Terms of Service
These Terms are a binding contract between Oikos United LLC and the business that uses Oikos Venue. By creating an account, starting a trial, subscribing, or using the Service, you agree to these Terms, the Privacy Policy, the Messaging Terms and the Data Processing Addendum, each incorporated by reference. Section 13 limits our liability and Section 19 requires disputes to go to binding individual arbitration and waives class actions. Read those sections carefully.
1. Who we are; definitions
"Oikos," "we," "us": Oikos United LLC, a Virginia limited liability company.
"Service": the Oikos Venue software, including the venue workspace at app.oikosvenues.com, the public inquiry forms, client portal, coordinator portal, signing pages and calendar feeds it generates, the Oikos AI features, messaging, and related sites.
"You," "Customer," "Venue": the business that holds the Oikos Venue account. The person who accepts these Terms for that business confirms they are authorized to bind it.
"Clients": the couples, event hosts, prospects and other people your venue does business with, including anyone who submits one of your forms, signs one of your documents or uses your client portal.
"Your Data": the information you and your Clients, staff, coordinators and vendors put into the Service, including Client personal data.
2. A business service, offered in the United States
The Service is for businesses that operate event venues and related services in the United States. It is not offered to consumers for personal use, and you must be at least 18. At signup you confirm that your business is located in the United States.
3. Your account and your team
You are responsible for your credentials and for all activity under your account. You decide who on your team gets access and in what role (owner, staff, read-only), and which outside coordinators and Clients are invited to their portals. Remove access promptly when someone leaves. Tell us at [email protected] if you suspect unauthorized use.
4. Free trial
New accounts start with a 14-day free trial. No payment method is required to start it. At the end of the trial your workspace becomes read-only until you subscribe: nothing is deleted and you can still view and export Your Data. No charge is ever made unless you choose a plan and enter a payment method.
5. Plans, billing, renewal and cancellation
5.1 Plans and price. Oikos Venue is US$499 per month for the base plan. The Oikos AI & Marketing add-on is US$499 per month, or US$1,349 per month when we manage it for you. The Messaging add-on is US$25 per month and includes 1,000 text messages per month, with additional messages at US$0.02 each. The price that binds you is the one shown at checkout.
5.2 Automatic renewal. Your subscription renews automatically every month and your payment method is charged automatically at the then-current price until you cancel. The recurring amount, the billing cadence and how to cancel are shown at checkout before you are charged, and you agree to them there.
5.3 Usage charges. Messaging usage above the included allowance is billed in arrears with your next monthly charge.
5.4 Price changes. We may change prices prospectively. We will give at least 30 days' notice by email before a new price applies to your renewal.
5.5 Cancellation. You may cancel at any time by emailing [email protected] from an owner's account address, or from billing settings in the Service where available. Cancellation stops the next renewal and takes effect at the end of the current paid month. We confirm every cancellation by email.
5.6 Refunds. Fees are non-refundable and not prorated, except where the law requires otherwise or these Terms say otherwise (DPA section 8.4).
5.7 Taxes. Prices exclude taxes. You are responsible for any applicable sales or use tax.
5.8 Non-payment. If a charge fails and is not resolved within 14 days of our notice, your workspace becomes read-only on the same basis as an ended trial. Continued non-payment for 60 days after that notice may lead to termination under Section 17.
5.9 Payments to Oikos. Oikos United LLC is the seller of the subscription. Stripe processes your subscription payments; card details are entered on Stripe's hosted checkout and are never stored by Oikos.
6. Your business with your Clients
6.1 You are the seller. Oikos supplies software. Oikos is not a party to any agreement between you and a Client, does not sell or provide venue, catering, coordination or event services, and does not set or guarantee your prices, packages, availability or policies.
6.2 Your prices and fees. You are responsible for every price, discount, deposit, payment schedule, cancellation term, refund and damage-deposit decision you present through the Service, and for presenting prices lawfully. Where the law requires the total price including mandatory fees to be shown (Virginia Code §§ 59.1-607 to 59.1-610, and similar laws elsewhere), the Service displays the total, and you must not add a mandatory fee outside it.
6.3 Card payments from Clients. Online card payment by Clients is enabled for a venue only once that venue has completed Stripe Connect onboarding with us. When it is enabled: you are the merchant of record for your Clients' payments; charges settle to your own Stripe account under Stripe's Connected Account Agreement; disputes, refunds and chargebacks are between you, your Client and Stripe; and Oikos does not hold your funds. Until it is enabled for your venue, record payments you receive by check, cash or bank transfer in the Service.
6.4 No card surcharges. The Service does not add card surcharges or convenience fees to Client payments. If you want to recover card processing costs, include them in your posted price and offer a discount, of no more than 4%, for payment by bank transfer, check or cash. You must not use a line item, fee, note or any other means to add a card fee to a Client's payment.
