CheckInOS Terms of Service

Agreement to our Legal Terms

These Terms of Service (the "Terms") form a legally binding agreement between you and CheckInOS V.O.F, doing business as CheckInOS ("CheckInOS", "we", "us", or "our"), concerning your access to and use of the CheckInOS website, web application, mobile or progressive web application, dashboard, ticketing, attendee-management, check-in, analytics, integrations, and related online services (collectively, the "Services"). Optional badge-printer rental or on-site support, if offered, is governed by Section 10 in addition to these Terms.

CheckInOS V.O.F is a vennootschap onder firma registered in the Netherlands, KvK number 42067930, with registered address at Nieuwe Emmasingel 111, 5611AM Eindhoven, Netherlands. You can reach us at events@checkinos.com.

By accessing or using the Services, creating an account, purchasing or managing a ticket, uploading attendee data, creating or managing an event, connecting a Stripe account, or otherwise using CheckInOS, you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree with these Terms, you must not use the Services.

If you use the Services on behalf of a company, association, foundation, partnership, sole proprietorship, event organizer, venue, agency, sponsor, or other organization, you represent and warrant that you are authorized to bind that organization to these Terms. In that case, "you" and "your" refer both to you personally and to that organization.

The Services are intended for users who are at least 18 years old. Persons under 18 may not create an account or use the Services unless and only to the extent a parent, guardian, school, employer, or other responsible organization lawfully arranges such use and applicable law permits it.

We may update these Terms from time to time. We will publish the updated version at https://www.checkinos.com/terms-of-service. For material changes, we will use reasonable efforts to notify registered organizers by email and/or in-product notice before or when changes take effect, where practicable at least 30 days in advance unless urgent legal or security reasons require shorter notice.

If you do not agree to updated Terms, you may stop using the Services, request account deletion via https://www.checkinos.com/data-deletion or events@checkinos.com, and cancel any platform subscription through the Stripe Customer Portal (where available) or by contacting us. Continued use after the effective date constitutes acceptance where permitted by law. We log Terms acceptance by version but may not yet block access until you re-accept a new version; you are responsible for reviewing updated Terms.

Who these Terms apply to: Sections 2 and 3–11, 13–17 apply primarily to Organizers (platform account holders). Section 4 applies to Ticket Buyers and Attendees. General definitions and platform terms in Section 2 apply to everyone using the Services.

Table of contents

1. Definitions

"Attendee" means an individual whose details are entered, imported, uploaded, registered, scanned, checked in, or otherwise processed in connection with an Event.

"Badge Printer" means any thermal badge printer, printer accessories, cables, power supplies, cases, consumables, or related equipment made available by CheckInOS to an Organizer.

"Buyer" or "Ticket Buyer" means a person or organization that purchases, receives, registers for, or attempts to purchase, receive, or register for a Ticket or Event through or in connection with the Services.

"Event" means an event, conference, meeting, workshop, festival, fair, activation, private gathering, or other activity created, managed, ticketed, checked in, or otherwise supported through the Services.

"Organizer" means the person or organization that creates, manages, sells tickets for, promotes, administers, hosts, controls, or is otherwise responsible for an Event.

"Organizer Materials" means Event information, attendee lists, CSV or Excel files, Ticket categories, pricing, branding, logos, badge layouts, check-in lists, communications, and any other materials, data, files, or instructions provided by or on behalf of an Organizer.

"Platform Fee" means the fee charged by CheckInOS for use of the Services, including any application fee, subscription fee, per-ticket fee, badge-printer fee, support fee, or other amount described in an order form, checkout flow, pricing page, dashboard, invoice, or separate agreement.

"PSP" means Stripe or any other payment service provider, acquiring bank, payment processor, payment method provider, identity-verification provider, fraud-prevention provider, or financial-services partner used in connection with the Services.

"Stripe Connect" means the Stripe platform functionality that allows an Organizer to connect and use its own Stripe account or connected account for payment processing.

"Ticket" means any ticket, registration, QR code, confirmation, badge entitlement, access right, reservation, or other evidence of admission or participation in an Event.

"User" means any Organizer, Buyer, Attendee, account holder, administrator, team member, invitee, visitor, or other person who accesses or uses the Services.

2. General Platform Terms

2.1 What CheckInOS provides

CheckInOS provides software and related platform services that help Organizers manage Events. The Services may include event setup, ticketing infrastructure, attendee-list imports, QR-code check-in, attendance tracking, analytics, team access, email or ticket delivery, and integrations with third-party services. Optional badge printer rental and on-site badge-printing support may be offered separately (Section 10); in-product badge layout tools do not constitute a guarantee of physical badge production unless agreed in writing.

