Terms of Service

1. Who we are and what these terms cover

These terms of service are a contract between Cognito Ventures OÜ (registry code 16448180, Sõle tn 14, 10611 Tallinn; “Ruumio”, “we”), which runs Ruumio, and the business that creates a studio on Ruumio (“the studio”, “you”). They cover the platform at ruumio.app, the studio sites and booking pages, the admin, the member portal, the apps, the API and all related services (“the service”).

By creating a studio, starting a trial or using the service you accept these terms, the privacy policy and the data processing agreement (DPA), which applies to the personal data of your members and guests. If you accept on behalf of a business, you confirm that you may bind it. If you don't agree, don't use the service.

The service is for businesses. Mandatory consumer protection rules still apply where they can't be excluded.

2. The service

Ruumio is software for studios and other spaces booked by time: rooms, opening hours, prices, extras, member plans, hour packs, gift cards, discount codes, company accounts, invoices, a website, a booking widget and integrations. Your customers (“members” and “guests”) book and pay through the pages you publish.

Ruumio provides the software only. We don't own, run or deliver your studio's services and are not a party to bookings or payments between you and your members.

We may add, change or remove features. We tell you in advance about a change that takes away a feature you pay for. Features are listed per plan on the pricing page.

3. Accounts and security

You must be at least 18 and able to enter into a contract. Keep your account details and your business details (company name, country, VAT or tax number) accurate and up to date. We sell to businesses in the European Union and in the countries listed at signup; outside the EU only registered businesses may sign up.

You are responsible for everything done under your studio's accounts, for the people you give admin rights to, and for keeping passwords and two-factor codes secret. Tell us at once if you suspect unauthorised use: security@ruumio.app.

4. Free trial

A new studio gets a 14-day free trial with all features of the Pro plan (30 days when invited by another studio). No card is needed. At the end of the trial choose a paid plan to keep using the admin and member booking; your public site stays online.

5. Plans, fees and billing

Plans, extra-room prices and add-ons are listed on the pricing page. Prices are without VAT; VAT is added on the invoice where it applies: Estonian VAT, the VAT of your EU country through the One-Stop Shop, or reverse charge with a verified EU VAT number. Outside the EU no VAT is charged. Ruumio's fees on bookings include VAT.

Plans are billed monthly in advance through Stripe and renew automatically until cancelled. You authorise us to charge the card you saved. Extra rooms and add-ons are billed with the plan; changes are prorated.

If a payment fails, Stripe tries again for up to 14 days and we tell you by e-mail after each failed attempt; the studio keeps working meanwhile. If it still fails, the plan ends: the admin is limited to billing and member booking is paused until you pay the unpaid invoice and choose a plan again. The public site stays online. If no plan is active 90 days after the end, the studio and its data are deleted after two warnings by e-mail (see “Term, suspension and termination”).

We may change prices with at least 30 days' notice by e-mail. A change applies from the next billing period after the notice; you may cancel before then.

Fees already paid are not refunded, including for part of a period, unless the law requires it.

Please contact us before disputing a charge with your bank. A chargeback on a Ruumio fee may lead to suspension.

6. Payments between you and your members

You are the seller of your services. Payments from your members go to your own Stripe account (Stripe Connect), under Stripe's terms for connected accounts; we are not a payment institution and never hold your money.

We take a platform fee on each card payment according to your plan, deducted by Stripe when the payment is made. For company invoices that companies pay to you by bank transfer, we bill the same fee to you monthly on a separate invoice, due in 14 days. If it is still unpaid 30 days after its date, the studio is paused in the same way (admin limited to billing, member booking paused) until it is paid.

Your prices, VAT on your sales, invoices to your members, refunds, cancellations, no-shows and disputes are yours to decide and handle. The service gives you the tools (cancellation policy per room, refunds, credit notes); we don't decide or fund the outcome.

Member plans, hour packs, gift cards, discount codes and company accounts are your offers. You are responsible for honouring them and for the rules that apply to them, including consumer law (for example information before purchase and the rules on automatic renewals).

Show your own booking and cancellation terms to your members. The service shows the cancellation policy you set before booking and before cancelling.

7. Acceptable use

Use the service lawfully and for your legitimate business. Don't: infringe others' rights; upload malware or unlawful content; try to get unauthorised access, test our security without permission (report findings to security@ruumio.app), or disrupt the service; scrape it, copy it or resell it; send spam or misleading messages through it; collect special categories of personal data (for example health data) through booking questions unless the law allows it and you need it; or use it for fraud or harm.

You are responsible for your relationship with your members and staff, for the services you sell, and for the content, prices and offers you publish.

