Roomify Terms of Service

Last updated: 24 November 2025

These Terms of Service (“Terms”) govern your access to and use of the Roomify Smart Camera mobile application, associated cloud services (including the FastAPI backend, ML processor, MinIO storage, and related components), and any other products and services offered under the Roomify brand (collectively, the “Service”).

By creating an account, using the Service, or clicking “I agree” (or similar) in the Roomify mobile app, you agree to be bound by these Terms. If you are using the Service on behalf of a company or other legal entity, you represent that you have the authority to bind that entity, and “you” refers to both you individually and that entity.

If you do not agree to these Terms, you may not access or use the Service.

1. Relationship to other documents

• Privacy Policy. For information on how Roomify collects, uses, and protects personal data, please refer to our Privacy Policy. By using the Service, you also acknowledge that you have read and understood the Privacy Policy.
• Customer agreements. If Roomify has a separate written agreement (such as a subscription agreement, order form, or master services agreement) with your organization, that agreement prevails over these Terms to the extent of any direct conflict.

2. Eligibility

• You must be at least 16 years old to use the Service.
• You may use the Service only if you have the authority to enter into these Terms and are not prohibited from using the Service under applicable law.
• If you register on behalf of a company, you confirm that you are authorized to accept these Terms on its behalf.

3. Accounts and access

3.1. Account registration

• To use the Service, you must create an account using your work e-mail and, where applicable, company identifiers.
• You agree to provide accurate, current, and complete information during registration and to keep it updated.

3.2. Credentials and security

• You are responsible for keeping your login credentials confidential and for all activities that occur under your account.
• You must promptly notify Roomify of any suspected unauthorized access or security incident involving your account.
• Roomify may implement session limits, multi-factor authentication, or other security controls to protect the Service and its users.

3.3. Admin accounts & roles

• If your organization uses Roomify in a multi-user setup, designated administrators may manage user accounts, roles, and access rights within your tenant.
• Roomify is not responsible for internal admin actions within your organization (e.g., role assignments, revoking access, or modifying measurement data).

4. Use of the Service

4.1. Permitted use

You may use the Service solely to:

• Capture images of cargo bays and related scenes using the Roomify Smart Camera app.
• Run AI/ML-powered depth estimation and volume measurements for logistics purposes.
• Manage orders, trips, and associated measurement data in your logistics workflows.

4.2. Prohibited use

You must not, and must not allow others to:

• Use the Service for any unlawful, fraudulent, or harmful activity.
• Upload or process content that is illegal, infringing, defamatory, or violates the rights of third parties.
• Attempt to reverse engineer, decompile, or otherwise derive source code from the Service except to the extent allowed by mandatory law.
• Interfere with or disrupt the Service, servers, or networks (including via denial‑of‑service attacks, scanning, or stress testing).
• Circumvent or attempt to circumvent any security, authentication, or usage limits (including API rate limits and session limits).
• Use the Service to build a competing product or to benchmark Roomify in a misleading way.

5. Measurements, content, and ownership

5.1. User content

In the context of these Terms, “User Content” includes:

• Photos, videos, depth maps, segmentation masks, and other visual artifacts.
• Measurement outputs, metadata, and annotations (capture IDs, line coordinates, etc.).
• Order IDs, trip IDs, tags, comments, and any textual notes you submit.

As between you and Roomify, your organization retains ownership of User Content it submits to the Service. Roomify does not claim ownership of User Content, but you grant Roomify the rights described below.

5.2. License to Roomify

You grant Roomify a worldwide, non‑exclusive, royalty‑free license to host, process, store, reproduce, and display User Content as necessary to:

• Provide, maintain, and secure the Service.
• Run AI/ML models for depth estimation, volume calculation, and related measurement features.
• Generate aggregated and de‑identified analytics to improve the Service (without disclosing your confidential business information).

5.3. Data retention

Data retention is governed by our Privacy Policy and any applicable customer agreement. By default, User Content is retained for the durations described there, unless your organization configures other retention policies or requests earlier deletion where legally permissible.