Unless we expressly agree otherwise in writing, CheckInOS is a technology provider only. We are not the Organizer of any Event, not the venue, not the promoter, not the security provider, not the seller of the Event experience, not the issuer of Event permits, and not responsible for the Event itself.

For paid Events using Stripe Connect direct charges, the Organizer is intended to be the seller or merchant responsible for the Ticket sale, and payments are processed through the Organizer's own Stripe connected account. CheckInOS may receive a Platform Fee for providing the Services.

2.2 Accounts and access

You must provide accurate, current, and complete information when creating an account or using the Services. You are responsible for maintaining the confidentiality of login credentials, restricting access to your account, and all activity that occurs under your account, including activity by team members, contractors, volunteers, or service providers you invite or authorize.

You must promptly notify us if you believe your account, credentials, API keys, connected services, or Organizer data have been compromised. We may require password resets, access restrictions, additional verification, or other security steps where we reasonably believe this is necessary to protect the Services, other users, or affected data subjects.

2.3 Team members and authority

An Organizer is responsible for all team members, administrators, volunteers, contractors, agencies, venues, or other persons it invites or authorizes to access its account or Event. Actions taken through an Organizer account may be treated as authorized by the Organizer.

Each Organizer must ensure that only authorized persons can create Events, change prices, access attendee data, export attendee lists, connect payment accounts, create or issue Tickets, operate check-in devices, or request support.

2.4 Third-party services

The Services may depend on third-party services, including hosting providers, database providers, email providers, identity providers, Stripe, and other PSPs. Your use of those services may be subject to their own terms, privacy notices, compliance requirements, or acceptable-use policies.

We are not responsible for third-party services, third-party outages, third-party terms, payment-method restrictions, payment-provider decisions, identity-verification decisions, or third-party changes that affect the Services, except to the extent applicable law does not permit such exclusion.

2.5 Policies incorporated by reference

The following pages are incorporated into these Terms to the extent applicable: Privacy Policy: https://www.checkinos.com/privacy-policy; Cookie Policy: https://www.checkinos.com/cookie-policy; Subprocessor List: https://www.checkinos.com/subprocessors; and Data Processing Agreement: https://www.checkinos.com/data-processing-agreement.

If there is a conflict between these Terms and a separate written agreement signed or expressly accepted by CheckInOS and an Organizer, the separate written agreement controls only for the specific conflict and only for the parties to that agreement.

3. Organizer Terms

3.1 Applicability

This Section applies to all Organizers and to anyone who creates, manages, administers, promotes, ticketes, checks in, uploads attendee data for, or otherwise operates an Event through the Services.

3.2 Organizer responsibility for Events

The Organizer is solely responsible for the Event. This includes the Event concept, description, date, time, location, venue, capacity, accessibility, admission policy, security, staff, crowd control, health and safety, permits, licenses, tax treatment, VAT treatment, pricing, Ticket categories, cancellation policy, refund policy, communications with Buyers and Attendees, and compliance with all applicable laws and regulations.

The Organizer is solely responsible for checking and approving all Event information before publication, Ticket issuance, communication to Buyers or Attendees, and check-in. CheckInOS is not responsible for mistakes in Event descriptions, dates, locations, pricing, Ticket types, capacity settings, badge information, attendee lists, check-in settings, or Organizer communications.

3.3 Organizer warranties

Each Organizer represents and warrants that:

• it has the legal authority, capacity, permits, licenses, venue rights, supplier arrangements, and internal approvals required to organize and operate the Event;
• all information and materials it provides through the Services are true, complete, accurate, current, lawful, and not misleading;
• it will comply with all applicable consumer, advertising, e-commerce, accessibility, health and safety, fire-safety, public-order, anti-discrimination, employment, tax, VAT, sanctions, anti-money-laundering, anti-fraud, and data-protection laws;
• it is solely responsible for determining and communicating the Event cancellation, postponement, refund, entry, age restriction, transfer, resale, and no-show rules applicable to Buyers and Attendees;
• it has all rights, permissions, licenses, and consents required to use and upload Organizer Materials, including logos, names, photographs, badge designs, attendee lists, and imported data;
• it has a lawful basis and provides any required transparency notices for processing Attendee personal data, including data uploaded through CSV or Excel files;
• it will not upload special-category data, sensitive data, children's data, government identification documents, financial data, health data, biometric data, criminal-offence data, or other high-risk personal data unless it has a valid legal basis, has implemented appropriate safeguards, and has obtained CheckInOS's prior written approval where required;
• it will not use the Services for fraudulent, unlawful, unsafe, misleading, discriminatory, violent, hateful, extremist, exploitative, or otherwise harmful Events or activities;
• it will maintain reasonable backup procedures for Event admission, including offline guest lists or other contingency procedures where appropriate; and
• it will cooperate promptly with CheckInOS, Stripe, other PSPs, authorities, venues, or affected persons where an Event, payment, data, security, fraud, refund, or compliance issue arises.