8. Your content and data

You keep all rights to your content: texts, images, logos, room and price details, and the data you and your members enter. You grant us a non-exclusive licence to store, copy and show it only as needed to run, secure and support the service, and as you choose (for example published reviews).

You confirm that you have the rights to your content and that it is lawful.

For your members' and guests' personal data you are the controller and we are the processor, under the DPA. You need a lawful basis for it and must give your members the information the law requires.

You can export your data at any time: members as CSV, and all of the studio's data as one file (billing → Data).

9. Our intellectual property

Ruumio and its licensors own the service: the software, design, texts and the Ruumio name and marks. During your subscription you may use the service for your business; the right is non-exclusive and can't be transferred. On the Basic and Standard plans, studio sites, the booking widget and studio e-mails show “Powered by ruumio.app”; the Pro plan can hide it.

You may not use our name or marks without our written permission. We may use your feedback freely, without obligation.

10. Third-party services and integrations

Services you connect are governed by their own terms: Stripe, your door controller (UniFi Access), calendars you sync, your domain's DNS, and the systems you connect through the API and webhooks. We aren't responsible for their availability or how they handle data. Connecting them is optional.

Door codes: the service creates and sends codes for your door system as you set it up. You remain responsible for physical access to your premises; we are not liable for damage caused by codes being used, shared or failing.

API keys give access to your studio's data: keep them secret, give them an expiry date and revoke those you no longer use.

11. Availability and support

We work to keep the service available and secure, and back it up daily, but we don't promise uninterrupted operation. Planned maintenance is done at quiet hours where possible. Support is available through Ruumio support in the admin (Help); we answer on working days.

12. Warranties

The service is provided as it is and as available. To the extent the law allows, we give no implied warranties, for example of fitness for a particular purpose, and don't promise that the service is free of errors or meets every need.

13. Limitation of liability

Neither party is liable for indirect or consequential loss, such as lost profit, revenue, data or goodwill.

Each party's total liability under these terms is limited to the fees you paid us in the 12 months before the event that caused the claim.

These limits don't apply to liability that can't be limited by law, such as for intentional breach, nor to your payment obligations or your indemnity below.

14. Indemnity

You will compensate us for claims, losses and reasonable legal costs arising from your use of the service, your content, your services and transactions with your members, or your breach of these terms or the law.

15. Term, suspension and termination

These terms apply while you use the service. You may cancel at any time in billing; cancellation takes effect at the end of the paid period, without a refund.

We may suspend or end your access if you breach these terms or the law, don't pay, if the law requires it, or to protect the service or other users. Where practical we tell you in advance and give you time to put it right.

When your studio stops being active (the plan ends or isn't paid, or the trial ends without a plan), its data stays available for export for at least 90 days. After that we delete it, telling the owner by e-mail in advance; we keep only our own records, as set out in the data processing agreement (section 7). Backups that may still hold it expire within 30 days. You can also ask us to delete it sooner. A member can delete their own account at any time. Their personal data is then removed, except on invoices: those stay unchanged for 7 years as accounting law requires (with the name and billing details, without the e-mail address). Booking and payment records stay, without the person's details, for the studio's accounting.

The sections on content and data, intellectual property, warranties, liability, indemnity and governing law continue to apply after the end.

16. Changes to these terms

We may update these terms. A change that reduces your rights is announced at least 30 days before it takes effect, by e-mail to the owner and in the admin, with a summary of what changes; if you don't agree, you may cancel before then. Other changes apply from publication.

New studios accept the version current at signup. Using the service after a new version takes effect means you accept it; the owner can also confirm it in the admin. Each version has a number and date, and earlier versions are listed below these terms.

17. Governing law and disputes

Estonian law applies. We will first try to settle a dispute by negotiation; otherwise it is decided by Harju County Court (Harju Maakohus) in Tallinn, unless mandatory law gives you the right to another court.

18. General

These terms, the privacy policy, the DPA and the pricing page are the whole agreement about the service. If a provision is invalid, the rest stays in force. Not enforcing a provision is not a waiver.

You may not transfer this contract without our consent. We may transfer it to a company that takes over the service, and will tell you.

Neither party is liable for a delay or failure caused by events beyond its reasonable control (for example a major outage at a data centre, power or network failure, or acts of authorities).

We send notices to the studio owner's e-mail address or show them in the admin. Send notices to us at privacy@ruumio.app or by post to Cognito Ventures OÜ, Sõle tn 14, 10611 Tallinn.

These terms are in Estonian and English. If they differ, the Estonian version prevails.

19. Contact

Cognito Ventures OÜ, registry code 16448180, VAT EE103044329, Sõle tn 14, 10611 Tallinn. E-mail: privacy@ruumio.app. Security reports: security@ruumio.app.