6. Fees and payment

If your access to the Service is subject to a paid subscription or usage‑based billing, the applicable fees, overage charges, billing currency, and payment terms are defined in a separate order form, quote, or subscription agreement between Roomify and your organization.

• Fees are typically non‑refundable unless explicitly stated otherwise in writing.
• You are responsible for any applicable taxes (excluding Roomify’s income tax).
• If payment is not received on time, Roomify may suspend or limit access to the Service after reasonable notice to your organization.

7. Service availability and changes

• Roomify aims to provide a reliable Service but does not guarantee uninterrupted availability. Planned maintenance windows and major incidents will be communicated via appropriate channels where feasible.
• Roomify may modify, suspend, or discontinue parts of the Service (for example, legacy APIs or experimental features) to improve performance, security, or compliance. Where changes materially affect existing functionality, Roomify will use reasonable efforts to provide advance notice.

8. Intellectual property

• Roomify and its licensors retain all rights, title, and interest in and to the Service, including software, ML models, documentation, logos, and trademarks, except for User Content and third‑party components.
• You may not use Roomify trademarks or branding in a way that suggests endorsement or partnership without prior written permission.

9. Third‑party services

• The Service may integrate with third‑party services (e.g., Sentry, e‑mail/SMS providers, analytic tools). Your use of such services may be subject to separate terms and privacy policies.
• Roomify is not responsible for the acts or omissions of third‑party service providers but will use reasonable care in selecting and integrating them as described in the Privacy Policy.

10. Warranties and disclaimers

• The Service is provided on an “as is” and “as available” basis, without any warranties of any kind, whether express, implied, or statutory.
• Roomify does not guarantee that measurements (e.g., depth maps, volume estimates) will always be perfectly accurate. You remain responsible for verifying results where safety, legal, or financial decisions depend on them.
• To the maximum extent permitted by law, Roomify disclaims all implied warranties, including warranties of merchantability, fitness for a particular purpose, and non‑infringement.

11. Limitation of liability

• To the maximum extent permitted by law, Roomify will not be liable for any indirect, incidental, consequential, special, or punitive damages, or for loss of profits, revenue, or data, whether arising in contract, tort, or otherwise, even if Roomify has been advised of the possibility of such damages.
• To the extent permitted by law, Roomify’s aggregate liability arising out of or relating to the Service will not exceed the greater of (a) the amounts paid by your organization to Roomify for the Service in the 12 months preceding the event giving rise to the claim, or (b) EUR 1,000.

12. Indemnification

To the extent permitted by law, you agree to indemnify and hold harmless Roomify, its affiliates, and personnel from and against any claims, damages, losses, liabilities, and expenses (including reasonable attorneys’ fees) arising out of:

• Your misuse of the Service or violation of these Terms.
• Your violation of any third‑party right, including any intellectual property or privacy right, in connection with your use of the Service or User Content.

13. Term and termination

• These Terms remain in effect while you use the Service. Certain provisions, such as those regarding intellectual property, limitations of liability, and indemnification, survive termination.
• Roomify may suspend or terminate your access to the Service (or part of it) if you materially breach these Terms, misuse the Service, or if required by law or a regulator.
• Your organization or Roomify may also terminate a paid subscription under the terms of the applicable commercial agreement.

14. Governing law and dispute resolution

These Terms are governed by the laws of the jurisdiction where Roomify is legally established, without regard to its conflict‑of‑law rules. Any disputes arising out of or relating to the Service or these Terms will be subject to the exclusive jurisdiction of the competent courts in that jurisdiction, unless otherwise required by mandatory local law.

15. Changes to these Terms

• Roomify may update these Terms from time to time, for example, to reflect changes in the Service or legal requirements.
• The updated Terms will be posted at https://roomify.tech/terms. If changes are material, Roomify will use reasonable efforts to notify you (for example, via in‑app notification or e‑mail).
• Continued use of the Service after the updated Terms become effective constitutes your acceptance of the changes.

16. Contact

If you have any questions about these Terms or how they apply to your use of the Service, please contact us at privacy@roomify.tech or via your Roomify tenant administrator.