Venue Terms of Service

1. Agreement and parties

These Venue Terms of Service (the “Terms”) form an agreement between Fox Software LLC, a Georgia limited liability company, whose registered address is 285 Mayson Avenue Northeast, Apt 373, Atlanta, GA 30307, USA, which operates GameLedger (“GameLedger,” “we,” “us”), and the business that registers for and uses the GameLedger platform (the “Venue,” “you”). By creating an account, accepting an invitation to join a Venue's account, or otherwise using the platform on a Venue's behalf, you agree to these Terms and represent that you are authorized to bind the Venue.

Our Data Processing Addendum forms part of these Terms (see section 6).

2. The service

GameLedger is a software-as-a-service platform for managing a venue, including reservation and booking management, a game library catalog (including imports from third-party sources such as BoardGameGeek), a guest-facing booking experience, customer records, and analytics. We may add, change, or remove features over time. We provide the platform on an “as available” basis and aim for high availability but do not guarantee uninterrupted service.

3. Accounts and responsibilities

• You are responsible for the accuracy of the information you enter, including venue details, availability, pricing, and policies shown to guests.
• You are responsible for safeguarding account credentials and for all activity under your account and any team-member accounts you invite. Notify us promptly of any unauthorized use.
• You are responsible for your own compliance with the laws that apply to your business, including consumer-protection, tax, and data-protection laws in the jurisdictions where you operate.
• You are responsible for the content you upload and for ensuring you have the rights to use it.

4. Fees

GameLedger is free while we launch, and we'll give you notice before that changes. There are no paid plans yet, so GameLedger charges you nothing for using the platform today, and we don't take a commission on your bookings.

If we introduce paid plans, we'll show you the prices and terms before you choose one, and we'll charge fees only under terms you accept at that time. Separately, Stripe charges its own processing fees for guest payments to your Stripe account, under your agreement with Stripe.

5. Payment processing and guest payments

Where you enable guest payments or deposits, those payments are processed through Stripe on your connected Stripe account. You — not GameLedger — are the merchant of record for guest transactions: funds settle to your Stripe account, and you are responsible for chargebacks, refunds, disputes, and any taxes on those transactions. Your use of Stripe is also governed by Stripe's own terms. GameLedger facilitates these payments and records their status but does not hold guest funds and is not a party to the transaction between you and your guest.

6. Data processing

When you use GameLedger, you collect personal data about your guests (such as names, contact details, and reservation notes). For that guest data, you are the data controller and GameLedger is your processor, acting on your documented instructions to provide the platform.

Our Data Processing Addendum (the “DPA”) forms part of these Terms and applies automatically; there is nothing separate to sign. It sets out how we process guest data: the security we apply, the sub-processors we use and how we tell you before that list changes, how we help with guest requests, how quickly we tell you about a breach, deletion when you leave, and the safeguards for data transferred from the UK, the EU, Switzerland, Japan, and Korea to the United States. If the DPA and these Terms conflict on how personal data is handled, the DPA applies.

For your own account data (such as your login and team details), GameLedger is the controller, as described in our Privacy Policy.

7. Acceptable use

You agree not to, and not to allow anyone to:

• use the platform for any unlawful, deceptive, or harmful purpose, or to send unsolicited marketing in violation of applicable law;
• upload malware, attempt to gain unauthorized access, probe or circumvent security, or interfere with the platform's operation or other customers' use of it;
• resell, sublicense, or provide the platform to a third party as a service except as expressly permitted; or
• reverse engineer or copy the platform except to the extent the law permits despite this restriction.

8. Intellectual property

GameLedger and its underlying software, design, and content are owned by us and our licensors. We grant you a limited, non-exclusive, non-transferable right to use the platform for your venue during the term. You retain ownership of the data you put into the platform.

9. Warranties and disclaimers

Except as expressly stated, the platform is provided “as is” and “as available” without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement, to the fullest extent permitted by law. Nothing in these Terms excludes any liability that cannot be excluded by law.

10. 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, or data. Except for liability that cannot be limited by law, GameLedger's total aggregate liability arising out of or relating to the platform, including under the DPA, is limited to the greater of (a) the fees you paid to GameLedger for the platform in the twelve (12) months before the event giving rise to the claim and (b) US$100.

Nothing in this section limits or excludes either party's liability under the Standard Contractual Clauses or the UK Addendum incorporated in the DPA, or liability to data subjects under data-protection law.

11. Term and termination

These Terms apply for as long as you use the platform. You may stop using the platform and close your account at any time. We may suspend or terminate access if you materially breach these Terms, fail to pay fees you have agreed to, or use the platform in a way that risks harm to the platform, guests, or others. On termination, your right to use the platform ends; you may ask us to export or delete your data as described in the DPA and our Privacy Policy, subject to legal retention.

12. Changes to these Terms

We may update these Terms from time to time. For material changes we will provide reasonable notice (for example, by email or in-app). Your continued use of the platform after the changes take effect constitutes acceptance.

13. Governing law and jurisdiction

These Terms are governed by the laws of the State of Georgia, without regard to its conflict-of-laws rules, and the state and federal courts located in Fulton County, Georgia, have exclusive jurisdiction, except where mandatory local law gives a customer rights in their own jurisdiction. The Standard Contractual Clauses in the DPA are governed by the law, and heard by the courts, that the DPA names for them.

14. Contact

Questions about these Terms, or a legal notice? Email support@gameledger.io.