Terms of service

Effective 2 August 2026. Version 2026-08-02.

1. Who this is between

These terms are between VenueFlow — software operated as an independent business in the United States — and the venue whose staff hold the account. “You” means the venue, not the individual person clicking. If you’re signing up on behalf of a venue, you’re confirming you’re allowed to agree to this for them.

Our privacy policy is part of these terms. Where the two overlap, they’re meant to say the same thing; if they ever don’t, tell us and we’ll fix it rather than rely on the gap.

2. This is a beta, and that means something

VenueFlow is free right now, and being free is doing real work in these terms — it’s why section 8 caps what you can recover. We’d rather say that plainly than bury it.

Concretely, during the beta: there is no uptime commitment, features can change or be removed, and things will break in ways we haven’t anticipated. That’s the nature of the arrangement, and it’s why we ask you to tell us when it happens rather than work around it quietly.

Keep your own records of anything you can’t afford to lose. We take reasonable care, and we’d rather you didn’t find out the hard way that reasonable care isn’t the same as a guarantee.

When subscriptions start, we’ll add payment terms and give you notice before anything is charged. Nothing here obliges you to subscribe, and nothing here charges you anything.

3. Your account

You’re responsible for who you give access to. Staff you invite can see and change your venue’s data, including artists’ contact details — so invite people you’d trust with a filing cabinet full of them, and remove access when someone leaves.

Keep your sign-in details to yourself, and tell us if you think someone else has them.

4. What you can and can’t do with it

Use VenueFlow to run your venue’s bookings. Please don’t:

• Upload data you don’t have a legitimate reason to hold — a scraped list, a roster from a venue you don’t work for, or data someone asked you to delete
• Use it to contact people for anything other than booking them
• Try to reach another venue’s data, or test our security without asking us first — ask, and we’ll usually say yes
• Resell or rebrand VenueFlow as your own product
• Break the law with it

5. Your data, and what you’re asking us to do with it

This section is the agreement about data, and it matters more than the rest. In data protection terms you are the controller and we are the processor: you decide what to collect and why, we’re the software that holds it and acts on your instructions.

The exception is your own staff accounts — names, emails, roles. Those are our records about our own customers, and we’re the controller for them. The privacy policy says the same.

Your instructions to us. By using VenueFlow you are instructing us to do the following on your behalf, and this list is what we mean when we say we act only on your instructions:

• Store and process your booking data so the product works — your calendar, artists, submissions, shows and payout records
• Use the sub-processors listed in the privacy policy to do it. We’ll tell you before adding a new one, and you’re free to object by closing your account
• Send email on your behalf where the product does that — staff invites, submission confirmations, and notices to artists about deletion requests
• Receive and act on data deletion requests from artists and other third parties, on your behalf — see below
• Delete or return your data when you ask, or when you leave

Deletion requests, specifically. People whose details are in your records can ask us directly to remove them, using our public request form. You are instructing us to handle those requests for you, which means:

• We verify the person is who they say they are before anything happens. Our check is proof that they control the email address on the record
• Where we can confirm a record is theirs, we may remove it without asking you first. This is the part we specifically need your agreement on. It exists because the alternative — waiting on a reply that may not come — means a person who has proved who they are doesn’t get an answer, and the deadline for answering isn’t ours to extend
• Where we can’t confirm it, we ask you, because you know your own roster. If we don’t hear back within the stated window, we act rather than leave the request unanswered
• We always tell you what happened to your records, whether or not you had to do anything
• Bookings survive. The date, the amount, whether it was paid, and the name of who was paid all stay, because those are your accounting records. Contact details and notes go

If you’d rather review every request yourself, tell us and we’ll turn the automatic part off for your venue. It stays on by default because leaving a verified person unanswered is the worse failure.

What we do about security. Each venue’s data is isolated at the database level. Credentials for connected services are encrypted before storage. Anyone who works on VenueFlow and can reach your data is bound to keep it confidential. If we discover a breach affecting your data, we’ll tell you without undue delay and give you what you need to meet your own obligations.

Helping you meet your obligations. If someone asks you — rather than us — to access, correct or delete their data, we’ll give you reasonable help to answer them. If you need to show a regulator how their data is handled here, ask and we’ll provide what we can.

When you leave. Your data is available to export while your account is open. After you close it, we delete your venue’s data on the schedule in the privacy policy. Ask before you go if you want it sooner, or want a copy.

6. What you’re responsible for

You decide what goes into VenueFlow, so a few things are yours rather than ours:

• Having a legitimate reason to hold the data you enter. You collected it; you’re the one who has to be able to justify having it
• Telling people whose data you enter that you hold it, where you’re required to
• What gets written in free-text fields. Notes and assessments are yours, and they’re visible to everyone you give access to
• Paying artists. VenueFlow records what’s owed and shows you their payment details; money never moves through us

7. No warranty

VenueFlow is provided as is. We don’t promise it will be uninterrupted, error-free, or fit for a particular purpose, and we don’t warrant that it will meet a requirement you haven’t told us about. To the extent the law allows, we disclaim implied warranties.

This is a real disclaimer rather than boilerplate: it’s free beta software and you should treat it as such.

8. What you can recover from us

Our total liability to you, for everything arising out of these terms or your use of VenueFlow, is limited to US$100 in aggregate. Since VenueFlow is free during the beta, that figure is a floor rather than a calculation — it exists so the cap is a real number instead of zero.

We’re not liable for lost profits, lost bookings, lost data, or indirect or consequential losses.

None of this limits liability for anything that can’t be limited by law — including our own fraud, gross negligence, or willful misconduct. A cap doesn’t buy us the right to be careless with other people’s information, and we don’t read it that way.

9. Claims arising from your data

If someone brings a claim against us because of data you put into VenueFlow, how you used it, or an instruction you gave us, you agree to cover our reasonable costs in dealing with it. This doesn’t apply where the claim is caused by our own failure — if we lose your data or break something, that’s ours.

10. Ending it

You can stop using VenueFlow and close your account at any time, for any reason. We can end your access if you break these terms in a way you don’t fix after we ask, or if we stop offering the service — in which case we’ll give you as much notice as we reasonably can, and time to get your data out.

Sections 5, 6, 8 and 9 keep applying to anything that happened while you were using it.

11. Changes to these terms

If we change these terms in a way that matters, we’ll update the version above and tell account holders. If you keep using VenueFlow after that, you’re accepting the updated version; if you’d rather not, close the account and take your data.

12. Law and disputes

These terms are governed by the laws of the U.S. state in which VenueFlow is operated, without regard to conflict-of-law rules. Before anything formal, email us — nearly everything is faster to fix by talking about it, and at this size that is genuinely how we’d prefer to handle it.

13. Contact

Questions about these terms: getvenueflow@gmail.com.