Product Terms of Use — RoomBase App

§ 1 Scope

(1) Provider: Acta Design Solutions, represented by Riccardo Matrone, [street], [ZIP city, country], [commercial register / VAT ID if any], email: sales@roombase.app (the “Provider”).

(2) These Terms apply to all App users (hub owners, hub admins, tenant-company members and other invitees), regardless of who holds the paid subscription.

(3) The subscription contract (prices, payment via Stripe, term and cancellation) is concluded with the contracting customer (typically hub owner / billing owner) under the Website Terms. Use of the App requires acceptance of these Product Terms. A trial, if any, is not included automatically with account or hub creation. Uninvited hub owners receive a trial only after the Provider issues a one-time verification code; users who join via a company or hub invitation do not need that code and do not receive a trial merely by registering. Duration and commercial conditions of any trial then follow the Website Terms and that grant.

§ 2 App services

(1) RoomBase is SaaS for managing and booking rooms and other bookable spaces in hubs, including calendar/booking, approvals, quotas, tenant-company invites, optional floorplans, QR check-in and billing management — subject to the active plan.

(2) Features follow the active plan and product description. The Provider may evolve the App if core functions remain or a reasonable alternative is provided.

(3) No right to on-prem installation or source code.

§ 3 Access, accounts and authentication

(1) An account is required. Authentication may use third parties (currently including WorkOS AuthKit).

(2) Users must keep credentials confidential and are responsible for activity under their account to the extent attributable to them.

(3) The Provider may suspend or limit access for abuse, security risk, material breach, or as directed by the hub owner / billing owner within their rights.

§ 4 Hubs, roles and tenant companies

(1) The App distinguishes hub owners/admins and tenant companies with their own members, invites, quotas and data isolation.

(2) Hub owners/admins must assign roles correctly and invite only authorized persons.

(3) Bookings, approvals, quotas and policies inside a hub are controlled by hub settings and permissions. The Provider need not mediate disputes among hub users unless required by law.

§ 5 Acceptable use

(1) Use only lawfully and per these Terms.

(2) Prohibited in particular: unlawful use; unauthorized access; disrupting systems; circumventing plan limits; malware; bulk spam; reverse engineering except where mandatory law allows.

(3) Users ensure uploaded content does not infringe third-party rights.

(4) RoomBase does not replace on-site legal, lease, employment or safety assessments.

§ 6 Customer content and data in the App

(1) Content entered in the App (“Customer Content”) remains with the respective rights holders. The Provider receives rights needed to host, secure, support and perform the service.

(2) After subscription/access ends, Customer Content is deleted or anonymized within 30 days unless law requires retention. Export depends on plan/features.

(3) Privacy follows the Privacy Policy and, where applicable, a DPA (Art. 28 GDPR) with the controller.

§ 7 Availability and support

(1) The Provider aims for continuous availability. An SLA exists only if expressly agreed (e.g. Enterprise).

(2) Maintenance, security updates and third-party outages may affect availability.

(3) Support via channels listed in the App/website unless otherwise agreed; no fixed response times by default.

§ 8 Licence

(1) For the authorized term, a non-exclusive, non-transferable right to use the App as contracted.

(2) RoomBase IP remains with the Provider; Customer Content remains with its owners.

§ 9 Liability

(1) Unlimited liability for intent, gross negligence, injury to life/body/health, under the German Product Liability Act, and for guarantees.

(2) Slight negligence: only for material contractual duties (cardinal duties), limited to typical foreseeable damage.

(3) Otherwise excluded for slight negligence. Limits also benefit agents.

(4) No liability for decisions based solely on booking/analytics displays, nor for disputes among hub users.

§ 10 Changes

(1) Material changes to these Product Terms will be announced with reasonable notice in text form or in-app where there is good cause and the change is reasonable.

(2) Absent objection/cessation of use, changes are deemed accepted; notice will say so. Subscription change rules may follow the Website Terms.

§ 11 Final provisions

(1) German law applies, excluding CISG. Venue for merchants: [Provider seat].

(2) Severability applies.

(3) German version prevails over translations.