Terms of Service (TOS)

These Terms of Service ("TOS") govern your access to and use of our website and all our event software solutions and services ("Services"). By accessing or using our Services, you agree to be bound by these TOS. If you do not agree with these terms, please do not use our Services.

1. Acceptance of Terms

By registering for, accessing, or using any part of our Services, you confirm that you have read, understood, and agree to be bound by these TOS and our Privacy Policy. If you are entering into these TOS on behalf of an organization or other legal entity (such as your employer), you represent that you have the authority to bind that entity to these TOS, in which case "you" and "your" refer to that entity.

You affirm that you are at least 18 years old or the age of majority in your jurisdiction and are capable of entering into a binding contract.

2. Description of Services

EventReception provides innovative, user-friendly solutions that facilitate event planning and management.

Our Services may include, but are not limited to:

• Event floor plan creation
• Guest list management and seating arrangements
• Collaboration among users
• Communication among users
• SMS messaging to guests
• Online navigation maps
• Event check-ins
• Event management and other event-related functionalities

Through our website www.eventreception.com, users can:

• Access detailed information about our Services
• Communicate with us via contact forms, email, or chat support
• Purchase our Services through a secure online payment system

3. Registration and Account Creation

3.1 Account Registration

To use certain features of our Services, you must register and create an account ("Account"). When doing so you agree to:

• Provide accurate, current, and complete information during registration.
• Maintain and promptly update your information to keep it accurate, current, and complete.
• Protect the confidentiality of your login credentials and be responsible for all activities that occur under your Account.

3.2 Invited Users

If you have been invited via an email link to register and access the EventReception platform ("Invited User"), you must accept the invitation and register on the platform. The Inviter can be either:

• EventReception, if you have purchased an event directly from us;
• A host, venue, or vendor who has purchased an account from EventReception and enables you to use the platform, typically free of charge.

As an Invited User, you agree to:

• Provide true, accurate, current, and complete information about yourself and, where applicable, your guests.
• Have the explicit or implicit permission from your guests to input their details and contact information into the EventReception platform.
• Maintain and promptly update your data to keep it true, accurate, current, and complete.
• Grant us the right to send one-off SMS messages to your guests as part of the Inviter's services to you.
• Allow EventReception to process and utilize the guest data you’ve provided to maximize the success of your event. The platform’s capabilities include, but are not limited to: printing table plans and attendee lists with guest seating arrangements, tracking guest numbers and RSVPs, organizing guests into categories, and performing any additional processing required to ensure a seamless event experience.

3.3 Account Security

You are solely responsible for maintaining the confidentiality of your username and password. You agree to notify EventReception immediately of any unauthorized access or use of your Account or any other breach of security. EventReception will not be liable for any loss or damage arising from your failure to comply with this obligation.

4. Data Privacy

Your privacy is important to us. Please review our Privacy Policy and General Data Protection Regulation (GDPR) section to understand how we collect, use, and disclose information.

4.1 User Data

• Personal Data: We collect personal data when you contact us, fill out forms, or complete a purchase. This may include your name, company, email, etc.
• Data Inserted by Users: You may input data that includes personally identifiable information (PII) of your guests or clients, such as names, email addresses, and phone numbers.
• Usage Information: We collect information about how you interact with our Services, including IP addresses, browser types, and device information.

4.2 Data Usage

• We use your data to provide and improve our Services.
• We do not sell or rent any data you provide through our Services.
• When necessary we may share data with trusted partners exclusively for the purpose of providing our Services. This includes, for example, hosting providers, transaction processors, and SMS delivery services. Our partners use the data solely to perform their services.

4.3 Invited Users and Data Sharing

When Invited Users use EventReception's collaboration platform, and input guest data, these are shared in real-time with both the Inviter and EventReception. A notable exception is the Contact Details of the Invited Users guests, which include guests':

• Mobile phone number
• Landline phone number
• Email address
• Physical address

These guest Contact Details remain undisclosed to the Inviter at all times.

4.4 User Responsibilities

• You are responsible for obtaining explicit or implicit permission from your guests or clients before inputting their personal data into our Services.
• You must comply with all applicable data protection laws including GDPR, where applicable.

5. Payments and Fees

5.1 License Fee

Access to certain features of our Services may require payment of a license fee, as detailed in a separate Financial Agreement or as indicated during the purchase process.

5.2 Payment Terms

• All fees are due in advance and are non-refundable unless otherwise stated.
• Payments can be made via bank deposit, credit card, or other accepted payment methods.
• You are responsible for any taxes, bank transfer fees, or other charges not included in the net amount.

5.3 Invited Users and Payments

If you have not directly purchased an account from EventReception but have been invited by a host, venue, or vendor, EventReception will not charge you any fees.

It is possible, however, for the Inviter to charge fees for SMS messages or for offering the EventReception platform services to you as part of their own services. Any such charges are independent of EventReception and should be agreed upon between you and the Inviter.

5.4 Paid Usage by Invited Users

If you purchase an event directly from EventReception, different rates apply based on the selected package. Please visit our pricing page for more details.

By purchasing an event directly from EventReception, you explicitly authorize us (or our third-party payment processor) to charge you for the transaction. We may ask you to supply additional information relevant to your transaction, including your company information if you make a purchase on behalf of a company, your credit card number, the expiration date of your credit card, and your billing and contact information.