6.5 Your documents. The contract and agreement templates in the Service are starting points written for wedding and event venues in the United States. You choose the terms you send, and you are responsible for them being suitable and lawful for your venue, your state and your Clients. We recommend your own attorney reviews the agreements you adopt.
6.6 Your licenses, insurance and premises. Alcohol licensing, occupancy limits, permits, insurance, health and safety, accessibility of your premises, and the conduct of your staff and vendors are your responsibility.
6.7 Your coordinators and vendors. Coordinators and vendors you invite act for you, not for Oikos. You decide what they can see within the roles the Service provides.
7. Client data: your responsibilities
You are the controller of personal data about your Clients, staff, coordinators and vendors, and Oikos processes it for you under the Data Processing Addendum. You are responsible for:
(a) having the right to collect and use the information you put into the Service;
(b) giving your Clients any privacy notice the law requires, which may link to the Oikos Venue Privacy Policy for how the Service handles their data;
(c) responding to your Clients' requests to access, correct or delete their information, which the Service supports, and which we help with on request;
(d) not putting into the Service information it is not built for: Social Security numbers, government ID numbers, full card numbers or bank account numbers, medical records, or information about children beyond what an event requires (for example, that children will attend);
(e) recording incident reports factually and only with the detail you need.
8. Messaging
Text messaging and email to your Clients are governed by the Messaging Terms, which form part of these Terms. In summary: you are the sender; you may text a Client only with that Client's consent and only for the purposes they consented to; opt-outs are honored automatically and you must not override them; and marketing texts are not available through the Service. You are responsible for the content of messages you or your team send, and for messages the Oikos AI concierge sends on your instructions.
9. Phone numbers, domains and other things we hold for you
9.1 Release on request. Where Oikos provisions or holds something on your venue's behalf, such as a text-message phone number, a sending domain or DNS configuration, we will release it to you on request, at any time and for any reason, including your move to a competing service. We charge nothing for this, apply no retention hold, and do not delay it as leverage.
9.2 How. For a phone number: by carrier account-to-account transfer where the receiving provider supports it, or by promptly signing the port-out Letter of Authorization the receiving carrier requires. For domains and DNS: by transferring control or providing the records you need.
9.3 What we promise. We promise to release and cooperate promptly. Where completion depends on an upstream carrier or another platform, we cannot guarantee that third party's timing or outcome, and we are not liable for it.
9.4 Your content comes with you. Your Data remains exportable under Section 15 whether or not you are leaving.
10. Electronic signatures
10.1 The Service lets you send documents for electronic signature. Signatures made through the Service are captured with the signer's consent to sign electronically, an explicit signing action, and a sealed record of the document and signing events, designed to meet the federal E-SIGN Act and the Uniform Electronic Transactions Act.
10.2 Each Client who must be bound by a document signs it themselves. Do not sign for a Client, and do not let one person sign for another.
10.3 Whether a particular agreement is enforceable also depends on its terms and on the law that governs it, which are yours (Section 6.5). Oikos does not warrant the enforceability of any agreement you send.
10.4 Signed documents and their signing records are kept for as long as the related Client record is kept, cannot be deleted while a booking depends on them, and are included in your export.
11. Oikos AI
11.1 What it is. Oikos AI features are powered by Anthropic's Claude API. They include the lead concierge, which answers your Clients' inquiries on your behalf using the venue facts and policies you supply; the staff copilot; the in-app help assistant; and the marketing planner. The Privacy Policy sets out exactly what each feature sends.
11.2 Disclosed as AI. Messages the concierge sends to Clients must identify it as an AI assistant for your venue. You must not configure, prompt or instruct it to claim to be a person, and you must not send its replies as your own without review.
11.3 Your instructions, your responsibility. The concierge quotes the prices, availability, promotions and policies you give it, and hands a conversation to your team for negotiation, complaints and anything it cannot answer from your facts. Keep your venue facts accurate. You are responsible for what it says on your instructions, and you can take over any conversation or turn it off.
11.4 AI can be wrong. AI output may be inaccurate or incomplete. Review it before relying on it.
11.5 Training. Oikos does not use Your Data to train AI models. Under Anthropic's commercial API terms as of the effective date, Anthropic does not use API inputs or outputs to train its models; that is Anthropic's representation, not a warranty by Oikos.
12. Acceptable use
You will not: use the Service unlawfully or to send messages without consent; send spam or marketing text messages; discriminate unlawfully against Clients; upload malware; probe, overload or breach the Service's security; access another venue's data; reverse-engineer the Service except as law allows; resell the Service as a hosted product without our written permission; or infringe anyone's rights. We may suspend messaging, public forms or the account for a violation, with notice where practical.