3.4 Event information and Buyer communications

The Organizer must ensure that Buyers and Attendees receive all material Event information before purchase or registration, including the Organizer's identity, Event date and time, location, admission conditions, age restrictions, accessibility limitations, refund or cancellation policy, Ticket transfer restrictions, and any material risks or requirements.

Where CheckInOS provides tools to send Tickets, confirmations, invitations, reminders, or other communications, the Organizer remains responsible for the content and timing of those communications unless CheckInOS expressly controls the message content.

3.5 Organizer data and uploads

Organizer uploads are currently intended to be limited to attendee lists and related operational files, including CSV and Excel spreadsheets. The Organizer is responsible for ensuring that uploaded files are accurate, lawful, necessary, proportionate, secure, and free from malware, corrupted content, hidden macros, unlawful data, or excessive personal data.

CheckInOS may reject, quarantine, delete, restrict, or require correction of uploads that we reasonably believe are unlawful, insecure, excessive, technically harmful, incompatible, or inconsistent with these Terms. We do not undertake to verify the legality, accuracy, or completeness of attendee lists or imported data.

3.6 Ticket sales and the Organizer-Buyer relationship

Unless CheckInOS expressly agrees otherwise in writing, each Ticket sale, Event registration, admission right, refund claim, cancellation claim, or other Event-related claim is between the Buyer and the Organizer. CheckInOS is not a party to the Event contract between the Organizer and the Buyer and is not responsible for performing the Event or providing the Event experience.

The Organizer must handle Buyer questions, refund requests, cancellation communications, Event postponement notices, admission disputes, denied-entry complaints, and other Event-related customer-service matters. CheckInOS may, but is not required to, facilitate technical communications or provide limited platform support.

3.7 Organizer account suspension

We may suspend, restrict, or terminate an Organizer's access to the Services, disable paid ticketing, disable Ticket issuance, block exports, remove access to integrations, or take other reasonable protective steps if we believe that:

• the Organizer has breached these Terms or another applicable agreement;
• an Event may be unlawful, fraudulent, unsafe, misleading, high-risk, or damaging to CheckInOS, Buyers, Attendees, third parties, or the public;
• Stripe, another PSP, an identity-verification provider, a bank, a payment method, a venue, an authority, or a legal process requires or recommends action;
• KYC, onboarding, tax, sanctions, fraud, chargeback, refund, or risk checks have failed, are incomplete, or cannot be completed;
• the Organizer has not paid amounts due, has a negative balance, or has caused or may cause losses, chargebacks, fees, fines, penalties, or disputes; or
• suspension or restriction is reasonably necessary to protect security, data, payment integrity, platform availability, or legal compliance.

4. Ticket Buyer Terms

4.1 Applicability

This Section applies to Ticket Buyers, Attendees, and anyone who purchases, receives, registers for, uses, transfers, presents, or attempts to use a Ticket through or in connection with the Services.

4.2 Relationship with the Organizer

When you purchase or register for a Ticket for an Event, your Event-related contract is with the Organizer, not with CheckInOS, unless CheckInOS expressly states otherwise in writing. The Organizer is responsible for the Event, admission, venue, Event information, cancellation or postponement decisions, refund policy, and Event-related customer service.

CheckInOS provides the technical platform that may be used to process registration, ticketing, check-in, QR-code validation, badge printing, and related operational functions. We do not guarantee that an Organizer will hold an Event, admit you to an Event, provide a particular experience, or issue a refund.

4.3 Buyer information

You must provide accurate and current information when purchasing, receiving, registering for, personalizing, transferring, or using a Ticket. If you provide incorrect information, you may not receive the Ticket, may be unable to check in, may be denied entry by the Organizer, or may not receive Event communications.

4.4 Tickets, QR codes, and admission

A Ticket, QR code, badge, confirmation email, or registration record is evidence of a potential admission right controlled by the Organizer. The Organizer may set admission rules, identity checks, age restrictions, transfer rules, resale restrictions, security checks, arrival requirements, capacity limitations, and other Event conditions.

You are responsible for protecting your Ticket, QR code, and confirmation details from loss, copying, unauthorized sharing, or misuse. The Organizer may refuse entry if a Ticket has already been scanned, appears invalid, is duplicated, was obtained unlawfully, or does not satisfy the Organizer's Event rules.

