Terms of Service

By creating an account, clicking "I agree" (or a similar button), or by accessing or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms and by our Privacy Policy, which is incorporated into these Terms by reference. Each time you use the Service, you reaffirm your agreement to the Terms then in effect.

If you accept these Terms on behalf of an organization, company, or other legal entity, you represent that you have the authority to bind that entity, in which case "you" and "your" refer to that entity. If you do not have that authority, you must not use the Service on the entity's behalf.

• "Organizer" — a user who creates or administers an Organization and manages its activities, sessions, and members.
• "Organization" (or "Group") — the workspace a community uses on the Service, together with its activities and sessions.
• "Member" — a person who joins, is invited to, or participates in an Organization, activity, or session.
• "User" — any person who accesses the Service, including Organizers and Members.
• "Your Content" — any data, text, images, member information, form responses, attendance records, and other content you or your Users submit to or generate through the Service.
• "Gigi" — the optional AI assistant feature of the Service.

You must be at least 16 years old (or the age of digital consent in your country, if higher) and capable of forming a binding contract to use the Service. The Service is not directed to children below that age.

• You must provide accurate, current, and complete information when you register and keep it up to date.
• You are responsible for safeguarding your login credentials and for all activity that occurs under your account.
• You must notify us promptly at support@ratibly.com if you suspect any unauthorized use of your account.
• We may refuse, suspend, or reclaim a username or account that is inactive, impersonates another person, or violates these Terms.

Ratibly is a people-coordination tool for recurring real-world activities. It helps Organizers manage participation, capacity, waitlists, attendance, and member history, and offers optional features such as rankings, tournaments, analytics, smart groups, and the Gigi AI assistant.

The Service is provided to you as a hosted, subscription-based service. We grant you a limited, non-exclusive, non-transferable, non-sublicensable, and revocable right to access and use the Service for your internal purposes and in accordance with these Terms. We reserve all rights not expressly granted.

Ratibly is software, not the organizer of your events. We do not host, supervise, insure, or take part in the real-world activities, sessions, venues, or gatherings that you coordinate using the Service, and we are not a party to any arrangement between Organizers and Members. See section 10.

The Service is multi-tenant: Organizers run their own Organizations and decide what information to collect from their Members (for example, through profile forms) and how to use it. As between you and us:

• Organizers are responsible for their Members' data. If you are an Organizer, you are responsible for having a valid legal basis (such as consent or a legitimate interest) to collect, upload, and process the personal data of your Members through the Service, for informing your Members how their data is used, and for honouring their data-protection rights. Where we process Member personal data on your behalf, we act as your processor and you act as the controller, as further described in our Privacy Policy.
• You must not upload personal data about another person unless you are permitted to do so, and you must not use information obtained through the Service for any purpose other than coordinating the relevant activity.
• Access to Member contact details and sensitive roster information is limited within the Service; you must respect those access controls and not attempt to circumvent them.

You agree to use the Service lawfully and not to misuse it. You will not, and will not permit any User or third party to:

• use the Service in violation of any applicable law or regulation, or to infringe or misappropriate the intellectual property, privacy, or other rights of others;
• upload, send, or store content that is unlawful, harmful, harassing, defamatory, abusive, hateful, obscene, or fraudulent, or that you do not have the right to share;
• introduce or distribute viruses, malware, or other malicious code, or attempt to gain unauthorized access to any account, system, data, or network;
• probe, scan, or test the vulnerability of the Service, or breach or circumvent any authentication, security, rate-limit, usage-limit, or access-control measure;
• scrape, crawl, harvest, or use bots or automated means to extract data from the Service, except through interfaces we expressly provide;
• send unsolicited or bulk messages (spam), or impersonate any person or misrepresent your affiliation with anyone;
• interfere with, overburden, disrupt, or degrade the Service, its infrastructure, or other Users' use of it;
• reverse engineer, decompile, or disassemble any part of the Service, except to the extent that applicable law expressly permits;
• resell, lease, sublicense, time-share, or provide the Service to third parties as a service bureau, or use it to build a competing product or for benchmarking without our prior written consent.

This list is illustrative, not exhaustive. We may investigate suspected violations and may suspend or terminate access as described in section 15. Where a violation can be cured by you (for example, by removing content), we will typically ask you to act before we intervene, unless there is a credible risk of harm or a legal requirement to act immediately.

You (or your licensors) retain all ownership rights in Your Content. We do not claim ownership of it.