13. Disclaimers and limitation of liability
13.1 Disclaimer. THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, express or implied, including merchantability, fitness for a particular purpose, accuracy and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, that messages will be delivered, or that calendars, reminders, payment schedules or AI output will be accurate or timely. The Service is a tool, not legal, tax, accounting or insurance advice.
13.2 Excluded damages. TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST BOOKINGS, LOST DATA OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY.
13.3 Cap. EACH PARTY'S TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE WILL NOT EXCEED THE FEES YOU PAID OIKOS IN THE 12 MONTHS BEFORE THE CLAIM, OR US$100 IF GREATER.
13.4 Data incidents. For claims arising from a security incident affecting Your Data, the cap in 13.3 is the greater of the fees you paid in the 12 months before the claim or US$1,000.
13.5 Carve-outs. Nothing in this Section limits liability for indemnification obligations under Section 14, a party's gross negligence, willful misconduct or fraud, amounts you owe for the Service, or liability that cannot be limited by law.
14. Indemnification
14.1 By Oikos. Oikos will defend you against third-party claims that the Service, as we provide it and used under these Terms, infringes a US intellectual property right, and pay amounts finally awarded or agreed in settlement. If the Service is or may be enjoined, we may obtain the right for you to continue, modify the Service, or end the subscription and refund prepaid fees for the unused period. This does not cover claims arising from Your Data, your documents, your combinations or your misuse.
14.2 By you. You will defend and indemnify Oikos against third-party claims arising from your events and services, your agreements with Clients, Your Data, messages sent under your account, or your breach of these Terms or the law.
14.3 Procedure. The indemnified party gives prompt notice, lets the indemnifying party control the defense, and cooperates reasonably. Neither party settles a claim in a way that imposes liability on the other without consent.
15. Your Data: ownership and export
You own Your Data. You grant Oikos only the license needed to host, process, back up, transmit and display it to provide the Service, including through the sub-processors listed in the Privacy Policy. Owners can export Your Data at any time, as CSV files per record type or as a full JSON export, including signed documents and their signing records.
16. Third-party services
The Service relies on Supabase (database, authentication, file storage), Render (application hosting), Cloudflare (website hosting), Resend (email delivery), Twilio (text messaging), Stripe (payments), Anthropic (AI), and, if you connect them, Meta and TikTok for social posting. Each has its own terms. We are not responsible for third-party services, carriers or networks beyond our obligations in the Data Processing Addendum.
17. Suspension and termination
You may cancel under Section 5.5. We may suspend or terminate the Service for material breach not cured within 15 days of notice, for non-payment under Section 5.8, or immediately where needed to stop unlawful messaging, a security threat or harm to others. After cancellation or termination, your workspace is read-only for 90 days so you can export Your Data, and we then delete it as described in the Privacy Policy, unless you ask us to delete it sooner. Sections that by their nature survive (ownership, disclaimers, liability, indemnity, arbitration, governing law) survive.
18. Governing law
These Terms are governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-laws rules. The Federal Arbitration Act governs Section 19. Subject to Section 19, the state and federal courts located in Virginia have exclusive jurisdiction.
19. Binding arbitration; class-action waiver
19.1 Agreement to arbitrate. Except as stated in 19.4, any dispute relating to the Service or these Terms will be resolved by binding individual arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, seated in Virginia, with remote hearings available.
19.2 Class-action waiver. Disputes will be arbitrated only on an individual basis. No class, collective, consolidated or representative actions.
19.3 Fallback. If arbitration is held unenforceable, the parties waive jury trial and class or representative claims to the extent the law allows.
19.4 Carve-outs. Either party may bring an individual claim in small-claims court, and may seek injunctive relief in court for misuse of intellectual property or confidential information.
19.5 Opt-out. You may opt out of this Section by written notice to [email protected] within 30 days of first accepting these Terms. Opting out does not affect the rest of the Terms.
20. Changes to these Terms
We may update these Terms. For a material change we give at least 30 days' notice by email to account owners before it takes effect. Continued use after the effective date is acceptance; if you do not agree, cancel before then.
21. Electronic records
You agree to receive these Terms, notices and invoices electronically, and that accepting them electronically has the same effect as a handwritten signature under the E-SIGN Act and UETA.
22. General
These Terms, with the Privacy Policy, Messaging Terms and Data Processing Addendum, are the entire agreement on their subject and replace earlier proposals. If a provision is unenforceable it is reformed to the minimum extent needed and the rest stands. Failure to enforce is not a waiver. You may not assign these Terms without our consent; we may assign them in a merger or sale of the business. Neither party is liable for delay caused by events beyond its reasonable control. Notices to Oikos go to [email protected]; notices to you go to the account owner's email address. Where a separate signed agreement between you and Oikos conflicts with these Terms, the signed agreement controls.
Contact
Oikos United LLC, Commonwealth of Virginia, USA (mailing address available on request) · [email protected]