RoomReservation.app Terms of Service
Last updated: October 31, 2026. Version 2026-10-31.
1. Agreement
1.1 Parties. These Terms of Service ("Terms") are an agreement between Aprative LLC ("we", "us") and the organization that creates an account for the RoomReservation.app booking platform (the "Organization", "you"). The person who accepts these Terms represents that they are authorized to bind the Organization.
1.2 Definitions. "Service" means the RoomReservation.app software, the booking sites it hosts, and related support. "Member" means any person who uses the Organization's booking site, including the public. "Member Data" means personal information about Members and the Organization's staff that the Service processes for the Organization. "Plan" means the subscription level shown on the pricing page at https://roomreservation.app when the Organization chooses it.
1.3 Acceptance. The Organization accepts these Terms by checking the acceptance box at signup or when we ask it to accept a new version. These Terms are for business use only; the Service is not offered to consumers.
2. The Service
2.1 Access. Subject to these Terms and the Organization's Plan, we grant the Organization a non-exclusive, non-transferable right to use the Service for its own booking operations during the subscription.
2.2 Booking site address. Each Organization receives an address on roomreservation.app. A Plan that includes a custom domain lets the Organization point a domain it controls at the Service. The Organization is responsible for its domain registration, its DNS records, and its right to use the domain.
2.3 Sender email. A Plan that includes it lets the Organization send Service emails from an address on a domain it controls. The Organization is responsible for the DNS records that verify the domain and for the content of messages it sends through the Service. Otherwise, Service emails are sent from our address under the Organization's name, with replies going to the Organization.
2.4 Changes to the Service. We may change the Service. We will give the Organization at least 30 days' notice by email of any change that removes a feature included in its paid Plan.
3. Plans, trials, and fees
3.1 Plans. The features and limits of each Plan are those shown on the pricing page when the Organization subscribes or changes Plans.
3.2 Free trial. A Plan with a free trial is free for the trial period shown at signup. No payment card is required. When a trial ends without a paid subscription, the Organization moves to the Free Plan.
3.3 Subscription fees and renewal. A paid Plan is billed in advance, monthly or yearly as the Organization chooses, to the payment method the Organization provides. EACH PAID SUBSCRIPTION RENEWS AUTOMATICALLY FOR ANOTHER PERIOD OF THE SAME LENGTH AT THE THEN-CURRENT PRICE UNTIL THE ORGANIZATION CANCELS IT. The Organization authorizes us and our payment processor to charge each renewal.
3.4 Cancellation. The Organization may cancel a paid subscription at any time from its billing page. Cancellation takes effect at the end of the paid period, after which the Organization moves to the Free Plan. Fees already paid are non-refundable, except as Section 3.6 states.
3.5 Price changes. We will email the Organization at least 30 days before a price change applies to its subscription. The new price applies from the first renewal after that notice.
3.6 Plan changes. An upgrade takes effect immediately and is prorated for the rest of the billing period. A downgrade takes effect immediately and is credited, prorated, against future fees.
3.7 Platform fee on the Free Plan. On the Free Plan, we keep 2% of each payment a Member makes to the Organization through the Service, deducted when the payment is made. Paid Plans have no platform fee.
3.8 Taxes. Fees exclude taxes. The Organization pays any sales, use, or similar tax on the fees, other than taxes on our income.
3.9 Late payment. If a payment fails and is not resolved within 14 days after we notify the Organization, we may move the Organization to the Free Plan.
4. Limits and downgrades
4.1 Over-limit use. When the Organization's Plan changes, rooms, equipment, staff accounts, or features beyond the new Plan's limits are paused, not deleted. Paused rooms and equipment cannot be booked until the Plan allows them. Features beyond the new Plan stop working, including the custom domain and sender email, which revert to the roomreservation.app address and our sender.
4.2 Booking limit. A Plan's monthly booking limit counts held, confirmed, and completed bookings created in a calendar month in the Organization's time zone. Further bookings are refused until the next month or an upgrade.
5. Payments from Members
5.1 Organization is the seller. The Organization is the seller and merchant of record for every booking. Member payments go to the payment processor account the Organization connects, under that processor's own terms between the processor and the Organization. We do not hold Member funds.
5.2 Organization's responsibilities. The Organization sets its prices, taxes, cancellation and refund rules, and its terms with Members, and is responsible for refunds, chargebacks, and tax collection on its sales.
6. Organization's responsibilities
6.1 Accounts. The Organization is responsible for its staff accounts, for the roles it grants, and for all activity under its account, except activity that results from our failure to secure the Service.
6.2 Member terms. The Organization will publish Terms of Use and a Privacy Notice for Members that are accurate for its operations. Templates we provide are a starting point and are not legal advice.
6.3 Acceptable use. The Organization will not use the Service to: (a) break any law, including privacy, consumer protection, anti-spam, and anti-discrimination law; (b) send messages Members did not consent to receive; (c) offer bookings or goods that are illegal; (d) upload malware or attack the Service or any network; (e) access another organization's data; (f) copy or resell the Service; or (g) choose a booking site name or domain that impersonates another person or business.
