Terms & Conditions

Welcome to RSVPFlow

Terms of Use

These Terms & Conditions (the "Terms") govern your access to and use of RSVPFlow and any related products, services, websites, mobile applications, features, and content (collectively, the "Service"). The Service is operated by Hostflow Inc. (referred to as "Hostflow," "RSVPFlow," "we," "us," or "our").

By accessing or using the Service, creating an account, or clicking "I agree" where this option is made available to you, you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service.

This document is a general template and does not constitute legal advice. You should obtain independent legal advice to ensure these Terms are appropriate for your jurisdiction and business.

1. Eligibility & Account Registration

• You must be able to form a legally binding contract in your jurisdiction to use the Service. By using the Service, you represent and warrant that you are at least the age of majority in your jurisdiction.
• To host events, manage guests, or access certain features, you may be required to create an account and provide accurate, current, and complete information, including your name, email address, and other contact details.
• You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. Notify us immediately of any unauthorized use or security breach.
• We reserve the right to suspend or terminate your account if we believe you have violated these Terms or misused the Service.

2. Description of the Service

RSVPFlow provides tools for event hosts and planners to create events, manage guest lists, send invitations, track RSVPs, and view engagement insights. Depending on the features you use, the Service may collect and process:

• Host details (e.g., name, email, phone, organization).
• Event information (e.g., event name, description, date, time, venue, location links, themes).
• Guest details (e.g., names, emails, phone numbers, groups, RSVP responses, number of attendees, special notes).
• Usage data (e.g., how you interact with the Service, device and browser information, approximate location, and analytics data).

Certain features may be experimental or in beta. We may add, change, or remove features at any time without notice.

3. Acceptable Use & Prohibited Activities

You agree that you will use the Service only for lawful purposes and in accordance with these Terms. You will not:

• Use the Service to send spam, unsolicited messages, or invitations that violate anti-spam, privacy, or marketing laws.
• Collect, store, or process guest data in violation of applicable privacy or data protection laws.
• Upload or share content that is unlawful, defamatory, harassing, hateful, obscene, infringing, or otherwise objectionable.
• Impersonate any person or entity or misrepresent your affiliation with a person or entity.
• Attempt to gain unauthorized access to any part of the Service or related systems, or interfere with the operation or security of the Service.
• Reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent such restriction is prohibited by law.
• Use the Service to host or facilitate events that involve illegal activities or that may reasonably be expected to cause harm or damage.

4. Host Responsibilities & Guest Information

As an event host or organizer, you are responsible for:

• Ensuring that you have a lawful basis for collecting and using the personal information of your guests (e.g., consent or legitimate interest).
• Providing guests with any required notices or disclosures about how their information will be used, especially if you export data from RSVPFlow to other tools.
• Complying with all applicable laws related to privacy, data protection, marketing, and electronic communications in the regions where your guests are located.
• Not uploading sensitive categories of personal data (such as health information or data about minors) unless you have a clear legal basis and technical safeguards in place.

We act primarily as a service provider / processor of guest data on your behalf. Our separate Privacy Policy describes how we collect, use, and protect personal information when operating the Service.

5. Plans, Payments & Subscriptions

From time to time, we may offer free tiers, trials, paid plans, or add-on features. Additional terms may apply to specific plans, which will be presented at the time of sign-up or upgrade.

• Fees, billing cycles, and renewal terms will be disclosed before you are charged. By starting a paid plan, you authorize us or our payment processor to charge your selected payment method.
• Unless otherwise stated, subscriptions renew automatically until cancelled. You may cancel at any time via your account or by contacting support, but fees already paid are generally non-refundable.
• We may change pricing or plan features with reasonable advance notice. If you continue using the Service after changes become effective, you agree to the updated pricing or features.

6. User Content & License

You retain ownership of any content you upload or submit to the Service, including event descriptions, branding assets, and guest lists ("User Content"). By using the Service, you grant us a worldwide, non-exclusive, royalty-free license to host, store, display, and process your User Content solely as necessary to provide, maintain, and improve the Service.

You represent and warrant that you have all rights, permissions, and consents necessary to upload User Content and to grant the foregoing license, and that your User Content does not infringe the rights of any third party.

7. Intellectual Property

The Service, including all software, interfaces, visual design, logos, trademarks, and content (other than User Content), is owned by Hostflow or its licensors and is protected by copyright, trademark, and other intellectual property laws.

Except as expressly permitted by these Terms, you may not copy, modify, distribute, sell, lease, or create derivative works based on the Service or any part of it without our prior written consent.

8. Third-Party Services & Links

The Service may integrate with or link to third-party products, services, or websites (for example: map providers, email delivery services, analytics tools, or payment processors). We do not control and are not responsible for these third-party services.

Your use of third-party services is subject to their own terms and privacy policies. We encourage you to review those documents carefully.

9. Disclaimers

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Service will be uninterrupted, secure, or error-free, or that data will not be lost. You understand that use of online services inherently involves risks such as delays, failures, or security incidents beyond our reasonable control.

10. Limitation of Liability

To the maximum extent permitted by law, in no event will Hostflow, its affiliates, directors, employees, or partners be liable for any indirect, incidental, consequential, special, or punitive damages, or for any loss of profits, revenues, data, or goodwill, arising out of or in connection with your use of (or inability to use) the Service.

To the extent any liability cannot be excluded, our total aggregate liability for all claims arising out of or related to the Service or these Terms will be limited to the amount you paid to us (if any) for the Service in the twelve (12) months preceding the event giving rise to the claim.

11. Indemnification

You agree to indemnify, defend, and hold harmless Hostflow and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with:

• Your use of the Service or your User Content;
• Your violation of these Terms; or
• Your violation of any rights of another person or entity, including your guests or vendors.

12. Changes to the Service & These Terms

We may update the Service and these Terms from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, provide additional notice (such as by email or an in-app message).

Your continued use of the Service after changes become effective constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service.

13. Governing Law & Dispute Resolution

These Terms and any dispute or claim arising out of or in connection with them or the Service will be governed by and construed in accordance with the laws of the jurisdiction in which Hostflow is incorporated, without giving effect to any choice of law or conflict of law provisions.

Any disputes arising out of or relating to these Terms or the Service will be resolved exclusively in the courts located in that jurisdiction, unless applicable law requires a different forum.