4.5 Event changes, cancellations, and refunds

Questions or claims about Event cancellation, postponement, relocation, lineup changes, denied entry, Event quality, refunds, or compensation must be directed to the Organizer. CheckInOS may provide technical support where appropriate, but CheckInOS is not responsible for Organizer decisions, Event performance, refund availability, or Event-related compensation.

At this stage, CheckInOS may not provide an in-platform refund feature for all Events. Where refunds are available, they must generally be handled by the Organizer through its own Stripe account, payment provider, or other lawful refund process. Platform Fees, booking fees, transaction fees, payment-provider fees, or service fees may be non-refundable unless required by law or expressly stated otherwise at purchase.

4.6 Consumer rights and right of withdrawal

If you are a consumer, you may have mandatory rights under applicable consumer-protection law. Nothing in these Terms limits rights that cannot legally be limited.

For Tickets or registrations for leisure, cultural, sporting, business, educational, networking, entertainment, conference, workshop, or similar Events scheduled for a specific date or period, the statutory right of withdrawal or cooling-off period may be excluded under applicable EU and national consumer law. This means that, where the exclusion applies, a Ticket purchase or Event registration is final and cannot be cancelled merely because you changed your mind.

Where the statutory withdrawal right is not excluded and applies to a specific purchase, the Organizer or the relevant seller is responsible for providing the legally required withdrawal information and handling any valid withdrawal request. CheckInOS is not responsible for granting withdrawal rights for Organizer-controlled Event contracts unless applicable law makes CheckInOS responsible or CheckInOS expressly states otherwise.

5. Intellectual Property

5.1 CheckInOS intellectual property

The Services, including software, source code, object code, databases, designs, interfaces, workflows, analytics, documentation, trademarks, service marks, logos, trade names, text, graphics, and other materials provided by CheckInOS, are owned by or licensed to CheckInOS and are protected by intellectual-property and unfair-competition laws.

Subject to your compliance with these Terms, we grant you a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to access and use the Services for their intended purpose. You may not copy, modify, reverse engineer, decompile, disassemble, scrape, reproduce, resell, sublicense, rent, lease, host, white-label, commercially exploit, or create derivative works from the Services except as expressly permitted by us in writing or by mandatory law.

5.2 Organizer Materials

You retain ownership of Organizer Materials that you provide to the Services. You grant CheckInOS a limited, worldwide, non-exclusive, royalty-free license to host, store, process, transmit, display, format, reproduce, back up, and otherwise use Organizer Materials solely to provide, secure, support, improve, and operate the Services, comply with law, enforce these Terms, and exercise our legal rights.

This license does not permit CheckInOS to sell attendee lists or use Organizer attendee data for unrelated marketing. Our use of personal data is also subject to the Privacy Policy, Cookie Policy, Data Processing Agreement where applicable, and applicable data-protection law.

5.3 Feedback

If you provide ideas, suggestions, feature requests, comments, or other feedback about CheckInOS, you grant us the right to use that feedback without restriction, attribution, or compensation, provided that we do not disclose your confidential information or personal data contrary to applicable law.

6. Privacy, Data Protection, and Subprocessors

6.1 Privacy Policy and Cookie Policy

Our processing of personal data for our own purposes is described in the Privacy Policy at https://www.checkinos.com/privacy-policy. Our use of cookies and similar technologies is described in the Cookie Policy at https://www.checkinos.com/cookie-policy.

6.2 Organizer as controller; CheckInOS as processor

For personal data that an Organizer uploads, imports, collects, or otherwise instructs CheckInOS to process for Event administration, ticketing, check-in, badge printing, attendance tracking, or related Event operations, the Organizer is generally the controller and CheckInOS is generally the processor, unless the Privacy Policy, Data Processing Agreement, or applicable law states otherwise.

The Organizer is responsible for having a lawful basis for processing Attendee personal data, providing required privacy notices, respecting data-subject rights, determining retention periods, obtaining any required consents, and ensuring that the Services are appropriate for the Organizer's intended processing.

6.3 Data Processing Agreement

Where CheckInOS processes personal data on behalf of an Organizer as processor, the parties agree to the Data Processing Agreement at https://www.checkinos.com/data-processing-agreement, incorporated by reference. By using the Services to process attendee or event personal data, the Organizer accepts that DPA for processor processing.

6.4 Subprocessors

CheckInOS may use subprocessors and other vendors to provide the Services. The current Subprocessor List is available at https://www.checkinos.com/subprocessors. We may update that list from time to time as vendors, processing roles, regions, or safeguards change.