6.4 Connected services. When the Organization connects a third-party service (such as a payment processor, membership database, door controller, calendar, workflow, or accounting service), the Organization authorizes us to exchange data with that service on its behalf. The third party's terms govern the Organization's use of it. We are not responsible for a third-party service's availability or acts.
6.5 Door access and equipment. Door unlock and equipment features act on the Organization's instructions and settings. The Organization is responsible for its premises, its doors, the safety of its equipment, and the instructions it gives Members.
7. Data
7.1 Roles. As between the parties, the Organization controls Member Data and decides its purposes. We process Member Data only on the Organization's documented instructions, which are these Terms and the Organization's use and settings of the Service.
7.2 Our obligations. For Member Data, we will: (a) process it only to provide, secure, and support the Service and as the law requires; (b) keep it confidential and require the same of anyone who processes it for us; (c) protect it with encryption in transit and at rest and with access limited by role; (d) notify the Organization without undue delay, and within 72 hours, after we confirm a security breach affecting it; (e) help the Organization respond to Members' requests to access, correct, or delete their data; and (f) delete or return it as Section 7.5 states.
7.3 Subprocessors. The Organization authorizes our use of service providers for hosting, database, email delivery, and payment processing. We will give the Organization 30 days' notice by email before adding a service provider that processes Member Data, and the Organization may cancel within that period if it objects.
7.4 Aggregated data. We may use data that identifies neither the Organization nor any person to operate and improve the Service.
7.5 Export and deletion. During the subscription, the Organization may export its bookings from the Service. Within 30 days after the Organization's account ends, it may request an export of its Member Data. We will delete Member Data within 90 days after the account ends, except copies the law requires us to keep and backups, which are deleted on their regular schedule.
8. Suspension and termination
8.1 Suspension. We may suspend the Organization's custom domain, sender email, or account immediately if its use breaches Section 6.3, threatens the security of the Service, or risks harm to others, and will tell the Organization why.
8.2 Termination by the Organization. The Organization may close its account at any time by emailing hello@roomreservation.app.
8.3 Termination by us. We may end these Terms on 30 days' notice by email, or immediately if the Organization materially breaches them and does not cure the breach within 10 days after our notice. If we end these Terms without cause, we will refund prepaid fees for the unused part of the period.
9. Intellectual property
9.1 Ours. We own the Service and all its improvements. These Terms grant no rights except those in Section 2.1.
9.2 Yours. The Organization owns its content, logos, and Member Data, and grants us a license to host, copy, display, and transmit them to provide the Service.
9.3 Feedback. We may use any feedback the Organization gives about the Service without obligation.
10. Warranties and disclaimers
10.1 Mutual. Each party represents that it may enter into these Terms.
10.2 Disclaimer. EXCEPT AS THESE TERMS EXPRESSLY STATE, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE", AND WE DISCLAIM ALL IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE, ANY DOOR, OR ANY CONNECTED SERVICE WILL OPERATE WITHOUT INTERRUPTION OR ERROR.
11. Limitation of liability
11.1 Exclusion. NEITHER PARTY IS LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, ARISING FROM THESE TERMS OR THE SERVICE.
11.2 Cap. EACH PARTY'S TOTAL LIABILITY ARISING FROM THESE TERMS OR THE SERVICE IS LIMITED TO THE FEES THE ORGANIZATION PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE, OR $100 IF GREATER.
11.3 Exceptions. Sections 11.1 and 11.2 do not limit liability for fraud, willful misconduct, the Organization's payment obligations, or the Organization's breach of Section 6.3.
12. Indemnity
12.1 By the Organization. The Organization will defend and indemnify us against third-party claims arising from its bookings, premises, equipment, prices, refunds, Member terms, or breach of Section 6.3.
13. Changes to these Terms
13.1 New versions. We may change these Terms by posting a new version with a new date. A change applies to the Organization only after we notify it by email or in the Service and an admin accepts the new version, or 30 days after that notice if the Organization keeps using the Service and does not cancel.
14. General
14.1 Governing law and courts. Utah law governs these Terms, without regard to its conflict-of-laws rules. The state and federal courts located in Utah County, Utah have exclusive jurisdiction, and both parties consent to it.
14.2 Notices. We send notices to the email address of the Organization's account admins. The Organization sends notices to hello@roomreservation.app.
14.3 Assignment. Neither party may assign these Terms without the other's consent, except to a successor of its whole business. Any other assignment is void.
14.4 Force majeure. Neither party is liable for delay caused by events beyond its reasonable control, other than payment obligations.
14.5 Entire agreement and severability. These Terms are the entire agreement about the Service. If a court finds any part unenforceable, the rest remains in effect.
14.6 Survival. Sections 3.3 for fees accrued, 5.2, 7, 9, 10.2, 11, 12, and 14 survive the end of these Terms.
14.7 Electronic records. Acceptance of these Terms and notices under them may be made and kept electronically.