Terms of Service
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1. Who these terms bind
1.1 These Terms of Service (“Terms”) form a binding agreement between [LEGAL ENTITY NAME], a company incorporated in Singapore with UEN [UEN] and registered address [ADDRESS] (“we”, “us”, “the Provider”), and the organisation that creates a workspace (“you”, “Customer”).
1.2 By creating a workspace, clicking to accept, or using the Service, you agree to these Terms. If you are accepting on behalf of an organisation, you warrant that you are authorised to bind that organisation.
1.3 These Terms apply to your organisation. They do not create any agreement between us and your visitors, employees or hosts. Your relationship with those individuals is yours to manage — see clause 7.
2. The service
2.1 “Service” means the AI Receptionist visitor-management software, comprising the marketing site, the workspace dashboard, the kiosk application, and the hosted database and functions that support them.
2.2 The Service records visitor arrivals, notifies hosts, issues on-screen badges and maintains a visit log. It is an administrative convenience. It is not a security system, an access-control system, an identity verification system, a fire-safety or life-safety system, or a system of record for any legal or regulatory purpose.
2.3 We may modify, add to or remove features. Where a change materially reduces core functionality during a paid term, you may terminate under clause 15.4.
3. Your account
3.1 You are responsible for all activity under your workspace, including activity by your staff, contractors and any kiosk device you pair.
3.2 You must keep credentials confidential, use accurate registration details, and tell us promptly at [SECURITY EMAIL] if you suspect unauthorised access.
3.3 A kiosk pairing link grants the ability to check visitors in. Treat it as a credential. You are responsible for revoking devices you no longer control.
4. Trial and subscription
4.1 New workspaces receive a 30-day free trial with full functionality. No payment card is required to start it.
4.2 When the trial ends, the kiosk stops accepting new check-ins. Your data remains available for export. We are not obliged to retain data indefinitely after expiry — see clause 15.5.
4.3 Subscriptions are sold per kiosk, per year, and renew automatically for successive twelve-month terms unless cancelled before the renewal date.
5. Fees and payment
5.1 The current price is S$88 per kiosk per year, billed annually in advance. We may change pricing on 30 days' notice, effective from your next renewal.
5.2 Fees are exclusive of GST and any other applicable taxes, which you must pay in addition where chargeable.
5.3 Fees are non-refundable except where required by law. Cancelling mid-term stops the next renewal; it does not entitle you to a refund of the current term.
5.4 The Service does not include, and we do not charge for, message delivery. Charges from your SMS provider are a separate contract between you and that provider, and are your sole responsibility.
6. Your responsibilities
You are solely responsible for:
- the accuracy of the staff directory, host contact numbers and visit rules you configure;
- the lawfulness of collecting, displaying and retaining the visitor data you choose to collect;
- providing notice to, and where required obtaining consent from, every individual whose personal data you enter or cause to be entered into the Service;
- the physical security and configuration of your kiosk devices, including enabling guided access or screen pinning so visitors cannot leave the check-in screen;
- contracting with, paying and configuring an SMS provider;
- your own retention settings and any resulting deletion of data; and
- maintaining independent records where you need them for legal, insurance, emergency-evacuation or regulatory purposes.
7. Visitor data and the PDPA
7.1 As between us, you are the organisation responsible for visitor personal data processed through the Service under Singapore's Personal Data Protection Act 2012 (“PDPA”). You determine what is collected, why, and for how long it is kept.
7.2 We act as your data intermediary, processing that data only to provide the Service and on your documented instructions. Our processing commitments are set out in the Data Processing Addendum, which forms part of these Terms.
7.3 You warrant that you have a lawful basis for every instruction you give us, and that your notices to visitors accurately describe the processing performed by the Service.
What we cannot do. A data intermediary's obligations under the PDPA — in particular the protection and retention obligations, and the duty to notify you of a data breach — are imposed by statute. Nothing in these Terms limits those duties, and no indemnity from you relieves us of them. Equally, nothing here relieves you of your own obligations as the responsible organisation.