You represent and warrant that you have the legal right to use any payment method(s) you provide. When you initiate a transaction, you authorize us to provide your payment information to third parties so we can complete your transaction and charge your payment method for the selected transaction (plus any applicable taxes and other charges).

5.5 Default

Failure to pay fees when due may result in suspension or termination of your access to the Services.

6. Intellectual Property Rights

6.1 Ownership

All content, features, and functionality of the Services—including but not limited to software, text, graphics, logos, and images—are the exclusive property of EventReception and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

6.2 License Grant

EventReception grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your personal or internal business purposes, in accordance with these TOS.

6.3 Restrictions

You agree not to:

• Modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell any content obtained from the Services.
• Reverse-engineer, decompile, or disassemble any portion of the Services.
• Remove any copyright, trademark, or other proprietary rights notices contained in or on the Services.

7. User Conduct

You agree to use the Services responsibly and to not engage in any activities that:

• Violate any applicable laws or regulations.
• Infringe upon the rights of others.
• Are harmful, fraudulent, deceptive, threatening, harassing, defamatory, obscene, or otherwise objectionable.
• Introduce viruses, malware, or other harmful material.

8. Limitation of Liability

To the fullest extent permitted by applicable law:

• EventReception, its directors, officers, employees, agents, or affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, loss of data, or goodwill, service interruption, computer damage or system failure, or the cost of substitute services, arising out of or in connection with these TOS or from your use of or inability to use the Services.
• EventReception's total liability for any claims arising out of or relating to these TOS or your use of the Services shall not exceed the amount you have paid to EventReception in the last twelve (12) months, or 10 Euros if you have not had any payment obligations.

9. Indemnification

You agree to indemnify, defend, and hold harmless EventReception and its affiliates, officers, agents, and employees from any claims, liabilities, damages, losses, and expenses arising from:

• Your use of the Services.
• Your violation of these TOS.
• Your violation of any rights of another party.

10. Termination of Account and Service Usage

10.1 Termination by You

You may terminate your Account at any time by contacting us at info@eventreception.com. Upon termination, you must cease all use of the Services.

10.2 Termination by EventReception

We reserve the right, in our sole discretion, to suspend or terminate your access to the Services at any time, without notice, for any reason, including but not limited to breach of these TOS. Upon termination, your right to use the Services will immediately cease, and EventReception may delete your account and associated data.

10.3 Effect of Termination

Upon termination:

• Your right to access and use the Services will immediately cease.
• EventReception may delete your data after thirty (30) days, unless legally obligated to retain it.
• All provisions of these TOS which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

11. Governing Law and Jurisdiction

These TOS shall be governed by and construed in accordance with the laws of Greece, without regard to its conflict of law provisions. Any disputes arising under or in connection with these TOS shall be subject to the exclusive jurisdiction of the courts located in Thessaloniki, Greece.

12. Dispute Resolution

12.1 Mediation

Any dispute arising out of or relating to these TOS shall first be attempted to be resolved through mediation in Thessaloniki, Greece, in accordance with Greek Law 3898/2010 and the rules and procedures of the Hellenic Center of Mediation and Arbitration.

12.2 Arbitration

If mediation fails, the dispute shall be finally resolved by arbitration under the International Chamber of Commerce (ICC) Rules of Arbitration. The arbitration shall be conducted in English in Thessaloniki, Greece, by three arbitrators. The arbitration award shall be final and binding on the parties.

13. Miscellaneous Provisions

13.1 Entire Agreement

These TOS, along with any Financial Agreement and our Privacy Policy, constitute the entire agreement between you and EventReception, superseding any prior agreements.

13.2 Amendments

EventReception reserves the right to modify or replace these TOS at any time. We will notify you of any changes by updating the "Last Updated" date. Your continued use of the Services after any changes constitutes acceptance of the new TOS.

13.3 Severability

If any provision of these TOS is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

13.4 Waiver

No waiver by EventReception of any term or condition set forth in these TOS shall be deemed a further or continuing waiver of such term or condition or a waiver of any other term or condition.

13.5 Assignment

You may not assign or transfer your rights or obligations under these TOS without our prior written consent. EventReception may assign or transfer these TOS without restriction.

13.6 Notices

Notices to you may be made via email or regular mail. The Services may also provide notices to you of changes to these TOS or other matters by displaying notices or links to notices generally on the platform.

14. Copyright Policy

EventReception respects the intellectual property rights of others and expects its users to do the same. If you believe that any material on the EventReception platform infringes your copyright, please notify us promptly. EventReception will respond to all such notices and take appropriate actions, including removing or disabling access to the infringing material.

EventReception will terminate a user's access to and use of the Services if, under appropriate circumstances, the user is determined to be a repeat infringer of the copyrights or other intellectual property rights of EventReception or others.

15. Contact Information

If you have any questions about these TOS or need to contact us for any reason, please reach out to us at:

• Email: info@eventreception.com
• Phone: (+30) 239 202 4644
• Address: EventReception.com, 33 Smirnis, 55132 Thessaloniki, Greece

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By using our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.