VenueGain AI Terms & Privacy Agreement

1. Accounts and authority

VenueGain AI is a business service for hospitality operators. You must be at least 18 and have authority to accept this agreement for your business. Keep your account details accurate, safeguard your sign-in credentials and notify us of suspected unauthorized access. Your subscription provides access for your own business and the venues included in your plan.

2. What the service provides

The service analyzes uploaded sales information and produces summaries, opportunity scenarios and, on eligible plans, AI revenue coaching. Features depend on your subscription and the quality and completeness of your data. Starter and Growth each include one venue; Small Group includes up to three. Food and Beverage analysis requires correctly classified sales categories. Owner testing access can differ from customer plan limits.

3. AI, estimates and business decisions

AI responses and revenue opportunities may be inaccurate, incomplete or unsuitable for your circumstances. Opportunity amounts are hypothetical scenarios, not forecasts, and may overlap. We do not guarantee increased revenue, profit, savings or any other result. Check calculations, assumptions and recommendations before acting. You remain responsible for pricing, staffing, promotions, customer treatment and other business decisions. The service does not provide professional legal, financial, accounting or tax advice.

4. Subscription, trial and payment terms

Standard prices are USD 49 per month for Starter, USD 79 for Growth and USD 129 for Small Group. The price, currency, trial, applicable taxes and any offer shown at checkout apply to your purchase. A standard new subscription has a seven-day free trial with a payment method required. Special offers may have different terms, including an immediate payment with no trial; those differences must be shown before you confirm payment.

Unless you cancel before the trial ends, your subscription becomes paid and renews automatically each month at the agreed price until cancelled. To cancel or manage billing, open Plans & billing and use Manage billing or the management button on your current plan. Cancellation takes effect as stated in the billing portal; access generally continues until the paid period ends. Cancellation does not itself delete your account or data. Contact us about refunds or billing errors; refund requests are reviewed individually, and mandatory refund rights are unaffected. We will notify affected customers before a price change applies to a future renewal. Failed payments can restrict paid features.

5. Your data and acceptable use

You retain ownership of your uploaded information. You give us permission to process it only as needed to provide, secure and support the service and generate the features you request. Only upload information you are entitled to use. Sales analysis does not require guest names, email addresses, card numbers or other guest contact details: remove unnecessary personal or sensitive information before uploading.

Do not upload unlawful content, infringe another person’s rights, interfere with the service, attempt to access another account or bypass subscription or security controls. You own your business information; we retain ownership of the service’s software, branding and other intellectual property. AI output may be similar to output provided to other users and is not guaranteed to be exclusive.

Optional POS integrations can use venue-specific API keys created in your workspace. You authorize the provider you give a key to to import and read that venue’s reports. Keep keys private, revoke unused keys and rotate them before expiry. You are responsible for ensuring that your provider sends complete and accurate reports using our documented format. Clover and Square connections instead use the POS provider’s authorization screen to grant read-only sales access. We store encrypted access and refresh tokens, merchant/location identifiers, timezone and import status. You initiate sales imports; disconnecting removes our stored tokens but keeps saved reports. You can also revoke access in your POS dashboard. Toast uses approved API client credentials and an owner-approved restaurant assignment to read the authorized restaurant’s sales. Refund exclusions and other supported-data limitations are shown with each import. API limits and supported functionality are described in the integration documentation.

6. Availability, suspension and ending service

We take reasonable steps to operate and secure the service, but availability can be affected by maintenance, outages and third-party providers. We may suspend access for security risks, misuse or unpaid fees, with notice where reasonably possible. If we permanently discontinue a prepaid service for reasons unrelated to your breach, we will address unused prepaid fees fairly, subject to applicable law. You may cancel your subscription and request export or deletion of your customer data.

7. Liability and mandatory rights

To the extent permitted by applicable law, the service is provided without a warranty of uninterrupted operation or guaranteed accuracy. We are not liable for indirect or consequential losses, including lost profits resulting from reliance on forecasts or recommendations. Our aggregate liability arising from the service is limited to the subscription fees you paid for it in the twelve months before the event giving rise to the claim.

