Terms of Service

Visitvite provides a subscription-based platform that allows organizations to register and check in visitors, contractors, and deliveries; capture information such as names, photos, government ID details, addresses, dates of birth, and vehicle license plates; store that information for future visits; and issue and manage access credentials. Features vary by subscription plan.

Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable right during your subscription term to access and use the Services for your internal business purposes.

• You must provide accurate, current, and complete registration information and keep it updated.
• You are responsible for all activity under your account, including activity by your administrators, employees, and other authorized users ("Users").
• Keep credentials confidential and use reasonable security measures, such as strong passwords and multi-factor authentication where available. Notify us promptly at [support@visitvite.com] of any unauthorized access.
• You must be at least 18 years old and have legal capacity to enter into this agreement.

a. Plans and fees. The Services are offered on a recurring subscription basis. Plans, features, usage limits (such as number of locations, users, or visitor records), and prices are described on our website or in your order form. If you exceed your plan limits, we may require you to upgrade or pay overage fees.

b. Automatic renewal. Your subscription begins on the date you sign up and continues for an initial term of [one month / one year]. Your subscription will automatically renew for successive terms of the same length (monthly or annual, as shown at checkout) at the then-current price, and we will charge your payment method on file at the start of each term, until you cancel. The price and billing frequency of your plan are shown at checkout and on your order form. By checking the box or clicking the confirmation button at checkout, you give your express consent to this automatic renewal and authorize us and our payment processor to charge your payment method each term. You will receive an email confirming your subscription that includes these terms and how to cancel.

For annual plans, we will email you a reminder [between 3 and 21 days] before each renewal that states the renewal date, the amount, and how to cancel.

d. Cancellation. You may cancel at any time, online, through [Account Settings > Billing > Cancel Subscription], without needing to contact us. You may also email [support@visitvite.com]. Cancellation takes effect at the end of your current paid term, and you keep access until then. We will not charge you for any later term if you cancel before the renewal date.

e. Free trials. If we offer a free trial, you may cancel at any time before it ends to avoid being charged. Unless you cancel, your trial will convert to a paid subscription at the then-current rate and your payment method will be charged. We may limit trials to one per organization.

f. Refunds. Except where required by law or stated in your order form, fees are non-refundable and we do not provide credits for partial terms or unused features.

g. Price changes. We may change fees or plans by giving you at least [30] days' notice before the change takes effect at your next renewal. If you do not agree, you may cancel before the renewal date.

h. Taxes. Fees do not include taxes. You are responsible for all sales, use, VAT, and similar taxes, except taxes on our net income.

i. Late or failed payment. If payment fails or is overdue, we may retry the charge, charge late fees of [1.5% per month or the maximum allowed by law], suspend access after [10] days' notice, or terminate for non-payment. You are responsible for any costs of collection.

a. Customer Data. "Customer Data" means all information that you or your visitors submit to the Services, including visitor and delivery records, photographs, ID information and images, vehicle data, and access credentials. As between you and Visitvite, you own your Customer Data. You grant us a limited license to host, process, transmit, display, and back up Customer Data solely to provide, secure, support, and improve the Services and as described in our Privacy Policy.

b. Legal compliance and notice. You are solely responsible for the lawful collection and use of Customer Data. This includes:

• Giving visitors all notices required by law before collecting their information, including a clear explanation that photos, IDs, and other data are collected and stored for future visits
• Obtaining any consents required by law, including for photographs, scanning or copying government IDs, and any biometric processing
• Complying with laws on ID scanning and retention, privacy, security, employment, school and student records, and any sector-specific rules that apply to you
• Setting appropriate data retention periods and deleting records you no longer need
• Responding to visitors' privacy requests, with our reasonable assistance

c. No unlawful use. You will not use the Services to collect information that you have no right to collect, or to discriminate against any person in violation of the law.

You and your Users may not:

• Use the Services in violation of any law or regulation or third-party rights
• Upload malicious code or interfere with or disrupt the Services or their security
• Attempt to gain unauthorized access to the Services, other accounts, or our systems
• Reverse engineer, decompile, or copy the Services, except as permitted by law
• Resell, sublicense, or provide the Services to third parties, or use them to build a competing product
• Use the Services to stalk, harass, or surveil individuals, or for purposes unrelated to legitimate visitor, delivery, safety, and security management
• Use the Services to make decisions that have legal or similarly significant effects on an individual (such as employment or credit decisions) without independent human review
• Use automated means (bots, scrapers) to access the Services, other than through our approved APIs
• Remove proprietary notices or misrepresent your affiliation with us

We may suspend access if we reasonably believe you have violated this section or if your use poses a security risk.

