Terms of Service

"VexaServe", "we", "us", "our" or "the service" means the VexaServe platform, website, dashboards, APIs, features, tools, integrations and related services operated by VexaServe.

"Business Content" means catalogs, campaigns, loyalty programs, offers, promotions, texts, images, settings, customer-facing materials and other materials created, uploaded or configured by you through the platform.

"Members" or "Guests" means end users, customers, visitors or other individuals who interact with your campaigns, loyalty programs, orders, reservations, reviews, offers or other features made available through the platform.

"Subscription" means a paid plan, package, usage-based arrangement, trial or other commercial access to the platform.

You must be at least 18 years old and have full legal capacity and authority to represent the business that registers.

You are responsible for providing accurate account information, keeping it up to date, and maintaining the confidentiality and security of your login credentials, admin accounts, staff accounts and connected services.

You are responsible for all activity that occurs under your account, including actions taken by employees, contractors, agents, invited users and other authorised users.

You must notify us promptly if you become aware of unauthorised access, credential compromise, misuse of the platform or any security incident involving your account.

We may require account verification, business verification or additional information before enabling or continuing access to certain features.

You agree not to use the platform to:

You may not access the platform to copy non-public features, collect non-public technical or commercial information, build a substantially similar competing service, or bypass intellectual-property rights and security measures.

This restriction does not prohibit fair competition, independent development, lawful interoperability or rights that cannot be restricted by law.

You are solely responsible for your Business Content and for the catalogs, offers, loyalty programs, rewards, campaigns, promotions and customer-facing terms you create through the platform.

You confirm that you have all rights, licences and permissions needed to use and display your Business Content, that your content and campaigns are accurate, lawful and not misleading, and that you will honour the terms you publish to Members or Guests.

We do not provide your customer-facing terms, campaign rules, loyalty rules, refund rules or promotion conditions. Those remain your responsibility.

We may remove, restrict or disable Business Content if we reasonably believe that it violates these Terms, applicable law, third-party rights, security requirements or platform integrity.

These Terms are business terms between us and the business using the platform. Your Members, Guests and customers do not become parties to these Terms merely by using a public form, QR page, loyalty program, order, reservation or other public flow.

You are responsible for the commercial terms that apply between you and your Members, Guests or customers, including prices, taxes, refunds, cancellations, offer conditions, loyalty rules, service times and consumer, advertising or sector-specific legal obligations.

You must not hide, remove, bypass or contradict privacy, consent, opt-out, security or legal notices shown by the platform in public flows. If your own terms or instructions conflict with mandatory platform notices, the platform notices control for use of the service.

Paid features are provided under the Subscription or commercial plan selected by you or agreed with us. Unless otherwise stated in the plan, Subscriptions renew automatically at the end of each billing period.

Subscription fees are charged according to the plan, billing cycle, included locations and any extra locations shown at checkout, on the invoice, in a written quote or in the subscription agreement. Adding, enabling or reactivating a location may increase charges immediately or from the next billing period; removing or scheduling removal of a location reduces only future charges as shown and does not create a refund or credit for the current period unless required by law or expressly stated in the applicable plan.

You must cancel before the renewal date to avoid being charged for the next billing period. Fees are non-refundable except where required by law or expressly stated in the applicable plan.

VAT and other taxes apply as shown at checkout, on the invoice, in a written quote or in the subscription agreement, and as required by applicable law. Depending on billing details and VAT status, taxes may be included in the price, added, not charged, zero-rated or reverse-charged. No separate Stripe automatic tax is added at checkout unless clearly shown before payment. Provider VAT/Tax ID: [VAT / TAX ID].

You are responsible for taxes, duties, levies, fees, bank charges, chargebacks or similar charges related to your use of the platform.

We may suspend or restrict access for failed payments, overdue invoices, chargebacks, suspected fraud or material payment disputes.

If you upgrade, downgrade or change your plan, the change may take effect immediately or at the next billing period, depending on the plan and payment setup. A downgrade may limit features, usage limits, storage, exports, integrations or support.

Payment processing may be handled by third-party payment providers. Their own terms may apply to the payment process, but your commercial relationship for use of the platform remains governed by these Terms and the selected plan.

The checkout screen, order form, invoice, written quote or subscription agreement may show the specific plan, price, billing cycle, renewal date, usage limits, trial, taxes, cancellation and payment details. If those purchase-specific commercial details conflict with these Terms, the details shown or agreed for that purchase control for that Subscription, while these Terms continue to govern all other matters.

