Terms of Service

1. The service

VenueCore provides hospitality operations software: EPOS, KDS, reservations, floor planning, stock, staff scheduling, payments via Stripe, and AI-assisted diagnostics. Features available to you depend on your subscription tier (see /pricing).

2. Accounts & access

You are responsible for keeping login credentials secure and for the actions of users you grant access to. Notify us immediately of unauthorised access at support@venuecore.solutions.

3. Subscription & fees

• Subscriptions are billed monthly in advance via Stripe.
• Setup fees are one-off and non-refundable once provisioning has started.
• Card-present payments are charged at 1.69% + 15p; online at 1.99% + 20p (collected via Stripe Connect application fees once Connect onboarding is complete).
• Processor pass-through: if Stripe, card schemes, or any upstream processor raises its rates, interchange or scheme fees, VenueCore may pass the increase through to you on 30 days’ written notice. Your headline platform margin (the spread above the processor cost at the date of these Terms) will not change as a result of a pass-through.
• You may cancel at any time; the subscription ends at the close of the current billing period. No partial-month refunds.
• Price changes will be notified at least 30 days in advance.

4. Acceptable use

Do not use the platform to:

• Process payments fraudulently or in violation of card-scheme rules.
• Store cardholder data outside Stripe.
• Upload unlawful, infringing or malicious content.
• Reverse-engineer, scrape or resell the service.
• Abuse AI diagnostic features (Copilot) by submitting personal data of third parties without lawful basis.

4a. AI assistance disclaimer

Copilot and other AI features provide operational suggestions only. They are not professional accounting, tax, legal, employment or food-safety advice. You are responsible for verifying any action before applying it, especially anything that affects financial records, payroll, VAT returns or regulatory filings. VenueCore is not liable for losses or fines arising from reliance on AI-generated suggestions.

5. Your data

You retain ownership of all data you upload. We process it under our Data Processing Agreement and Privacy Policy. On termination you may export your data for 30 days; after that we delete it within 90 days unless legally required to retain it (e.g. tax records).

6. Service levels

We target 99.9% monthly uptime for the production platform, excluding scheduled maintenance and force majeure. Where uptime falls below target, service credits may be issued on written request within 30 days of the incident.

7. Warranties & liability

The service is provided “as is” without implied warranties beyond those that cannot be excluded by law. To the maximum extent permitted by law, VenueCore’s aggregate liability under these Terms is limited to the fees you paid in the 12 months before the event giving rise to the claim. We are not liable for indirect, incidental or consequential loss, lost profits, or lost data beyond the most recent backup. Nothing in these Terms limits liability for death, personal injury caused by negligence, fraud, or any liability that cannot be limited by law.

8. Termination

Either party may terminate for material breach not cured within 14 days of written notice. We may suspend access immediately for security, payment failure, or card-scheme compliance reasons.

9. Changes

We may update these Terms. Material changes will be notified by email at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

10. Governing law

These Terms are governed by the laws of England & Wales. The courts of London have exclusive jurisdiction, subject to your non-waivable consumer rights.

11. Contact

VenueCore Ltd, support@venuecore.solutions.

12. Partner & referral program

If you are a partner referring venues to VenueCore under our affiliate program, the following additional terms apply:

• Payout cadence. Recurring commission accrues monthly against recognised subscription revenue. Month 1 commission is paid on the first settled subscription invoice. The £250 activation bounty (currently in force) is released alongside the Month 2 payout only after the referred venue's second subscription invoice has settled at least 28 days after the first. No bounty is owed unless and until that second settlement occurs.
• Activation bounty clawback. Any activation bonus paid is fully clawed back if the referred venue cancels, charges back, or is terminated for cause within 90 days of the bonus payment date. Clawbacks are netted against future payouts; negative balances are invoiced and due in 14 days.
• Recurring commission clawback. Year-1 commission paid on a venue that cancels, charges back, or is terminated for cause within 90 days of the most recent payout is fully reversed and netted against future payouts.
• Anti-collusion. Partners may not refer venues they own, control, are employed by, or have a direct financial interest in, without prior written consent from VenueCore. Self-referrals, circular referrals, and undisclosed beneficial-ownership relationships void all commission and bounty on the affected accounts and may result in partner termination.
• Volume review. Referred venues processing more than £50,000/month in card volume, operating in higher-risk verticals (late-night, adult, ticketing, crypto-adjacent) or with adverse credit signals may be placed in a manual review queue. Commission accrual is paused during review and resumes from the original attribution date once approved.
• VAT. If you are VAT-registered, you must invoice VenueCore for commission with VAT applied; we will gross-up payouts accordingly. If you are not VAT-registered, payouts are made net and no VAT is applied. You are responsible for your own income tax and reporting obligations.
• Termination for cause. We may terminate a partner immediately for fraud, anti-collusion breach, brand misuse, spam marketing, or any conduct that damages the VenueCore brand. Unpaid commission earned through compliant referrals before termination remains payable on the normal schedule.