6.5 Security and export

We use reasonable technical and organizational measures designed to protect the Services and personal data processed through them. However, no service can guarantee absolute security. Organizers remain responsible for limiting account access, securing exported files, managing permissions, and deleting or anonymizing data that is no longer needed.

During the term of an Organizer account, an Organizer may access and copy relevant Event data through available dashboard features (including attendee lists where exposed). Dedicated bulk export APIs may not be available for all data types. We may retain certain data where required for legal, security, accounting, dispute, fraud-prevention, backup, or compliance purposes.

7. Platform Availability, Support, and Changes

7.1 Best-efforts service

The Services are provided on a best-efforts basis unless we expressly agree otherwise in writing. We will use reasonable efforts to operate and maintain the Services, but we do not guarantee uninterrupted, error-free, real-time, or always-available access.

7.2 Interruptions and maintenance

The Services may be unavailable, delayed, degraded, inaccurate, or interrupted because of maintenance, updates, repairs, internet failures, hosting-provider outages, third-party service failures, payment-provider issues, device problems, venue-network issues, cyber incidents, capacity spikes, force majeure, or other circumstances.

Organizers are responsible for planning Event operations accordingly, including maintaining backup admission procedures, offline attendee lists where appropriate, sufficient devices, power, connectivity, trained staff, and manual check-in procedures for critical Events.

7.3 Support

We may provide support through email, in-product tools, documentation, or other channels. Support availability, response times, and scope may depend on the plan, Event type, commercial agreement, and operational circumstances. Unless expressly agreed in writing, we do not guarantee any specific support response time or resolution time.

7.4 Changes to Services

We may modify, suspend, discontinue, replace, or limit any part of the Services from time to time. We will try to provide reasonable notice of material changes where practical, but we may make changes without advance notice where needed for security, legal compliance, technical reliability, third-party service changes, fraud prevention, or urgent operational reasons.

8. Fees, Payments, Stripe Connect, KYC, Chargebacks, and Taxes

8.1 Fees

Fees may include Platform Fees, subscription fees, per-ticket fees, application fees, badge-printer fees, support fees, payment-provider fees, taxes, and other charges described in the applicable pricing page, dashboard, checkout flow, order form, invoice, or separate written agreement. Fees are exclusive of VAT and other taxes unless expressly stated otherwise.

We may change fees prospectively by updating the pricing page, dashboard, order form, invoice, or other notice. Fee changes do not affect completed Ticket purchases unless applicable law or a separate agreement permits or requires otherwise.

8.2 Stripe Connect direct charges

CheckInOS is currently designed so that paid Ticket transactions may be processed through Stripe Connect using direct charges to the Organizer's own Stripe connected account. Under this model, the charge is created on the connected account, the connected account receives the payment balance, and CheckInOS may receive a Platform Fee or application fee.

The Organizer must create, connect, maintain, and use its own Stripe account or connected account, accept the applicable Stripe terms, complete all onboarding and KYC requirements, and remain eligible to process payments. CheckInOS does not control Stripe's onboarding, risk, compliance, payout, reserve, refund, chargeback, or account-termination decisions.

8.3 KYC and payment eligibility

An Organizer may be required to provide business, identity, bank-account, tax, ownership, representative, Event, financial, or risk information to Stripe, other PSPs, CheckInOS, or their service providers. Paid ticketing, payouts, refunds, or other payment functions may be unavailable, suspended, delayed, restricted, or terminated if the Organizer fails to complete onboarding, fails KYC or sanctions checks, provides inaccurate information, becomes high risk, or violates PSP rules.

CheckInOS may require Organizers to complete payment onboarding before publishing paid Events, selling Tickets, receiving payouts, accessing certain features, or continuing to use the Services. CheckInOS may also request reasonable information relating to an Event, payment risk, fraud risk, refund risk, chargeback risk, or legal compliance.

8.4 Refunds, disputes, and chargebacks

The Organizer is solely responsible for refunds, reversals, chargebacks, payment disputes, payment-method claims, fraud claims, non-delivery claims, Event cancellation claims, and related fees, fines, penalties, negative balances, or losses connected to its Events, Tickets, Buyers, Attendees, Stripe account, or other PSP account.

Where Stripe or another PSP debits, withholds, reserves, reverses, freezes, suspends, or otherwise adjusts funds in connection with an Organizer transaction, the Organizer remains responsible for the resulting consequences. If CheckInOS is charged, debited, fined, penalized, or otherwise suffers loss because of an Organizer transaction, Event, refund, dispute, chargeback, negative balance, fraud issue, or PSP action, the Organizer must reimburse CheckInOS promptly on request.

