Contents

1. Definitions and parties

Service means the QRGATE web application and related APIs used to create events, manage guest lists, send invitations, and perform QR-based access verification.

Customer means the organization or person creating an account and using the Service.

Guest means a person whose data is uploaded by the Customer for invitation and access purposes.

Event means a single Customer-managed occasion inside the Service.

Credit means a prepaid usage unit that allows creating and running an Event (unless your plan states otherwise).

Organizer rules: Admission conditions are determined by the event organizer. The Service provides a technical verification workflow, not a legal judgment on admission.

2. The Service

• The Customer uploads a guest list (name, email, and optional labels).
• The Service generates a unique technical token for each invitation and may deliver it via email on the Customer's request.
• At the venue, scanning the QR code returns an immediate verification status (e.g., valid, already used, blocked).
• QR codes do not contain personal data by default - they contain a technical identifier.
• QRGATE is not a ticket marketplace and does not sell tickets to the public.

3. Accounts and access

• You must provide accurate information and keep it up to date.
• You are responsible for all activity under your account, including invitation sending and check-in actions.
• Keep passwords confidential and notify us promptly if you suspect unauthorized access.
• We may suspend access to protect security, prevent abuse, or comply with legal obligations.

4. Plans, credits, pricing

• Pricing and plan details are displayed in the Service or in your commercial agreement.
• Credits are typically valid for a limited period shown at purchase time. Expired credits cannot be used.
• Unless explicitly stated otherwise, 1 Event consumes 1 Credit, regardless of guest count.
• Taxes (VAT) may apply depending on your billing details and applicable law.

5. Billing and payments

• By placing an order, you agree to pay the listed fees and any applicable taxes.
• Invoices are issued electronically using the billing details you provide.
• Refunds are not available for used credits or partially delivered services, unless required by mandatory law or agreed in writing.
• If you act as a consumer under EU law, you may have additional mandatory rights. If the Service is purchased for business use, consumer withdrawal rules typically do not apply.

6. Email delivery and invitations

• Invitation emails are sent to addresses uploaded by the Customer and initiated from within the Service.
• Delivery can be affected by external systems (recipient spam filters, mailbox policies, network issues). 100% deliverability cannot be guaranteed.
• You are responsible for ensuring you have a lawful basis to email your guests and that your list quality is appropriate.

7. Data protection and GDPR

• The Customer is typically the data controller for guest data, and QRGATE acts as a data processor for the Customer.
• The Customer must have a lawful basis to process guest data and to send invitations (e.g., legitimate interest or consent as applicable).
• We implement reasonable technical and organizational measures to protect data, including access controls and logging.
• Data retention and deletion rules are described in the Privacy Policy and in your account settings (where applicable).

8. Acceptable use

• Do not use the Service for unlawful purposes, harassment, fraud, or sending unsolicited commercial emails (spam).
• Do not attempt to bypass security measures, scrape protected endpoints, or run load testing without prior written consent.
• Do not upload content that infringes intellectual property or violates privacy rights.
• We may suspend or terminate accounts that violate these rules.

9. Availability and support

• We aim for high availability but the Service may be unavailable due to maintenance, upgrades, or factors outside our control.
• Planned maintenance may be scheduled in reasonable windows, and we will try to notify Customers in advance when practical.
• Support channels and response times depend on your plan or agreement.
• We are not responsible for failures of third-party systems (internet access, venue network, email providers).

10. Liability

To the maximum extent permitted by applicable law, QRGATE is liable only for damages caused by willful misconduct or gross negligence. In all other cases, total liability is limited to the fees actually paid by the Customer for the Service in the 12 months preceding the event giving rise to the claim. QRGATE is not liable for indirect or consequential damages (including loss of profit, loss of goodwill, or business interruption).

Nothing in these Terms limits liability where such limitation is prohibited by mandatory law.

11. Term, suspension, termination

• The contract is effective when you create an account and remains in force until terminated.
• You may close your account at any time. Unused or expired credits are not refundable unless required by mandatory law or agreed in writing.
• We may suspend or terminate access immediately if (a) you breach these Terms, (b) your use creates security or compliance risks, or (c) we are required to do so by law.
• On termination, your access ends and we may delete or anonymize data according to our Privacy Policy and retention rules.

12. Governing terms, changes, disputes

• We may update these Terms from time to time. Changes become effective when published on the website, unless a later effective date is stated.
• If you continue using the Service after the effective date, you accept the updated Terms.
• We will try to resolve disputes amicably. If that is not possible, disputes will be handled by the competent courts determined under applicable EU rules on jurisdiction, and mandatory consumer protections remain unaffected.

Last updated: 20 Feb 2026