We may change prices or plan features from time to time. For existing paid Subscriptions, material price increases will apply from the next renewal period unless otherwise stated or required by law.

We may offer free trials, beta features, experimental tools or early-access functionality. They may be limited, changed, suspended or discontinued at any time.

If a free trial converts into a paid Subscription, the conversion, billing date and price must be shown or agreed before charging.

Beta or experimental features are provided for testing and evaluation, may be incomplete, unstable, inaccurate or unavailable, and come without support or availability commitments unless expressly agreed in writing.

We will use reasonable efforts to provide and maintain the platform. Unless we expressly agree to a separate written SLA, we do not guarantee uninterrupted, secure, timely, error-free operation or compatibility with every system, browser, device or third-party service.

You are responsible for your own internet access, power supply, devices, browsers, local networks, POS systems, printers, scanners, QR displays and any other equipment or connectivity needed to use the platform. We are not responsible for service interruptions, missed or delayed orders, reservations, payments or operational actions caused by your connectivity, equipment, local network, telecom/ISP provider, browser, device or on-premise system.

We may perform maintenance, updates, security fixes, infrastructure changes or feature changes that may temporarily affect availability or functionality.

Support is provided according to the applicable plan or support arrangement. Unless expressly agreed otherwise, we do not guarantee response times, resolution times or continuous support coverage.

Our processing of personal data is described in the Privacy Policy. For account administration, billing, security, abuse prevention, analytics, service improvement, legal compliance and our own business operations, we may act as an independent controller.

For personal data that you upload, configure, collect or otherwise process through the platform for your own business purposes, you are responsible for determining your legal basis, notices, consents, marketing rules, data-subject rights handling and other compliance obligations.

Where we process personal data on your behalf as a processor, the "Data Processing Terms" section forms the Data Processing Addendum between us, unless we agree a separate DPA that replaces or supplements that section.

You agree to use Member and Guest data only lawfully, obtain and maintain any required consents or legal bases, respect opt-outs and marketing preferences, not export or reuse data off-platform without a lawful basis, and promptly notify us of any data-subject request, complaint, authority request or security concern relating to platform data.

Where the GDPR, ePrivacy law or similar law applies and we process personal data on your behalf as a processor, this section is a binding data processing agreement. You act as controller or other lawful instructing party and we act as processor.

The subject matter of the processing is the provision, operation, security, support and improvement of the platform. The duration is the Subscription term plus any account closure, retention, backup or legal retention period. The nature and purpose include hosting, storage, transmission, organisation, retrieval, support, security, logging, abuse prevention and operational processing required for the service.

Categories of data subjects may include administrators, staff, invited users, Members, Guests, customers, contacts and other individuals whose data you enter or collect through the platform. Categories of data may include account and contact details, identifiers, orders, reservations, reviews, loyalty data, preferences, consents, technical logs, device data, communications, Business Content and limited payment metadata. You must not upload special-category data, health data, criminal-conviction data or other highly sensitive data unless the relevant feature expressly supports it and we have agreed the necessary terms.

We process personal data only on your documented instructions, including these Terms, the settings you choose in the platform and lawful support requests. If we believe an instruction violates applicable law, we will notify you unless prohibited by law. If a law requires us to process data independently of your instruction, we will notify you before processing unless prohibited.

We ensure that persons authorised to process personal data are bound by confidentiality or an appropriate statutory duty. We will implement appropriate technical and organisational security measures taking into account the nature of the processing, the risks, the state of the art, cost and the platform functions.

We will reasonably assist you, taking into account the nature of processing and information available to us, with data-subject requests, security obligations, impact assessments, prior consultation with authorities and supervisory-authority enquiries relating to processing on your behalf. We may charge reasonable fees for assistance that goes beyond normal platform functionality or the applicable plan.

We will notify you without undue delay after becoming aware of a personal-data breach affecting data we process on your behalf. The notice will include available information reasonably necessary for you to assess your obligations. You are responsible for notifications to supervisory authorities or data subjects unless the law requires us to act.

You authorise us to use subprocessors needed to provide, secure, support and improve the platform. We will impose materially equivalent data-protection obligations on subprocessors and remain responsible for their performance. We will provide information about material subprocessor categories or changes through the Privacy Policy, platform, notice or another reasonable method. You may object to a new subprocessor on reasonable data-protection grounds; if no reasonable resolution is available, the practical remedy may be disabling the affected feature or terminating the affected service.