CheckInOS may, where legally and technically possible, offset amounts owed by an Organizer against amounts payable to that Organizer, suspend access, disable paid ticketing, disable integrations, require additional security or payment controls, or require prepayment or reserves for continued use.

8.5 Taxes

Each Organizer is responsible for determining, collecting, reporting, and remitting all taxes, VAT, levies, duties, or other governmental charges associated with its Events, Ticket sales, refunds, fees, and activities. CheckInOS is responsible only for taxes on its own Platform Fees unless applicable law requires otherwise.

9. Event Changes, Cancellations, Refunds, and Withdrawal Rights

9.1 Organizer responsibility

The Organizer is responsible for deciding whether an Event is cancelled, postponed, relocated, materially changed, or refunded, and for communicating that decision to Buyers and Attendees. CheckInOS is not responsible for Event cancellation, postponement, relocation, non-performance, denied entry, artist or speaker changes, venue issues, weather, safety decisions, or other Event-related matters.

9.2 No general refund feature

CheckInOS may not yet offer a general in-platform refund feature. Where a Buyer requests a refund, the Organizer must handle that request through its own Stripe account, PSP dashboard, customer-service process, or other lawful process. CheckInOS may provide technical information where reasonably available but is not required to process refunds on behalf of Organizers unless expressly agreed in writing.

9.3 Fees on refunds

Unless required by applicable law or expressly stated at purchase, Platform Fees, booking fees, service fees, transaction fees, payment-provider fees, badge-printing fees, and other operational fees may be non-refundable. The Organizer is responsible for clearly communicating its refund policy and any non-refundable amounts to Buyers where required.

9.4 Withdrawal rights

For Tickets or registrations for Events scheduled for a specific date or period, the statutory right of withdrawal may be excluded under applicable EU and national consumer law for leisure or similar services. Where that exclusion applies, Buyers do not have a cooling-off right after purchase.

Where a purchase is not covered by that exclusion or where mandatory law grants a withdrawal right, the relevant seller or Organizer must provide legally required withdrawal information and comply with applicable withdrawal rules. Nothing in these Terms limits mandatory consumer rights that cannot lawfully be waived.

10. Badge Printer Rental and On-Site Badge-Printing Support

10.1 Badge Printer rental (optional service)

CheckInOS may make Badge Printers available to selected Organizers as a separate operational or rental service, not as core SaaS software. Unless expressly agreed otherwise, Badge Printers are rented or loaned for Event use only and remain the property of CheckInOS or its supplier. Software features for attendee data and check-in do not by themselves include physical badge printing.

The Organizer must use Badge Printers carefully, only for the agreed Event and purpose, and in accordance with instructions provided by CheckInOS or the manufacturer. The Organizer must not modify, resell, pledge, sublease, reverse engineer, tamper with, or misuse Badge Printers.

10.2 Badge design and attendee data

Unless expressly agreed otherwise in writing, the Organizer is responsible for preparing, approving, and testing badge designs, badge fields, attendee data, print formats, and badge-printing workflows. CheckInOS does not pre-print badge designs unless a separate written agreement says otherwise.

The Organizer is responsible for ensuring that badge data is accurate, lawful, and appropriate for display on a physical badge. The Organizer must not include sensitive, excessive, or unlawful personal data on badges.

10.3 Delivery, return, loss, and damage

The Organizer must return Badge Printers and related equipment by the agreed deadline and in the same condition in which they were provided, subject to normal wear and tear. The Organizer is responsible for loss, theft, damage, missing parts, misuse, unreasonable wear, late return, shipping issues caused by the Organizer, and any costs incurred to repair or replace Badge Printers or accessories.

10.4 Free on-site badge-printing support

During the early stage of CheckInOS, we may provide free on-site staff support for badge printing for selected premium Organizers. This support is limited to reasonable assistance with badge-printing setup and operation. It does not include Event management, venue management, access control, security, crowd control, customer service, technical support for unrelated systems, or responsibility for Event outcomes.

Free on-site support is provided on a best-efforts basis and may depend on staff availability, Event location, Event size, prior coordination, and technical feasibility. Unless expressly agreed in writing, free on-site support does not create a service-level guarantee, staffing guarantee, or obligation to provide replacement staff, equipment, or compensation.

