Terms of Service

These Terms of Service (“Agreement”) govern Pro Reception’s provision of, and the Customer’s (“Customer”) use of, the Pro Reception Visitor Management Solution (“Service”). By purchasing, accessing, or using the Service, the Customer agrees to be bound by this Agreement.

Definitions

  • “Service”: The Pro Reception Visitor Management Solution, including software, platform, modules, integrations, and related features.
  • “Customer Data”: All data entered, uploaded, or generated by the Customer or its Users through the Service.
  • “User”: Any person authorized by the Customer to access or use the Service.
  • “Subscription Term”: The period during which the Customer has purchased access to the Service.
  • “SLA”: The Service Level Agreement, incorporated by reference, which defines uptime, support response times, and remedies.

Provision of the Service

  • Pro Reception provides the Service for the Customer’s internal business purposes, including visitor registration, check-in, and related management activities.
  • Pro Reception may update or improve the Service from time to time; minor changes will not materially reduce functionality.
  • Performance commitments are defined in the SLA, which sets measurable uptime, support, and operational standards.

Customer Responsibilities

  • Ensure that only authorized Users access the Service.
  • Ensure that all Customer Data is accurate, lawful, and complete.
  • Not attempt to reverse-engineer, disrupt, misuse, or otherwise interfere with the Service.
  • Maintain the confidentiality of login credentials and promptly report unauthorized access.

Acceptable Use

The Customer shall not, and shall not permit any User to:

  • Conduct illegal, harmful, or malicious activities.
  • Upload or distribute malware, viruses, or harmful code.
  • Attempt unauthorized access to other systems.
  • Infringe intellectual property or privacy rights of third parties.
  • Interfere with the operation, security, or integrity of the Service.

Pro Reception may suspend or terminate access if misuse is detected.

Payment and Billing

  • Customer shall pay for the Service according to the subscription, licenses, or modules selected.
  • Invoices are due as specified; late payment may result in suspension until payment is received.
  • Additional fees may apply for overages, extra Users, or optional modules.
  • Pricing, billing cycles, and any applicable taxes are defined in the subscription agreement.

Data Ownership and Processing

  • Customer retains ownership of all Customer Data.
  • Customer grants Pro Reception a limited, non-exclusive license to process Customer Data solely to provide the Service.
  • Data processing complies with the Pro Reception Privacy Policy: https://www.proreception.com/privacy-policy
  • Customer is responsible for complying with applicable privacy laws and providing required notices to Users.

Intellectual Property

  • All rights, title, and interest in the Service, including software, trademarks, and content, remain with Pro Reception.
  • Customer is granted a limited, non-transferable license to use the Service for internal operations.
  • Customer may not copy, modify, distribute, or create derivative works from the Service.

Warranties and Disclaimers

  • The Service is provided “as is” and “as available.”
  • Except as expressly set forth in the SLA, Pro Reception does not guarantee uninterrupted, error-free, or completely secure operation.
  • The SLA defines performance targets, uptime commitments, and remedies for service disruptions.
  • No other warranties, express or implied, are made beyond those explicitly stated in this Agreement or the SLA.

Limitation of Liability

  • To the maximum extent permitted by law, Pro Reception is not liable for indirect, incidental, special, or consequential damages, including lost profits or data.
  • Where liability cannot be excluded, Pro Reception’s total liability is limited to the fees paid by the Customer for the Service during the twelve (12) months preceding the claim.

Indemnification

  • Customer shall indemnify and hold Pro Reception harmless from claims arising from misuse of the Service, breach of law, or violation of third-party rights.
  • Pro Reception shall indemnify Customer against claims arising from intellectual property infringement caused by the Service, to the extent permitted by law.

Suspension and Termination

  • Pro Reception may suspend or terminate access for breach of this Agreement or if usage poses a security risk.
  • Customer may terminate in accordance with the subscription or contract terms.
  • Upon termination, Customer must cease using the Service. Customer Data will be handled according to the data retention and export policy outlined in the Privacy Policy.

Force Majeure

  • Neither party is liable for delays or failures due to events beyond reasonable control, including natural disasters, power outages, cyber-attacks, or government action.

Third-Party Services

  • Pro Reception may use third-party providers to deliver the Service.
  • Pro Reception remains responsible for compliance with this Agreement regardless of third-party involvement.

Changes to the Agreement

  • Pro Reception may update this Agreement.
  • Updates become effective upon posting or notification. Continued use constitutes acceptance.

Governing Law and Dispute Resolution

  • This Agreement is governed by the laws of Denmark.
  • Any disputes shall be resolved under the exclusive jurisdiction of Danish courts.

Service Level Agreement (SLA) Reference

  • The SLA sets measurable performance standards for uptime, support, and issue resolution.
  • Remedies, including service credits, are detailed in the SLA and take precedence over general disclaimers regarding availability.

Version April 2025