We maintain commercially reasonable administrative, technical, and physical safeguards designed to protect Customer Data, as described in our Privacy Policy and any security documentation we provide. You are responsible for configuring your account securely, managing User access, and promptly removing users who no longer need access. We will notify you without undue delay after becoming aware of a security breach affecting your Customer Data, as required by law.

The Services, including all software, designs, text, graphics, logos, and documentation, and all improvements and derivatives, are owned by Visitvite or its licensors and are protected by intellectual property laws. Except for the limited rights granted in these Terms, no rights are transferred to you. If you give us feedback or suggestions, you grant us a perpetual, worldwide, royalty-free license to use them without obligation to you. We may use aggregated, de-identified data about use of the Services to operate and improve our products.

The Services may integrate with third-party products, such as access control systems, directories, messaging tools, or payment providers. Your use of third-party services is subject to their terms. We are not responsible for third-party services or for data you choose to share with them.

We will provide support through [email/chat] during [business hours]. We use commercially reasonable efforts to keep the Services available but do not guarantee uninterrupted or error-free operation. We may perform scheduled maintenance and will try to provide advance notice.

Safety notice. The Services are tools to help manage visitors and access. They are not a substitute for professional security services, emergency systems, background checks, or your own judgment. Visitvite does not guarantee that the Services will prevent unauthorized access, crime, or injury, and you are responsible for your own physical security and emergency procedures. ID information is captured as presented, and we do not guarantee the authenticity of any ID or the accuracy of information provided by visitors.

• These Terms begin when you first access the Services and continue for as long as you have an active subscription.
• You may terminate by canceling as described in Section 3.
• Either party may terminate for material breach if the breach is not cured within [30] days after written notice. We may suspend or terminate immediately for non-payment, illegal use, or security threats.

Effect of termination. Your right to use the Services ends. Upon request made within [30] days after termination, we will make your Customer Data available for export. After that period, we will delete Customer Data in accordance with our Privacy Policy and retention practices, except where we must keep it by law. Fees paid are non-refundable, and unpaid fees remain due.

Sections that by their nature should survive termination (including fees owed, intellectual property, disclaimers, limitation of liability, indemnification, and governing law) will survive.

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, VISITVITE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. We do not warrant that the Services will be uninterrupted, secure, or error-free, or that they will meet your legal compliance needs. We do not provide legal advice.

TO THE FULLEST EXTENT PERMITTED BY LAW:

• VISITVITE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, OR GOODWILL, EVEN IF ADVISED OF THEIR POSSIBILITY.
• VISITVITE'S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE AMOUNTS YOU PAID TO US IN THE [12] MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

These limits do not apply to liability that cannot be limited by law. [Consider with your attorney whether to carve out or separately cap liability for data breach, confidentiality, and indemnification obligations.]

You will defend, indemnify, and hold harmless Visitvite and its officers, employees, and affiliates from third-party claims, damages, and expenses (including reasonable attorneys' fees) arising from: (a) your Customer Data or your collection or use of it, including failure to provide required notices or obtain required consents; (b) your breach of these Terms or applicable law; or (c) your Users' misuse of the Services.

Each party will protect the other's non-public business and technical information with reasonable care, use it only to perform under these Terms, and not disclose it except to personnel and advisors who need to know it and are bound by confidentiality obligations, or as required by law. This does not apply to information that is public, independently developed, or lawfully received from a third party.

These Terms are governed by the laws of the State of California, U.S.A., without regard to conflict-of-law rules. Any dispute will be resolved by binding individual arbitration administered by [AAA/JAMS], and each party waives the right to a jury trial and to participate in class actions. Either party may seek injunctive relief in court for intellectual property or confidentiality violations.

Changes to the Terms. We may update these Terms from time to time. For material changes, we will give at least [30] days' notice by email or in-product message. Continued use after the effective date means you accept the updated Terms.

Entire agreement. These Terms, your order form, the Privacy Policy, and the DPA (if applicable) are the entire agreement and supersede prior agreements on this subject. If there is a conflict, the order form controls, then the DPA, then these Terms.

Assignment. You may not assign these Terms without our written consent. We may assign them in connection with a merger, acquisition, or sale of assets.

Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control.

Severability and waiver. If a provision is unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver.

Notices. We may send notices to the email address on your account. Legal notices to us must be sent to the address below.

Publicity. We may identify you as a customer and use your name and logo in our marketing unless you opt out in writing.

Export and sanctions. You will not use the Services in violation of U.S. export controls or sanctions laws.

Email: [support@visitvite.com]