You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, display, and process Your Content solely to the extent necessary to operate, provide, secure, and improve the Service for you, to comply with the law, and as otherwise permitted by our Privacy Policy. This licence ends when Your Content is deleted from the Service, except for residual copies retained for a limited period in backups or as required by law.

You represent that you have all rights necessary to submit Your Content and to grant this licence, and that Your Content does not violate these Terms. We may remove or disable content that we reasonably believe violates these Terms or the law.

Gigi is an optional AI assistant powered by third-party machine-learning models. When you use Gigi, the content you provide ("Input") is processed by an AI provider to generate responses, summaries, drafts, and suggestions ("Output").

• Accuracy. Output is generated automatically and may be inaccurate, incomplete, biased, or out of date. We make no warranty as to the accuracy, reliability, or completeness of any Output. It is not professional advice and should not be relied on as a sole source of truth. You are responsible for reviewing and independently verifying Output before relying on, sending, or acting on it.
• Ownership and non-uniqueness. As between you and us, you retain your Input and own your Output, and we assign to you any rights we may have in it. Because Gigi relies on machine-learning models, Output is not unique: other users may receive the same or similar Output, and this assignment does not extend to others' output.
• Use restrictions. You must not use Gigi to generate unlawful, harmful, or deceptive content, to misrepresent Output as solely human-generated where that would mislead others, to build or train a competing model, or to circumvent safety measures or the AI provider's usage policies.
• Data. We use AI provider offerings under which your Input and Output are not used to train the provider's foundation models, and we treat your Input and Output as your data, as described in our Privacy Policy.

The Service relies on, and may integrate with, third-party services — for example, Google sign-in and maps, payment and billing infrastructure, file storage, email delivery, product analytics, and AI providers. Your use of those services may be subject to the third party's own terms and privacy policies.

We are not responsible for third-party services, their availability, or their acts or omissions, and we may add, change, or discontinue an integration. A current list of the providers we use is maintained in our Privacy Policy.

The Service is used to coordinate real-world activities. You acknowledge and agree that:

• We are not the organizer, host, or supervisor of any activity, session, event, or venue arranged using the Service, and we are not responsible for what happens before, during, or after them — including attendance, conduct, safety, injuries, loss, or damage.
• Arrangements between Organizers and Members (including eligibility, fees, cancellations, refunds, and conduct rules) are solely between those parties. Where the Service records that a Member "paid", that is an operational note entered by the Organizer; the Service does not itself collect, hold, or transfer payments between Organizers and Members.
• You are responsible for complying with any laws, permits, insurance, and safety requirements that apply to your activities.

Payments through our Merchant of Record

Paid subscriptions are sold and processed through Polar, which acts as our Merchant of Record. This means Polar is the seller of record for your purchase, handles the payment transaction, and is responsible for charging applicable taxes (such as VAT or sales tax) and issuing invoices. Your purchase is also subject to Polar's terms presented at checkout.

Fees and billing cycle

The fees, billing frequency (for example, monthly or annual), and features of each plan are shown before you confirm your purchase. Unless stated otherwise, fees are charged in advance for each billing cycle.

Automatic renewal

Your subscription automatically renews at the end of each billing cycle for a further period of the same length, at the then-current fee, until you cancel. By subscribing, you authorize recurring charges to your payment method for each renewal term until you cancel. You may cancel at any time from your billing settings; cancellation stops future renewals and takes effect at the end of the current billing cycle, after which paid features end.

Price changes

We may change subscription fees. We will give you at least 30 days' advance notice (or a longer period where required by law) before a price change takes effect. The new price applies from your next renewal; if you do not agree, you may cancel before it takes effect.

Refunds

Except where required by law or expressly stated otherwise, fees are non-refundable and we do not provide refunds or credits for partial billing periods. You will retain access until the end of the period you have paid for.

Consumers in the EU/UK: if you are a consumer, you may have a statutory right to withdraw from a distance contract within 14 days. Where you ask us to begin providing the Service during that period and acknowledge that you will lose the right of withdrawal once it is fully performed, the right may no longer apply or may be reduced in proportion to the Service already provided. Nothing in this section removes mandatory consumer rights that cannot be waived.

We may offer free trials. Unless we tell you otherwise, a trial is provided "as is", and if your trial is set to convert to a paid subscription, we will tell you the price and the date of the first charge before it occurs. You can cancel before the trial ends to avoid being charged. We may modify or end a trial at any time, and trial data may be deleted if you do not subscribe.

