Terms of Service

These Terms of Service govern your access to and use of the ScanStand website at scanstand.app, the ScanStand web application, and related services (the “Service”), provided by [registered company name — to be added], trading as ScanStand (“ScanStand”, “we”, “us”). By creating an account or using the Service you agree to these Terms. If you do not agree, do not use the Service.

1. Eligibility and accounts

You must be at least 18 years old and able to enter into a binding contract. You are responsible for the accuracy of your registration details, for keeping your login credentials secure, and for all activity that occurs under your account. Notify us promptly of any unauthorised use.

2. The Service

ScanStand helps exhibitors capture, manage, and follow up on leads at trade shows and events, including QR capture forms, lead management, email follow-up, and optional AI features. We may add, change, or remove features from time to time.

3. Plans, billing and renewals

Event passes, subscriptions, and add-ons are billed once-off as displayed at checkout, unless you choose a monthly subscription where offered. Some passes include a fixed number of event credits, used when you create an event; deleting or archiving an event does not restore a used event credit. Passes and their included allowances are valid for the period shown at checkout; access to capture new leads requires an active plan, pass, or trial. Where a monthly subscription is offered, it renews automatically until cancelled. Payments are processed by our third-party payment providers (Paystack and Stripe); we do not store full card details. Cancellations and refunds are governed by our Refund and Cancellation Policy.

4. Free tests and trials

Where we offer a free test or trial, the limits and conditions shown at registration apply. Continued access after a trial ends requires an eligible paid plan. See the Refund and Cancellation Policy for details.

5. Your data and privacy

You retain ownership of the leads and content you capture. In respect of the personal information of the individuals whose details you collect, you are the responsible party (operator) and ScanStand processes that data on your behalf and under your instructions. You are responsible for obtaining all necessary consent and for lawful, POPIA-compliant use of that data. Our handling of personal information is described in our Privacy Policy.

6. Acceptable use

You agree not to:

• Collect personal information without appropriate authority or consent.
• Send spam, unlawful, misleading, or abusive communications.
• Use the Service to breach any applicable law or third-party rights.
• Attempt to compromise the security, integrity, or availability of the platform.
• Reverse engineer, resell, or circumvent plan limits or access controls.

7. AI features

Optional AI features (such as business-card scanning and lead-assistant suggestions) use a third-party AI provider and are provided to assist you. AI output may be inaccurate or incomplete and should be reviewed before you rely on it. You remain responsible for the accuracy and lawful use of captured and generated data.

8. Intellectual property

The Service, including its software, design, and content (excluding your data), is owned by ScanStand or its licensors. We grant you a limited, non-exclusive, non-transferable licence to use the Service in accordance with these Terms for the duration of your paid access.

9. Third-party services

The Service relies on third parties including payment providers, email providers, an AI provider, and hosting providers. We are not responsible for the acts, omissions, availability, or content of third-party services, and your use of them may be subject to their own terms.

10. Availability and warranties

We aim to keep the Service available but do not guarantee uninterrupted or error-free operation, and we may carry out scheduled or emergency maintenance. Except as required by law, the Service is provided “as is” and “as available” without warranties of any kind.

11. Limitation of liability

To the maximum extent permitted by law, ScanStand will not be liable for indirect, incidental, or consequential loss, or for loss of profits, data, or goodwill. Our total liability arising from the Service is limited to the amounts you paid to us in the three months preceding the event giving rise to the claim. Nothing in these Terms limits liability that cannot lawfully be excluded.

12. Indemnity

You agree to indemnify ScanStand against claims, losses, and costs arising from your breach of these Terms, your misuse of the Service, or your unlawful processing of personal information.

13. Suspension and termination

We may suspend or terminate your account where you breach these Terms, fail to pay amounts due, use the Service unlawfully or abusively, or create a security risk. You may stop using the Service at any time and cancel in accordance with the Refund and Cancellation Policy. On termination, your right to use the Service ends; you should export any data you wish to keep beforehand.

14. Changes to these Terms

We may update these Terms from time to time. The updated version will be published here with a revised effective date, and your continued use of the Service after changes take effect constitutes acceptance.

15. Governing law

These Terms are governed by the laws of the Republic of South Africa, and you submit to the jurisdiction of its courts. Nothing in these Terms excludes or limits any rights you may have under the Consumer Protection Act 68 of 2008, the Electronic Communications and Transactions Act 25 of 2002, or other applicable law.

16. Contact

Questions about these Terms may be sent to [email protected], or to [registered company name — to be added], [registered business address — to be added], South Africa.