International transfers of personal data outside the European Economic Area will use an appropriate transfer mechanism, such as an adequacy decision, Standard Contractual Clauses or another lawful mechanism, where required. We do not guarantee any specific hosting or storage country unless expressly stated in a plan, DPA, agreement or service setting.

After the end of the service provision relating to processing, we will delete or return personal data processed on your behalf according to available functionality, retention policy, backups and legal obligations. We may retain data where required by law or necessary for security, disputes, tax, accounting or legitimate business needs.

We will make available information reasonably necessary to demonstrate compliance with this section, such as appropriate documentation, certifications, security-measure summaries or responses to reasonable enquiries. Any audit must be reasonable, pre-announced, non-disruptive, protective of confidential information and other customer data, and limited to processing that concerns you.

We use reasonable technical and organisational measures designed to protect the platform and the data processed through it.

You are responsible for configuring your account securely, managing user permissions, protecting credentials and ensuring that your authorised users follow appropriate security practices.

We may create backups or snapshots for operational, security or continuity purposes. Unless expressly agreed otherwise, we do not guarantee that any specific data can always be restored or recovered.

During your active Subscription, you may have access to export features where available under your plan.

After cancellation or termination, access to the platform may be restricted or disabled. We may retain certain data for account closure, legal compliance, dispute handling, security, backups, tax, accounting or legitimate business purposes.

We may delete or anonymise data after the applicable retention period, unless retention is required by law or necessary for legitimate business, security or legal reasons.

You are responsible for exporting any data you need before cancelling your Subscription or before your access ends.

The platform, software, design, technology, source code, interfaces, workflows, databases, documentation, trademarks, logos, trade names and related intellectual property belong to VexaServe or its licensors.

These Terms do not transfer ownership of the platform or any of our intellectual property to you. Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the platform for your internal business purposes during the Subscription term.

You retain ownership of your Business Content. You grant us a worldwide, non-exclusive, royalty-free licence to host, store, process, display, transmit and otherwise use your Business Content only as needed to operate, provide, secure, support and improve the platform.

You may not copy, modify, reverse engineer, decompile, resell, sublicense, reproduce or create derivative works from the platform except where expressly permitted by law or by us in writing.

If you provide ideas, suggestions, requests, comments or feedback about the platform, we may use them without restriction or compensation, without publicly identifying you as the source without your permission.

The platform may integrate with or rely on third-party services, including payment providers, email providers, hosting providers, analytics tools, AI services, communication tools, authentication providers, databases, maps and other infrastructure or software providers.

Third-party services may be subject to their own terms, privacy policies, availability, fees, limits and technical restrictions. We are not responsible for third-party services, their availability, changes, outages, security incidents, data practices or performance, except to the extent required by applicable law.

If a third-party service is optional or depends on your configuration, you are responsible for assessing whether its use is appropriate for your business, customers, lawful basis for processing and notice or consent obligations.

You are responsible for ensuring that your use of connected third-party services complies with their applicable terms and with applicable law.

The platform may include AI-assisted, automated or recommendation-based features, including classification, text generation, suggestions or other assisted workflows.

Outputs may be incomplete, inaccurate, inadequate or unsuitable for your specific use case. You are responsible either for reviewing and approving outputs before use, or for deliberately configuring, testing and monitoring any automation rule that uses or sends outputs without separate human approval for each output.

You must not rely on AI features as legal, financial, tax, medical, security or other professional advice. You must not use those features for prohibited or high-risk uses, automated decisions with legal or similarly significant effects on individuals, or purposes requiring special human assessment, without appropriate lawful basis, transparency and human review.

If you use AI output in content or communications shown to Members, Guests or the public, you are responsible for any legally required disclosure that the content was generated or assisted by AI, and for avoiding deception, manipulation, discrimination or unfair commercial practices.

We may limit, modify, suspend or disable AI features at any time for security, compliance, quality, cost or operational reasons.

Either party may receive non-public business, technical, financial, product or operational information from the other party. The receiving party must protect that information using reasonable care and use it only to perform or receive the service.

Confidentiality obligations do not apply to information that is already public without breach, was lawfully known before disclosure, was lawfully received from a third party, or was independently developed without use of confidential information.

We may suspend, restrict or terminate your access to all or part of the platform if you breach these Terms, payment fails, invoices remain unpaid, your use creates security, legal, operational or reputational risk, you misuse data, your Business Content or campaigns may violate law or third-party rights, we are required to do so by law, court order, authority request or payment provider requirement, or continued access may harm the platform, other users, Members, Guests or third parties.