11. Prohibited Activities and Upload Rules

11.1 General prohibited use

You must not use the Services to:

• violate any law, regulation, court order, contract, third-party right, or payment-provider rule;
• organize, facilitate, promote, or support unlawful, fraudulent, unsafe, misleading, violent, hateful, discriminatory, extremist, exploitative, or otherwise harmful Events;
• misrepresent an Event, Organizer, Buyer, Attendee, venue, price, availability, refund policy, affiliation, endorsement, sponsorship, or identity;
• upload malware, corrupted files, scripts, macros, viruses, spyware, or other harmful code;
• attempt to bypass security controls, access controls, usage limits, rate limits, payment controls, or technical restrictions;
• scrape, harvest, sell, or misuse personal data or attendee lists;
• test, scan, or probe the security of the Services without prior written authorization;
• interfere with, overload, disrupt, or degrade the Services or connected networks;
• use the Services to spam, phish, impersonate others, send unlawful communications, or conduct unauthorized marketing;
• copy, resell, sublicense, or provide the Services to third parties except as expressly permitted; or
• use the Services in a way that could expose CheckInOS, its partners, its suppliers, other users, or the public to unreasonable legal, security, payment, reputational, or operational risk.

11.2 Upload rules for CSV and Excel attendee lists

You may upload attendee-list files only for lawful Event operations and only where you have the right to do so. Uploaded files must not contain unnecessary, excessive, unlawful, or highly sensitive data. You must not upload passwords, payment-card details, bank details, government identification documents, health data, biometric data, children's data, special-category data, criminal-offence data, or other sensitive data unless CheckInOS has expressly approved the use case in writing and all legal requirements are satisfied.

We may remove, restrict, quarantine, or refuse to process uploads where we reasonably believe this is necessary for legal, security, privacy, performance, or platform-integrity reasons. Because uploaded attendee lists are not intended for public display, CheckInOS is not a public content-hosting forum. If public content features are introduced in the future, additional content terms may apply.

12. Suspension and Termination

These Terms remain in effect while you use the Services. You may stop using the Services at any time, subject to payment obligations, data-retention rules, Event obligations, and any separate agreement.

We may suspend or terminate access to the Services, in whole or in part, with or without notice, if we reasonably believe that you have breached these Terms, created legal or payment risk, created security or data risk, failed KYC or PSP checks, failed to pay amounts due, misused the Services, infringed third-party rights, or caused or may cause harm to CheckInOS, Users, third parties, or the public.

Upon termination or suspension, we may disable access to accounts, Events, Tickets, uploads, integrations, exports, dashboard features, payment features, or support. We may retain or delete data in accordance with the Privacy Policy, Data Processing Agreement, applicable law, and our legitimate legal, accounting, security, backup, fraud-prevention, and dispute-resolution needs.

13. Disclaimers

The Services are provided "as is" and "as available" to the fullest extent permitted by law. We disclaim all warranties, conditions, and representations, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted availability, error-free operation, data accuracy, compatibility, and suitability for any particular Event or business purpose.

We do not warrant that the Services will prevent fraud, prevent unauthorized access, eliminate check-in queues, guarantee successful badge printing, guarantee Event attendance, guarantee sales, guarantee refunds, guarantee payment-provider availability, or satisfy every legal or operational requirement applicable to an Organizer.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by applicable law, including liability for intentional misconduct, gross negligence where non-excludable, or mandatory consumer rights where applicable.

14. Limitation of Liability

14.1 General limitation

To the fullest extent permitted by law, CheckInOS and its founders, partners, employees, contractors, representatives, suppliers, and agents will not be liable for indirect, incidental, special, consequential, exemplary, punitive, or similar damages, or for loss of profits, loss of revenue, loss of goodwill, loss of anticipated savings, business interruption, reputational harm, loss or corruption of data, or payment-provider actions, even if advised of the possibility of such damages.

14.2 Organizer liability cap

For claims brought by an Organizer or relating to Organizer use of the Services, CheckInOS's total cumulative liability arising out of or relating to the Services, an Event, these Terms, or any related agreement will be limited to the greater of: (a) the Platform Fees actually paid by that Organizer to CheckInOS for the affected Services during the six months before the event giving rise to the claim; or (b) EUR 100. In all cases, CheckInOS's total cumulative liability to an Organizer will not exceed EUR 5,000 unless a separate written agreement expressly states a higher cap.

14.3 Ticket Buyer liability cap

For claims brought by a Buyer or Attendee, CheckInOS's total cumulative liability will be limited to the Platform Fees, if any, actually received by CheckInOS from that Buyer or in connection with that Buyer's specific Ticket transaction. If no Platform Fee was paid to or received by CheckInOS for the relevant transaction, CheckInOS's total cumulative liability will be limited to EUR 100, to the fullest extent permitted by law.

14.4 Excluded Event matters

CheckInOS is not liable for Event cancellation, postponement, relocation, denial of entry, venue issues, crowd control, security, health and safety, Organizer insolvency, Organizer misconduct, Event quality, Event content, inaccurate Event information, refund decisions, tax treatment, Organizer communications, Buyer conduct, Attendee conduct, or any claim that belongs to the Organizer-Buyer relationship, except to the extent applicable law does not permit such exclusion.