These limitations do not exclude fraud, deliberate misconduct or liability that applicable law does not allow us to exclude or limit. Your mandatory statutory rights remain intact. Contact us first so we can try to resolve a dispute; this agreement does not impose mandatory arbitration or prevent use of courts or remedies available under applicable law.

8. Changes and contact

We identify this agreement by version and effective date. Material changes requiring renewed agreement will be presented for acceptance before continued use. Subscription price changes will be disclosed before the affected renewal. You can save or print this page. Contact info@venuegainai.com for account, billing or agreement questions.

9. Information we process

We process account details such as your name, email, authentication identifiers and sign-in activity; venue details; sales summaries, report filenames, calculations and saved action progress; subscription identifiers, status and billing periods; AI questions, report context and usage records; optional POS account connection metadata and encrypted authorization tokens; POS API key metadata, credential hashes, import identifiers, payload hashes and request counters; and agreement acceptance records, including your account identifier, email, acceptance time and accepted version. When you open the demo, we record your submitted name, email, venue, demo entry dates and follow-up preference. Demo emails are self-reported. We match them to verified signup emails to understand conversion; optional promotional follow-up requires the separate checkbox. We also process pseudonymous device and email security identifiers, rate-limit counters and trial eligibility records to detect repeated trials. CAPTCHA, when activated, uses Cloudflare Turnstile. Infrastructure providers may also process technical logs, IP addresses and security information needed to operate the service.

Sales files are parsed for analysis. VenueGain AI saves the calculated report summary, rather than the original uploaded file or individual sales rows. Revenue-coach questions and relevant report context are sent to our AI provider to generate responses. Do not include information that is unnecessary for the requested analysis.

10. Why we use information and who processes it

We use this information to provide your workspace, authenticate you, analyze sales, generate AI responses, manage subscriptions, prevent misuse, support you and respond to data requests. Our processing rests on providing the contracted service, legitimate operational and security interests, applicable legal obligations, or consent where required; acknowledging this notice is not blanket consent to unrelated uses.

Providers currently include Supabase for authentication; Cloudflare and OpenAI Sites infrastructure for hosting and storage; OpenAI for AI responses; and Stripe for payments and billing. These providers process information under their own applicable terms, safeguards and retention policies. Card details are handled by the payment provider; VenueGain AI does not store complete card numbers. OpenAI’s API data practices are described in its data controls documentation, and Stripe’s practices in its privacy policy.

Authorized Book Tech Labs personnel may access customer information for administration, support and security. We do not sell your personal information. We may disclose information where needed to comply with law, protect rights and security, or complete a business transfer with appropriate safeguards. Providers may process information outside your country; applicable transfer safeguards depend on the provider and relevant law.

11. Storage, retention and security

Demo details are retained until removed or you request deletion. Essential security cookies last up to 180 days, and demo access cookies last one day. Rate-limit counters are periodically removed after their windows expire. A keyed email identifier and trial claim may be retained after deletion to prevent repeated free trials; it is used only for abuse prevention. We retain account and workspace information while your account is maintained and as needed for support, security and legal obligations. Cancelling a subscription does not automatically delete saved reports. We use access controls and other reasonable safeguards, but no system can promise absolute security.

On completion of a deletion request, the app removes your sign-in account, customer profile, venues, reports, actions, AI activity agreement acceptance records and POS API keys, provider authorization tokens and pending POS connection requests. Subscriptions and open checkouts must be ended first so deletion does not leave continuing charges. A minimal account identifier and deletion date remain to prevent old sessions or payment notifications from recreating erased data. Stripe retains payment and invoice records separately. Provider security logs, backups and records required by law may persist under the relevant provider’s retention rules.

12. Your choices, requests and cookies

You can request access, export, correction or deletion through info@venuegainai.com. We verify identity and authority before acting. Depending on applicable law, you may also have rights to object, restrict processing, withdraw consent for consent-based processing, or complain to your local data protection authority. Withdrawing consent does not affect earlier lawful processing.

We use essential cookies or similar storage for authentication, security, remembering agreement acceptance and basic interface preferences. Accepting this package does not opt you into advertising or optional marketing. Service emails may be used for verification, password recovery and account or billing communications. If you disagree with the Terms of Service, do not create or use a customer workspace; you can still read this agreement. The demo requires a short form and acknowledgement of its privacy notice.