8. Acceptable use
8.1 You must not, and must not permit anyone to:
- use the Service to collect personal data you have no lawful basis to collect;
- use the visit log or blocklist to discriminate unlawfully against any person;
- send messages through the Service that are unsolicited marketing, or that breach the Spam Control Act or Do Not Call provisions of the PDPA;
- use an SMS sender ID you are not entitled to use, including an alphanumeric sender ID not registered with the Singapore SMS Sender ID Registry;
- attempt to access another customer's workspace or data, or probe, scan or test the security of the Service without our prior written consent;
- reverse engineer, resell, sublicense or white-label the Service except under a separate written agreement with us; or
- use the Service in breach of any applicable law.
8.2 We may investigate suspected breaches and take action under clause 15.
9. Third-party services
9.1 The Service depends on third parties, including our hosting and database provider, your chosen SMS provider, and content delivery networks. Those services are outside our control.
9.2 We are not liable for any failure, delay, outage, data loss, security incident or charge arising from a third-party service, except to the extent it results directly from our own failure to meet the security commitments in the Data Processing Addendum.
9.3 Message delivery is performed by your SMS provider. We queue messages and hand them over. We do not guarantee that any message will be delivered, delivered on time, or delivered at all, and we are not liable for non-delivery.
10. Availability and support
10.1 We aim to keep the Service available but do not commit to any uptime percentage or service level unless a separate written service level agreement is signed.
10.2 We may perform maintenance, and may take the Service offline where necessary to protect its security or integrity.
10.3 Support is provided by email at [SUPPORT EMAIL] on a reasonable-endeavours basis during Singapore business hours.
11. Intellectual property
11.1 We own all intellectual property in the Service. You receive a non-exclusive, non-transferable right to use it during your subscription, for your own internal business purposes.
11.2 You own your data — your company details, staff directory, configuration and visit records. You grant us a licence to host, process and transmit it solely to provide the Service and to comply with law.
11.3 We may use aggregated, de-identified statistics that cannot reasonably identify you or any individual to operate and improve the Service.
12. Disclaimer of warranties
12.1 To the maximum extent permitted by law, the Service is provided “as is” and “as available”, and we exclude all warranties, conditions and representations not expressly stated in these Terms, whether express, implied or statutory, including any implied warranties of merchantability, satisfactory quality, fitness for a particular purpose and non-infringement.
12.2 Without limiting clause 12.1, we do not warrant that the Service will be uninterrupted, error-free, secure against every threat, or that it will detect, prevent or record any particular event. We do not warrant that any host notification will be received.
12.3 You acknowledge that you have not relied on any representation not expressly set out in these Terms.
13. Limitation of liability
13.1 Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any liability under the PDPA that may not be contracted out of.
13.2 Subject to clause 13.1, we are not liable for any:
- indirect, special, incidental, punitive or consequential loss;
- loss of profit, revenue, business, goodwill, anticipated savings or opportunity;
- loss, corruption or inaccessibility of data, however caused;
- loss arising from unreceived, delayed or undelivered notifications;
- loss arising from your reliance on the Service for security, access control, identity verification, headcount, evacuation or emergency response;
- loss arising from any act or omission of a visitor, host, employee or contractor of yours; or
- loss arising from a third-party service under clause 9,
in each case whether in contract, tort (including negligence), breach of statutory duty or otherwise, and whether or not we were advised of the possibility of that loss.
13.3 Subject to clause 13.1, our total aggregate liability arising out of or in connection with these Terms and the Service, for all claims in any twelve-month period, shall not exceed the total fees actually paid by you to us in the twelve months immediately before the first event giving rise to the claim, or S$100 if greater. Where the Service is used on a free trial, our total liability is limited to S$100.
13.4 You acknowledge that the fees reflect this allocation of risk, that the limits in this clause are reasonable in the circumstances, and that we would not provide the Service at these prices without them.