14.5 Time limit for claims

To the fullest extent permitted by law, any claim against CheckInOS must be brought within one year after the claimant knew or reasonably should have known of the facts giving rise to the claim. This time limit does not apply where mandatory law requires a longer limitation period.

15. Indemnification

You agree to defend, indemnify, and hold harmless CheckInOS and its founders, partners, employees, contractors, representatives, suppliers, and agents from and against any claim, demand, loss, liability, damage, fine, penalty, fee, cost, and expense, including reasonable legal fees, arising out of or relating to:

• your breach of these Terms or another applicable agreement;
• your use or misuse of the Services;
• your Event, Ticket, Organizer Materials, attendee lists, uploads, badge data, communications, or instructions;
• Event cancellation, postponement, relocation, non-performance, denied entry, safety issue, venue issue, refund claim, chargeback, dispute, fraud claim, or Buyer/Attendee complaint;
• your violation of laws, regulations, PSP rules, Stripe terms, tax obligations, VAT obligations, consumer obligations, privacy obligations, or third-party rights;
• your actual or alleged infringement or misappropriation of intellectual property, privacy, publicity, or other rights;
• your processing of personal data or failure to provide required notices, obtain consents, or respond to data-subject requests;
• your failure to complete KYC, maintain payment eligibility, fund refunds, respond to disputes, or reimburse payment-related losses;
• loss, theft, misuse, damage, late return, or non-return of Badge Printers or related equipment; and
• the conduct of your team members, staff, volunteers, contractors, agents, venues, suppliers, Buyers, or Attendees to the extent connected to your Event or use of the Services.

We may control the defense and settlement of any matter subject to indemnification. You must cooperate with us and must not settle any claim in a way that imposes obligations on CheckInOS, admits fault by CheckInOS, or affects CheckInOS rights without our prior written consent.

16. Dispute Resolution and Governing Law

16.1 Governing law

These Terms and any dispute or claim arising out of or relating to them, the Services, or any Event supported by the Services are governed by the laws of the Netherlands, excluding conflict-of-law rules and excluding the United Nations Convention on Contracts for the International Sale of Goods.

16.2 Informal resolution

Before starting formal proceedings, the parties will first try to resolve the dispute informally by written notice and good-faith discussions for at least 30 days, unless urgent injunctive relief, payment-provider action, data protection, intellectual-property protection, fraud prevention, or mandatory law requires or permits earlier action.

16.3 Courts and consumer rights

Subject to mandatory consumer-protection rules, disputes will be submitted to the competent court in the Netherlands. If you are a consumer resident in the European Union, you may also benefit from mandatory protections and jurisdiction rules that apply in your country of residence.

16.4 B2B disputes and courts

For B2B disputes between CheckInOS and an Organizer, the competent courts in the Netherlands (venue: Eindhoven where permitted) have exclusive jurisdiction unless mandatory law provides otherwise. Either party may seek urgent interim relief before any competent court.

This clause does not apply to consumers where it would be invalid or unenforceable under applicable consumer law.

17. Miscellaneous

17.1 Entire agreement

These Terms, together with the policies and agreements incorporated by reference, constitute the agreement between you and CheckInOS regarding the Services, except where a separate written agreement expressly applies.

17.2 Severability

If any provision of these Terms is held invalid, illegal, or unenforceable, that provision will be modified to the minimum extent necessary to make it valid and enforceable, or severed if modification is not possible, without affecting the remaining provisions.

17.3 No waiver

Our failure to enforce any provision of these Terms is not a waiver of our right to enforce that provision or any other provision later.

17.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or transfer our rights and obligations in connection with a merger, acquisition, reorganization, sale of assets, change of legal form, transfer to a successor entity, or other business transaction, provided that mandatory law is respected.

17.5 Force majeure

We are not liable for delay or failure to perform caused by circumstances beyond our reasonable control, including internet or hosting failures, power outages, payment-provider failures, PSP freezes or suspensions, cyberattacks, malware, strikes, illness, fire, flood, war, terrorism, civil unrest, government action, legal restrictions, supplier failures, or other force-majeure events.

17.6 Electronic communications

You agree that we may provide notices, agreements, disclosures, invoices, receipts, and other communications electronically, including by email, dashboard notice, website posting, or in-product message, unless mandatory law requires another form.

18. Contact Us

For questions about these Terms, contact us at: events@checkinos.com.

CheckInOS V.O.F, KvK 42067930, Nieuwe Emmasingel 111, 5611AM Eindhoven, Netherlands.