Terms of Service | HTS Guestlist

1. Acceptance of Terms

By accessing or using HTS Guestlist (the "Service"), you agree to be legally bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms. If you do not agree to these Terms, do not use the Service.

2. Description of Service

HTS Guestlist is a hierarchical guestlist management platform designed for nightclub organizers, event promoters, and door staff. The Service enables organizers to create and manage events, invite promoters and sub-promoters with configurable guest quotas, allow guests to self-register via unique invite links, and perform real-time check-ins at the door.

3. Eligibility

You must be at least 18 years of age to create an Organizer account or use the Service in any capacity that involves managing events, inviting promoters, or checking in guests. By using the Service, you represent and warrant that you meet this requirement. We reserve the right to suspend or terminate accounts that do not meet this requirement.

4. User Roles and Responsibilities

4.1 Organizers

Organizers are the primary account holders responsible for creating and managing events. As an Organizer, you agree to:

Take full responsibility for all data within your events, including guest information.
Take full responsibility for the actions of all promoters and sub-promoters in your network.
Obtain all necessary legal permissions to collect and process guest personal data.
Comply with all applicable local, provincial, and federal laws, including venue licensing requirements and privacy legislation.
Ensure your events and the use of the Service are lawful in your jurisdiction.

4.2 Promoters and Sub-Promoters

Promoters and sub-promoters access the Service via invitation from an Organizer. As a Promoter or Sub-Promoter, you agree to:

Operate within the guest quota assigned to you by the Organizer.
Take responsibility for the guests you add to any guestlist.
Not share, resell, or transfer your invite links or access credentials.

4.3 Guests

Guests access the Service through a single-use invite link provided by a Promoter or Organizer. By submitting your information through an invite link, you agree to allow your information to be used for the purpose of the event guestlist and check-in, as described in our Privacy Policy.

5. Acceptable Use

You agree not to use the Service to:

Organize or facilitate illegal events or activities.
Bypass or circumvent guest quota limits.
Share single-use guest invite links publicly or in ways not intended by the Organizer.
Scrape, crawl, or otherwise access the Service by automated means without our express written permission.
Impersonate any person or entity or misrepresent your affiliation with any person or entity.
Upload or transmit viruses or any other malicious code.
Attempt to gain unauthorized access to any part of the Service or its infrastructure.

We reserve the right to suspend or terminate access for any violation of this section.

6. Guest Data and Privacy

When Organizers use the Service to collect guest information, the Organizer acts as the data controller and HTS Guestlist acts as the data processor on their behalf. Organizers are solely responsible for obtaining any required consents from guests and for complying with applicable privacy laws.

For full details on how we handle personal data, including guest data, please see our Privacy Policy.

7. Data Retention

We guarantee that guest data associated with an event will be retained for a minimum of 30 days following the event date. Beyond this minimum, data may be retained at our discretion and will be deleted during routine cleanup operations. If you require your data to be deleted sooner, please contact us as described in Section 15.

Account holders may export or delete their event data at any time through the Service. Upon account termination, data will be deleted in accordance with our standard retention schedules.

8. Service Availability

The Service is provided "AS IS" and "AS AVAILABLE". We make no warranty that the Service will be uninterrupted, error-free, or available at any particular time. We expressly disclaim any warranties of merchantability, fitness for a particular purpose, or non-infringement.

Important: The Service is not designed or warranted for mission-critical, life-safety, or emergency use. We are not liable for any failure of the Service during a live event, at the door, or in any other time-sensitive operational context. Organizers should maintain contingency plans for check-in operations.

9. Limitation of Liability

To the maximum extent permitted by applicable law, HTS Guestlist and its affiliates, officers, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business, or goodwill, arising out of or related to your use of (or inability to use) the Service.

Our total aggregate liability to you for any claims arising out of or relating to these Terms or the Service shall not exceed the greater of (a) the total fees you paid to us in the 12 months preceding the claim, or (b) $50 CAD for free-tier accounts.

10. Subscriptions and Billing

The Service is available on free and paid subscription tiers as described on our Pricing page. Paid subscriptions are billed in advance on a recurring basis. You may cancel your subscription at any time from your account settings; cancellation takes effect at the end of the current billing period and no refunds are issued for unused time. We reserve the right to change pricing with reasonable notice.

11. Termination

You may terminate your account at any time by contacting us or using the account deletion feature in Settings. We may suspend or terminate your access to the Service immediately, without notice, if you breach these Terms or if we determine that continued access would harm the Service or other users.

Upon termination, your right to use the Service ceases immediately. Sections 6, 7, 9, and 12 of these Terms survive termination.

12. Intellectual Property

The Service, including its design, code, and content, is the property of HTS Guestlist and is protected by Canadian and international intellectual property laws. These Terms do not grant you any right, title, or interest in the Service beyond the limited right to use it as described herein.

You retain ownership of any data you submit to the Service. By submitting data, you grant us a limited license to store, process, and display that data solely for the purpose of providing the Service to you.

13. Changes to These Terms

We may update these Terms from time to time. When we do, we will revise the Effective Date at the top of this page and, for material changes, notify you by email or through the Service. Continued use of the Service after updated Terms are posted constitutes your acceptance of the changes.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of Canada and the province in which HTS Guestlist is incorporated, without regard to conflict-of-law principles. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of that province.

15. Contact

If you have questions about these Terms, please contact us via the Contact page.