual property
The Service, including its software, design, templates and content we provide, belongs to us and our licensors. Subject to these Terms and payment of fees, we give you a limited, non-exclusive, non-transferable right to use the Service for your business during your subscription. If you send us ideas or feedback, we may use them without obligation to you.
14. Confidentiality
Each of us will keep the other's non-public business information confidential, use it only for the purposes of these Terms, and protect it with reasonable care, except where disclosure is required by law.
15. Availability, support and changes
We work to keep the Service available, secure and up to date, but it may sometimes be unavailable for maintenance, updates or reasons outside our control. Support is provided by email or in-app messages on business days. We may add, change or remove features; if we remove a feature that is material to your Plan, we will tell you in advance, and if we discontinue the Service altogether we will give at least 30 days' notice and a chance to export your data.
16. Disclaimers
To the fullest extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted, error-free or that it will meet all of your requirements.
17. Limitation of liability
To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, bookings, goodwill or data, even if told they were possible. Our total liability for all claims relating to the Service is limited to the fees you paid us in the 12 months before the event giving rise to the claim. These limits do not apply to your payment obligations, your obligations under section 18, or liability that cannot be limited by law, such as for fraud.
18. Indemnification
You will defend and indemnify us against third-party claims, and the resulting losses and reasonable costs, arising from Customer Data, your events or your dealings with Your Clients and vendors, the messages you send, or your breach of these Terms or the law.
19. Suspension and termination
You may stop using the Service and cancel at any time. We may suspend or end your access if you materially breach these Terms and do not fix the breach within 10 days of notice, if fees remain unpaid after the grace period, or immediately where needed to prevent harm, fraud or a legal violation. When access ends, the rights granted to you end, and sections that by their nature should survive (including 4, 7, 13, 14 and 16 to 22) continue to apply.
20. Governing law and disputes
These Terms are governed by the laws of the state or country where Topvora is established, without regard to conflict-of-law rules. Before filing any claim, each of us agrees to try to resolve the dispute informally by contacting the other and negotiating in good faith for 30 days. If it is not resolved, it will be decided by the courts located there, and each of us consents to their jurisdiction, unless the law where you are based gives you a right to bring the claim elsewhere.
21. Changes to these Terms
We may update these Terms from time to time. If a change is material, we will update the date above and tell administrators by email or in the app at least 30 days before it takes effect, except where a change is required by law or concerns new features. Continuing to use the Service after the change takes effect means you accept the updated Terms; if you do not agree, you can cancel before then.
22. General
These Terms, together with the Privacy Policy and any order or plan details shown when you subscribe, are the entire agreement between us about the Service. If any part is found unenforceable, the rest remains in effect. Not enforcing a right is not a waiver of it. You may not transfer these Terms without our consent, except with a sale of your business; we may transfer them to a successor. Neither of us is responsible for delays caused by events beyond reasonable control. Notices to you may be sent to the administrator or billing contact email on your Workspace. Nothing in these Terms creates a partnership, employment or agency relationship.
23. Contact
Questions about these terms or your data: topvenueinfo@gmail.com.