The Service, including its software, design, text, graphics, logos, and the "Ratibly" and "Gigi" names and marks, and all related intellectual property, is owned by us or our licensors and is protected by law. Except for the limited rights expressly granted in these Terms, you receive no rights in the Service.

If you send us feedback or suggestions, you grant us a perpetual, irrevocable, royalty-free licence to use them without restriction or obligation to you.

Our Privacy Policy explains how we collect, use, and protect personal data and forms part of these Terms. By using the Service, you acknowledge that personal data will be processed as described there.

You may stop using the Service and close your account at any time. We may suspend or terminate your access, with or without notice, if you materially breach these Terms (including the acceptable-use rules), fail to pay fees when due, or if we reasonably believe suspension is necessary to protect the Service, other Users, or any person, or to comply with the law.

On termination, your right to use the Service ends. We will make Your Content available for export for a limited period where reasonably practicable, after which we may delete it in accordance with our Privacy Policy and applicable law. Sections that by their nature should survive termination (including content licences, intellectual property, disclaimers, limitation of liability, indemnification, and governing law) will survive.

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or secure, that defects will be corrected, or that any Output, content, or result will be accurate or reliable. Any free, trial, or beta features are provided without warranty of any kind.

Nothing in these Terms excludes or limits warranties or rights that cannot lawfully be excluded or limited, including statutory rights of consumers.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS, ARISING OUT OF OR RELATING TO THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE AND THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES YOU PAID TO US FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE LIABILITY, OR (B) ONE HUNDRED (100) UNITS OF THE CURRENCY IN WHICH YOU PAID (OR USD 100 IF YOU HAVE NOT PAID ANY FEES).

Exceptions. Nothing in these Terms limits or excludes either party's liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, for gross negligence or wilful misconduct, or for any other liability that cannot be limited or excluded under applicable law. These limitations also do not apply to your obligation to pay fees due or to your indemnification obligations.

To the extent permitted by law, you will defend, indemnify, and hold harmless Ratibly and its affiliates, officers, and employees from and against any third-party claims, damages, liabilities, and reasonable costs (including legal fees) arising out of or relating to: (a) Your Content; (b) your or your Users' use of the Service; (c) your breach of these Terms or violation of any law or third-party right; or (d) the real-world activities you coordinate using the Service. We will notify you of the claim, allow you to control the defence (provided any settlement that affects us requires our consent), and reasonably cooperate. This section does not apply to the extent a claim arises from our own breach of these Terms.

We may modify these Terms from time to time — for example, to reflect changes to the Service, our business, or the law. We will notify you of material changes at least 30 days before they take effect by posting the updated Terms on this page (with a new "Last updated" date) and, where reasonable, by email or an in-app notice. Minor or non-material changes (such as clarifications or typo fixes) take effect when posted.

If you continue to access or use the Service after the changes take effect, you agree to the revised Terms. If you do not agree, your remedy is to stop using the Service and, if you have a paid subscription, to cancel it before the change takes effect.

We are continually improving the Service and may add, change, or remove features, or discontinue the Service in whole or in part. Where a change materially reduces the core functionality of a paid plan, we will give reasonable notice and, where appropriate, allow you to cancel. We may make changes with shorter or no notice where necessary for security, legal compliance, or to prevent harm.

These Terms and any dispute arising out of or relating to them or the Service are governed by the laws of the Hashemite Kingdom of Jordan, without regard to its conflict-of-laws rules. You and we agree to submit to the exclusive jurisdiction of the competent courts of Amman, Jordan to resolve any dispute, except that either party may seek injunctive relief in any court of competent jurisdiction.

Consumers. If you use the Service as a consumer, this section does not deprive you of the protection of the mandatory consumer-protection laws of your country of residence, and you may be entitled to bring proceedings in your local courts. We encourage you to contact us first at support@ratibly.com so we can try to resolve the matter informally.

• Entire agreement. These Terms, together with the Privacy Policy and any terms presented at checkout, are the entire agreement between you and us regarding the Service and supersede any prior agreements on that subject.
• Severability. If any provision is held invalid or unenforceable, it will be limited or removed to the minimum extent necessary, and the remaining provisions will remain in full force.
• No waiver. Our failure to enforce any provision is not a waiver of our right to do so later.
• Assignment. You may not assign these Terms without our consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets.
• Force majeure. Neither party is liable for failure or delay (other than payment obligations) caused by events beyond its reasonable control.
• Notices. We may provide notices to you by email or through the Service. You consent to receiving communications electronically.

If you have questions about these Terms, contact us at support@ratibly.com.

The Service is operated by Ratibly.com.