Terms of Service

1. Acceptance of Terms

By accessing or using Polapic ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

We reserve the right to modify these Terms at any time. Changes become effective upon posting to this page. Your continued use of the Service after changes constitutes acceptance of the revised Terms.

2. Description of Service

Polapic is a web-based event photo platform that helps users:

• Create and manage event photo galleries
• Collect guest uploads via share links or QR code access
• Use moderation workflows (including AI-assisted moderation)
• Display approved photos in a live event slideshow
• Review, download, and manage approved event media

The Service may be offered through multiple plan tiers, including free and paid plans.

3. Content Moderation and Host Responsibility

By using the Service, you acknowledge that moderation outcomes can vary and that any display decisions at your event are your responsibility.

4. User Responsibilities

4.1 Accurate Information

You are responsible for providing accurate account and event information, including event details and configuration settings.

4.2 Data Storage & Account Requirements

Event data and uploaded media are stored on Polapic servers and associated with your account. You must create an account to host and manage events.

• Account creation via email/password or Google Sign-In
• Access your event data from any device when logged in
• Data is backed up regularly
• You can request account deletion and data deletion at any time (subject to legal retention obligations)

You remain responsible for downloading or archiving important event media for your own records when needed.

4.3 Account Security

You are responsible for:

• Maintaining the confidentiality of your credentials
• Any activity that occurs under your account
• Promptly notifying us of unauthorized access or suspected compromise

4.4 Google Sign-In (Optional)

Polapic offers Google Sign-In as an optional authentication method. By using Google Sign-In:

• You authorize Google to authenticate your identity and share basic profile/account data with Polapic
• Google handles authentication under its Terms of Service and Privacy Policy
• You may switch to email/password authentication where supported by account settings

4.5 Prohibited Uses

You agree NOT to:

• ❌ Use the Service for illegal, abusive, or harmful purposes
• ❌ Upload or distribute unlawful, infringing, or malicious content
• ❌ Attempt to reverse engineer, decompile, exploit, or disrupt the Service
• ❌ Use bots/scripts to scrape, spam, or abuse the platform
• ❌ Impersonate others or submit false account information
• ❌ Resell or sublicense the Service without written permission

5. Payment Terms (Paid Plans)

5.1 Pricing & Subscription

Paid plans may be offered on monthly, annual, one-time-event, or other billing terms as displayed at checkout. By subscribing, you authorize recurring charges where applicable until cancellation.

Plan features and pricing may change over time. The pricing presented at checkout governs your purchase.

5.2 Payment Processing

Payments are processed through Stripe. We do not store full credit card data. By purchasing, you also agree to Stripe's applicable terms and policies.

5.3 Cancellation & Refunds

You may cancel subscriptions at any time. If canceled, paid access typically remains until the end of the current billing cycle. Refund eligibility, if offered, is governed by the policy shown at checkout or your plan terms.

For refund requests, contact support@polapic.com.

5.4 Taxes

Prices are in USD unless stated otherwise and may not include applicable taxes. You are responsible for taxes or fees required by your jurisdiction.

6. Intellectual Property

6.1 Ownership

Polapic, including software, design, branding, and platform materials, is owned by Polapic and protected by intellectual property laws.

6.2 License to Use

We grant you a limited, non-exclusive, non-transferable license to use the Service in accordance with these Terms.

6.3 Your Content

You retain ownership of media and content you submit, subject to rights required for us to operate the Service (such as hosting, processing, displaying, and transmitting event content according to your settings).

You represent that you have the necessary rights and permissions to upload and share content via the Service.

7. Disclaimers & Limitations of Liability

7.1 "As Is" Service

Polapic is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, including availability, reliability, fitness for purpose, or uninterrupted operation.

7.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, POLAPIC SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

• Loss of data, revenue, profits, or business opportunities
• Damages from content moderation outcomes or event display decisions
• Service interruptions, outages, or technical failures
• Issues caused by third-party platforms or integrations

Maximum Liability: Our total liability will not exceed the amount you paid us in the previous 12 months (or $0 for free users), to the extent permitted by law.

7.3 No Guarantee of Results

We do not guarantee specific outcomes related to event engagement, moderation accuracy, upload volume, or business performance.

8. Service Availability

We aim for high availability but do not guarantee uninterrupted access. We may suspend or limit Service access for:

• Maintenance and updates
• Security incidents or abuse prevention
• Legal or compliance requirements
• Operational or business reasons

9. Termination

9.1 Termination by You

You may stop using the Service at any time and cancel paid plans according to your billing terms.

9.2 Termination by Us

We may suspend or terminate access if you violate these Terms, engage in abuse/fraud, or create legal/security risk.

10. Privacy

Your use of Polapic is also governed by our Privacy Policy.

11. Third-Party Services

Polapic may integrate with third-party services. Your use of those services is subject to their terms:

• Stripe: Payment processing - Terms
• Google Sign-In: Authentication - Terms | Privacy
• PostHog: Usage analytics - Terms | Privacy

12. Indemnification

You agree to indemnify and hold harmless Polapic and its affiliates from claims, losses, liabilities, and expenses arising from your use of the Service, your content, or your violation of these Terms or applicable law.

13. Dispute Resolution

13.1 Informal Resolution

Before filing formal claims, please contact us at support@polapic.com so we can try to resolve the issue informally.

13.2 Governing Law

These Terms are governed by the laws of the United States and the State of [Your State], without regard to conflict of law principles.

13.3 Arbitration

Disputes not resolved informally may be resolved by binding arbitration under applicable arbitration rules. You waive jury trial rights where enforceable.

Exception: qualifying small-claims disputes may be brought in small claims court where permitted.

14. Miscellaneous

14.1 Entire Agreement

These Terms and our Privacy Policy constitute the entire agreement between you and Polapic regarding the Service.

14.2 Severability

If any provision is deemed unenforceable, the remaining provisions remain in full force and effect.

14.3 Waiver

Failure to enforce any provision is not a waiver of our right to enforce it later.

14.4 Assignment

You may not assign your rights under these Terms without consent. We may assign rights/obligations to a successor entity.

14.5 Force Majeure

We are not liable for delays or failures caused by events beyond reasonable control (e.g., disasters, outages, attacks, or government actions).

15. Contact Information

Questions about these Terms? Contact us:

Last updated: October 16, 2026 | Version 2.0 | Privacy Policy