Terms of Service

These Terms of Service ("Terms") are an agreement between you and Sword Tech Labs LLC ("playdesk", "we", "us", "our") covering your use of the playdesk website and venue management platform (the "Service").

By creating an account, starting a free trial, or using the Service, you agree to these Terms on behalf of the venue or business you represent (the "Customer", "you"), and confirm you're authorized to do so. If you don't agree, don't use the Service. Our Privacy Policy, Cookie Policy, and Refund Policy form part of these Terms.

playdesk is a venue management platform for businesses that rent out tables, courts, lanes, pods, rooms and stations. It includes online and walk-in bookings, session timers with auto-billing, point of sale with KOT printing and Kitchen Display System (KDS) routing, prepaid wallet and credit accounts, customer CRM, staff management, reporting, and notifications.

We're continually improving the Service, so features may be added, changed, or retired. We won't materially reduce the core functionality of your paid subscription during a billing period you've already paid for.

We may occasionally offer beta or preview features. They're provided as-is, may change or be withdrawn, and aren't covered by any commitment in Section 12.

• Eligibility: you must be at least 18 and authorized to act for the business you register. The Service is for business use, not personal or household use.
• Accurate information: keep your account and billing details accurate and up to date.
• Your team: you can invite staff and assign roles. You're responsible for your users' actions, for giving them only the access they need, and for removing access when they leave.
• Security: keep login credentials confidential and tell us promptly at [email protected] if you suspect unauthorized access.

New accounts get a free 14-day trial with full access. No credit card is needed to start, and you won't be charged automatically when it ends. To keep using the Service after the trial, subscribe from your account; otherwise your account may be paused. We keep trial data for at least 30 days after a trial ends so you can pick up where you left off. We may change trial terms for future sign-ups and limit trials to one per venue.

• Price: the All-in-One plan costs $14 per active bookable space, per month, billed monthly in advance, unless a different price is shown to you at checkout.
• Adding or removing spaces: adding spaces mid-cycle is charged on a prorated basis. Removing spaces credits the unused portion against your next invoice; credits aren't paid out in cash.
• Regional pricing & discounts: may be available depending on your billing location or a promotion, and are shown at checkout before you pay. Discounts apply for the period stated and may be withdrawn if the eligibility criteria stop being met.
• Taxes: prices exclude taxes. Applicable sales tax, VAT, or GST is calculated at checkout and added to your invoice.
• Failed payments: if a payment fails, we'll notify you and retry. If it's still unpaid 14 days later, we may suspend access until the balance is settled. Your data is kept safe during suspension.
• Price changes: we'll give you at least 30 days' notice by email before any price increase takes effect. It will apply from your next billing period after the notice ends, and you can cancel before then.

Payments your customers make to your venue, for bookings, POS sales or wallet top-ups, are between you and them. You're responsible for your own pricing, refunds, receipts, and taxes on those sales.

You can cancel at any time from your account settings. Cancellation stops future billing and takes effect at the end of your current billing period; you keep access until then. Fees already paid are non-refundable except in the limited circumstances set out in our Refund Policy.

You own the data you and your users enter into the Service, including bookings, customer records, staff records, and transaction history ("Your Data"). You give us a limited license to host, copy, process, and display Your Data only as needed to provide, secure, and support the Service, and as described in our Privacy Policy.

You're responsible for the accuracy and legality of Your Data, including having a lawful basis to enter personal data about your customers and staff and giving them any privacy notices required. Where we process personal data on your behalf, we do so as your processor and a data processing agreement is available on request.

We may use aggregated, de-identified data that doesn't identify you, your venue, or any individual to operate and improve the Service.

You can export Your Data at any time while your account is active, and for 30 days after it's closed. After that, we delete it as described in our Privacy Policy.

You agree not to, and not to let anyone else:

• use the Service for anything unlawful, including fraudulent bookings, payments, or illegal gambling;
• send spam or unsolicited messages through the Service's WhatsApp or email notifications, or message customers without the consent the law requires;
• access accounts or data you're not authorized to access, or probe, scan, or test the Service's security without our written permission;
• disrupt the Service, overload our infrastructure, or introduce malware;
• copy, reverse-engineer, or build a competing product from the Service, except as the law expressly allows; or
• resell, sublicense, or provide the Service to third parties without our permission.

The Service works with third-party providers, such as payment processors and WhatsApp and email messaging providers. Your use of those integrations may also be subject to the provider's own terms, and we're not responsible for their services. If a provider changes or discontinues its service, we may need to change or remove the related feature.

Sword Tech Labs LLC and its licensors own the Service, including its software, design, branding, and content. Subject to these Terms and payment of fees, we give you a non-exclusive, non-transferable right to use the Service for your business during your subscription. No other rights are granted.

If you send us suggestions or feedback, we may use them freely without any obligation to you.

Each of us may receive non-public information from the other, such as business, pricing, or technical details. We'll each use it only for the purposes of these Terms and protect it with reasonable care, and not disclose it except to people who need it and are bound by similar obligations, or where the law requires.

We work hard to keep the Service fast, secure, and available, and we back up data regularly. We don't guarantee uninterrupted access: we may perform scheduled maintenance, with advance notice where practical, and outages can happen. Support is available by email at [email protected].

We may suspend or terminate your access if you materially breach these Terms (including non-payment) and don't fix the breach within 14 days of notice, or immediately if your use poses a security risk, may cause us legal liability, or violates Section 8. Where practical, we'll suspend only the affected part of your account.

You can stop using the Service and close your account at any time. Some sections still apply after termination because of what they cover: payment obligations, Your Data export rights, intellectual property, confidentiality, disclaimers, limitation of liability and indemnity.

Except as expressly stated in these Terms, the Service is provided "as is" and "as available". To the fullest extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. You're responsible for how you run your venue, including your pricing, tax, and compliance obligations; reports and calculations in the Service are tools to help you, not professional advice.

To the fullest extent permitted by law, neither party is liable to the other for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data, even if advised of the possibility.

Each party's total liability arising out of or relating to these Terms or the Service is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

These limits don't apply to your payment obligations, either party's indemnity obligations, or liability that can't be limited by law, such as for fraud or gross negligence.

You'll defend and indemnify us against third-party claims arising from Your Data, your use of the Service in breach of these Terms or the law, or your dealings with your own customers. We'll defend and indemnify you against third-party claims alleging that the Service, used as permitted, infringes their intellectual property rights. The indemnified party must promptly notify the other, give it control of the defense, and reasonably cooperate.

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict-of-laws rules. Before starting formal proceedings, each party agrees to try to resolve the dispute informally for at least 30 days after written notice. Any dispute that isn't resolved will be subject to the exclusive jurisdiction of the courts located there.

We may update these Terms from time to time. For material changes, we'll give active customers at least 30 days' notice by email or in the platform. If you don't agree to the changes, you can cancel before they take effect; continuing to use the Service after that means you accept them. Changes required by law or for security may take effect sooner.

• Entire agreement: these Terms and the policies they reference are the whole agreement between us about the Service and replace any earlier discussions.
• Assignment: you may not transfer these Terms without our consent. We may transfer them in a merger, acquisition, or sale of assets, with notice to you.
• Force majeure: neither party is liable for delays caused by events beyond its reasonable control, such as natural disasters, internet or utility failures, or actions of government.
• Severability & waiver: if a provision is unenforceable, the rest remains in effect. Not enforcing a provision isn't a waiver of it.
• Notices: we'll send notices to the email on your account; you can send notices to [email protected].
• Relationship: we're independent contractors; nothing in these Terms creates a partnership, agency, or employment relationship.

Questions about these Terms can be sent to [email protected].