Where reasonable, we may provide notice and an opportunity to fix the issue. We may act immediately where necessary to protect security, legal compliance, platform integrity or third parties.

You may cancel your Subscription according to the cancellation process made available in the platform or by contacting us. Cancellation does not affect fees already due, unpaid charges, legal obligations, data retention obligations or provisions of these Terms that should reasonably survive termination.

The platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, representations and conditions, whether express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, availability, accuracy, reliability and error-free operation.

We do not warrant that the platform will meet all your requirements, be uninterrupted, secure, timely or error-free, that all errors will be corrected, that data will never be lost, corrupted or delayed, that third-party services will remain available or unchanged, or that campaigns, offers, reviews, reservations, orders, loyalty programs or other features will achieve any commercial result.

Nothing in these Terms excludes warranties, rights or liabilities that cannot be excluded under applicable law.

To the maximum extent permitted by law, we will not be liable for indirect, incidental, special, consequential, exemplary or punitive damages, loss of profits, revenue, business, goodwill or anticipated savings, business interruption, loss or corruption of data, unauthorised access to data, third-party claims, actions or failures of third-party services, or campaigns, offers, rewards, promotions and customer-facing terms created by you.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to the platform, any Subscription or these Terms will not exceed the amounts actually paid by you to us for the platform during the 12 months immediately preceding the event giving rise to the claim.

The limitations apply regardless of the legal theory of liability. They do not limit liability where such limitation is not permitted by applicable law, including liability for fraud, wilful misconduct, gross negligence where it cannot be limited, death or personal injury caused by fault, or other liability that cannot legally be limited.

The limitations do not limit your obligation to pay fees due, confidentiality obligations, indemnity obligations, misuse of intellectual property, or your liability for unlawful data use.

You agree to indemnify and hold us harmless from claims, damages, losses, liabilities, costs and expenses, including reasonable legal fees, arising out of or relating to your Business Content, campaigns, promotions, loyalty programs, offers or customer-facing terms, misuse of the platform, breach of these Terms, violation of law, violation of third-party rights, processing or misuse of Member, Guest or customer data, off-platform data use, or actions of your employees, contractors, agents or authorised users.

We will give you reasonable notice of an indemnified claim, provide reasonable cooperation, and may participate in the defence at our own expense. You may not settle a claim in a way that admits fault by us, imposes obligations on us, or affects our rights without our prior written consent.

We are not liable for delay or failure to perform caused by events beyond our reasonable control, including natural disasters, war, terrorism, civil unrest, labour disputes, government actions, power or internet failures, infrastructure provider failures, cyberattacks, pandemics or similar events.

We may assign or transfer these Terms in connection with a merger, acquisition, restructuring, sale of assets or transfer of the service. You may not assign or transfer these Terms without our prior written consent unless the law provides otherwise.

Notices may be provided by email, through the platform, through your account or by another reasonable method. You are responsible for keeping your contact details current.

If any provision is held invalid or unenforceable, the remaining provisions remain in effect and the provision will be interpreted or replaced to the maximum permitted extent to achieve its purpose.

Failure to enforce a right is not a waiver. Provisions that by their nature should survive termination, including fees, intellectual property rights, confidentiality, disclaimers, liability limits, indemnity, data retention, governing law and dispute terms, survive.

We may improve, modify, replace, limit, suspend or discontinue features of the platform from time to time. We will try to avoid materially reducing core paid functionality during an active Subscription period without reasonable notice, unless the change is necessary for security, legal, compliance, technical or operational reasons.

We are not required to maintain any specific feature, integration or third-party connection indefinitely.

We may update these Terms from time to time. Each version will include an effective date or version number. If we make material changes, we may notify you through the platform, by email or by another reasonable method.

Your continued use of the platform after the effective date of updated Terms constitutes acceptance of the updated Terms. If you do not agree, you must stop using the platform and cancel your Subscription.

These Terms are governed by the laws of Greece, unless mandatory law provides otherwise.

The parties will first try to resolve any dispute amicably and in good faith. If a dispute cannot be resolved amicably, the courts of Greece will have jurisdiction and specifically the courts of [COMPANY SEAT CITY, GREECE], unless mandatory law provides otherwise.

For questions about these Terms, use the contact page at https://vexaserve.com/en/contact.