13.5 Any claim must be brought within twelve months of the date you first became aware, or ought reasonably to have become aware, of the facts giving rise to it.
14. Indemnity
14.1 You will indemnify, defend and hold harmless the Provider, its directors, officers, employees, contractors and agents (“Indemnified Parties”) from and against all claims, demands, proceedings, investigations, liabilities, losses, damages, fines, penalties, costs and expenses (including reasonable legal fees on a solicitor-and-client basis) arising out of or in connection with:
- (a) your use of the Service, including use by your staff, contractors, hosts and visitors;
- (b) any personal data you collect, enter, display, retain, disclose or delete using the Service, including any failure to give notice to or obtain consent from an individual;
- (c) any claim brought by a visitor, host, employee, contractor or other third party in connection with the Service or the data processed through it;
- (d) your breach of these Terms, the Data Processing Addendum, or any applicable law including the PDPA, the Spam Control Act and sender-ID registration requirements;
- (e) any content, branding, sender ID or message text you configure; and
- (f) any regulatory action, complaint or investigation arising from your acts or omissions.
14.2 This indemnity does not apply to the extent the claim arises directly from our own fraud, wilful misconduct, or our breach of the security commitments in the Data Processing Addendum.
14.3 We will notify you of any claim we seek to be indemnified for, allow you to assume its defence with counsel reasonably acceptable to us, and provide reasonable cooperation at your cost. You may not settle a claim in a way that admits our liability or imposes an obligation on us without our prior written consent.
14.4 This clause survives termination.
15. Suspension and termination
15.1 You may cancel at any time from your workspace or by writing to us. Cancellation takes effect at the end of the current term.
15.2 We may suspend the Service immediately, without liability, where we reasonably believe you have breached clause 8, where non-payment persists beyond 14 days, or where suspension is necessary to protect the Service or another customer.
15.3 Either party may terminate for material breach that remains unremedied 30 days after written notice.
15.4 If we materially reduce core functionality during a paid term, you may terminate within 30 days and receive a pro-rata refund of the unused portion of that term. This is your sole remedy for such a change.
15.5 On termination, your right to use the Service ends immediately. You may export your data for 30 days after termination, after which we may permanently delete it. Export it before you leave.
15.6 Clauses 5.3, 7, 11, 12, 13, 14, 15.5 and 17 survive termination.
16. Changes to these terms
16.1 We may amend these Terms. For material changes we will give at least 30 days' notice by email to your account owner and by updating the effective date above.
16.2 Continuing to use the Service after the effective date constitutes acceptance. If you do not accept, terminate before that date; where you have prepaid, you will receive a pro-rata refund of the unused portion.
17. General
17.1 Governing law. These Terms are governed by the laws of Singapore.
17.2 Jurisdiction. The courts of Singapore have exclusive jurisdiction, save that we may seek injunctive relief in any competent court.
17.3 Entire agreement. These Terms, the Data Processing Addendum and the Privacy Policy are the entire agreement between us on this subject and supersede all prior discussions.
17.4 Severability. If any provision is held unenforceable, it is modified to the minimum extent necessary, or severed, and the remainder continues in force.
17.5 No waiver. A failure to enforce a right is not a waiver of it.
17.6 Assignment. You may not assign without our written consent. We may assign on notice to an affiliate or in connection with a merger or sale of assets.
17.7 Force majeure. Neither party is liable for failure caused by events beyond its reasonable control, including internet or telecommunications failure, acts of government, or failure of a third-party provider.
17.8 Third-party rights. Except for the Indemnified Parties under clause 14, no third party may enforce these Terms under the Contracts (Rights of Third Parties) Act 2001.
17.9 Relationship. Nothing creates a partnership, joint venture, employment or agency relationship.
18. Contact
[LEGAL ENTITY NAME]
UEN [UEN]
[REGISTERED ADDRESS]
General: [SUPPORT EMAIL]
Legal: [LEGAL EMAIL]
Data Protection Officer: [DPO NAME], [DPO EMAIL]