Venue Terms of Service

1. Agreement and parties

These Venue Terms of Service (the “Terms”) form an agreement between 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.

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. Subscriptions and billing

Access to paid features is provided on a subscription basis. Fees, billing frequency, and any applicable taxes are presented to you before you subscribe. Unless stated otherwise, subscriptions renew automatically for successive periods until cancelled, and fees are non-refundable except where required by law. We may change pricing on prospective renewal with reasonable advance notice. Subscription billing is handled through our payment processor (Stripe).

Note for Eric: confirm the launch pricing model, billing cadence, free-trial terms, and refund policy before this clause is published.

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). With respect to that guest data, you are the data controller and GameLedger is a processor acting on your documented instructions to provide the platform. We will:

• process guest personal data only to provide and support the platform, and not for our own independent purposes;
• apply appropriate technical and organizational security measures;
• engage sub-processors (such as our hosting, database, email, and messaging providers) to deliver the service — the current list is in our Privacy Policy;
• assist you, taking into account the nature of processing, with guest data-subject requests (including access and erasure) and with your own security and breach-notification obligations; and
• on termination, delete or return guest personal data on your written request, except where retention is required by law (see the retention and erasure handling in our Privacy Policy).

Note for Eric: this section is DPA-style language embedded in the Terms. If a customer requires a standalone Data Processing Agreement (common for UK/EU venues), a separate DPA should be offered. Confirm with counsel whether this embedded clause is sufficient for launch.

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 is limited to the fees you paid to GameLedger for the platform in the twelve (12) months before the event giving rise to the claim.

Note for Eric: confirm the liability cap formula (12-month fees paid) and any carve-outs with counsel.

11. Term and termination

These Terms apply for as long as you use the platform. You may stop using the platform and cancel your subscription at any time. We may suspend or terminate access if you materially breach these Terms, fail to pay, 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 request export or deletion of your data as described in 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

These Terms are governed by the laws of [governing-law jurisdiction — TBD], without regard to its conflict-of-laws rules, and the courts of [venue for disputes — TBD] have exclusive jurisdiction, except where mandatory local law gives a customer rights in their own jurisdiction.

Note for Eric: choose the governing-law jurisdiction and dispute venue. Because GameLedger has live customers in the UK and Asia, confirm with counsel whether a single jurisdiction is appropriate or whether UK/EU mandatory consumer/data-protection rights need an explicit carve-out.

14. Contact

Questions about these Terms? Email support@gameledger.io.